Request for Proposals RFP No. 2014-MeHI-04
For eHealth eQuality Planning (Phase I and II)
Request for Proposals for eHealth eQuality Planning
(Phase I and II)
RFP No. 2014-MeHI-04
Massachusetts Technology Collaborative
Massachusetts eHealth Institute
75 North Drive
Westborough, Massachusetts 01581-3340
http://www.masstech.org
Procurement Team Leader: Judith Iwanski
RFP Issued: May 30, 2014
Bidders’ Conference: June 11, 2014 & June 13, 2014
Questions Due: June 13, 2014
Answers to Questions Posted: June 20, 2014
Responses Due: July 1, 2014
Anticipated Start Date: August 15, 2014
1. Introduction
The Massachusetts Technology Collaborative (“Mass Tech Collaborative”), on behalf of the Massachusetts eHealth Institute (“MeHI”), is issuing this Request for Proposals for eHealth eQuality Planning (RFP No. 2014-MeHI-04, hereafter the “RFP”) to solicit responses from qualified contractors (“Respondents”) that can assist MassTech in developing best practices documentation for deployment and optimal use of Electronic Health Record (“EHR") systems throughout the healthcare delivery sector and with a particular focus on best practices and deployment support for the behavioral health (“BH”) and long-term post-acute care (“LTPAC”) sectors.
MassTech Collaborative seeks responses providing the Respondent’s demonstrated experience and capacity to:
· Conduct national and state-specific research in the field of healthcare-related information technology (“eHealth”);
· Analyze requirements and processes for EHR procurement among health care organizations, including sector-specific needs and requirements; and
· Draft substantive, technical and accurate collateral materials for the successful implementation of EHRs and related eHealth technologies.
Respondents will be competing against each other for selection to provide the consulting services set forth herein (the “Services”). The submissions of all Respondents shall be compared and evaluated pursuant to the evaluation criteria set forth in this RFP, and a single Respondent shall be selected.
Mass Tech Collaborative will be the contracting entity on behalf of MeHI. For the purposes of this RFP (and except where the specific context warrants otherwise), MeHI and Mass Tech Collaborative are collectively referred to as Mass Tech Collaborative.
RESPONDENTS PLEASE NOTE:
(i) This RFP does not commit Mass Tech Collaborative to select any Respondent(s), award any work order, pay any costs incurred in preparing a response, or procure or contract for any services or supplies. Mass Tech Collaborative reserves the right, in its sole discretion, to accept or reject any or all submittals received, to negotiate with any or all qualified Respondents, to request modifications to proposals in accordance with such negotiations, to request supplemental or clarifying information from Respondents, or to cancel, amend or modify the RFP in any manner, in part or in its entirety, at any time.
(ii) Individuals providing services to Mass Tech Collaborative may be considered “special state employees” subject to the provisions of the Massachusetts Conflict of Interest Law (M.G.L. c.268A). Mass Tech Collaborative’s Master Agreement for Services (the “Master Agreement”) requires Respondent’s to certify, among other things, compliance with the Massachusetts Conflict of Interest law.
(iii) Respondents to this RFP who are currently (or who anticipate that they prospectively may be) providing services to Mass Tech Collaborative grantees are advised to review the Mass Tech Collaborative procurement conflicts policy (located at http://masstech.org/procurements). As part of its response, Respondents must affirmatively indicate whether it has contracts for services funded in part or in whole by Mass Tech Collaborative grants.
(iv) If the contract awarded pursuant to this RFP exceeds $100,000, it will be subject to 31 U.S.C. § 1352, as implemented at 15 CFR Part 28, "New Restrictions on Lobbying." Any selected Respondent shall require all subcontractors whose subcontract exceeds $100,000 to submit a completed "Disclosure of Lobbying Activities" (Form SF-LLL) regarding the use of non-Federal funds for lobbying. The Form SF-LLL shall be submitted within 15 days following the end of the calendar quarter in which there occurs any event that requires disclosure or that materially affects the accuracy of the information contained in any disclosure form previously filed. The Form SF-LLL shall be submitted from tier to tier until received by Mass Tech Collaborative.
See Section 3 for other eligibility requirements.
