Assessment, Technical Assistance, and Training to Create Interoperability of Data Systems for Sedgwick County Health Department
| Agency: | Sedgwick County |
|---|---|
| State: | Kansas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 29, 2024 |
| Due Date: | Apr 9, 2024 |
| Solicitation No: | 24-0016 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| RFB/RFP | Due Date | Description | Document | Pre-bid Conference |
| 24-0016 | 4/9/2024 1:45:00 PM | Assessment, Technical Assistance, and Training to Create Interoperability of Data Systems for Sedgwick County Health Department |
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SEDGWICK COUNTY, KANSAS
DIVISION OF FINANCE DEPARTMENT
Purchasing Department
100 N. Broadway, Suite 610 ~ Wichita, KS 67202
Phone: 316 660-7255 Fax: 316 660-1839
https://www.sedgwickcounty.org/finance/purchasing/
requests-for-bid-and-proposal/
REQUEST FOR PROPOSAL
RFP #24-0016
ASSESSMENT, TECHNICAL ASSISTANCE AND TRAINING TO CREATE INTEROPERABILITY
OF DATA SYSTEMS FOR SEDGWICK COUNTY HEALTH DEPARTMENT
February 29, 2024
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm to provide Assessment, Technical
Assistance and Training to Create Interoperability of Data Systems for Sedgwick County Health Department (SCHD) and
between SCHD and partners using Fast Healthcare Interoperability Resources (FHIR®). If your firm is interested in
submitting a response, please do so in accordance with the instructions contained within the attached Request for
Proposal. Responses are due no later than 1:45 pm CDT, TUESDAY, APRIL 9, 2024.
All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not
contact county employees, department heads, using agencies, evaluation committee members or elected officials with
questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the
Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.
Sincerely,
Joe Thomas
Director of Purchasing
JT/ch
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Sedgwick County…Working for you
Table of Contents
I.
About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Outcomes
VII. Project Deliverables as per Scope of Work
VIII. Sedgwick County’s Responsibilities
IX. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
X. Required Response Content
XI. Response Form
XII. Scope of Work Check List
XIII. Operational Form
XIV. Qualifications and Expertise Form
XV. Budget Narrative
Reference 1. Interoperability Contract Audit Report
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I.
About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,
as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm
specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As
defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around
the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or
capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal
evaluation criteria should be viewed as standards that measure how well a proposer’s approach meets the desired requirements
and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The
county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether
to schedule a pre-proposal conference, before proposals are accepted, or meetings with proposers, after receipt of all proposals.
A Purchase Order/Contract will be awarded to a qualified proposer submitting the best proposal. Sedgwick County reserves
the right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets
its required needs, quality levels and budget constraints.
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public
facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become
public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to
public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses
and responders should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Sedgwick County, located in south-central Kansas, is the second most populous of Kansas’ 105 counties. It is the
sixteenth largest in area, with 1,008 square miles. Organizationally, the county is a Commission/Manager entity, employs
about 2,500 persons, and hosts or provides a full range of municipal services, e.g., public safety, public works, criminal
justice, recreation, entertainment, cultural, human/social, and education.
Sedgwick County has a total population 525,525, according to 2022 U.S. Census estimates. A majority of this population
(396,192) live in Wichita, the largest city in Kansas. The Sedgwick County Health Department (SCHD) serves all within
the county, providing services, including immunizations, family planning, and supporting pregnant people and people with
young children. Many SCHD services fill gaps for low-income and/or uninsured or underinsured people who face barriers
to accessing health services. SCHD performs disease investigation, provides health education and ensures public health
emergency preparedness. SCHD collaborates with more than 100 agencies, organizations and businesses to connect people
to services and work together on policies and projects to improve community health.
The mission of SCHD is to improve the health of Sedgwick County residents by preventing disease, promoting wellness,
and protecting the public from health threats. SCHD received accreditation in 2014 from the Public Health Accreditation
Board (PHAB) and was re-accredited in 2022. Following PHAB 2022 Standards and Measures and the 10 Essential Public
Health Services, SCHD seeks to protect and promote the health of all people in all communities within the county.
SCHD employs about 180 staff, including 28 temporary COVID-19 recovery-related positions, within 16 programs. A 2.5
full-time equivalent (FTE) program within SCHD provides internal information technology services, such as SCHD-
specific application support, to Health Department staff. The SCHD staff and the internal IT program are supported by
Sedgwick County Division of Information Technology (DIT), which employs 75.5 FTE in three (3) divisions – IT
Infrastructure, Enterprise Resource Planning, and Business Solutions Group. One (1) DIT Senior Developer and one (1)
IT Architect will be assigned to the SCHD interoperability project. Other IT staff and non-IT SCHD will assist. The
Senior Developer will work specifically on overdose prevention data interoperability processes.
