Request for Proposal Electronic Health Records and Practice Management Software PRE-BID MUST BE RECEIVED BY 9:00 a.m., November 5, 2014 1
NOTICE TO VENDORS CHA is seeking proposals for the purchase, delivery, installation, configuration, and training in the use of Electronic Health Records and Practice Management software. Vendors should submit detailed proposals in response to this RFP, including any alternatives the Vendor feels would enhance the functionality of the system. Vendors must include the prices of all software and hardware being proposed. Vendors are encouraged to provide separate pricing for any optional components, so that CHA may determine their value in order to decide which components to include or exclude from a vendor contract. Vendors may propose solutions to be hosted by CHA or by the vendor, or a vendor may provide pricing for both options. Addendum A: In the High-Level Requirements document, Vendors must describe for each major area or function whether their proposal meets the requirement and must describe any exceptions where the Vendor s proposal does not meet CHA specifications. Addendum B, Detailed Requirements, is an Excel spreadsheet containing tabs for various groups of requirements. Vendors must respond to each requirement in each requirement tab. Instructions for filling-out the detailed requirements are included in the first tab of the spreadsheet, labeled instructions. Vendors need not fill-out anything on the nonrequirements tabs of the spreadsheet, including: Instructions, Overall Score, and Scoring Summary. Addendum B Part 2, contains forms referenced in Addendum B. Addendum C, In addition to vendor documentation related to server sizing, client minimum requirements, bandwidth requirements, etc. Vendors must list any CHA (owner) furnished software or hardware necessary to meet the specifications using the Items Not Included document, Addendum C. Sealed bids will be received Monday through Friday 8:00 a.m. to 5:00 p.m. except holidays, until 9:00 a.m., November 5, 2014. Bids shall be in a sealed envelope, clearly marked Sealed Proposal - Electronic Health Record and Practice Management Software and shall have the names of the Vendor, and the time and date of the bid opening. Do not fax bids, only sealed bids will be accepted. Submit one (1) signed original paper copy and one (1) electronic copy of the entire proposal, including attachments. Bids must be sent to: Ryan McGhee Chief Technology Officer Cabarrus Health Alliance 300 Mooresville Rd. Kannapolis, NC 28081 Bids not addressed and delivered to the above person will not be considered. Bids received after the 2
above stated time and date will not be considered. All bids submitted shall be valid for a period of 120 days following the final date for submission of bids. CHA will not be liable for costs incurred by Vendors for proposal preparation, printing, or demonstration. All such costs shall be the responsibility of the Vendor. The bids shall include all charges and applicable taxes, F.O.B., to new facility location at the corner of Dale Earnhardt Boulevard and Mooresville Road, Kannapolis, North Carolina. The CHA Board of Commissioners reserves the right to reject any or all bids and to waive minor informalities. Procedures for Evaluation and Awarding Bid: 1. Evaluation will be done by personnel from CHA. After evaluation the Purchaser will make recommendation to the CHA Board of Commissioners for award. This recommendation and pending award will be made at a public meeting of the Board of Commissioners. The Commissioners award the bid by majority vote. 2. The following factors will be used to consider the award of the bid, where applicable: a. The ability of the proposed solution to optimize workflow for the various users of the system. b. The extent to which the proposed solution is intuitive, and easy to use. c. Price. d. Compliance with all requirements. e. The ability, capability, and skills of the Vendor to perform. f. The character, integrity, reputation, experience, and efficiency of the Vendor. g. The quality of previous performance. h. Whether the Vendor can perform within the time specified. i. The previous and existing compliance of the supplier with laws. TERMS and CONDITIONS: 1. Information, Discussion, and Disclosures: a. Any information provided by CHA or any Vendor prior to the release of this Request for Proposal (RFP), verbally or in writing, is considered preliminary and is not binding for CHA. b. The Vendor must not make available nor discuss any cost information contained in the sealed copy of the proposal to or with any employee of CHA from the date of issuance of this RFP until the contract award has been announced, unless allowed by CHA. c. No interpretation of the meaning of the specifications, or other bidding documents, nor correction of any ambiguity, inconsistency, or error therein will be made orally to any Vendor. 3
d. All questions about the bid should be emailed to ryan.mcghee@cabarrushealth.org. All questions and answers will be posted on CHA s website at the following URL: http://www.cabarrushealth.org/faq.aspx?tid=17. 2. Addenda: a. All addenda will become part of this RFP and be responded to by each Vendor. b. All addenda must be acknowledged in writing in the bid submitted by the Vendor. c. This RFP, any subsequent addenda, and any written responses to questions takes precedence over any information previously provided. 3. Confidentiality of Documents: CHA considers all information, documentation and other materials requested to be submitted in response to this proposal to be of a non-confidential and/or nonproprietary nature and therefore shall be subject to public disclosure under N.C. General Statutes. 4. Non-Discrimination Clause: Vendor declares, promises, and warrants it has and will continue to comply fully with Title VI of the Civil Rights Act of 1964, as amended, (42 U.S.C.A. 1985, et seq.) in that there shall be no discrimination against any employee which is employed in the performance of this contract, or against any applicant for such employment, because of age, color, national origin, race, religion, creed, disability or sex. 5. Conflict of Interest Clause: The parties hereto declare and affirm that no officer, member, or employee of CHA, and no member of its governing body, and no other public official of the CHA who exercises any functions or responsibilities in the review or approval of the undertaking described in this contract, or the performing of services pursuant to this contract, shall participate in any decision relating to this contract which affects his or her personal interest, or any corporation, partnership, or association in which he or she is directly or indirectly interested; nor shall any employee of CHA, nor any member of its governing body, have any interest, direct or indirect, in this contract or the proceeds thereof. 7. Supplemental Terms and Conditions/Modifications: Any supplemental terms, conditions, modifications, or waiver of these terms and conditions must be in writing and signed by the CHA Board Chairman and the Vendor. 8. Subcontracting: Vendor may not subcontract the work to be performed, without prior written consent of CHA. If such consent is granted, Vendor will retain responsibility for all work associated with the contract. The Vendor must identify any subcontractors they intend to use in the execution of this contract. 9. Independent Contractor: The Vendor shall in the performance of the contract at all times be an independent contractor and not an employee or agent of the CHA. The Vendor, its officers, employees and agents shall at no time represent the Vendor to be other than an independent contractor or represent themselves to be other than employees of the Vendor. 10. Indemnity: The Vendor shall indemnify and save harmless CHA, its officers, employees and agents from all loss, claims, suits or actions of every kind and character made upon or brought against CHA, its officers, employees, agents, for or sustained by any party or parties as a result of 4
any act, error, omission or negligence of said Vendor or its servants, agents, and subcontractors; and also from all claims of damage in fulfilling this contract. 5