2. Background on Sponsors and Project
2.1 Massachusetts Technology Collaborative
Mass Tech Collaborative is an independent public instrumentality of the Commonwealth of Massachusetts chartered by the Commonwealth to serve as a catalyst for growing its innovation economy. Mass Tech Collaborative brings together leaders from industry, academia, and government to advance technology-focused solutions that lead to economic growth, job creation, and public benefits in Massachusetts. Mass Tech Collaborative energizes emerging markets in the high-tech sector by filling gaps in the marketplace, connecting key stakeholders, expanding broadband services, conducting critical economic analysis, and providing access to intellectual and financial capital. Mass Tech Collaborative has three primary divisions: The Innovation Institute at the MassTech Collaborative, the Massachusetts Broadband Institute, and the Massachusetts e-Health Institute. For additional information about Mass Tech Collaborative and its programs and initiatives, please visit our website at www.masstech.org.
2.2 The Massachusetts e-Health Institute
The Massachusetts e-Health Institute (“MeHI”) was created as a non-divisible component of the Mass Tech Collaborative by the enactment of Chapter 305 of the Acts of 2008. MeHI’s activities are overseen by the Board of the Massachusetts Technology Collaborative and coordinated with the activities of the Executive Office of Health and Human Services (“EOHHS”) and the Massachusetts Health Policy Commission to best leverage the Commonwealth’s investments in supporting health information technology adoption. MeHI has four key initiatives in the areas of eHealth eQuality, Connected Communities, Meaningful Use Support and eHealth Cluster Development. For more information about MeHI please visit the web site at http://mehi.masstech.org.
3. Services Required
3.1 Background
One of MeHI’s public-interest policy objectives is to promote the deployment of EHR systems in all health care provider settings in the Commonwealth and facilitate their secure networking through a state-wide Health Information Exchange (HIE). In accordance with Chapter 224 of the Acts of 2012, MeHI prioritizes support for organizations that are generally not eligible to participate in the Medicare or Medicaid EHR Incentive Program and lack access to other resources to implement interoperable EHR systems.
A recent survey of Massachusetts providers commissioned by MeHI showed that behavioral health (BH) and long-term post-acute care (LTPAC) organizations lag significantly behind other healthcare sectors in the adoption of EHRs. For example, the survey showed an adoption rate of 96% among primary care providers and 86% among specialty providers but only 55% for BH and LTPAC organizations. Comments from this community suggest a need to support these organizations in their EHR adoption planning and procurement stage, including assistance in developing strategies for achieving better quality of care and health outcomes while better managing costs.
A vast and varied amount of “guidance” is already available from multiple sources on technical requirements and developmental strategies for EHR deployment, as is assistance and information on contract management, but this information can be difficult for the laperson to track down, collate and assimilate. MeHI is therefore issuing this RFP to find resources to collect and collate this information and use it to develop best practices recommendations and collateral documents that will help facilitate EHR adoption planning and procurement efforts and encourage improvement in the technology, processes, functions and supporting services that support improved health care outcomes in the Commonwealth –especially in the BH and LTPAC sectors. This process will culminate in the development of a “Strategic Planning and Procurement Model Approach” to the EHR adoption planning and procurement process that emphasizes assistance to those sectors. MeHI intends, however, that the model developed under this proposal also be of benefit to any health care organization that has not yet adopted an EHR system.
As outlined in this RFP, MeHI is proposing a three-phase approach:
· Phase I – Research and Planning
· Phase II – Model Development
· Phase III – Model Deployment and Support for EHR Adoption Planning
(Phase III will be scoped after the completion of Phase II and contemplates (1) deployment of the developed model into the respective sectors; and (2) EHR adoption planning support, including model customization and EHR procurement assistance. The Scope of Services for this RFP describes only Phases I and II.)
3.2 Scope of Services
3.2.1 Narrative
The selected respondent will:
· Research and deliver a comprehensive assessment of existing public, non-profit and private sector EHR adoption planning and procurement models/approaches;
· Provide a recommendation for selecting those models/approaches that have proven effective and could be adapted for use by the targeted sectors in Massachusetts; and
· Develop – in collaboration with MeHI – the “Strategic Planning and Procurement Model” approach to EHR adoption planning and procurement.
Since procurement of eHealth technology can be especially challenging for small organizations or provider groups lacking in-house expertise and funding, the selected Respondent will also research and deliver a comprehensive review of alternate ideas/approaches that have been employed in other states or at the national level to facilitate EHR procurement by resource-constrained organizations. These approaches may include, but should not be limited to, cooperative purchasing and creative financing assistance. The Respondent will also provide recommendations on whether – and how – these approaches might be adapted for use in Massachusetts.
