Opportunity Detail

Questions and Answers

Electronic Health Record (EHR) System
Document #:  0A1293


Question:   So to clarify the "No" response of Inquiry: 86718 (there were 2 questions in the inquiry), Question - Supplement 2 Document Imaging & Document Management Are bidders required to include a document management solution as part of their proposal? Thank you.

Answer:   No new document management system needs to be included.

Date: 7/1/2021

Inquiry: 86749


Question:   Can you provide more detail around the Ohio Board of Pharmacy certification? Can you provide documentation detailing the certification procedure? Is this a vendor certification or certification by the client indicating that the implementation of the software is in accordance with the Ohio Board of Pharmacy requirements for positive identification?

Answer:   The state will evaluate all evidence that the offeror provides.

Date: 7/1/2021

Inquiry: 86382


Question:   Does OhioMHAS wish for the entirety of the project plan document to be printed, or will an overview be sufficient for the printed submission, so long as the complete project plan is delivered in an accessible electronic format such as .MPP?

Answer:   The project plan should be printed.

Date: 6/29/2021

Inquiry: 86733


Question:   Supplement 2 Document Imaging & Document Management Are bidders required to include a document management solution as part of their proposal, to meet the requirements listed in supplement 2, or does MHAS have a document management solution that it plans to use and is seeking bidders ability to support it? If the latter, what is the solution?

Answer:   No.

Date: 6/29/2021

Inquiry: 86718


Question:   What format would you like the project plan printed in? The questions is raised in terms of what will be easiest to read. Does the Gantt chart need to include the calendar bar graph which will make each line go over multiple pages? Would printing a Gantt chart with or without the calendar graph and a resource summary be sufficient? (The entire plan would be available on the MPP file on the thumb drive that will be summitted with the proposal).

Answer:   The Gantt chart may be printed with the calendar bar.

Date: 6/29/2021

Inquiry: 86723


Question:   On page 45 of the RFP you indicate that the RFP response requires the entirety of attachments 2 and 4 be included with a statement that weve read and reviewed and agreed to the provisions. Would it be acceptable to include these in the signed proposals and omit them in the copies leaving just the response? This would save more than a ream of paper.

Answer:   That is fine.

Date: 6/29/2021

Inquiry: 86725


Question:   Does OhioMHAS require ongoing maintenance and operations support from the Offeror, or is the MHAS staff responsible for maintenance and operations of the system?

Answer:   Yes, ongoing maintenance of software will be required

Date: 6/29/2021

Inquiry: 86720


Question:   General question: Does OhioMHAS require the proposed solution have workflows for E/M services or primary care service at any of the facilities? If so how many practitioners will be providing such services.

Answer:   Hospitals provide limited health care services.

Date: 6/29/2021

Inquiry: 86692


Question:   on supplement 2, item EHR-5 the RFP refers to the ability to chart neuro assessments. Can you be more specific? Is this a reference to evaluations or to neurological testing?

Answer:   Initial History and Physical Neuro exam.

Date: 6/29/2021

Inquiry: 86687


Question:   on supplement 2, item FACE-14, you indicate that you want to see a percentage of the RFP indicates the need to show a percentage of service connection? what is the numerator and what is the denominator for the proposed percentage calculation?

Answer:   This is a fast statistics request. In monitoring your electronic health records performance, in times of slow operation or altered functionality many health records have the ability to tell you how many users were interacting with the system at the time the issue occurred as well as the type of users interacting with the system. For instance, we have a loss of function in the order entry system on a Tuesday at 1000. We find in the statistics that 40% of the prescribers across the state were interacting with CPOE at the time, and this was a 20% increase in usage over “normal” daily interaction.

Date: 6/29/2021

Inquiry: 86686


Question:   Supplement 2: Does OhioMHAS require Offerors to include all components (proprietary or third party enabled) in its bid, to meet the requirements it indicates it can meet?

Answer:   Yes.

Date: 6/29/2021

Inquiry: 86721


Question:   Will the agency require a single contract for this award, or is the agency able to do separate contracts for this award?

Answer:   There will be one Contract issued.

Date: 6/29/2021

Inquiry: 86719


Question:   For requirement GR-125 The system must have ability to support voice recognition software (e.g., Dragon), does the agency expect integration with Dragon/voice recognition software (OhioMHAS already has licenses)? Or it is expected that the Offeror provide the licensing in their proposal?

Answer:   OhioMHAS does not have existing licensure with a voice integration vendor. The vendor proposal should include the licensing for the voice integration software that has been implemented with the greatest success in previous implementations.

Date: 6/28/2021

Inquiry: 86702


Question:   Supplement 2 - INT.20. What is meant by 3rd party captured transcription documents? Are these scanned documents stored as images or something else?

Answer:   ? Yes, these are captured images of scanned documents from third parties. An example of this type of document would be the legal commitment paperwork for our forensic patients. We receive pre-admit evaluations and medical clearance information ahead of their admission. This would be attached to the episode in the EHR as scanned images.

Date: 6/28/2021

Inquiry: 86700


Question:   General question: It wasnt found in the RFP requirements, however to comply with the requirements of the Substance Abuse Prevention and Treatment (SAPT) and Mental Health Block Grants, is reporting to the Ohio Behavioral Health Information System (OBHIS) required?

Answer:   Not at this time.

Date: 6/28/2021

Inquiry: 86695


Question:   Supplement 2 - How should we handle narrative responses that are too long for the Excel Comment cell?

Answer:   Include an additional tab section at the end of the Technical Proposal with very clear references both in the new document and in Supplement 2.

Date: 6/28/2021

Inquiry: 86703


Question:   page 45 main document - item 19 - Assumptions. Where should we include any Pricing Assumptions we need to disclose?

Answer:   Include them as a separate document with the Cost proposal.

Date: 6/28/2021

Inquiry: 86706


Question:   Can you confirm the submission requirements regarding the RFP? Is the requirement for all copies of the technical and cost proposal to be bound with section tabs?

Answer:   Confirmed.

Date: 6/28/2021

Inquiry: 86711


Question:   Can you the number of copies requested is one original technical proposal and 15 copies of the technical proposal and one original cost proposal and 2 copies of the cost proposal?

Answer:   Confirmed.

Date: 6/28/2021

Inquiry: 86712


Question:   The RFP delivery deadline was extended two weeks to 1 PM on July 7th. However, this follows a holiday weekend and given that the proposal must physically be on-site, it means that to assure a timely delivery the proposal needs to be sent prior to the holiday weekend, substantially lessening the extension. Would it be possible to extend the deadline 1 day to address this situation?

Answer:   The state will not extend the opening date.

Date: 6/25/2021

Inquiry: 86688


Question:   Can you provide details on the scope of the conversion? How many systems is the data being converted from? What time period? for example - . Do group homes require a conversion?

Answer:   . Approximately 6
- PCS
- outpatient CSN Clinical system that houses all outpatient clinical workflow
- Current legacy Avatar
- Reverted legacy MyAvatar
- Dietary (for in-house patients - manual process)
- Assume conversion of all historical and in-house data. See interface list for integration feeds.

Date: 6/25/2021

Inquiry: 86684


Question:   Are the group homes and outpatient services affiliated with specific hospitals or do they operate independently? Does it make sense to implement the group homes and outpatient services integrated with the individual hospital implementations?

Answer:   Yes

Date: 6/25/2021

Inquiry: 86682


Question:   For section 24.9, if an offeror is NOT proposing a SaaS model should the vendor respond N/A? And if the offeror is Not proposing a SaaS model, will the offeror lose out on that sections scoring?

Answer:   The evaluation will not disadvantage an offeror for not proposing an SaaS model.

Date: 6/25/2021

Inquiry: 86697


Question:   How should a vendor address changes made via Q&A but an amended RFP document was not posted with the changes? Does the vendor state something "Per the Q&A, the state has amended to include _____."? An example is the States response to this question for Tab 22: Question: Supplement 1 Scope of Work document-Section 2.3.6 Data Conversion and Archiving, Item C Did the State intend for this item to read as “Offeror Response to Sections 2.3.1 - 2.3.6: The offeror must provide…” instead of the following? Offeror Response to Sections 2.3.1 - 2.3.5: The offeror must provide information in a Work and Project Implementation Plan as tab 22 of the offeror’s Proposal. Answer: Both section 2.3.1.A and 2.3.6.C should read "Offeror Response to Sections 2.3.1 - 2.3.6: The offeror must provide information in a Work and Project Implementation Plan as tab 22 of the offeror’s Proposal."

Answer:   That is acceptable.

Date: 6/24/2021

Inquiry: 86633


Question:   Does the state have a defined list of deliverables for this project? Should the list of deliverables be defined in the project plan that is supplied with the RFP?

Answer:   The offeror should include deliverables in its Work Plan documents. The finalized set of deliverables/timeline will be established early in the project.

Date: 6/24/2021

Inquiry: 86685


Question:   Attachment 1: Evaluation Criteria, page 18. What is the scoring information for the following supplement #2 requirements that are missing from the evaluation criteria table: Supplement 2 Infection Control (INF) - INF 26 thru INF 32 Supplement 2 Mental Health Treatment Plans (TxPLAN) - TxPlan 1 thru TxPlan 12

Answer:   Amendment 2 has been posted to the solicitation details page to address the missing evaluation criteria.

