RFP DOC-21-044 EHR Solution FINAL.docx

COMMONWEALTH OF VIRGINIA DEPARTMENT OF CORRECTIONS PROCUREMENT AND RISK MANAGEMENT 6900 ATMORE DRIVE RICHMOND, VIRGINIA 23225 REQUEST FOR PROPOSALS Solicitation Number: DOC-21-044 Issue Date: February 4, 2021 Title: Electronic Health Records Software Solution Commodity Code: 20811/20913 Application Software, Microcomputer 20820 Business Software, Misc 20836/20937 Data Processing Software, Microcomputer 20837/20938 Database Software 20845/20946 Expert System Software 20857 Law Enforcement Software 20860 Medical Software, All Types 20863/20964 Personnel Software 20880/20987 Software, Microcomputer 20888 Software Monitoring 92007 Applications Software for Microcomputers 95882 Records Services Management Issuing Agency: Commonwealth of Virginia Virginia Department of Corrections Procurement and Risk Management, Room 2150 6900 Atmore Drive Richmond, Virginia 23225 Using Agency: Virginia Department of Corrections Health Services Unit 6900 Atmore Drive Richmond, Virginia 23225 The purpose of this Request for Proposals (RFP) is to establish a contract to implement an electronic health records (EHR) software as a service (SaaS) solution at approximately 45 Virginia Department of Corrections (VADOC) facilities and interface RFP # DOC-21-044 PAGE OF 50 with Virginia Corrections Information Systems (VirginiaCORIS), the offender management system (OMS) that VADOC uses to manage its inmate population Sealed proposals will be received until 4:00 p.m EST on Thursday, February 25, 2021, for furnishing the goods and services described herein There will be a virtual pre-proposal conference held on Thursday, February 11, 2021 at 2:00 p.m., EST The pre-proposal conference is open to all interested Suppliers and you are encouraged to attend Suppliers are encouraged to submit pre-proposal questions in writing at least 72 hours prior to the pre-proposal conference date and time to: laura.bishop@vadoc.virginia.gov These questions will be answered as part of the pre-proposal conference To join this meeting: Join with Google Meet meet.google.com/fur-rfbu-bcu Meeting ID meet.google.com/fur-rfbu-bcu Phone Numbers: (US)+1 779-548-5053 PIN: 402 153 462# All proposals received after the appointed date and hour for receipt, whether by mail or otherwise, will not be considered for an award and will be date and time stamped, marked “late,” and retained unopened in the procurement file The time of receipt shall be the time delivered to the Issuing Agency's Purchasing Office Offerors have the sole responsibility for assuring that proposals are received in the Purchasing Office by the designated date and time If proposals are hand delivered, they must be delivered to the Issuing Agency’s Purchasing Office at 6900 Atmore Drive, Richmond, Virginia 23225 Hand delivered proposals must be delivered in ample time to allow for security check-in at the front desk and delivery to the Purchasing Office prior to the closing time for the solicitation If proposals are mailed or delivered by express mail, they must be delivered to 5511-B Biggs Road, Richmond, VA 23224 Faxed, electronic, or oral proposals will not be accepted All inquiries for information should be directed to Laura L Bishop at (804) 8878332, (804)674-3541 (FAX #), or at laura.bishop@vadoc.virginia.gov RFP # DOC-21-044 PAGE OF 50 Table of Contents INTRODUCTION A RFP OBJECTIVE AND PROJECT OVERVIEW B INNOVATION TO GOVERNMENT PROPOSAL INSTRUCTIONS AND ADMINISTRATION A B C D E F G H I J K L M N O P Q OVERVIEW VIRGINIA PUBLIC PROCUREMENT ACT (VPPA) ANTI-DISCRIMINATION- §2.2-4310 AND §2.2-4311 ETHICS IN PUBLIC CONTRACTING - §2.2-4367 ANNOUNCEMENT OF AWARD - §2.2-4300 ET SEQ AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH - § 2.2-4311.2 PROHIBITED CONTRIBUTIONS AND GIFTS - § 2.2-4376.1 LIABILITY NONDISCLOSURE ALTERNATIVE DISPUTE RESOLUTION (ADR) PROPRIETARY INFORMATION PROPOSAL PROTOCOL SINGLE POINT OF CONTACT EVALUATION PROCESS EVALUATION FACTORS PROCUREMENT W EBSITE TIMETABLE TABLE R EVA REGISTRATION REQUIRED S EXCLUDED PARTIES LIST PROPOSAL FORMAT A OFFEROR'S PROPOSAL FORMAT PRESENT SITUATION A B C D E BACKGROUND INTRODUCTION STAKEHOLDERS CURRENT PROCESSES CURRENT SPECIFICATIONS USED CONCERNS/ISSUES OF CURRENT SOLUTION/SITUATION FUNCTIONAL AND TECHNICAL REQUIREMENTS A B C D E F G PRODUCT SPECIFICATIONS & STANDARDS INTEROPERABILITY NON-FUNCTIONAL FUNCTIONAL SECURITY FEATURES OF THE APPLICATION CLOUD REQUIREMENTS REPORTS OFFEROR PROFILE A B C D E F OFFEROR PROPOSAL COMPLIANCE OFFEROR CORPORATE OVERVIEW FINANCIAL INFORMATION FUTURE, LONG TERM VISION AND STRATEGIC PLANS OFFEROR EXPERIENCE LEVEL AND CUSTOMER REFERENCES PERFORMANCE STANDARDS METHODOLOGY RFP # DOC-21-044 5 7 7 7 8 8 9 10 11 11 12 12 12 12 13 13 15 15 15 17 17 18 20 21 22 23 25 31 32 33 35 35 35 36 36 36 37 PAGE OF 50 G H I J GOVERNANCE AND COMPLIANCE MANAGEMENT SECURITY RISK MANAGEMENT OVERVIEW DISASTER RECOVERY/SECURITY PLAN SERVICE AND SUPPORT MANAGEMENT 38 38 38 38 OFFEROR PROCUREMENT AND SUBCONTRACTING PLAN 40 PRICING INFORMATION 41 VADOC STANDARD AGREEMENT 42 APPENDIX A – OFFEROR PROCUREMENT AND SUBCONTRACTING PLAN 45 APPENDIX B – PRICING 47 APPENDIX C – STATE CORPORATION COMMISSION FORM 48 APPENDIX D – RFP SECTION 9.0 – OFFEROR EXCEPTIONS TO VADOC CONTRACT TEMPLATE 49 APPENDIX E – SECURITY ASSESSMENT AND GOVERNANCE MAP FOR NON-PREMISE BASED SERVICES 50 RFP # DOC-21-044 PAGE OF 50 