Videoconferencing Services for Telehealth

PURCHASE

VIDEOCONFERENCING SERVICES FOR TELEHEALTH

FOR

THE DEPARTMENT OF HEALTH

NOTICE TO ALL OFFERORS

This is a HePS Solicitation

The following offer is hereby submitted to furnishsecure videoconferencing for telehealth solutions for the Department of Health (DOH),Health Information Systems Office (HISO), on behalf of the Child and Adolescent Mental Health Division (CAMHD) and Adult Mental Health Division (AMHD). The DOH reserves the right to cancel this solicitation at any time. Award is subject to availability of funds. Period of services is for one year (12 months), with the option to adjust unit quantity to add/reduce unit services on a monthly basis.

OFFEROR’S QUALIFICATION FORM

Please complete this form as fully and explicitly as possible to facilitate evaluation of your firm. Use additional sheets and substantiating documents when necessary.

1. Exact Legal Name of Contractor: ______

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Street Address

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City State Zip Code

Subcontractor Name, if applicable: ______

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Street Address

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City State Zip Code

Contact Person Name: ______Cell No. ______

Telephone No.: ______Fax No.: ______

E-mail Address: ______

1. Experience and Qualifications:

1. Number of years’ experience with Design, configuration, operations, and support of secure VTC services:______. Offeror firms must have a minimum of three years’ experience as a going concern,specific to VTC services.

1. List and Describe the video and audio protocols used, and metrics for the video and audio quality. Offeror firms must provide measures for ensuring High-Definition quality video over broadband.

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1. Describe ability and process to sign a HIPAA Business Associate Agreement to cover these videoconferencing services. Offeror firms must sign a BAA with the DOH.

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1. List and Describe the encryption protocols and methodology for ensuring videoconferencing traffic is protected. Offeror firms must utilize encryption of services.

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1. Describe recent engagements for delivery of these services, configuration, and support.

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1. Key Professional Staff Experienced in VTC services andconfigurationthat will be assigned to this engagement:

Name: ______

Role: ______

Name: ______

Role: ______

Name: ______

Role: ______

1. Ability to meet service hours requirements of 7am-6pm HST:______.
2. Service-Level-Agreement (SLA) for services uptime guarantees, must be 99.9% or greater:______.

1. References:

Offeror shall list at least three references from federal, state,or local government entities in the United States for whom offeror firm has or is performing similar services.

Additionally, offeror shall list at least three corporate or government entities in the healthcare administration and/ordirect healthcare services delivery field, for whom offeror firm is performing similar services, specifically for HIPAA-compliant telehealth facilitation.

The State reserves the right to reject an offer submitted by any offeror whose performance on other jobs for this type of service has been proven unsatisfactory.

SPECIFICATIONS

BACKGROUND

The Department of Health (DOH), Health Information Systems Office (HISO) is facilitating the purchase of videoconferencing Software-as-a-Service (SaaS)on behalf of the Child and Adolescent Mental Health Division (CAMHD) and Adult Mental Health Division (AMHD). Both DOH Divisions have geographically dispersed offices across the state of Hawaii, and seek to increase the use of secure videoconferencing for clinical and administrative activities. These SaaS services are intended in large part to support telehealth clinical operations across Division facilities.The Divisions seek to expand use of teleconferencing and telehealth services to enhance clinical services and operations, and minimize inter-island travel.

DESCRIPTION AND SPECIFICATION OF REQUIRED SERVICE

The Current System

There is a mix of video conference services, and limited vendor-specific equipment used for direct site-to-sitevideo conference capability at the locations even though high speed internet connections are available. There is a mix of H.323 location equipment as well as IP based equipment. Communications between locations are nearly impossible because of the different protocols,

New System Requirements

Need to provide enhanced videoconferencingservices for interoperability of equipment with only H.323 protocol with standard IP based equipment for: A. a secure telehealth communications mechanism, and B. communications with work groups, in remote offices. This videoconferencing technology is primarily required in clinical conference rooms forclinicalhealthcare services encounters, and for large group meetings. The services are to be utilized in several locations across Hawaii, with varying internet connection bandwidth and speed, and thus must automatically scale video and audio quality. On high-speed broadband connections, audio and video quality must be excellent, measured as High-Definition, and sufficient for the DOH to rely on the services for provision of direct clinical care. Initial setup is to be performed by DOH staff, with offeror providing additional remote configuration, technical staff training, and user training. Operations of services must incorporate simple and streamlined scheduling, connections, calls, and added content management. Secure, clinician user-friendly videoconferencing services are required to effectivelyprovision telehealth in rural areas. Services use regularly requires interoperability between multiple endpoints and endpoint equipment types.