Date: 6/23/2021

Inquiry: 86603


Question:   Would the state consider a ten-day extension of its current close date while retaining the current closing period for questions to allow vendors to incorporate any material impacts related to responses?

Answer:   The State will not further extend the opening date.

Date: 6/22/2021

Inquiry: 86622


Question:   While we are working to incorporate content and solutions to address the answers to questions (up until the 30th), will the agency consider granting a one week extension with a due date of July 14?

Answer:   The State will not further extend the opening date.

Date: 6/22/2021

Inquiry: 86615


Question:   Are vendors required to include actual end users devices (and costs) to use the EHR or does the agency plan on procuring devices (computers, tablets, etc.) via the States preferred hardware vendor(s) outside of this procurement (if needed)?

Answer:   No. offerors are not to include end user hardware.

Date: 6/22/2021

Inquiry: 86557


Question:   Supplement #2 Evaluation Criteria/Scoring How will scoring be determined for "Exceeds" functional requirements since it is not a Delivery Method category?

Answer:   The State will evaluate offeror responses and may assign an exceeds if the offer provides information and details above and beyond the expected response.

Date: 6/21/2021

Inquiry: 86556


Question:   Are you expecting signatures on the Master Cloud Services Agreement – Attachment Ten (p.78) and the Master Contract for Software Licensing – Attachment Eleven (p.109)?

Answer:   Final signatures will be secured during negotiations if needed.

Date: 6/21/2021

Inquiry: 86576


Question:   Supplement #2 INT-20
What format are the third-party transcription documents in and are they stored within the current EHR or in a database separate from the current EHR?

Answer:   The current vendor transcribes the documents in Microsoft Word. The vendor stores the documents for a year on their server and each RPH downloads the reports and maintains them on the State Server (O Drive). No documents are loaded into our current EHR.

Date: 6/21/2021

Inquiry: 86542


Question:   (RFP Reference: Supplement #2 EHR Tab, EHR-23)
Is Point of Care Testing being performed at all facilities?
How many Point of Care Testing devices are being used at each facility?
What are the makes and models of the Point of Care Testing devices used?
Roughly how many operators (Nurses, MAs, etc) are certified to perform Point of Care Testing?

Answer:   Yes at all facilities
The State has not collected the detailed information for all facilities.

Date: 6/21/2021

Inquiry: 86402


Question:   Attachment One: Evaluation Criteria, Page 15. The Mandatory Requirement #1 and the Scored Requirement #1 are the same. Is it acceptable to list the same answer/reference for both in the Offeror Profile? Or do they need to be different?

Answer:   The same references may be used for both.

Date: 6/21/2021

Inquiry: 86543


Question:   Based on the RFP requirements will the state confirm that it requires a standalone database in order to separate the behavioral health data captured by the proposed solution from other physical health EHRs (private, public, or academic) and that data exchanges will only be performed using CMS interoperability standards? In other words the behavioral health data and physical healthcare data cannot share the same database.

Answer:   That is an accurate assumption. We will adhere to standards set by CMS/ industry and standard HIE interoperability framework.

Date: 6/17/2021

Inquiry: 86500


Question:   Supplement #2 CI/GI-66C
Please define or provide examples of "third party" in this instance.

Answer:   Third Party refers to any system used to support/ house different types of patient specific information not traditionally stored in an EHR but required to integrate a comprehensive longitudinal record. See interfaces requirements.

Date: 6/17/2021

Inquiry: 86496


Question:   (Supplement #2 EHR-23)
How many different Point of Care (POC) device types are required to be connected to the proposed EHR? examples are glucometers, iSTAT, urinalysis type machine, EKG, Vital Signs, oximeter.

Answer:   See EHR requirement for integration.

Date: 6/17/2021

Inquiry: 86493


Question:   Supplement #1
What level of training experience does OhioMHAS require of the vendor for this project, train-the-trainer or formal large scale end user training for all 2000 staff?

Answer:   Train the trainer model.

Date: 6/17/2021

Inquiry: 86490


Question:   Part One: Executive Summary- RFP Process: "Once awarded, the term of the Contract will be from the award date until the Project is completed to the satisfaction of the State and the Contractor is paid or June 30, 2023, whichever is sooner. The State may renew this Contract for up to three (3) additional two (2) year term(s), subject to and contingent on the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium for a maximum contract term expiring June 30, 2029. Any such renewal of all or part of the Contract also is subject to the satisfactory performance of the Contractor and the needs of the State.

How much of the current annual budget request is associated to Maintenance and Operations of the current software?

Answer:   10%

Date: 6/17/2021

Inquiry: 86364


Question:   Supplement 2 - BAR-94, Please clarify what reports are required. CONTINUED from LAST INQUIRY

Answer:   Additional Log C Notes
3.Payments must be listed for both insured and uninsured accounts
4.For insured patients, if it is easier to include total payments (self-pay and insurance payments) that is acceptable – however providers must indicate in a cover letter or at the top of their submitted log C if they choose to include total payments.

Log D & E – OH Medicaid
Data Elements:
Log D -Patient Identification Number (PCN), Ohio Medicaid Recipient Identification Number,
Patient Name, Admit Date, Discharge Date, Patient DOB, Service Indicator (IP hospital / OP hospital ), Routine Days, Total Medicare Traditional Payments for Services Provided, Total Medicare HMO, Payments for Services Provided, Total Medicaid Payments for Services Provided, Total Medicaid MCO Payments for Services Provided, Total Private Insurance Payments for Services Provided, Self-Pay Payments

Log E -Patient Identification Number (PCN), Ohio Medicaid Recipient Identification Number,
Patient Name, Admit Date, Discharge Date, Patient DOB, Service Indicator (IP hospital / OP hospital ), Routine Days, Total Medicare Traditional Payments for Services Provided, Total Medicare HMO Payments for Services Provided, Total Medicaid Payments for Services Provided, Total Medicaid MCO Payments for Services Provided, Total Private Insurance Payments for Services Provided, Self-Pay Payments

Log F – OH Medicaid / Medicare Crossovers
Data Elements:
Log F - Primary Payor, Secondary Payor, Patient Identification Number (PCN), Patient Name
Admit Date, Discharge Date, Patient DOB, Service Indicator (IP hospital / OP hospital ), Routine Days, Total Medicare Traditional Payments for Services Provided, Total Medicare HMO Payments for Services Provided, Total Medicaid Payments for Services Provided, Total Medicaid MCO Payments for Services Provided, Total Private Insurance Payments for Services Provided, Self-Pay Payments

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-94, Please clarify what reports are required. CONTINUED in NEXT INQUIRY

Answer:   DSH Logs (Separate for Traditional Medicaid vs Managed Medicaid) All Logs:
1.Logs must contain all data elements and follow the template format otherwise it will be rejected.
2.Data must be based dates of service within the cost report period(s)

Uninsured Logs (A,B) –
Data Elements:
Log A - Patient Identification Number (PCN), Patient Name, Admit Date, Discharge Date,
Log Type (DA / >100%FPL / <100%FPL), Service Indicator (IP hospital / OP hospital), Uninsured Routine Days During the CR Yr, Self-Pay Payments Received, Claim Status (Exhausted or Non-Covered Service **, if applicable), If Exhausted or Non-Covered, Primary Payor

LOG B -Patient Identification Number (PCN), Ohio Medicaid Recipient Identification Number,
Patient Name, Admit Date, Discharge Date, Patient DOB, Log Type (DA / >100%FPL / <100%FPL),
Service Indicator (IP hospital / OP hospital), Uninsured Routine Days During the CR Yr,
Payments Received, Claim Status (Exhausted or Non-Covered Service **, if applicable), If Exhausted or Non-Covered, Primary Payor

Additional Log A/B Notes
3.Final Rule (Dec 2014) allows insured patients with services not covered due to exhausted benefits, lifetime maximum, non-covered service under benefit plan (but must be a covered hospital service under the Medicaid state plan) to be included as uninsured. THIS DOES NOT INCLUDE BAD DEBTS AND UNUNPAID COINSURANCE AND DEDUCTIBLES
4.Log A should not include days of service for patients who were otherwise eligible for Medicaid, but were not paid by Medicaid due to the “IMD Exclusion” (between the ages of 22-64). These days should be provided on a Log B, which should only include that population, and is identified as such.

Log C – All Self Pay Payments (Uninsured AND Insured)
Data Elements:
Log C -Patient Identification Number (PCN), Ohio Medicaid Recipient ID Number, Patient Name
Admit Date, Discharge Date, Patient DOB, Self Pay Cash Collection Date, Payments Received
Log Type (DA / >100%FPL / <100%FPL), Service Indicator (IP hospital / OP hospital ), Insurance Status (Insured / Uninsured), Claim Status (Exhausted or Non-Covered Service **, if applicable), If Exhausted or Non-Covered, Primary Payor

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-93, Please clarify what reports are required.

Answer:   Primarily the OBRA and Ohio Medicaid Patient Logs, more information can be located on ODMs website

https://medicaid.ohio.gov/wps/portal/gov/medicaid/resources-for-providers/enrollment-and-support/provider-types/hospital-provider-information/ohio-medicaid-hospital-cost-report

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-92, Please clarify what reports are required.