INTRODUCTION A RFP Objective and Project Overview The purpose of this Request for Proposals (RFP) is to solicit proposals to implement an electronic health records (EHR) software solution at approximately forty-five (45) Virginia Department of Corrections (VADOC) women’s and men’s facilities that interfaces with Virginia Corrections Information Systems (VirginiaCORIS), the offender management system (OMS) that VADOC uses to manage its inmate population The goal of this RFP is to obtain proposals from EHR vendors for an EHR system that provides, supports, and maintains electronic inmate medical records in a correctional environment VADOC is seeking a software solution that will provide for: a b c d e f g Improved clinical effectiveness and improved healthcare for inmates Improved communication among providers and Commonwealth employees Decreased records supply and storage requirements Increased process efficiency Enhanced clinical/financial/management reporting More effective use of VirginiaCORIS Decreased litigation costs For the purposes of this RFP, Offeror shall mean any entity that submits a proposal in response to this RFP VADOC is pursuing a Solution that can be utilized by VADOC On June 7, 2018, a Commonwealth of Virginia (COV) interagency workgroup was created by the Virginia General Assembly, via the 2018 Special Session I, Virginia Acts of Assembly, Chapter 2, Item 281, Section I-91 Secretary of Health and Human Resources (188), subsection C1C3 Chaired by the Secretary of Health and Human Resources, in collaboration with the Secretary of Administration and the Secretary of Public Safety and Homeland Security, this interagency workgroup is comprised of the Department of Behavioral Health and Developmental Services (DBHDS), the Virginia Department of Corrections (VADOC), the Virginia Department of Health (VDH), the Department of Planning and Budget (DPB), and other agencies as deemed appropriate by the respective Secretaries One of the goals of this workgroup is to ensure that standards are developed to ensure that electronic health records (EHRs) can be shared as appropriate with public and private partner agencies and health care entities One of the standards that this workgroup is charged with defining and then asking all agencies to use as an important requirement when evaluating and eventually selecting an electronic health record system is interoperability – the ability for health information to move between health care entities, regardless of the technological platform in place or location where care is provided Some examples of health information are orders, procedures, results, clinical documents, images, immunizations, and prescriptions Interoperability is paramount for COV – it is a shared value for and across all agencies which currently have an EHR system, are in the midst of implementing a system or are looking to implement one, like VADOC Therefore, interoperability requirements figure prominently in this RFP Responsive and responsible proposals received in response to this RFP will be evaluated by the VADOC evaluation team Once the proposals have been evaluated, VADOC will be in a position to determine the best course of action including the possibility of negotiations Although it is our intent to accomplish substantial improvements and cost efficiencies as the result of this project, VADOC may determine that no change is warranted at this time VADOC may, at its sole discretion, make one award, multiple awards, or none at all Moreover, VADOC is interested in simplifying processes by having a single point of interface where possible Section 5, Functional and Technical Requirements, sets forth the service/solution detailed requirements VADOC reserves the right to adjust the requirements or scope of this RFP as needed RFP # DOC-21-044 PAGE OF 50 In the event that any modifications become necessary, an amendment to this RFP will be posted on eVA with a possible extension of the RFP proposal submission date, if required B Innovation to Government The Commonwealth encourages Offerors to bring innovative ideas and/or solutions to VADOC—ideas that result in cost and operational efficiencies and improvements while enhancing the services that the Commonwealth provides its citizens RFP # DOC-21-044 PAGE OF 50 PROPOSAL INSTRUCTIONS AND ADMINISTRATION A Overview This RFP was developed to provide potential Offerors with the information required to prepare proposals This section outlines the administrative procedures and guidelines for preparing a proposal Nothing in this RFP constitutes an offer or an invitation to contract B Virginia Public Procurement Act (VPPA) This RFP is governed by the VPPA, § 2.2-4300 et seq of the Code of Virginia, the Agency Procurement Surplus Property Manual (APSPM), the VITA IT Procurement Manual: Buy IT, and other applicable laws C Anti-Discrimination- §2.2-4310 and §2.2-4311 By submitting their proposals, Offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, and where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act, and §2.2-4311 of the Virginia Public Procurement Act D Ethics in Public Contracting - §2.2-4367 By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged In addition, Offeror will disclose any actual or perceived conflicts of interest in its proposal and will notify VADOC if it becomes aware of a potential conflict of interest in the future E