2021-0198-CORR/APS Electronic Medical Reporting System (EMR) for Medical Staff at SFCADF (NM Commodity Code: 20860) Addendum No. 3

Agency: Santa Fe County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Jun 21, 2021
Due Date: Jul 1, 2021
Solicitation No: 2021-0198-CORR/APS
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 2021-0198-CORR/APS Electronic Medical Reporting System (EMR) for Medical Staff at SFCADF (NM Commodity Code: 20860)
2021-0198-CORR/APS Electronic Medical Reporting System (EMR) for Medical Staff at Santa Fe County Adult Detention Facility
Addendum No. 1 Electronic Medical Reporting (EMR) System for Medical Staff at Santa Fe Adult Detention Facility
Addendum No. 2 Electronic Medical Reporting (EMR) System for Medical Staff at Santa Fe County Adult Detention Facility
Addendum No. 3 Electronic Medical Reporting (EMR) System for Medical Staff at Santa Fe County Adult Detention Facility

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Henry Roybal
Commissioner, District 1
Anna Hansen
Commissioner, District 2
Rudy N. Garcia
Commissioner, District 3
Anna T. Hamilton
Commissioner, District 4
Hank Hughes
Commissioner, District 5
Katherine Miller
County Manager
June 21, 2021
SANTA FE COUNTY
RFP No. 2021-0198-CORR/APS
ELECTRONIC MEDICAL REPORTING (EMR) SYSTEM FOR MEDICAL STAFF
AT THE SANTA FE COUNTY ADULT DETENTION FACILITY
ADDENDUM NO. 3
Dear Proponents,
This addendum is issued to reflect the following immediately. It shall be the responsibility of
interested Offerors to adhere to any changes or revisions to the RFP as identified in this Addendum
No. 3. This documentation shall become permanent and made part of the departmental files.
Attachment A: New Mexico Government Accreditation Program Adult
Detention Professional Standards
Question No. 1:
Answer No. 1:
Question No. 2:
Answer No. 2:
Question No. 3:
Answer No. 3:
Question No. 4:
Answer No. 4:
Is this RFP for a reporting system or and Electronic Health Record
(EHR) System?
Electronic Health Record (EHR) System
The SOW states the new system must interface with the current
Electronic Health Record (EHR) System. What is the name of the
current Electronic Health Record (EHR) System?
Securus
As the title suggests, if this is a reporting system, what information
requires a data conversion and transition?
The health information of the inmates is needed to be converted.
What is the average daily population of detainees?
500-600 pre COVID
102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:
505-995-2740 www.santafecountynm.gov
Question No. 5:
Answer No. 5:
Would you consider sub-contractors service companies partnering with
a larger EMR company?
Yes, but the larger EMR company would be the one submitting the
response to the proposal and would list all subcontractors and the
roles of all project team members need to be clearly identified in
their response as well.
Question No. 6:
Answer No. 6:
If we were to assign a local NM registered agent for our company,
would we be considered a resident business?
No
Question No. 7:
Answer No. 7:
Could you please let me know the correct contact in either IT or
Medical Records (or both), for any future discussions of historical data
migration, conversion and archival needs.
Any contact to anyone outside of Purchasing, may be grounds for
disqualification.
Question No. 8:
Answer No. 8:
What is the reason for replacing the current EHR?
The current vendor will no longer be providing the service.
Question No. 9:
Answer No. 9:
Regarding the EMR end users: what types of professional titles will the
users be? Physicians, nurses, social workers?
Physicians, nurses and social workers will all be users.
Question No. 10:
Answer No. 10:
Roughly how many end users do you expect?
A maximum of 50.
Question No. 11:
Answer No. 11:
Who are your current pharmacy and radiology vendors?
Diamond for Pharmacy
Question No. 12:
Answer No. 12:
Do you currently have a hospital hub interface?
No
Question No. 13:
Answer No. 13:
Question No. 14:
Answer No. 14:
Will you be disclosing a budget for this project?
The budget will not be disclosed at this time.
On page 7 of the RFP, #10. Technical Capabilities 5th bullet: Provide
procedures offline, downtime management use. What does the County
mean by procedures offline, and downtime management use?
The County is wanting to know what procedures would be followed
if the system is to go offline or down due to unforeseen
circumstances.
Question No. 15:
Answer No. 15:
When you say MU 1, 2 and 3. I’m assuming the needs to be Inpatient
Certified as well?
MU 1, 2, and 3 when referring to Medicaid and Medicare billing
will no longer be done within the EHR.
102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:
505-995-2740 www.santafecountynm.gov
Question No. 16:
Answer No. 16:
Question No. 17:
Answer No. 17:
Question No. 18:
Answer No. 18:
Question No. 19:
Answer No. 19:
Question No. 20:
Answer No. 20:
Question No. 21:
Answer No. 21:
Question No. 22:
Answer No. 22:
Question No. 23:
Of the 50 users, how many are providers (i.e. NP or MDO?) Will they
be billing state Medicaid or Medicare for their services?
There are three (3) providers currently. No billing will be done via
Medicaid and Medicare.
Do you plan to host this system? Or do you expect a vendor-
hosted/cloud-based system?
The vendor is asked to host the system.
What is the maximum (concurrent) number of users that will be on the
system at any given time?
Fifty (50)
How many facilities are there?
One (1)
How many shifts are there per day/per facility?
Two (2)
Can the SFCADF please confirm and/or provide the name of every
vendor/system with which the EMR must interface with at the time of
go-live, with elaboration on the data points/functionality required for
each interface? Please provide all necessary information:
a. Jail Management System
Vendor/System Name: Securus
Data elements required for interface: This is will be
discussed with awarded vendor.
b. Pharmacy
Vendor/System Name: Sapphire EMR
Data elements required for interface: This will be
