RFP RV-205555 Youth & Family Center Electronic Medical Record

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: May 30, 2019
Due Date: Jun 26, 2019
Solicitation No: RFP RV-205555
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RFP RV-205555 Youth & Family Center Electronic Medical Record

Closing Date: 6/26/2019

Closing Time: 2:00 P.M.

Bid Package: RV-205555 Youth and Family Center EMR

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

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Receipt/Opening Time and Date:
June 26, 2019 at 2:00 PM (Central)
Issue Date: May 29, 2019
Page 1 of 41 Pages
RFP #RV-205555 Youth & Family Center
Electronic Medical Record
Request for Proposal (RFP)
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is soliciting offers for the products, goods, or services per the
specifications stated elsewhere in this solicitation document. Offers shall be submitted in a sealed envelope marked on the
outside with the Offeror’s name and address and solicitation number and title RFP #RV-205555 Youth & Family Center
Electronic Medical Record to:
Dallas ISD Procurement Services
Attn: Rosa Viloria
9400 North Central Expressway, Ste. 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the
receipt/opening date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor
any other delays encountered by hand delivery of Offers. Offers received after the receipt/opening time and date may not be
considered. FAX proposals or e-mailed proposals will not be accepted.
Questions concerning this solicitation document should be addressed, in writing, to Rosa Viloria at rviloria@dallasisd.org.
Questions should be submitted not later than June 14, 2019 at 2:00 PM (Central) to allow sufficient time for responses prior
to receipt/opening date/time. Responses to questions, other than administrative questions, will be provided to all potential
Offerors by means of an addendum to the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting
contract unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return original signed Offer with one (1) copy and five (5) labeled USB Flash Drives to Dallas ISD, Attn:
Procurement Services. All forms included as part of this solicitation must be completed and returned with Offeror’s
This solicitation is for a multi-year requirement as noted elsewhere in this solicitation.
Contract(s) will be put into effect by means of a Letter of Acceptance, or some other written notification of Acceptance by The
District, within ten (10) days of acceptance by the District. The document of Acceptance, the solicitation, the Offeror’s Offer,
and other pertinent documents will comprise the Contract Documents. See “Contract Documents and Order of Precedence”
in General Terms and Conditions.
Signature below represents that Offer is submitted.
Company Name:
Submitter’s Name/Title:
City, State and Zip Code:
Email Address:
Telephone No.
Submitter’s Signature:
____________ Date:
Youth & Family Center Electronic Medical Record
I. Background Information/Basic Requirements
II: Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
VIII.M/WBE Documentation
Proposal Timeline (Estimated)
Issue RFP
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
May 29, 2019
June 26, 2019 @ 2:00 PM (Central)
May 29 and June 5, 2019
June 14, 2019 @ 2:00 PM (Central)
June 18, 2019
July 8 – 10, 2019
July 11, 2019
August 22, 2019
1. Dallas ISD is seeking Offers for Youth & Family Center Electronic Medical Record Services.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this
3. The resulting Contract award, if any, is for a multi-year requirement
The term of this agreement shall be a three-year (3) agreement with two (2) separate options for
mutual renewal. Each option is for an additional successive one year term, to renew and extend the
contract up to a maximum of five years (60 months) unless sooner terminated as set forth elsewhere
in the contract. To exercise each option to renew, the District must give written notice to the Offeror
of its election to renew for one (1) additional year within forty five (45) days of the expiration of the
then current term of the Agreement/Contract. If the District fails to timely exercise any of the options
to renew, all remaining options to renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas
ISD’s Board of Trustees or designated representative. In some cases, the Effective Date and the
date for start of services are separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of
6.5 million people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles
and encompasses the cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of
Carrollton, Cedar Hill, DeSoto, Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park,
Hutchins, Lancaster and Mesquite.
a. The district is the second-largest public school district in the state, and the 14th-largest district
in the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working