Announcement of Award - §2.2-4300 et seq Upon the award or the announcement of the decision to award a contract, as a result of this solicitation, the purchasing agency will post such notice on the DGS/DPS eVA web site (http://www.eva.virginia.gov) for a minimum of 10 calendar days No award decision will be provided verbally Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection after award F Authorized to Transact Business in the Commonwealth - § 2.2-4311.2 Any Offeror that is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law Offeror is to include with its proposal either (i) Offeror’s identification number issued to it by the State Corporation Commissioner, or (ii) a statement explaining why Offeror is not required to be registered No award can be made to an Offeror without this information unless this requirement is waived Appendix C of this solicitation includes a space for Offeror to provide the information required in (i) or (ii) of this subsection RFP # DOC-21-044 PAGE OF 50 G Prohibited Contributions and Gifts - § 2.2-4376.1 No Offeror who submits a proposal in response to this solicitation, and no individual who is an officer or director of the Offeror, shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor or his political action committee during the period between the submission of the proposal and the award of any resulting contract award with an expected value of $5 million or more dollars H Prohibited Products and Services - § 2.2-5514 No Supplier may include as part of its proposal, whether directly or indirectly through subcontractors, any hardware, software, or services that have been prohibited for use on federal systems by the U.S Department of Homeland Security I Liability The issuance of this document and the receipt of information in response to this document will not cause VADOC to incur any liability or obligation, financial or otherwise, to any Offeror VADOC assumes no obligation to reimburse or in any way compensate an Offeror for expenses incurred in connection with its proposal J Nondisclosure All proposal information will be treated as confidential prior to contract award and will not be disclosed except as required by law or by court order K Alternative Dispute Resolution (ADR) This process serves as its Administrative Appeals Procedure meeting the requirements of §2.2-4365 of the Code of Virginia By responding to this RFP, Offeror agrees to submit any appeal of a protest denial to the agency’s ADR process L Proprietary Information VADOC reserves the right to use information submitted in response to this document in any manner it may deem appropriate in evaluating the fitness of the solution(s) proposed Ownership of all data, materials, and documentation originated and prepared for VADOC pursuant to the RFP shall rest exclusively with VADOC and shall be subject to public inspection in accordance with the §2.2-4342 of the Virginia Public Procurement Act and the Virginia Freedom of Information Act Trade secrets or proprietary information submitted by an Offeror in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of §2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2- 3700 et seq.) if the Offeror: i) invokes the protections of this section in writing prior to or upon submission of the data or other materials, ii) identifies specifically the data or other materials to be protected, and iii) states the reasons why protection is necessary FAILURE TO COMPLY WILL RESULT IN THE DATA OR OTHER MATERIALS BEING RELEASED TO OFFERORS OR THE PUBLIC AS PROVIDED FOR IN THE VIRGINIA FREEDOM OF INFORMATION ACT The Offeror must invoke the protections of § 2.2-4342 (F) by referring to it and claiming its protections The Offeror must also provide as a separate appendix to its proposal a list of all RFP # DOC-21-044 PAGE OF 50 pages in the proposal that contain proprietary information and the reason it deems such information proprietary The classification of an entire proposal as proprietary or trade secret is not acceptable M Proposal Protocol In order to be considered for selection, an Offeror is to submit a complete response to this RFP no later than 4:00 PM EST on the date specified in the Timetable set forth in Section Original hardcopy proposals should be bound with tabs delineating each section VADOC requires that Offeror submit its proposal as follows: One (1) complete original hardcopy bound or contained in a single volume where practical, with permission to make copies; Five (5) sets of USB No 1, as specified in Section of this RFP One (1) copy of USB No 2, as specified in Section of this RFP One (1) copy of USB No 3, with redactions, if necessary, consistent with the requirements of RFP, Section 2, Subsection K, Proprietary Information Two (2) copies of USB No 4, as specified in Section of this RFP All proposal materials are to be provided in either Microsoft Word or Excel, non-password protected, and as otherwise specified A proposal submitted for consideration should be clearly marked on the outside cover of all envelopes, USBs, boxes, or packages with the following: Name of Offeror Street Address or P.O Box Number City, State, Zip Code RFP DOC-21-044 The proposal is to be signed by an authorized representative of the Offeror Proposals should be prepared and organized as indicated in Section 3, Proposal Format, providing a concise description of capabilities to satisfy the