Answer:   Bad Debt Log Data Elements include: Patient Name, Medicare NO. Bill From Date, Bill Thru date, Indigent Flag, Medicaid Number, Date First Bill Sent To Beneficiary, Write-Off, Medicare Remittance Advice Dates, Deductible Amount, Co-Ins Amount, Total Amount
Recovery Log Data Elements include: Hospital ID, Patient Id, Bill From Date, Bill Type, Payor, Payment Method, Payment Source, Coinsurance Payment, Deductible Payment, Payment Date, Id of Staff that entered the payment.

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-88, Please clarify what is required for "defining OhioMHAS specific workflows"

Answer:   Work flow includes:
Authorization Routing between Reimbursement staff and Authorization Staff.
Medicare Certification and Recertification allowing the Doctor to sign and notify billing staff of an end of coverage.
Claims correction routing between central billing and regional sites.

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-60, What type of changes?

Answer:   Typically associated with insurance or Medicaid retroactive coverage. Often we see Medicaid coverage retro back 1-3 months for on roll patients. Currently we have a manual process for initiating the billing authorization and bill triggering. We need this process to be automated once coverage is entered.

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-54, What is the required format for the data file?

Answer:   Data Elements
Field Location
1-9 SOCIAL SECURITY NUMBER (Do not leave blank; If missing or incomplete enter zeros).
10-12 ENTRY CODE –MUST ENTER “TPV”
13-15 PROCESSING CODE—Must enter “317”
16-28 LAST NAME
29-38 FIRST NAME
39-45 MIDDLE NAME OR INITIAL
36-53 DATE OF BIRTH (MMDDYYYY)
54 GENDER CODE (M=Male F=Female U=Unknown)
55 REPORT TYPE
56-63 REPORT DATE (MMDDYYYY)
64-79 REPORTING PERIOD (MMDDYYYYMMDDYYYY)
80-87 DATE OF CONVICTION (MMDDYYYY)
88-95 DATE OF CONFINEMENT (MMDDYYYY)
96-103 RELEASED DATE (MMDDYYYY)
104 INMATE STATUS CODE
105-110 FACILITY IDENTIFICATION CODE
111 Blank
112-115 REPORTER IDENTIFICATION CODE11
116-125 INTERNAL INMATE IDENTIFICATION CODE12
126-130 BLANKS

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-53, Please expand on what is expected to "process and close end of month"

Answer:   We are required to balance our OAKS accounting system to our patient system. We need to be able to reconcile and close off monthly so that the next month we are able to capture and reconcile independently of the prior month.

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-46, Please clarify "payor priority set up by admission"

Answer:   If is not uncommon for our patient’s eligibility to change or be different per admission. Example: Medicaid may of started between admissions so we need the ability to have the first admission payor priority set up in the correct order and the second admission to be set up in its correct order even if the payor are different.

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-33, Is this referring to internal notes at the line level or notes/descriptions that would be sent with a claim?

Answer:   Primarily on Medicare Claims, we must add claim notes that are sent with the claim (i.e. insurance on CWF is not mental health related, or other CGS requested comments)

Date: 6/16/2021

Inquiry: 86445


Question:   Supplement 2 - BAR-28, Is the expectation that the program would the rate?

Answer:   Each location has various payer rates for each payor we need the correct rate to be sent out when billing each accordingly.
Example
Medicare $750
Medicare BA $33
Insurance $780
Self Pay Day 1-30 - $780
Self Pay Day 31+ - $33

Date: 6/16/2021

Inquiry: 86445


Question:   Please provide your number of annual dental visits.

Answer:   approximately 1500.

Date: 6/16/2021

Inquiry: 86447


Question:   What dietary system does the State have in place the the EHR must integrate with?

Answer:   See previous inquiries.

Date: 6/16/2021

Inquiry: 86365


Question:   The RFP states, "OhioMHAS require a solution capable of integrating with its other core software systems including its pharmacy management system......" However, the State recently answered "The plan is to use the EHR system." in response to a question of whether the pharmacy system will be used concurrently with the EHR system.

Could you please provide clarification as to the intent of integrating with, or replacing the current pharmacy system in place?

Answer:   Replace but must integrate with Pyxis machines

Date: 6/16/2021

Inquiry: 86366


Question:   Supplement 2 - CSN Tab
Where do residents at the CSNs get their medications filled normally- 3rd party pharmacies or at the inpatient facilities?

Answer:   3rd party pharmacies

Date: 6/16/2021

Inquiry: 86367


Question:   Supplement 2: EHR-224
Please provide examples of analytics you wish to produce for institution events.

Answer:   Minimum reporting will be needed for the system that must include those related to Joint Commission National Safety Goals, Joint Commission/CMS standards and data for NRI reports. For example: Infection rates, antibiotic usage, emergency medication usage, use of multiple anti-psychotic medication, seclusion/ restraint episodes etc.

Date: 6/16/2021

Inquiry: 86368


Question:   Supplement 2 – GR Tab Document Imaging & Document Management (Scanning) Section / Requirement ID GR-69 – GR-75 / Does the state want to migrate scanned images into the awarded vendor’s platform? Do questions GR-69-75 represent how you expect to migrate the data? If yes, what data are you expecting to be migrated?

Answer:   See previous inquiry.

Date: 6/15/2021

Inquiry: 86475


Question:   For pricing purposes, by facility or location what is it’s: Facility Name = Number of staffed beds = Number of staff out of 2,000 = Number of those above that prescribe = Number of those that are ""support staff"" (Rx refills, lab review) = Number of prescribers that need EPCS = How many staff (MD/NP) provide and document primary/physical care services = How many Psychiatrists= Onsight inpatient pharmacy required? = Y/N Number of pharmacists = Are the pharmacists FTEs = Y/N Besides Pyxis what other ADM vendor(s) is integration required = (RFP Reference: Supplement #1,1.4 Table of Cost Metrics,5,5 of 22)

Answer:   Facility Name = ABH
Number of staffed beds = 92
Number of staff out of 2,000 = 185
Number of those above that prescribe = 8
Number of those that are ""support staff"" (Rx refills, lab review) = 1
Number of prescribers that need EPCS = 8
How many staff (MD/NP) provide and document primary/physical care services = 1
How many Psychiatrists= 5
Number of pharmacists = 2

Facility Name = HBH
Number of staffed beds = 126
Number of staff out of 2,000 = 250
Number of those above that prescribe = 8
Number of those that are ""support staff"" (Rx refills, lab review) = 2
Number of prescribers that need EPCS = 8
How many staff (MD/NP) provide and document primary/physical care services = 1
How many Psychiatrists= 7
Number of pharmacists = 3

Facility Name = NBH
Number of staffed beds = 260
Number of staff out of 2,000 = 421
Number of those above that prescribe = 19
Number of those that are ""support staff"" (Rx refills, lab review) = 2
Number of prescribers that need EPCS = 19
How many staff (MD/NP) provide and document primary/physical care services = 2
How many Psychiatrists= 16

Number of pharmacists = 4
Facility Name = NOPH
Number of staffed beds = 114
Number of staff out of 2,000 = 210
Number of those above that prescribe = 9
Number of those that are ""support staff"" (Rx refills, lab review) = 1
Number of prescribers that need EPCS = 9
How many staff (MD/NP) provide and document primary/physical care services = 1
How many Psychiatrists= 5
Number of pharmacists = 2

Facility Name = SBH
Number of staffed beds = 291
Number of staff out of 2,000 = 427
Number of those above that prescribe = 15
Number of those that are ""support staff"" (Rx refills, lab review) = 3
Number of prescribers that need EPCS = 15
How many staff (MD/NP) provide and document primary/physical care services = 3
How many Psychiatrists= 12
Number of pharmacists = 3

Facility Name = TVBH
Number of staffed beds = 230
Number of staff out of 2,000 = 490
Number of those above that prescribe = 21
Number of those that are ""support staff"" (Rx refills, lab review) = 4
Number of prescribers that need EPCS = 21
How many staff (MD/NP) provide and document primary/physical care services = 3
How many Psychiatrists= 11
Number of pharmacists =4

Date: 6/15/2021

Inquiry: 86391


Question:   (RFP Reference: Supplement #2, THER, THER-5)
What is the average number of beds occupied?

Answer:   950-1000.

Date: 6/15/2021

Inquiry: 86405


Question:   Supplement 1- 1.3
Which pharmacy (the inpatient pharmacies or third parties) fills the medication for the 12 CSN group home settings?

Answer:   See previous inquiries.

Date: 6/15/2021

Inquiry: 86403


Question:   Supplement 2 – GR Tab- Requirement ID GR-69 – GR-75
Does the state want to migrate scanned images into the awarded vendor’s platform? Do these questions represent how you expect to migrate the data? If yes, what data are you expecting to be migrated?

Answer:   Yes, Scanned documents that are associated with each AVATAR episode. Documents associated with court cases for current and newly admitted forensic patients will need to be scanned into the system to become part of the patient’s chart.

Date: 6/15/2021

Inquiry: 86401


Question:   (RFP Reference: Attachment Mandatory Requirement #2, pg. 73)
“The offeror must provide evidence the proposed EHR system is certified by the Ohio Board of Pharmacy.” Since the Ohio State Board of Pharmacy does not certify Electronic Health Records directly with the vendor, only with an institutional facility upon their request, what recommended format should offerors provide as evidence that their EHR has been certified or approved? Or is OhioMHAS asking offerors to provide evidence of EPCS and CPOE intermediary certifications as noted in the same policy issued by the Ohio Board of Pharmacy, updated 11/7/2019?

Answer:   YES. Solution will require review and approval by the Ohio Board of Pharmacy. DEA certification process for controlled substance prescriptions must be followed as well.
The state will evaluate all evidence that the offeror provides.

Date: 6/15/2021

Inquiry: 86397


Question:   (RFP Reference: Supplement #1, page 5, 1.3.1 Overview)
Reference is made to an existing Dietary system. What system are you using?

Answer:   Our vendor is Morrison Healthcare.

Date: 6/15/2021

Inquiry: 86396


Question:   (RFP Reference: Supplement #2, THER Tab)
The Therapy Tab references nutritional / dietary needs the system must have. However, Supplement #1 references having an existing Dietary system in place. Is the request to interface our CareRecord with your dietary system or do you want to replace your existing solution?

Answer:   interface the Care Record with our dietary system.

Date: 6/15/2021

Inquiry: 86395


Question:   (RFP Reference: Supplement #2 INT-17 thru INT-22, INT Tab)
Does each location have a separate database to convert over to the new proposed solution?

Answer:   No.

Date: 6/15/2021

Inquiry: 86393


Question:   (RFP Reference: Supplement #2, Pharm-1 thru Pharm-38, Pharm Tab)
What are your closed loop requirements?

Answer:   Inquire with a specific question.

Date: 6/15/2021

Inquiry: 86394


Question:   (RFP Reference : Supplement #2 INT-5INT Tab)
Who are the radiology service providers and what are the names of their software solutions that integration is required with?

Answer:   See previous inquiries.

Date: 6/15/2021

Inquiry: 86390


Question:   (RFP Reference: Supplement #2 INT-1INT Tab)
What is the workflow and data elements that OMHAS requires in an interface with the Ohio Administrative Knowledge System (OAKS)?

Answer:   )? The Ohio Administrative Knowledge System (OAKS) is the system that tracks employee names and credentials. It is important that the vendor can import this information.

Date: 6/15/2021

Inquiry: 86389


Question:   (RFP Reference: Supplement #2 BAR-1 thru BAR-118, BAR Tab)
Is billing centralized for all facilities or does each facility manage its own billing with its own staff?

Answer:   Billing is both performed at the hospital lever for certain functions and managed centrally.

Date: 6/15/2021

Inquiry: 86388


Question:   Supplement #1 Scope of Work 1.3.1, page 5 of 22)
Is OMHAS looking for a replacement to its current pharmacy solution or integration with the current system? The overview states "OhioMHAS requires a solution capable of integrating with its other core software systems including its pharmacy management system, its dietary system, and contracted laboratory services (LabCorp).” However, the requirements in Supplement #2, PHARM tab read of specific functional requirements for a replacement pharmacy solution. (RFP Reference:

Answer:   The new EHR should have a medication order system that is compatible with our pyxis machines and will meet the Ohio Board of Pharmacy standards.

Date: 6/15/2021

Inquiry: 86387


Question:   Are you looking for a detailed implementation project plan or does a Gantt Chart suffice? If you are wanting a detailed project plan, what format would you like it to be in?

Answer:   The detailed implementation project plan should include a Gantt Chart, but should include additional information to support the overall implementation.

Date: 6/15/2021

Inquiry: 86476


Question:   Can OhioMHAS please provide the vendor/system name for every third-party software solution/system/provider that the new EHR must interface/integrate with at the time of go-live?

Answer:   See previous inquiries.

Date: 6/15/2021

Inquiry: 86351


Question:   Supplement 2: Tab ‘INT
INT-1: Please elaborate on this request. Can you please provide technical/specification documents related to this interface? What data is expected to be sent and/or received by the EHR?

Answer:   The Ohio Administrative Knowledge System (OAKS) is the system that tracks employee names and credentials. It is important that the vendor can import this information.

Date: 6/15/2021

Inquiry: 86351


Question:   Supplement 2: Tab ‘GR
Please elaborate on the preferred sign-on method for the EHR system. This section mentions single sign-on, AD, etc. Please clarify MHSA’s preferred method of signing on.

Answer:   The Contractor must use the state's InnivateOhio Platform (IOP) environment to provide single sign-on for the EHR. Reference a previous inquiry, Supplement 3 and the CIGI tab requirements 30-66C for more information.

Date: 6/15/2021

Inquiry: 86351


Question:   Supplement 2: Tab ‘RPT
RPT-97: Please elaborate on this request. Is this information received via an interface? Can you please provide technical/specification documents related to this interface?

Answer:   The Ohio Administrative Knowledge System (OAKS) is the system that tracks employee names and credentials. It is important that the vendor can import this information.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘RPT
RPT-22: What types of reports are being emailed and who are they sent to?

Answer:   Daily census, bed utilization, admissions past 24 hours, discharges past 24 hours, legal status reports are sent out to hospital leadership daily

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘RPT
RPT-21: Please name all third-party software applications in which the EHR vendor will need to interface for this project.

Answer:   1. Pyxis – data exchange with the EHR Pharmacy System
2. E-Prescribe – data exchange between EHR Pharmacy system and retail pharmacy providers
a. Work plan created in Avatar, never implemented
3. Lab’s – data exchange between EHR Ordering system and Medical Laboratories (LabCorp, Quest etc.)
a. Work plan created in Avatar, never implemented
4. Dietary – data exchange between EHR Ordering system and existing Dietary Databases (Access DB)/ Morrison (pending integration with ADT.
a. We require the use of a third-party Dietary System that supports HL7 ENCPRS interface
b. https://www.hl7.org/implement/standards/product_brief.cfm?product_id=369
5. HIE – data exchange between EHR and the Health Information Exchange
a. Work plan created in Avatar, never implemented
6. Z-Printer – data exchange between EHR Pharmacy system for in-patient Med Labels
7. Imprivata – data exchange for Multi factor authentication (User login, MHAS and Cardinal Health for Med Orders/Verification)
8. Vitals – real-time data exchange with current vendor WelchAllyn to EHR
9. Glucometer - real-time data exchange with current vendor Telcor and Novanet (StatStrip – Glumetter) to EHR
10. Billing – 837 to CMS and Private Billers
11. Billing – 835 posting to EHR Billing system

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘RPT
RPT-3/36: Please elaborate on the reporting tools MHSA currently uses/has access to (Microsoft SSRS, Crystal, Power BI, Tableau, etc.)

Answer:   RPH’s have access to Tableau, Crystal and PCS reports. PCS “on screen” and printed reports are the most widely used by clinicians and administration at the RPH level.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘DISCH
DISCH-6: Please elaborate on this request. Is this information sent via an interface? Can you please provide technical/specification documents related to this interface?

Answer:   Currently hospital social workers are faxing copies of the patient’s aftercare instructions to the community mental health provider. The requirement is that a secure transfer of the aftercare instructions be completed from the hospital EHR to the community mental health providers. Each facility has a list of community mental health agencies that service their patient population. They do not have providers in common, but in the event we have a diversion of a patient (patient hospitalized in a setting outside their care region) the other hospitals would need to have access to transmit aftercare instructions outside of their typical provider list. This is something that should occur infrequently.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘FOR
FOR-2-30: Where will this information be coming from? Is this information manually entered? Is an interface required with some other third-party software? If so, what is the name/vendor?

Answer:   Hospitals file forms with BCI on all forensic statuses aside from 20-day evaluations. This is a manual entry process that is submitted directly to BCI online by legal assurance administrator or designee. There is no third-party software necessary for this process. The requirement is that the system has the ability to track the patient, that the form has been completed and that this would be based on manual entry by the legal assurance administrator or designee.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘CSN’
CSN-7: Please elaborate on this request. Will the outpatient clinic also be a part of this project and will be utilizing the same EHR solution?

Answer:   The CSN locations will be utilizing the EHR but the functionality present could be abbreviated at these locations. Outpatient clinics typically do not require the multiple assessments etc. associated with inpatient care. It is important that the outpatient settings have the ability to review diagnostics and assessments from the admission, however, for continuity of care purposes as the CSN locations are affiliated with the hospitals.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘CSN’
CSN-5: Please elaborate on this interface request. How is this currently being done?

Answer:   Paper scrips are being utilized, or scripts are being called in currently. The requirement is that CSN locations have the ability to submit orders to outpatient pharmacy via the same CPOE system utilized in the inpatient setting.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘CSN’
CSN-4: Please elaborate on this interface request. How is this currently being done?

Answer:   There is no electronic option for order entry currently at the CSN locations. Scripts are handwritten. The requirement is that both inpatient and outpatient utilize the same CPOE system, and the orders entered in both inpatient and outpatient episodes be reviewable by the practitioners in both settings.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘INF’
INF-31: What is the name of the radiology vendor?