Once a “Strategic Planning and Procurement Model” is established, the Respondent, in collaboration with MeHI, will develop the necessary collateral corresponding to the model, e.g., templates, checklists, presentations, contract language, and vendor/product assessments.
A critical deliverable is a well-drafted report and accompanying presentation, suitable for public dissemination, which cogently integrates the research results – and the rationale for the selected model – into the “Strategic Planning and Procurement Model” approach to the EHR adoption planning and procurement process.
3.2.2 Table of Required Activities and Key Deliverables
PHASE I: Planning & ResearchActivities / Components / Key
Deliverables
[A] To inform model development:
1) Research and analyze:
· Requirements, processes, and best practices at the national level and from at least (10) states for the successful adoption planning and procurement of certified EHRs among health care organizations;
· BH & LTPAC sector-specific needs, requirements and best practices; and
· Massachusetts-specific requirements and/or constraints.
2) Inventory relevant approaches, resources and documents. Then, identify any gaps in process, information and material that would be necessary for development of our “model”. / Components include, but are not limited to:
1) A comprehensive assessment of existing public sector and industry models/approaches and best practices for strategic planning and procurement of EHR modules or systems;
2) A detailed review of those elements of existing models that have both proven effective and have applicability to the targeted sectors in Massachusetts; / 1) A cogent and comprehensive report, annotated and based on the research and analysis, that provides:
· Results of the research and analysis;
· Recommendations for those elements that would be applicable to successful adoption planning and procurement of certified EHRs among health care organizations in MA;
· Recommendations on elements and best practices to meet BH and LTPAC sector-specific needs and requirements; and
· Recommendations on elements to meet MA-specific requirements and/or constraints.
2) A report and spreadsheet/table delineating:
· Existing tools and resources for facilitating eHealth strategic planning and EHR procurement in MA, both generally and for BH and LTPAC sectors specifically;
· Gaps in the availability of essential tools and resources for such strategic planning and procurement;
· Recommended resources to be developed to fill the gap
[B] Research and analyze other [actual or proposed] state and/or non-governmental EHR adoption approaches that – while less broadly adopted - hold opportunity for adoption in MA, particularly for assisting BH & LTPAC organizations / Report detailing alternate ideas or approaches that could be employed to enable EHR procurement in MA, including, but not limited to:
· Cooperative models (for facilities too small to support their own systems) with a shared resource or joint venture model;
· A “zero-interest” loan Program / A report on the research and analysis:
· Detailing alternative methods of facilitating EHR procurement
· Noting tactics, rates of success and drawbacks of each, including any public policy components; and
· Recommendations for which, if any, could be employed in MA
PHASE II: Model Development
Activities / Components / Key
Deliverables
[A] Based on the research, analysis, and deliverables in Phase I, develop:
· The EHR Adoption Planning and Procurement Model;
· The rationale for the model and an outline of required components; and
· Collateral materials / In consultation with MeHI staff:
1) Develop the ““Strategic Planning and Procurement Model” which shall be modular in design:
· Body = A sector-agnostic model (further described below) that is generally applicable to providers in all settings of care;
· Annex 1 = BH- and LTPAC-specific requirements and/or considerations; and
· Annex 2 = MA-specific requirements and/or considerations
2) Develop the collateral materials necessary to ease the utilization of this model for organizations in these sectors. As an example, an array of strategic, planning and procurement documents would include:
· A procurement roadmap
· Planning and procurement checklists
· Change management guidance
· EHR requirements document
· EHR certification guidance
· Vendor source selection evaluation criteria and workbook
· Other templates and educational material as is deemed appropriate / 1) A workbook detailing:
· The “Strategic Planning and Procurement Model”
· Sector-specific Annexes;
· MA-specific details, and
· Indexed appendices containing all collateral materials.
This workbook shall be made available in MS Word and as a single .pdf suitable for printing. Five bound copies shall be printed for use by MeHI.
2) A report and accompanying presentation that cogently integrates the research results and rationale for the “Strategic Planning and Procurement Model” approach to the EHR adoption planning and procurement process.
Examples of existing models to be examined in Phase I (provided for illustration only):
Health IT Adoption Toolkit
HHS' Health Resources and Services Administration (HRSA)