requirements of the RFP Emphasis should be placed on completeness and clarity of content Offeror should be prepared to incorporate all statements made in its proposal in response to Sections 5, 6, 7, and into the final contract N Single Point of Contact Submit all inquiries concerning this RFP in writing by email, subject: “Questions on RFP # DOC-21-044” to: SPOC: Laura L Bishop Email: laura.bishop@vadoc.virginia.gov VADOC cannot guarantee a response to questions received less than five (5) days prior to the proposal due date No questions will be addressed orally To ensure timely and adequate consideration of proposals, Offerors are to limit all contact, whether verbal or written, pertaining to this RFP to the designated SPOC for the duration of this proposal process RFP # DOC-21-044 PAGE OF 50 O Evaluation Process VADOC will review each proposal received by the due date and time to determine whether it meets the Mandatory (M) factors of this RFP All Mandatory factors are evaluated on a met-ornot-met basis Any proposal that does not meet all of the Mandatory factors will be set aside and receive no further consideration The proposals that meet all the Mandatory criteria will be distributed to the evaluation team who will assess and score each Offeror’s response to Sections 5, 6, 7, 8, and Exhibit of the RFP based on a review of the submitted materials Any proposal that does not meet all of the Mandatory requirements will be set-aside and receive no further consideration VADOC may elect to continue the evaluation of the most qualified proposal (s) and may request that Offerors clarify or explain certain aspects of their proposals A numerical scoring system will be used in evaluation of proposals The point values assigned to each of the evaluation criteria shall be posted in eVA prior to the due date and time for receiving proposals At any point in the evaluation process VADOC may employ any or all of the following means of evaluation:              Reviewing industry research – including benchmarking industry standards and best practices, interoperability, etc Review of Offeror’s definition/implementation of interoperability and its compatibility with the COV interagency workgroup objectives (as defined in Section of this RFP) Offeror’s presentations and product demos Site visits Offeror’s status as a small business or micro business, including small or micro businesses that are owned by minorities, women, or disabled veterans, and certified by the Department of Small Business and Supplier Diversity (DSBSD) Offeror’s planned amount of spend with certified SWaM or micro business subcontractors, and Non-SWaM businesses Contacting Offeror's references Review of Offeror’s ability and willingness to comply with the Commonwealth’s security and data privacy policies, standards, guidelines, and related contract terms as specified in the RFP and in Exhibit 6, Cloud Services Additional Contract Terms and Conditions Product detailed demonstrations/pilot tests Review of pricing Contacting Offeror’s customers Interviewing key personnel Requesting Offerors elaborate on or clarify specific portions of their proposal, including, as applicable, any responses to the RFP’s security requirements VADOC may limit all of the above to the most qualified proposals No Offeror is guaranteed an opportunity to explain, supplement, or amend its initial proposal Offerors should submit their best proposals and not assume there will be an opportunity to negotiate, amend or clarify any aspect of their initial submitted proposals Therefore, each Offeror is encouraged to ensure that its initial proposal contains and represents its best offering Offeror should be prepared to conduct product demonstrations, pilot tests, presentations, or site visits at the time, date, and location of VADOC’s choice, should VADOC so request VADOC will select for negotiation those Offerors deemed to be fully qualified and best suited based on the factors as stated in the RFP Negotiations will be conducted with these Offerors After negotiations, VADOC may select the proposal(s), which, in its opinion, is the best proposal(s) representing best value and may award a contract to that Offeror(s) RFP # DOC-21-044 PAGE 10 OF 50 provide all the information described in this section for any and all major subcontractors proposed by Offeror C Financial Information Total Annual Revenue Please state Offeror’s total annual revenue and indicate the revenues associated with the provision of the proposed solution Dun and Bradstreet Credit Report Include your firm’s last three (3) years full D&B Business Report, if D&B issues reports on Offeror Annual Reports Please provide certified, audited financial statements (i.e., income statements, balance sheets, cash flow statements) for the most recent three years (Offerors having been in business for a shorter period of time are requested to submit any available certified, audited annual financial statements.) VADOC may request copies of or access to current and historic annual reports VADOC reserves the right to access an Offeror’s publicly available financial information and to consider such information in its evaluation of such Offeror’s proposal Research and Development State the percentage of the Offeror’s total revenue invested in Research and Development, as appropriate D Future, Long Term Vision and Strategic Plans Provide information