students and committed parents and volunteers. The District serves approximately
155,000 students in pre-kindergarten through the 12th grade, in 230 schools, employing nearly
20,000 dedicated professionals.
6. Scope of Work
The RFP seeks to develop a cloud-based platform that improves efficient delivery of care, leverages existing
district infrastructure, simplifies communication with families, and provides ubiquitous, on-demand, access to acute
care and mental health services. The electronic medical record will provide operating departments with system
that is tailored to specific needs while maintaining central control, substantially decrease time to process requests,
improve reporting format, timeliness and flexibility. In addition, it will be supported and improved by regular
enhancement releases of application software. It will also promote system use by the ability to be altered to fit into
the district's processes; user defined workflow, and user defined application screens. The system will also
promote system use by providing and on-line user interface and help environment in a timely manner.
Primary Objectives
a. Create a solution to allow MH delivery virtually to expand access throughout the district.
b. Solution should include a cloud platform for therapists and YFCs to collaborate and leverage the telehealth solution;
also improve communication to families.
c. Escribe capabilities by December 2019
Proposal Requirements
System Requirements:
a. The system serves Dallas ISD instead of Dallas ISD serving the system
b. The system needs is modifiable by the user
c. A system that is user friendly
d. Duplication of records, record keeping and data entry is reduced
e. Data is captured at the point nearest the point of origin
f. The system is a cloud-based application with user access from any site via a standard web browser
g. The system will track all health-related events and perform routine compliance checks to meet all standards and
Mental Health Specific Capabilities:
a. Ability to interface with the existing EMR to extract and upload data into the new system
b. Manual input is efficient
c. Data maintained by the new system is easily accessible by applications on personal computers such as
spreadsheets, databases, and word processors
d. Clinician appointment scheduling
e. Client appointment scheduling with ability to use cancellations to alert clients of appointment openings
f. Capability to send appointment reminders through text or emails. The ability to customize the message only
once with reminders to clinicians and delivery status reports
g. Initial psychiatric and psychosocial assessments are included as part of the program. Progress notes will reflect
time, date, service, and the treatment plan goal
h. The system will have a time sensitive treatment plan that allows the client to sign and date
i. Discreet fields for referrals, admissions, transfers, discharges, and wait lists
j. Prescription management and escribe
k. Administrative reports for oversight of productivity and client status
l. Discreet fields for data gathering and tracking
m. Take over billing to all third party payers
n. Web based-accessible to all centers from multiple sources
o. Customizable reports
p. Tele mental health capabilities
q. Ability to supply prescribers via telehealth
r. Partner to develop protocols that utilize predictive analytics to support students at risk
s. Partner to develop dashboards with specific trends around truancy, absenteeism, and discipline referrals.
t. Ability to customize software to meet ongoing changes in mental health reporting and billing at minimal to no
u. Consents and referrals can be accessed by families/referrals sources via text or app with the ability to
electronically sign.
v. System has ability to look up missing consents and send to parent/guardian for signatures.
w. Follow-up customer satisfaction surveys and notifications to students and families as needed.
x. System is cloud-based.
a. Users are trained and know how to access and effectively use the system
b. Screens are visually appealing
c. Data retrieval is timely
d. Partner to develop protocols that utilize predictive analytics to support students at risk
e. Partner to develop dashboards with specific trends around truancy, absenteeism, and discipline referrals.
f. Partner with the Dallas ISD to find alternative/managed care funding sources
g. Ability for intra team collaboration. This includes chat collaboration, task and activity tracking, visual workflow,
case escalation queues, and case email auto response.
Pricing Requirements
Please note: You can create a price sheet in the Word document space below or use a separate Excel spreadsheet,
whichever works best.
1) Cost for development and implementation
2) Costs for modifications to the system after implementation
3) Annual costs
4) Costs for ongoing maintenance
5) Cost to outsource billing to the vendor
6) Cost for prescribing provider

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