Answer:   See previous inquiries

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘CSN’
CSN-1: Please elaborate on this request. Is an interface required with some other third-party software? If so, what is the name/vendor? Is this an HIE request?

Answer:   Yes, this is an HIE request.

Date: 6/15/2021

Inquiry: 86350


Question:   Supplement 2: Tab ‘ANC’
ANC-22: How is this currently being done? Is there a specific interface required (i.e. Health Information Exchange)?

Answer:   Hospitals are requesting to have the ability to track productivity amongst their medical staff.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘ANC’
ANC-14: How is this currently being done? Is there a specific interface required (i.e. Health Information Exchange)?

Answer:   Hospitals provide basic podiatry services on site. If something more invasive would be needed, the patient would be sent off grounds to see a specialist. The requirement is to have the ability to share the inpatient assessment findings with the specialists ahead of the appointments.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘ANC’
ANC-5: How is this currently being done? Is there a specific interface required (i.e. Health Information Exchange)?

Answer:   Hospitals have basic dental services that are provided mostly on grounds. Complicated extractions etc. would be referred to specialists off site. The requirement is to have the ability to transmit the documentation from on grounds appointments to the offsite providers ahead of the appointments set up for dental services too complicated for the hospital to complete on campus.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘ANC’
ANC-2: How is this currently being done? Is there a specific interface required (i.e. Health Information Exchange)?

Answer:   The request is that we can transmit gynecological findings at our hospitals to the gynecologist’s offices off campus for review prior to appointments. This is a service that we do not provide on site but would set up appointments based on complaints during physical assessment.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘SOC’
SOC-20: How does OhioMHAS currently track patient movement?

Answer:   A patient level is tracked by a physician order and then shared in the patient record and posted on patient information board on units. Patients meet with their treatment team at intervals during their stay. The meetings are more frequent early in the admission and become less frequent as the patient’s length of stay increase. The requirement is for the system to track patient movement level changes and provide reminders of upcoming dates to the practitioners.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘PSYCH’
PSYCH-14: Does OhioMHAS currently utilize a telepsychiatry software solution? If so, what is the name of the software?

Answer:   No.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘PSYCH’
PSYCH-11: Please elaborate on ‘including those outside the Ohians system.’

Answer:   Please inquire with a specific question

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘MED’
-MED-17: Is this done via a portal of some sort?

Answer:   At this point the information is transmitted through secure email to the Ohio Department of Health and then sent from that agency to the CDC. Therefore the requirement is for the vendor to have the capability to provide a portal for secure transfer of this data to agencies such as the CDC.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘MED’
MED-7: Please elaborate on who the ‘outpatient consultants’ are and if this is to be done via an interface with third-party software.

Answer:   Cardiologists, HIV treatment centers, Obstetrician’s, Orthodontists essentially any outpatient healthcare specialists. The hospitals provide limited specialty services on site. Dentists and Podiatrists commonly see patients on hospital grounds but that is typically all that is offered on site. Therefore, transmitting electronically, pertinent health information to community providers in cases that their facilities have the ability to receive this information.

Date: 6/15/2021

Inquiry: 86349


Question:   Supplement 2: Tab ‘PHARM’
PHARM-34: Which retail pharmacies does OhioMHSA use

Answer:   See previous inquires.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘PHARM’
PHARM-24: Please elaborate on the type of appointments referenced in this requirement.

Answer:   Please inquire with a specific question

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘PHARM’
PHARM-7: Please elaborate on ‘the system must support their remote access.’ ?

Answer:   Please inquire with a specific question

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘PHARM’
PHARM-5: Is this question simply asking if the EHR can interface with automated dispensing cabinets such as PYXIS, or is an interface with PYXIS required for this project that is to be operational by go-live?

Answer:   Interface with Pyxis is a requirement.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-210: Please elaborate on what is considered a ‘Practitioner Engagement Module.’

Answer:   Terminology describing the ability for the practitioner to complete multiple functions without having to navigate to multiple screens.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-141: Please elaborate on this requirement.

Answer:   Please inquire with a specific question.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-139: Please elaborate on the ‘read back’ requirement?

Answer:   Please inquire with a specific question.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-23: Please list all make and models of the referenced diagnostic equipment with which the EHR is required to interface with at the time of go-live. Or, is this question simply asking if the EHR solution is capable of interfacing with these types of machines/devices for future integration?

Answer:   The question refers to the capability.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-15: Please confirm that all referenced hospitals are run by MHAS and will be using the new EHR solution.

Answer:   Yes, all hospitals will use the EHR

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’ EHR-10: Please name the third-party vendor/system associated with this interface requirement along with the data that is to be sent and/or received by the EHR system.

Answer:   LabCorp, MobileX and other vendors for diagnostic testing should be able to transmit results to the EHR.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘EHR’
EHR-3” Please elaborate on this requirement.

Answer:   Please inquire with a specific question.

Date: 6/15/2021

Inquiry: 86348


Question:   Supplement 2: Tab ‘ALERTS’
ALERTS-32: Please provide technical/specification documentation as it relates to the ORAGMI risk incident management system interface requirement. Is this a unidirectional or bidirectional interface, and what data elements need to be sent/received by the new EHR solution?

Answer:   This should be a unilateral interface file to be used by a standalone Incident Reporting system solution. Basic patient information – Med Rec#, legal status, unit etc.

Date: 6/15/2021

Inquiry: 86347


Question:   Supplement 2: Tab ‘FACE’
FACE-14: Please elaborate on this requirement.

Answer:   Please inquire with a specific question.

Date: 6/15/2021

Inquiry: 86347


Question:   Supplement 2: Tab ‘ADM’
ADM-51: Please elaborate on this requirement.

Answer:   Please inquire with a specific question.

Date: 6/15/2021

Inquiry: 86347


Question:   (Attachment 2 Special Provisions Data Files, pg.37 of 127) Under the defined table, what are data files and data elements being transmitted, what entities are the files exchanged with, and what is the current workflow architecture (diagram if available)?

Answer:   Vendor must have the ability to automatically extract and provide outbound data files from the proposed EHR solution to be used by third party solutions to support Data Analytics/ Reporting and visualization.

Date: 6/15/2021

Inquiry: 86464


Question:   (Attachment 2 Special Provisions Report Availability & Accuracy, pg.38 of 127) What specific reports are required to be generated and managed under the defined table?

Answer:   Vendor must have the ability to automatically extract and provide outbound data files from the proposed EHR solution to be used by third party solutions to support Data Analytics/ Reporting and visualization.

Date: 6/15/2021

Inquiry: 86465


Question:   (Attachment 2 Special Provisions Backup Documentation, pg.38 of 127) What specific reports is OhioMHAS requesting the contractor verify the accuracy of? "verify the accuracy of the reports provided by the Contractor."

Answer:   Contractor must have the ability to automatically extract and provide outbound data files from the proposed EHR solution to be used by third party solutions to support Data Analytics/ Reporting and visualization.

Date: 6/15/2021

Inquiry: 86466


Question:   Supplement 2 - Requirement#CPOE-2 states that: They system must already be approved by the Ohio Board of Pharmacy and meet all requirements of positive identification. Does Ohio board of Pharmacy approve EMR solutions for use? Our solution does not have such a certification for CPOE from the Ohio board of Pharmacy. Shall we still go ahead and submit the proposal or is it a mandatory requirement?

Answer:   Please see the second mandatory requirement and answers to previous inquiries.

Date: 6/15/2021

Inquiry: 86470


Question:   Experience and Qualifications- References Does the Agency require a certain number of references?

Answer:   The more references meeting the requirements the better for the offeror.

Date: 6/14/2021

Inquiry: 86446


Question:   Supplement #2 - ANC Tab Does the Agency have an existing dental dept or is this a new dental dept: a. If existing: i. # dental sites: ii. # mobile dental vans/programs: # of places they visit: iii. Name and version of current dental practice & clinical management software: iv. Name and version of current dental imaging software: v. Current image acquisition devices, makes and models (Panorex machines, are the pans 2 D or 3D, sensors, PSP systems, intraoral cameras): -# of Concurrent Users electronic dental record? -Will there be dental insurance/Medicaid billing needed? -Will patients be balance billed for dental services? (co-pays) -Connectivity to HIE? -Types of dental services provided: -# of dentists: -# dental hygienists: -# dental assistants: -# front desk staff: -# dental practice managers: -# dental billers: -# other dental staff:

Answer:   See the file Dental inquiry results on the solicitation details page. This is information from 5 of the 6 hospitals. The sixth hospital was a N/A.

Date: 6/10/2021

Inquiry: 86399


Question:   Supplement 2: Tab ANC: ANC3-9 1. Is this an Existing dental dept or is this a new dental dept: a. If existing: i. # dental brick & mortar sites: ii. # mobile dental vans/programs: # of places they visit: iii. Name and version of current dental practice & clinical management software: iv. Name and version of current dental imaging software: v. Current image acquisition devices, makes and models (Panorex machines, are the pans 2 D or 3D, sensors, PSP systems, intraoral cameras): b. If new: i. # new dental sites ii. brick & mortar or mobile? 2. # of Concurrent Users: 3. Will there be dental insurance/Medicaid billing needed? 4. Will patients be balance billed for dental services? (co-pays) 5. Connectivity to HIE? 6. Types of dental services provided: 7. # of dentists: 8. # dental hygienists: 9. # dental assistants: 10. # front desk staff: 11. # dental practice managers: 12. # dental billers: 13. # other dental staff:

Answer:   See the file Dental inquiry results on the solicitation details page. This is information from 5 of the 6 hospitals. The sixth hospital was a N/A.

Date: 6/10/2021

Inquiry: 86325


Question:   (RFP Reference: Attachment 7)
Are there specific industry standard assessments that the State uses today and is the request to be able to build these specific assessments or are you relying on the vendor to use their best practice and content library recommendations and subsequent reporting to CMS and/or Joint Commission to meet these needs?

Answer:   The Contractor must work with the State Board of Pharmacy.

Date: 6/10/2021

Inquiry: 86398


Question:   Attachment Two: Special Provisions
Is the state expecting vendors to complete custom project management plan deliverables (risk management plan, test plan, quality management plan, training plan, etc.) as part of the scope of work? If so, can the state provide the complete list of deliverables they expect to be included?

Answer:   The requirements of Additional Scope of Works will be negotiated when the need arises.

Date: 6/10/2021

Inquiry: 86400


Question:   Attachment Two: Special Provisions
Does the State have a complete list of implementation deliverables (i.e., communication plan), that would be included in the Statement of Work?

Answer:   The requirements of Additional Scope of Works will be negotiated when the need arises.

Date: 6/10/2021

Inquiry: 86404


Question:   (RFP Reference: Supplement #3)
If the response will include a vendor hosted model, what sections in Supplement #3 should the vendor not respond to?

Answer:   Offerors must complete all sections of Supplement 3. If an offer believes a particular section does not apply, it can be marked with N/A.

Date: 6/10/2021

Inquiry: 86405


Question:   Does this State or OhioMHAS currently use an analytic or reporting tool or tools such as Tableau, Power BI, or Crystal Reports? Is there a preference for using a particular tool or set of tools?

Answer:   The State has access to Tableau, Power BI, and Crystal Reports.

Date: 6/9/2021

Inquiry: 86382


Question:   Would you provide a breakdown of the EHR users, including counts for total EHR users, prescribers, pharmacists, etc.?

Answer:   Please see previous inquiry for information.

Date: 6/9/2021

Inquiry: 86382


Question:   Is it the State’s preference for a single database supporting all facilities or a solution utilizing a database segregated by facility?

Answer:   Single database supporting all facilities.

Date: 6/9/2021

Inquiry: 86382


Question:   Can the MHAS provide the following staffing numbers for all staff needing access to the EHR/PM? # Full Time Physicians - # Part Time Physicians - # Per Diem Physicians - # Full Time Nurse Practitioners/PAs - # Part Time Nurse Practitioners/PAs - # Per Diem Nurse Practitioners/PAs - # Full Time Nurses - # Part Time Nurses - # Per Diem Nurses - # Full Time Psychiatrists - # Part Time Psychiatrists - # Per Diem Psychiatrists - # Full Time Psychiatrist/PAs - # Part Time Psychiatrist/PAs - # Per Diem Psychiatrist/PAs - # Full Time Psychologists - # Part Time Psychologists - # Per Diem Psychologists - # Full Time Psychologist/PAs - # Part Time Psychologist/PAs - # Per Diem Psychologist/PAs - # Full Time Dentists - # Part Time Dentists/Associate - # Per Diem Dentists - # Billing Specialists/Administrative Staff -

Answer:   # Full Time Physicians - 9
# Part Time Physicians - 7
# Per Diem Physicians - 31
# Full Time Nurse Practitioners - 10
# Part Time Nurse Practitioners - 0
# Per Diem Nurse Practitioners 2
# Full Time Nurses - 389
# Part Time Nurses - 17
# Per Diem Nurses - 0
# Full Time Psychiatrists - 52
# Part Time Psychiatrists - 13
# Per Diem Psychiatrists - 10
# Full Time Psychologists - 43
# Part Time Psychologists - 1
# Per Diem Psychologists - 10
# Full Time Dentists - 0
# Part Time Dentists -1
# Per Diem Dentists - 3
# Billing Specialists/Administrative Staff - 20

Date: 6/9/2021

Inquiry: 86331


Question:   Can you explain the Revenue Share detailed in section 7.6 of the RFP? How does this work in relation to client payments?

Answer:   The revenue share would only apply to services provided under the MCSA requirements.

Date: 6/9/2021

Inquiry: 86382


Question:   On page 42, you indicate that "Offerors must provide evidence that they are registered with the Ohio Shared Services to do business in the State of Ohio" What type of evidence are you looking for? Can we include a screen capture from the supplier portal as evidence of registration?

Answer:   Yes.

Date: 6/9/2021

Inquiry: 86382


Question:   Are you looking for a full implementation plan or just an example of a project plan, (as suggested in the supplement 1 section 2.3.4)?

Answer:   The Plan should be detailed for this project for full implementation.

Date: 6/9/2021

Inquiry: 86382


Question:   Is there a mechanism for taking exception to any of the contract terms proposed by the State within the RFP response?

Answer:   Any discussion related to terms and Conditions would happen during negotiations with the highest ranking offeror.

Date: 6/9/2021

Inquiry: 86382


Question:   Can you provide details on why the State is seeking a new solution and whether the incumbent vendor has been invited to bid?

Answer:   OhioMHAS is seeking to modernize its EHR. No offerors have been excluded from providing Proposals.

Date: 6/9/2021

Inquiry: 86382


Question:   Can you confirm the requirement for a physical proposal and the need for 15 copies? Would you be willing to consider relaxing the print requirement and accepting an electronic submission of the proposal?

Answer:   The State confirms the requirements in the RFP.

Date: 6/9/2021

Inquiry: 86382


Question:   Supplement 1 Scope of Work document-Section 2.3.6 Data Conversion and Archiving, Item C Did the State intend for this item to read as “Offeror Response to Sections 2.3.1 - 2.3.6: The offeror must provide…” instead of the following? Offeror Response to Sections 2.3.1 - 2.3.5: The offeror must provide information in a Work and Project Implementation Plan as tab 22 of the offeror’s Proposal.

Answer:   Both section 2.3.1.A and 2.3.6.C should read "Offeror Response to Sections 2.3.1 - 2.3.6: The offeror must provide information in a Work and Project Implementation Plan as tab 22 of the offeror’s Proposal."

Date: 6/7/2021

Inquiry: 86338


Question:   Experience and Qualifications- References Does the Agency require that offerors have a proven delivery of EHR with State Behavioral Health Agencies?

Answer:   Offerors should only provide references that meet or exceed the mandatory requirement.

Date: 6/7/2021

Inquiry: 86360


Question:   Offeror Profile Summary-Experience and Qualifications: Are offerors required to have minimum amount of years experience in state government EHR projects of similar size and scope with State Hospitals?

Answer:   Offerors should only provide references that meet or exceed the mandatory requirement.

Date: 6/7/2021

Inquiry: 86361


Question:   Offeror Profile Summary Forms - Experience and Qualifications Will the State accept offerors references from non-state government projects?

Answer:   Offerors should only provide references that meet or exceed the mandatory requirement.

Date: 6/7/2021

Inquiry: 86362


Question:   Are there any other third-party software solutions currently utilized where data migration services will be needed?

Answer:   Refer to Supplement 2.

Date: 6/7/2021

Inquiry: 86330


Question:   Supplement 2: GR-148 Roughly how many kiosks would be needed at each facility and total?

Answer:   We will work with vendor for specific numbers.

Date: 6/7/2021

Inquiry: 86305


Question:   Supplement 2: PHARM -5 How many and which medication dispensing cabinets are at each facility?

Answer:   Note these are all Pyxis Machines.
ABH- 5
HBH-6
NBH - 11
NOPH - 5
SBH - 11
TVBH - 11

Date: 6/7/2021

Inquiry: 86304


Question:   Supplement 1: Section 1.3.1 Is an integrated pharmacy system required in this RFP or is the current pharmacy system going to still be used concurrently with the EHR system?

Answer:   The plan is to use the new EHR system.

Date: 6/7/2021

Inquiry: 86303


Question:   Supplement 1- 1.3.1 Overview Do all the State Facilities have an in-house pharmacy? If not, which facilities do?

Answer:   All State Facilities have an in-house pharmacy.

Date: 6/7/2021

Inquiry: 86302


Question:   Supplement 1- 1.3.1 Overview Are any labs done outside of the 6 facilities? If so, which lab companies are used or specimens sent to?

Answer:   LabCorp

Date: 6/7/2021

Inquiry: 86301


Question:   Supplement 1- 1.4 Table of Cost Metrics If there is onsite lab(s), What is the current Lab software? And would the agency be open to replacing? Roughly how many orders processed per year?

Answer:   No labs on-site

Date: 6/7/2021

Inquiry: 86300


Question:   Supplement 1- 1.3.1 Overview If some laboratory services are provided, what types (Microbiology, Anatomic Pathology, etc.) and roughly how many per year?

Answer:   No laboratory services are provided.

Date: 6/7/2021

Inquiry: 86298


Question:   Supplement 1- 1.3.1 Overview In the RFP it is mentioned integration with contracted LabCorp, do any of the facilities have an onsite laboratory? If so, which ones and roughly the volume of lab orders per year?

Answer:   labs on site. However, the labs are drawn onsite and prepared for LabCorp.

Date: 6/7/2021

Inquiry: 86297


Question:   Supplement 1- 1.4 Table of Cost Metrics Do any of the 6 facilities offer on-site radiology services? If so, which ones offer these services? Roughly how many per year?

Answer:   ABH- No- Patients get sent to OhioHealth next door.
HBH- No on-site/in-house radiology. Outsourced to Mobile-X
NBH – No on-site/in-house radiology. Outsourced to Mobile-X
NOPH- No on-site/in-house radiology. Outsourced to Mobile-X
SBH - No on-site/in-house radiology. Outsourced to Mobile-X
TVBH - No on-site/in-house radiology. Outsourced to Mobile-X

Date: 6/7/2021

Inquiry: 86296


Question:   Supplement 1- 1.4 Table of Cost Metrics How many of the clinicians are licensed behavioral health professionals (DSM-5)?

Answer:   ABH-31
HBH-22
NBH -34
NOPH -14
SBH -26
TVBH -37

Date: 6/7/2021

Inquiry: 86295


Question:   Supplement 1- 1.4 Table of Cost Metrics How many providers are at each site/facilty? (provider= prescription rights)

Answer:   ABH-15
HBH-17
NBH-28
NOPH - 7
SBH -19
TVBH -26

Date: 6/7/2021

Inquiry: 86294


Question:   RFP NUMBER: 0A1293: Main Document – Scope of Work Is OhioMHAS planning on one go-live event for all of the State Hospital’s EHR or a phased rollout?

Answer:   Phased Rollout is planned at this time.

Date: 6/7/2021

Inquiry: 86293


Question:   Supplement 2: CSN-3 How many users and/or providers would be using a mobile EHR in the patient’s homes (how may lincenses)?

Answer:   ABH- 0
NBH - 18
TVBH -28

Date: 6/7/2021

Inquiry: 86292


Question:   Supplement 2: CSN Tab How many providers would be using the outpatient EHR?

Answer:   ABH- 36 users at the CSN Group Homes
NBH – 18 Outpatient / 66 for residentials
TVBH – 30 Outpatient

Date: 6/7/2021

Inquiry: 86291


Question:   Supplement 2: CSN Tab Do the Community Support Network sites all use reference labs? If yes, which ones?

Answer:   ABH- Residential programs defer to the agency serving the residents.
NBH - Both Outpatient programs use labs. Residential programs defer to the agency serving the residents. including: Quest diagnostics, Cleveland Clinic, University Hospitals, Mercy Health, Stewart Health
TVBH - Quest Labs, labs at local hospitals such as Riverside and Grant and at times LabCorp

Date: 6/7/2021

Inquiry: 86290


Question:   Supplement 2: ANC-3 How many dental providers will be using the dental health record?

Answer:   6

Date: 6/7/2021

Inquiry: 86289


Question:   Supplement 2: INT-4 How many dental providers will be using the dental health record?

Answer:   6

Date: 6/7/2021

Inquiry: 86288


Question:   Supplement 2: INT-4 How many Developmentally Disabled Beds/LTC beds total and at which facilities?

Answer:   0

Date: 6/7/2021

Inquiry: 86287


Question:   Supplement 1- 1.3.1 Overview Where are the 12 CSN group home settings located? Are they on the hospital campuses? Do they have pharmacies on site?

Answer:   ABH- Cambridge, Ohio and Zanesville, Ohio. Not on campus. No pharmacy on site.
NBH - Not on campus. No pharmacy on site.

Program Name Street Address City
Bradley TC 3234 West Blvd Cleveland
CATO 5260 Cato St Maple Heights
E 139th 3244 E. 139th St Cleveland
Franklin 1466 W 81st St Cleveland
Green Road ACT Team 4325 S Green Rd Highland Hills
Madison Place 1677 Hubbard Road Madison
Mahoning County Intensive Case Management Team 1344 Fifth Avenue #100 Youngstown
Ridge House 7061 Ridge Road Parma Willoughby Place 1420 Lost nation Rd Willoughby
York House 7283 York Road Parma

Date: 6/7/2021

Inquiry: 86286


Question:   What is the maximum (concurrent) number of users that will be on the system at any given time?

Answer:   Concurrent users are less than or equal to 1,000.

Date: 6/7/2021

Inquiry: 86330


Question:   You indicated you have 2,000 total named users. Can you also provide your estimated number of peak concurrent users? Peak concurrent users are the number of staff expected, at full rollout, to be logged into the system during peak times (typically late morning and early afternoon). Note that these users may be using different systems today (EHR, billing, scheduling systems, etc.).

Answer:   Concurrent users are less than or equal to 1,000.

Date: 6/7/2021

Inquiry: 86285


Question:   Supplement 2 – CSN tab Please describe what services are provided at the CSN group home settings? How many beds total at the 12 sites?

Answer:   ABH- Case Management and Supportive Housing- 32 between both group homes
NBH - There are 78 total beds at 8 sites.
Each is licensed as Class One facilities, providing room, board, personal care assistance and training in daily living skills, including symptom management, medication monitoring and socialization.

Date: 6/7/2021

Inquiry: 86284


Question:   Supplement 2: PHARM How many providers are at each site/facilty? (provider= prescription rights)

Answer:   ABH-15
HBH-17
NBH-28
NOPH - 7
SBH -19
TVBH -26

Date: 6/7/2021

Inquiry: 86283


Question:   Could you please describe/provide an example of the review workflow referred to in ADM-61?

Answer:   Celestial Review is a review of information before being released to said facility or persons. Verifying that the data is clean before releasing it.

Date: 6/7/2021

Inquiry: 86261


Question:   For ADM-18, could you please clarify what DOM and DOM Plus are?

Answer:   Distributed Order Management (DOM) is a method used to optimize fulfillment, so orders arrive to customers on time while incurring the lowest possible cost. ... A DOM system provides the support brands need to deliver high-quality customer service, as well as boost brand trust and customer satisfaction.

Date: 6/7/2021

Inquiry: 86261


Question:   Please list all data elements/specifications required for the data migration from the current EHR.

Answer:   Refer to Supplement 2.

Date: 6/7/2021

Inquiry: 86330


Question:   How many facilities are there (Please provide name and address)?

Answer:   Refer to the main RFP and the OhioMHAS website.

Date: 6/7/2021

Inquiry: 86330


Question:   How many shifts are there per day/per facility?

Answer:   3

Date: 6/7/2021

Inquiry: 86330


Question:   In our understanding Ohio Board of Pharmacy approval applies directly to healthcare organizations and their use of an EHR, CPOE (including positive identification), or ePrescribing network. We are not aware of a direct certification granted to EHR vendors for these functions. Please confirm that it is sufficient to provide evidence of organizations that have used our software to achieve approval from the Ohio Board of Pharmacy for relevant workflows in order to meet the mandatory requirement.

Answer:   The offeror may provide all evidence in support of meeting the mandatory requirement.
Recommended functionality will need to have formal approval from the Ohio State Board of Pharmacy.

Date: 6/7/2021

Inquiry: 86332


Question:   Supplement 2 – EHR Tab Requirement ID EHR-132 Can you please elaborate on parameters tied to the order for this question? The system must have the ability to add parameters to orders (such as BP, Pulse, temp, pain level).

Answer:   Yes, as in the requirements.

Date: 6/7/2021

Inquiry: 86334


Question:   Supplement 2 Requirement ID ADM-51 The system must have the ability to complete 30, 60, and 90 day certifications and recertifications within the patients chart. For this question, are you referring to LTC certifications/recertifications here? Or are you asking about insurance/billing certifications?

Answer:   Billing/Insurance certifications

Date: 6/7/2021

Inquiry: 86335


Question:   Supplement 2 - Requirement ID ANC-18: The system must include an optometry care module. Was this question meant to ask about a podiatry module?

Answer:   Yes, it should be Podiatry not Optometry

Date: 6/7/2021

Inquiry: 86337


Question:   Does MHAS expect to work in conjunction with the EHR vendor to select a preferred cloud service provider (i.e. Microsoft Azure)? Will the State be responsible for setting up the environment and paying the hosting fees, or is this the responsibility of the EHR vendor which is to be incorporated into the offeror’s cost proposal?

Answer:   Yes, the Contractor will work with OhioMHAS to determine the best cloud provider.
All support and hosting costs should be captured in the Cost proposal.

Date: 6/7/2021

Inquiry: 86329


Question:   Can you please provide technical documentation on OH ID? Is this a requirement that the vendor must meet?

Answer:   The State of Ohio hosts its own Identity Provider (IdP) solution combining employee records, sponsored users, and self-provisioned accounts. The State’s IdP is hosted on AWS’s infrastructure and is comprised of IBM appliances (ISIM, ISAM). The State’s solution, which is housed through the InnovateOhio Platform, hosts tools for account creation, account recovery, identity proofing, multi-factor authentication, etc. In order for an application to connect to IOP’s IdP, the two available protocols are SAML and OIDC. The State of Ohio offers tools to allow applications to self-integrate with IOP if the authentication pattern is standard. Anything that is large, complex, requires user migration and collision considerations, IOP has a pre-negotiated contract with an identity integrator which agencies can use for complex authentication integrations.
Yes, it is a requirement to use OHID.

Date: 6/7/2021

Inquiry: 86329


Question:   Main RFP document – Attachment Three-Technical Proposal tabbed sections list If we need to include additional reference materials, where would you like those included within our response?

Answer:   Any additional materials may be put at the end of the Proposal.

Date: 6/7/2021

Inquiry: 86339


Question:   How many patient records are in the existing system?

Answer:   PCS: 482,794
Legacy: 78,427
CSN: 3,634
Total: 564,900 Admissions

Date: 6/7/2021

Inquiry: 86192


Question:   What is the size of databases (in GB) for the existing system in use?

Answer:   PCS: (Segments in PCS / IMS 70,055,617)
Legacy: 160 gig
CSN: 32 gig

Date: 6/7/2021

Inquiry: 86192


Question:   0A1293_0A1293 OhioMHAS EHR Supplement 2 spreadsheet On both the INT and CIGI tabs, the client marked some rows with N/A. Can we confirm with the client that they do not require responses for any rows with a N/A?

Answer:   For the INT and CIGI tabs: The N/A answers in a column do not require a response in that column, but the offeror should respond to the item in the comments section.

Date: 6/7/2021

Inquiry: 86272


Question:   Who is your established cloud service provider(s)?

Answer:   The cloud services providers are provided in Supplement 3 to the RFP.

Date: 6/7/2021

Inquiry: 86323


Question:   Is it the MHASs intent to replace Netsmart with a new EHR solution, or is Netsmart still considered a viable solution to the agency?

Answer:   OhioMHAS intends to replace the existing legacy systems and all vendor RFP’s will be reviewed for function and fit.

Date: 6/7/2021

Inquiry: 86324


Question:   We appreciate the opportunity to respond & the work effort and thoroughness involved of developing the RFP. In order to reciprocate the effort in our response and ensure our proposal meets the goals and requirements of the State where possible, will the agency please grant an extension of the due date to July 21st? (also considering the requirements of hard copy submissions)

Answer:   The State will not extend the opening date at this time.

The state has agreed to an extension for Proposal submission. The new inquiry end date will be June 30, 2021 and the new opening date will be July 7, 2021. An amendment will be issued on the procurement website.

Date: 6/7/2021

Inquiry: 86232


Question:   Considering the size and scope of the RFP will OhioMHAS extend the response deadline?

Answer:   The State will not extend the opening date at this time.

The state has agreed to an extension for Proposal submission. The new inquiry end date will be June 30, 2021 and the new opening date will be July 7, 2021. An amendment will be issued on the procurement website.

Date: 6/7/2021

Inquiry: 86203


Question:   We appreciate the opportunity to respond to the State of Ohio’s RFP #0A1293 for a comprehensive Mental Health Electronic Health Record System to support OhioMHAS’ 6 regional psychiatric hospitals. We respectfully request an extension to the submission due date currently slated for June 23, 2021. We are honored to have the opportunity to respond, but want to ensure that the State receives the most thorough and comprehensive response to this RFP, and that will be challenging based on the timeline provided. As such, we respectfully request the submission due date be extended by 3-4 weeks.

Answer:   The state has agreed to an extension for Proposal submission. The new inquiry end date will be June 30, 2021 and the new opening date will be July 7, 2021. An amendment will be issued on the procurement website.

Date: 6/7/2021

Inquiry: 86321


Question:   Given the complexity of this critical initiative, is the State encouraging experienced systems integrators to partner with qualified software providers to effectively manage risk and meet the State’s overall project objectives and timelines?

Answer:   Software vendors may utilize systems integrators as part of their Proposal.

Date: 6/4/2021

Inquiry: 86316


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. Does employment of personnel in global offices, rather than subcontracting services to global companies, change the applicability of the Executive Order to potential bidders?

Answer:   It is based on where the services are performed, not who. The State will evaluate the Proposal. Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86282


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. Will the Agency consider a vendor who leverages global operations to provide a 24x7x365 support model for system monitoring, security, and immediate response needs, so long as data remains residing and secure in the United States?

Answer:   The State will evaluate the Proposal. Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86281


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. Will the Agency accept bids from companies with global operations, who may have functions of their business (e.g. Software development) being performed in both domestic and international offices?

Answer:   The State will evaluate the Proposal. Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86280


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. If the vendor provides software and services globally, is the vendor non-compliant and/or excluded due to the Governor’s Executive Order: Prohibition of Expenditure of Public Funds for Offshore Services?

Answer:   Not necessarily. Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86279


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. Does a vendor need to apply for a waiver at this point in the procurement (prior to RFP response submission) or in the contracting stage of the procurement?

Answer:   Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86278


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. How would the Agency recommend filling out the Affirmation & Disclosure form (Part VIII: Miscellaneous #18) if the vendor would like to apply for a waiver?

Answer:   The offeror must fill out the form with valid information. Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86276


Question:   Part Seven: Law and Courts - Prohibition of the Expenditure of Public Funds for Offshore Services, 9.13. PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES, 18. Prohibition of the Expenditure of Public Funds for Offshore Services. If a vendor plans on applying for waiver in regards to the “Prohibition of the Expenditure of Public Funds for Offshore Services” term, does the vendor apply independently or does the agency need to sponsor the waiver application?

Answer:   Any required waivers would be done by Ohio DAS during negotiations.

Date: 6/3/2021

Inquiry: 86274


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Can vendors include an Executive Summary in addition to and/or in lieu of the Cover Letter?

Answer:   DUPLICATE - DO NOT POST

Date: 6/3/2021

Inquiry: 86270


Question:   Attachment Three: Requirements for Proposals – Tabbed Sections Response – Technical Proposal Can vendors include an Executive Summary in addition to and/or in lieu of the Cover Letter?

Answer:   Offerors may include an executive summary after the cover letter in tab 1.

Date: 6/3/2021

Inquiry: 86269


Question:   RFP Process- Term of contract “Contract will be from the award date until the Project is completed to the satisfaction of the State and the Contractor is paid or June 30, 2023, whichever is sooner.” Does "project completed" mean the implementation and Go-Live of the System is the initial term of the contract and therefore operations and maintenance phase of the project is only in the renewal or option years?

Answer:   No, This is standard Contract language specifying the life of the Contract.

Date: 6/3/2021

Inquiry: 86268


Question:   The instructions listed on the TOC tab of Supplement 2 state “S = Standard - Feature/Function is included in the proposed system and available in the current software release. (Provide a comment on how this will be provided by the vendor.)” However, the comments column states “(Free Text - Required for Delivery Methods F, C, T,& N).” Can you please clarify if comments are required for Delivery Method S?

Answer:   The comments for "S" responses are not required, but might be beneficial to the evaluators.

Date: 6/3/2021

Inquiry: 86234


Question:   Section 24: Education and Training Plan - The offeror must provide a detailed Education and Training Plan that meets all of the requirements of Supplement 1, Section 2.3.6. QUESTION: Section 2.3.6 in Supplement 1 is Data Conversion and Archiving. Did you mean to reference 2.3.7 to use as the material in which we are to respond to?

Answer:   Yes, section 2.3.7.

Date: 6/2/2021

Inquiry: 86225


Question:   Do you have any preference for cloud platforms (AWS or Azure or GCP)?

Answer:   The State has a preference to use its established cloud service providers.

Date: 6/2/2021

Inquiry: 86192


Question:   How many people are in the team that is supporting the operations of the existing system.

Answer:   Approximately 60

Date: 6/2/2021

Inquiry: 86192


Question:   What is the technology stack of the existing system?

Answer:   Mainframe for ADT and distributed platforms.

Date: 6/2/2021

Inquiry: 86192


Question:   Do you have a particular EHR system in mind (Like Epic or something similar)

Answer:   The State will select the offeror that best meets its requirements.

Date: 6/2/2021

Inquiry: 86192


Question:   Is this a new requirement? Or is there an incumbent vendor providing these services? If so, what is the contract number, vendor name, and term of the contract?

Answer:   New

Date: 6/2/2021

Inquiry: 86184


Question:   Has funding been secured, or is that expected to take place at a later date?

Answer:   The funding has been secured.

Date: 6/2/2021

Inquiry: 86184


Question:   What is the estimated funding source, or budget for this project?

Answer:   The State does not provide funding sources or budgets for projects.

Date: 6/2/2021

Inquiry: 86184


Question:   Mandatory Requirement The offeror must provide evidence the proposed EHR system is certified by the Ohio Board of Pharmacy. Does this apply to enterprise EHR/RCM vendors? If yes, please explain how it would apply and which license vendors should apply for.

Answer:   For an EHR system to manage drugs in Ohio, the system must be certified by the Ohio Board of Pharmacy. Contact the Ohio Board of Pharmacy for details on the certification process.

Date: 6/1/2021

Inquiry: 86199


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Inquiry period ended:  6/30/2021 8:00:00 AM