on the Offeror’s future, long-term vision, and strategic plans as they relate to the direction of the proposed solution and describe a clear vision of how the Offeror plans to support emerging technologies and industry standards E Offeror Experience Level and Customer References The Offeror should demonstrate a proven record of providing service/solution similar to those defined in Section to customers of similar scope and complexity Describe the Offeror’s experience and capabilities in providing EHR solutions Be sure to include any specific correctional environment (or closely related) experience Be specific and identify projects, unique locations, number of inmates, dates, length of time, and measurable results Be sure to include the number of patients served by the system and the number of medical providers accessing and/or entering information into the system Provide three customer references, with contact names, email addresses, phone numbers, service/solution descriptions, and dates implemented which VADOC may use in reference checking VADOC will make such reasonable investigations as deemed proper and necessary to determine the ability of an Offeror to perform a resultant contract These may include, but may not be limited to, reference checks and interviews The references should be from organizations where Offeror is providing (or has provided) Service/Solution that is similar in type and scope to those identified in Section Offeror Reference #1: Reference’s Organization Name _ Reference’s Current Point of Contact Name RFP # DOC-21-044 Point of Contact E-mail Point of Contact Phone Number Reference’s Contract No PAGE 36 OF 50 Reference’s Project Manager Name Project Manager E-mail Project Manager Phone Number Project Description Reference’s Contract Manager Name Contract Manager E-mail Contract Manager Phone Number Date Implemented Offeror Reference #2: _ Reference’s Organization Name Reference’s Current Point of Contact Name Point of Contact E-mail Point of Contact Phone Number Reference’s Contract No Reference’s Project Manager Name Project Manager E-mail Project Manager Phone Number Project Description Reference’s Contract Manager Name Contract Manager E-mail Contract Manager Phone Number Date Implemented Offeror Reference #3: Reference’s Organization Name Reference’s Current Point of Contact Name Point of Contact E-mail Point of Contact Phone Number Reference’s Contract No Reference’s Project Manager Name Project Manager E-mail Project Manager Phone Number Project Description Reference’s Contract Manager Name Contract Manager E-mail Contract Manager Phone Number Date Implemented In addition, please is asked to provide a synopsis or case study of results attributable to its commitment to high quality This is requested to demonstrate the added value the Offeror can offer and indicate the typical on-going Solution efficiencies VADOC could expect to realize F Performance Standards Methodology Please describe the methodology used to develop your firm’s internal performance standards, the processes and tools used to monitor and measure performance against those standards, and the management reporting systems that capture these data Indicate the Offeror’s present customer satisfaction rating, summarize customer satisfaction criteria, and describe the methodology used to measure customer satisfaction Please include any relevant publication ratings or articles RFP # DOC-21-044 PAGE 37 OF 50 G Governance and Compliance Management Please describe Offeror’s management processes that ensure governance and compliance with all federally mandated laws and regulations used in the industry and in the provision of services Also, describe how the Offeror will provide governance and compliance with any of the Commonwealth’s or VADOC’s required security and data privacy or other requirements specified in the RFP, not currently managed by the Offeror, but that can be provided should an award be made to the Offeror H Security Risk Management Overview Please provide an overview of the Offeror’s comprehensive security risk management processes including the Offeror’s application, monitoring, and management of the controls used Provide details as to how the Offeror establishes the context for security risk-based decisions, assessment risk, responds to a risk once it is determined, and monitors the risk on an ongoing basis using communications and feedback for continuous improvement I Disaster Recovery/Security Plan Describe in detail the Offeror’s plans to mitigate against any disaster that would affect the ability to provide VADOC with the proposed service/solution Provide a detailed plan of the Offeror’s security infrastructure including facility and information technology security Describe the disaster recovery capability and processes in place such as: physical location of redundant data centers, frequency of scheduled backups, if backups are stored in a secure off-site location, time to restore the system and use of system during these times Describe how frequently the Offeror performs trial runs of its disaster recovery plan Provide the Offeror’s plans of action for the following security incidents, as applicable to the RFP: J  Interruption of service including denial of service attacks  Vulnerability incidents  Data loss or compromise  Insider attacks Service and Support Management Post Implementation and Account