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Sedgwick County data systems include Microsoft applications, SAP Business Objects, mySidewalk, and Athena Electronic
Health Record. SCHD access to state systems include KWIC [Kansas Women, Infants and Children (WIC)], Kansas Grant
Management System, Kansas WebIZ Immunization Information System, Kansas Syndromic Surveillance System, and
EpiTrax reportable disease investigation system. SCHD uses the health information exchange Kansas Health Information
Network (KHIN).
Currently, SCHD has minimal interoperability infrastructure. Access to internal and external data is not centralized. Staff
use multiple databases and software applications to retrieve SCHD and state data for analysis and reporting. SCHD has
access to some Kansas Department of Health and Environment (KDHE) systems. Creating ad hoc reports is challenging.
A contract from this RFP will be funded from several grant funding sources. For this RFP, SCHD seeks to 1) Assess current
SCHD data systems and processes; 2) Create an Interoperability Plan to build infrastructure and processes to effectively
connect data from different systems; 3) Develop trained SCHD and County IT staff to sustainably continue projects after
the funding ends; 4) Implement one interoperability pilot project with an external health partner organization or agency.
The vendor will provide consultation, assessment and training to create effective data sharing and usage within SCHD and
between SCHD and partners using Fast Healthcare Interoperability Resources® (FHIR®), a new standard for electronic
health data exchange.
III. Project Objectives
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide consultation, assessment
and training to improve and create interoperability of software applications and data sharing within SCHD and between
SCHD and partners. The following objectives have been identified for this contract:
1. Acquire planning, implementation and completion of a Data Systems Assessment which assesses current SCHD
data generation and sharing processes, including the use of spreadsheets, databases, and software applications that
meets the parameters, conditions and mandatory requirements presented in the document.
2. In addition to the Data Systems Assessment, acquire an environmental scan of local and state overdose-related
data and data collection systems that SCHD currently utilizes or could utilize in the future for overdose prevention
work.
3. Acquire consultation and a written Interoperability Plan that includes recommendations on how to connect data
between systems within SCHD and between SCHD and partners (including KDHE) that meets the parameters,
conditions and mandatory requirements presented in the document.
4. Acquire general training recommendations and implement SCHD-specific training needed to understand and
implement the Interoperability Plan.
5. Acquire technical assistance and training to develop, implement, test and deploy one (1) interoperability pilot
project with an external partner.
6. Establish contract pricing with the proposer that has the best proven performance, service and customer
satisfaction.
7. Acquire services with the most advantageous overall cost to the county.
IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in
formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be
entered in the subject line and email the entire document with supplementary materials to:
Purchasing@sedgwick.gov
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Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand
corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic
copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Joe Thomas
Sedgwick County Purchasing Department
100 N. Broadway, Suite 610
Wichita, KS 67202
SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, APRIL 9, 2024. If there is any difficulty
submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for
assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you
choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault
of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.
Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CST on the
due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have
Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please
dial our Meet Me line @ (316) 660-7271 at 2:15 pm.
V. Scope of Work
SCHD seeks to achieve a sustainable, interoperable data system that can produce effective, timely population health data to
improve health for all communities in Sedgwick County. The first steps to achieve this vision are contained in this Request
for Proposal (RFP) for one (1) vendor to assess the current SCHD data systems and processes (Data Systems Assessment),
develop an Interoperability Plan with recommendations to achieve the vision, and plan, implement, test and deploy an
interoperability pilot project with an external partner. During the steps, the vendor will perform SCHD-specific training and
recommend general trainings for identified SCHD and DIT staff.
The SCHD vision includes the efficient collection of data and then reuse for multiple purposes, alignment of standards and
technologies to enable data sharing, and provision of scalable connections across different systems. To do this, RFP
proposers must utilize Fast Healthcare Interoperability Resources (FHIR®) in developing the Interoperability Plan and
recommendations and then adapt an existing or create a new FHIR® implementation guide for the pilot project. Table A
shows the funding timeframe in five parts by RFP task deliverables.
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See Also
Event Name Business Unit Event ID Ends In Start Date End Date Time
Kansas Department of Administration
Bid Due: 5/16/2024
Event Name Business Unit Event ID Ends In Start Date End Date Details
State Government of Kansas
Bid Due: 5/16/2024
Event Name Business Unit Event ID Ends In Start Date End Date Details
State Government of Kansas
Bid Due: 5/06/2024
Event Name Business Unit Event ID Ends In Start Date End Date Time
Kansas Department of Administration
Bid Due: 5/06/2024