discussed with the awarded vendor.
c. Laboratory
Vendor/System Name: Quanum Labs
Data elements required for interface: This will be
discussed with the awarded vendor.
d. Other (please list any others)
Vendor/System Name: N/A
Data elements required for interface: N/A
Can the SFCADF provide all clinical content and templates currently
in use?
Yes, Santa Fe County Adult Detention Facility will provide all
clinical content and templates currently used.
Shall the County ensure that all the 3rd Party Vendor’s that the EHR is
to interface with and/or migrate from will collaborate and provide all
102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:
505-995-2740 www.santafecountynm.gov
Answer No. 23:
of the necessary information & data to complete the interface during
the implementation period?
Yes
Question No. 24:
Answer No. 24:
Does the current EMR utilize/integrate with a Hospital Hub? If so,
please explain. This request seems like an interface with a Health
Information Exchange will suffice rather than multiple separate
hospital interfaces. Would the implementation of a HIE interface be
sufficient for this request? Interfacing with a HIE will allow for
SFCADF to send/receive health information data with all local
healthcare agencies, including hospitals.
Not currently in place.
Question No. 25:
Answer No. 25:
5. Communication: Ability to fax program for medication verification
records to hospital or pharmacies. Please elaborate on this requirement
and workflow
The ability to fax directly from the Graphic User Interface (GUI)
in the system.
Question No. 26:
Answer No. 26:
Does the current EMR utilize/integrate with a Hospital Hub? If so,
please explain. This request seems like an interface with a Health
Information Exchange will suffice rather than multiple separate
hospital interfaces. Would the implementation of a HIE interface be
sufficient for this request? Interfacing with a HIE will allow for
SFCADF to send/receive health information data with all local
healthcare agencies, including hospitals.
The current EMR does not utilize/integrate with a Hospital Hub.
Question No. 27:
Answer No. 27:
7. Discharge Planning: Auto fax in medication prescriptions. (seven (7)
days without insurance/thirty (30) days with insurance. Please
elaborate on this requirement and workflow. Where are these
prescriptions being faxed? Do you collect insurance information at
booking in the JMS?
When inmates are released while on medications, the prescriptions
for these medications are sent to a local pharmacy for them to pick
up at their discretion (currently this pharmacy is Walgreens). Yes,
when possible
Question No. 28:
Answer No. 28:
9. Reporting: Ability to extract any and all information from the
database. What Reporting and/or Business Intelligence (BI) analytical
tools (e.g. SSRS, Crystal Reports) does the SFCADF use or have access
to?
This information will be provided to the awarded vendor.
Question No. 29:
9. Reporting: Track costs of care offsite and onsite. Please elaborate
on this requirement and workflow. Is this data currently being traced
in the EMR solution? Do you utilize a 3rd party tool to collect this data?
Answer No. 29:
Not currently tracked in EMR, but maintained vis spreadsheets.
102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:
505-995-2740 www.santafecountynm.gov
No, a 3rd party tool is not utilized to collect data.
Question No. 30:
Answer No. 30:
9. Reporting: Track and report to Centers for Medicare and Medicaid
Services (CMS) clinical quality indicators. Please elaborate on this
requirement and workflow.
No longer required.
Question No. 31:
Answer No. 31:
10. Technical Capabilities: Compatible with current Jailhouse
Management System (Securus) and must be responsible for all cost
associated with creating a workable and user-friendly interface
between both systems. Please elaborate on the interface
specifications/data elements SFCADF requires through this interface.
Please confirm that any cost associated with secures; efforts are being
negotiated with Securus and that the EHR vendor is not responsible for
Securus’ work efforts.
This would be discussed with the awarded vendor.
Question No. 32:
Answer No. 32:
10. Technical Capabilities: Integrated with digital (both for provider to
view as well as report). Please elaborate on this interface type/vendor
and specifications/data elements SFCADF requires through this
integration.
This would be discussed with the awarded vendor.
Question No. 33:
Answer No. 33:
10. Technical Capabilities: Data Conversion of current software
(Sivlerlight) and assistance. Please elaborate on the data migration
specifications/data elements SFCADF requires though this migration.
We are under the assumption that the current EHR solution is Securus’
solution is this the name of the solution?
This would be discussed with the awarded vendor.
Question No. 34:
Answer No. 34:
Installation and Acceptance: Contractor shall install the software on-
site to verify software readiness with the supplied hardware and
conduct testing. The objectives of this activity in this stage are to verify
the software products meet design requirements and to obtain the
County’s acceptance and approval of the software product(s). Please
describe your current IT setup. Is your facility(s) equipped with WIFI?
How many, and what kind, of computer workstations are you currently
on? What kind of software are you running (i.e. what version of
Microsoft, etc)?
IT setup with be discussed with the awarded vendor.
Yes, the facility is equipped with WIFI.
There would be twenty-five (25) or more Windows-based systems.
The software that are currently being used are Windows7-10 and
Microsoft Professional Plus 2016.
Question No. 34:
When was your current EMR system (Silverlight) implemented?
Regarding your current EHR system with which this requested EMR
system will integrate, in what ways do these two differ?
102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:
505-995-2740 www.santafecountynm.gov

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