Management Plan Provide detailed description of the approach that the Offeror would recommend in order to achieve maximum service levels within a minimal amount of time following service implementation Account Management Plan Please provide a detailed description of the approach the Offeror would take to manage the business and performance aspects of a resultant contract Provide a detailed description of the approach the Offeror would take to support self-sufficiency of a public body with RFP # DOC-21-044 PAGE 38 OF 50 respect to the proposed solution and the transition of solution management to a public body requesting such transition By submitting a proposal, Offeror agrees that it shall, if awarded a contract pursuant to this RFP, consent to participation in the meeting(s) of the Steering Committee described in the Steering Committee section of the Contract Notice of Award Please identify the titles and areas of responsibility of persons who the Offeror would commit to serve on this Steering Committee Project Team Provide the resumes of all key members of the project team, including, if applicable, the Account Manager, Contract Administrator, and Project Manager responsible for the account of VADOC If an onsite or dedicated presence is part of the proposed solution, Offeror is asked to forward the resumes of the top three candidates potentially available to lead the Offeror’s onsite efforts Describe the level of access the proposed project team members have within the Offeror’s organization and the authority they have to commit resources to meet unexpected surges in activity and to respond to service issues Describe the Offeror’s vetting practices, including background checks, fingerprinting, and citizenship verification, for employees and subcontractors who have access to the Offeror’s security infrastructure and cloud hosting operations and any Federal vetting requirements that the Offeror currently complies with/has complied with Also, describe how the Offeror would comply with a customer’s particular security vetting requirements Provide the time frame for the availability of project team members and the percentage of time these individuals are expected to be assigned to the VADOC account VADOC may require Offeror to involve VADOC in the selection and rotation of any key account team members assigned to VADOC RFP # DOC-21-044 PAGE 39 OF 50 7.OFFEROR PROCUREMENT AND SUBCONTRACTING PLAN It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small business and micro businesses including those small or micro businesses owned by women, minorities, or service-disabled veterans and to encourage their participation in State procurement activities Further, VADOC is committed to enable a minimum of three percent (3%) participation by small businesses owned serve-disabled veteran businesses as defined in §§ 2.2-2001 and 2.2-4310 of the Code of Virginia when contracting for information technology goods and services The Commonwealth encourages all Offerors to provide for the participation of these small businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities An Offeror which is a small business, a small woman-owned business, a small minority-owned business, or a small service-disabled veteran-owned business, as defined in § 2.2-4310 of the Code of Virginia or a certified micro business as defined in Executive Order Number 20 (2014) is a SWaM business If Offeror is a SWaM business, the Offeror should include a copy of all Virginia SWaM certifications with its proposal No Offeror shall be considered a small business, a woman-owned business, a minority-owned business, a service-disabled veteran business, or a micro business unless certified by the Department of Small Business and Offeror Diversity (DSBSD) For information go to: http://www.sbsd.virginia.gov/ Please provide an Offeror Procurement and Subcontracting Plan as set forth in Appendix A In the submitted Offeror Procurement and Subcontracting Plan, please state the amount of the overall commitment percentage that will be directly spent with SWaM subcontractors in performing the Requirements of the contract Please also include a list of all subcontractors to be utilized that are Non-SWaM businesses If Offeror does not plan to use small business subcontractors in executing a contract resulting from this RFP, so state Describe in detail information on all mentor- protégé programs and participation that the Offeror is involved with RFP # DOC-21-044 PAGE 40 OF 50 PRICING INFORMATION Submit all pricing data in in the Excel Pricing Submittal spreadsheet provided (reference Exhibit 5) Altered formats or blank data will be considered incomplete and may cause Offeror’s proposal to be eliminated from further consideration The Offeror's pricing proposal must include all charges of any kind associated with the EHR Pricing must include eVA fees VADOC will not be liable for any fees or charges for the proposed service/solution that are not set forth in the Excel Pricing Submittal Any attempt to add these fees to submitted pricing will not be considered The Offeror must be willing and able to successfully provide the solution proposed for the prices given and to complete the project on a firm fixed-price basis Pricing information supplied with a proposal must be valid for a minimum of 180 calendar days from the submission date If Offeror is reserving the option to withdraw the pricing during that period, it must state so clearly in its proposal VADOC requests that each Offeror provide detailed pricing for each of the pricing methods set forth Pricing must be comprehensive Additional information and supporting detail should be attached as appropriate Any scheduled price change must be identified, and actual new prices and proposed effective dates must be stated The “Offeror’s Option” category is provided to allow an Offeror to submit additional pricing data/models if it chooses Offeror shall disclose pricing assumptions where possible For example, if unit price is based on a certain volume, that assumption should be indicated Offeror shall clearly identify any discount targets/ranges available RFP # DOC-21-044 PAGE 41 OF 50 VADOC STANDARD AGREEMENT Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties A copy of VADOC’s standard Service/Solution contract is provided as part of this RFP as a separate MS Word document Reference Exhibit to DOC-21-044 for this copy Depending on the type of solution proposed, the agreement may need to address licensing or hosting issues In the event Offeror is a software reseller, VADOC will consider the software publisher’s license agreement language if the software publisher requires an End User License Agreement (EULA) In such case, Offeror is advised that VADOC will require Offeror to obtain VADOC’s License Agreement Addendum (See Exhibit 4) to such EULA to address terms and conditions in such EULA with which VADOC, as a government entity, by law or by policy, cannot agree If an Offeror’s proposed solution requires VADOC to execute an EULA, Offeror shall contact the SPOC, who will provide Offeror with VADOC's License Agreement Addendum terms The final terms and conditions of the contract shall be agreed upon during negotiations; however, VADOC’s business requirements are embodied in its standard agreements and Offeror is to give them the same careful review and consideration as the other requirements set forth in this RFP Offeror shall complete and submit with its proposal, in the format provided in the Appendix D table, RFP Section 9.0 - Offeror Exceptions to VADOC Contract Template, all exceptions or recommended language revisions to the VADOC contract template, excluding exceptions or recommended language revisions to any provisions regarding liability If Offeror is selected to go forward into negotiations, at that time Offeror shall state any exceptions to any liability provisions contained in the Request for Proposal and the VADOC Contract Template in writing at the beginning of such negotiations, submitted via email to the designated VADOC SPOC Such Offeror provided exceptions or recommended language revisions shall be considered during negotiations Redlines to the contract template itself, will not be considered or evaluated Offerors are encouraged to utilize the SPOC to address any questions the Offeror may have regarding any part of the VADOC Contract Include the completed table below in the Offeror’s response to this RFP Issue: Does the Offeror agree that the contents of its response to Sections 5, and will become part of any contract that may be entered into as a result of this RFP? Offeror's response (Y & N) Will Offeror agree to begin measuring the service level (Exhibit 7) within 60 days of the start of the implementation of the Service/Solution? The contract will include performance standards, measurement criteria and significant corresponding financial remedies Does the Offeror agree to include the Service Levels and remedies for non-compliance as defined in Exhibit in the final contract? The DOC will be required to post Service Level Agreement (SLA) data about this contract in eVA Does Offeror agree to allow the VADOC to post the following SLA data in eVA? Scheduled contract performance dates and actual contract completion dates; Contract award value and actual contract expenditures; and RFP # DOC-21-044 PAGE 42 OF 50 Information on vendor performance, including any cure letters, formal complaints, and end-of-contract evaluations Does Offeror agree to include mutually agreed upon cost reduction initiatives, which will be periodically updated during the term of the contract? Does Offeror agree that all provisions of the VADOC Contract NOT addressed by Offeror in the Appendix D table are acceptable? Does Offeror acknowledge that it will submit an Offeror Procurement and Subcontracting Plan stating whether or not and how Offeror will be utilizing small businesses in its proposal? See Section Offeror acknowledges that no federal funds may be used to obtain any Service/Solution under a contract awarded, pursuant to this RFP, to any Offeror who appears on any excluded lists on the federal government’s System for Award Management (SAM) at http://www.vita.virginia.gov/default.aspx?id=64 42476282 If Offeror proposes a solution that will require the Commonwealth to execute a EULA, either as a signed agreement or as clickwrap, with a software manufacturer, Offeror shall, for each such software manufacturer, obtain the written consent of such software manufacturer to the terms and conditions of VADOC License Agreement Addendum attached as Exhibit and provide a copy of each such consent with its proposal Does Offeror affirm that its response meets all of the Mandatory Requirements listed in Section 5? Does Offeror affirm that its organization is properly registered with the Virginia State Corporation Commission to conduct business in the Commonwealth? Offeror is to complete Appendix C and submit with its proposal Does Offeror affirm that its organization and all affiliates are current with all sales tax obligations to the Commonwealth as of the due date of the proposals in response to this RFP? RFP # DOC-21-044 PAGE 43 OF 50 Does Offeror agree to accept the provisions at the following URLs: https://www.vita.virginia.gov/uploadedFiles/SC M/StatutorilyMandatedTsandCs.pdf; the eVA provisions at: https://www.vita.virginia.gov/uploadedFiles/SC M/eVATsandCs.pdf and the contractual claims provision §2.2-4363 of the Code of Virginia the Mandatory Internal Revenue Service (IRS) Publication (required for FTI data only) at: http://www.vita.virginia.gov/uploadedFiles/VITA _Main_Public/SCM/Mandatory_IRS_Pub_1075 _for_FTI_data.pdf RFP # DOC-21-044 PAGE 44 OF 50 Appendix A - Offeror Procurement and Subcontracting Plan All small businesses must be certified by the Commonwealth of Virginia, Department of Small Business and Offeror Diversity (DSBSD) by the contract award date to participate in the SWAM program Certification applications are available through DSBSD online at http://www.sbsd.virginia.gov/ Offeror Name: _ Preparer Name: _ Date: Instructions A If you are certified by the DSBSD as a small business or as a micro business, complete only Section A of this form This shall include DSBSD-certified women, minority, or service-disabled veteran-owned businesses when they have received DSBSD small business certification B If you are not a DSBSD-certified small business, complete Section B of this form Section A If your firm is certified by the DSBSD, are you certified as a (check all that apply): Small Business Small and Women-owned Business Small and Minority-owned Business Small Service Disabled Veteran-owned Business Micro Business Micro Business and Women-owned Business Micro Business and Minority-owned Business Micro Service Disabled Veteran-owned Business Certification Number: _ Certification Approval Date: Certification Expiration Date: _ Section B Populate the table below to show your firm's plans for utilization of DSBSD-certified SWaM businesses and Non-SWaM businesses directly performing the Requirements of this contract This shall not exclude DSBSD-certified micro businesses or women, minority, or service disabled veteran-owned businesses when they have received the DSBSD small business certification Include as well businesses which ARE NOT SWaM businesses that will be utilized in directly performing the Requirements of this contract Include plans to utilize small businesses as part of joint ventures, partnerships, subcontractors, Offerors, etc RFP # DOC-21-044 PAGE 45 OF 50 Small Business Name & Address DSBSD Certificate # (Leave certificate number blank if Non-SWaM) Status if Small Business is also: Women (W), Minority (M) Service-Disabled Veteran (D), Micro Business (O) Non-SWaM (NS) Contact Person, Telephone & Email Type of Goods and/or Services SWaM Overall Commitment Percentage Please state here the overall commitment percentage for DSBSD-certified SWaM businesses directly performing the Requirements of this Contract: Note: The percentage above ONLY APPLIES to DSBSD-certified SWaM businesses who are directly performing the Requirements of this Contract Do not include in the percentage any businesses performing the Requirements of this Contract that are non-SWaM businesses RFP # DOC-21-044 PAGE 46 OF 50 Appendix B - Pricing Reference Exhibit for the Pricing Worksheet RFP # DOC-21-044 PAGE 47 OF 50 Appendix C – State Corporation Commission Form Virginia State Corporation Commission (SCC) registration information The Offeror:  is a corporation or other business entity with the following SCC identification number: -OR is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-  is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offeror’s out-of-state location) -OR is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia **NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):    RFP # DOC-21-044 PAGE 48 OF 50 Appendix D – RFP Section 9.0 – Offeror Exceptions to VADOC Contract Template Note to Offeror: You may add rows as needed or change the layout for this page to landscape Page Number Contract Section/Subsection RFP # DOC-21-044 Current Language Exception Explanation Recommended Revised Language PAGE 49 OF 50 Appendix E – Security Assessment and Governance Map for NonPremise Based Services VADOC requires the Offeror to provide answers to the ECOS Assessment that governs SaaS security To ensure the Offeror is used the latest version, the VITA Security and Governance worksheet can be found as Attachment A RFP # DOC-21-044 PAGE 50 OF 50 ... this RFP) for VADOC’s EHR requirements written in an accepted IT industry format RFP # DOC-21-044 PAGE 20 OF 50 A Product Specifications & Standards Requirements A B (H) Does the proposed solution. .. Requirements, sets forth the service /solution detailed requirements VADOC reserves the right to adjust the requirements or scope of this RFP as needed RFP # DOC-21-044 PAGE OF 50 In the event that... proposals to identify any amendments to the RFP that may have been issued RFP # DOC-21-044 PAGE 11 OF 50 R Timetable Table Activity Target Completion Date RFP posted to eVA { -Issue Posted -} Pre-proposal