Detailed System Requirements:

A)Legacy Telehealth vendor-specific SaaS VTC meeting rooms

1. Videoconferencing service flexible and scalable supporting: Polycom legacy equipment, other room-system manufacturer endpoints; and industry-standard, commodity room and workstation-sized videoconferencing equipment endpoints (such as those capable of Cisco, Skype/Lync, WebEx or equivalent) specifications.
2. Technical service supporting native H.323, SVC (or Skype/Lync equivalent) and other standard hardware endpoints. Service must offer high-resolution HD 1080p & 720p video at a minimum of 30fps, such as MS RTV, H.264 SVC, or H.323.
3. Interoperability to connect all client endpoints: Polycom HDX7000, H.323, commodity videoconferencing equipment, all-in-one endpoints, PC-based, mobile-based, phone.
4. Camera: services must support remote-operable camera endpoints with motorized pan-tilt-zoom.
5. Service quality must permit telehealth with patients, which is dependent on exceptionally clear and automatically scaling picture, audio, and with minimal service lag.
6. Internet cloud-based SaaS solution with full interoperability to connect any and all remote sites.
7. A minimum of ten (10) simultaneous endpoints in any meeting, with the ability to simply add additional connecting sites.
8. Flexible unit pricing methodology to permit changes in number and types of endpoints over time. Agency goals are increasing commodity endpoints, gradually reducing legacy equipment usage.
9. Services must incorporate simple and streamlined scheduling, connections, calls to dissimilar endpoint equipment, and added content management, without technical user intervention for normal operations.
10. Simple user interface, programmable call directory, and detailed call logs for export and review.
11. Services must be encrypted, and offeror must be able to sign a HIPAA BAA.
12. These services must run video meetings from internet-accessible videoconferencing hardware by default, and permit added content sharing and added functions in video meetings.
13. Remote support for technical issue resolution.
14. Operations at minimum during hours of 7am-6pm HST, with all scheduled technical upgrades and downtime occurring outside of this window.
15. Defined SLA for uptime during scheduled services hours, must be 99.9% or greater.
16. Full interoperability with Commodity telehealth SaaS VTC meeting rooms.

B)Commodity Telehealth SaaS VTC meeting rooms

1. Videoconferencing service flexible and scalable supporting: Industry-standard, commodity room and workstation-sized videoconferencing equipment endpoints (such as those capable of Cisco, Skype/Lync, WebEx or equivalent) specifications.
2. Technical service supporting native H.323, SVC (or Skype/Lync equivalent) and/or other standard hardware endpoints. Service must offer high-resolution HD 1080p & 720p video at a minimum of 30fps, such as MS RTV, H.264 SVC, or H.323.
3. Interoperability to connect all client endpoints: Polycom HDX7000, H.323, commodity videoconferencing equipment, all-in-one endpoints, PC-based, mobile-based, phone.
4. Camera: services must support remote-operable camera endpoints with motorized pan-tilt-zoom.
5. Service quality must permit telehealth with patients, which is dependent on exceptionally clear and automatically scaling picture, audio, and with minimal service lag.
6. Internet cloud-based SaaS solution with full interoperability to connect any and all remote sites.
7. A minimum of ten (10) simultaneous endpoints in any meeting, with the ability to simply add additional connecting sites.
8. Flexible unit pricing methodology to permit changes in number and types of endpoints over time. Agency goals are increasing commodity endpoints, gradually reducing legacy equipment usage.
9. Services must incorporate simple and streamlined scheduling, connections, calls to dissimilar endpoint equipment, and added content management, without technical user intervention for normal operations.
10. Simple user interface, programmable call directory, and detailed call logs for export and review.
11. Services must be encrypted, and offeror must be able to sign a HIPAA BAA.
12. These services must run video meetings from internet-accessible commodity videoconferencing hardware by default, and permit added content sharing and added functions in video meetings.
13. Remote support for technical issue resolution.
14. Operations at minimum during hours of 7am-6pm HST, with all scheduled technical upgrades and downtime occurring outside of this window.
15. Defined SLA for uptime during scheduled services hours, must be 99.9% or greater.
16. Full interoperability with Legacy telehealth vendor-specific SaaS VTC meeting rooms.

Bidder Contact Information

Questions regarding this solicitation can be emailed to both the contacts below.

Contact Information

1)Derek Vale

DOH CAMHD,

3627 Kilauea Ave., Room 101

Honolulu, Hi 96816

Email:

2)John Jansen

DOH AMHD,

45-710 Kea Ahala Road

Kaneohe, Hi 96744

Email: