Sparcs Data with Market Intelligence Software

Upstate Medical University (“Upstate”) intends to make an award under our discretionary authority, which is up to $125,000.00, for Sparcs Data with Market Intelligence Software pursuant to New York State (“NYS”) Education Law §355(5)(a) which authorizes purchases without a formal competitive process in certain circumstances, including purchases from NYS small businesses, from business certified pursuant to Article 15-A of the NYS Executive Law, and if applicable, from businesses selling commodities or technology that are recycled or remanufactured. If you are interested in providing a proposal for the above service, you must contact the appropriately designated Campus contact in this advertisement within fifteen (15) business days of this Advertised Notice.

**A sealed bid will not be held.**

This procurement is subject to NYS Finance Law (“SFL”) §§139 –j & –k, also known as the Lobbying Law, therefore, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed below. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of SFL. Failure to comply with this requirement can range from no contract award to debarment from sales to any NYS agency. Please refer to the Office of General Services website at http://www.ogs.ny.gov/aboutOgs/regulations/defaultSFL_139j-k.asp for more information on the Lobbying Law.

The successful contractor will be required to submit applicable documents related to Vendor Responsibility, NYS SFL §§139 –j & –k and NYS Tax Law Section 5-a.

The successful contractor will be required to submit valid and current NYS Workers’ Compensation and Disability forms.

Detailed Specifications:

The vendor will be able to provide the highest quality software, with all capabilities to report SPARCS data and ensuring the data remains in compliance with the regulations set forth in Section 400.18 of Title 10 (Health) of the Official Compilation of Codes, Rules, and Regulations of the State of New York (NYCRR). This entails the vendor monitoring and updating processes for any changes in SPARCS requirements. The submission of data is mandated by New York State to be reported, therefore vendor must have thorough knowledge of SPARCS reporting. The vendor must have an automatic process to collect the patient data from EPIC billing system. The software must be able to perform the following capabilities:

• Functionality to maintain high volume of accounts with ability to import 837 files from EPIC system for each Permanent Facility Identifier (PFI)
• System must be able to appropriately import 837 files for current and previous months to ensure accounts added, modified, not yet submitted or changed are accounted for within the data import
• System must be able to produce an exported 837R file, identifying account status (added, deleted, modified), to submit and import into the SPARCS system for current and previous months accounts
• System is kept current with all SPARCS edits and requirements
• Edits are applied via batch functionality. A detailed list of accounts and edits to be provided for distribution throughout facility on accounting needing correction.
• Has data interface that utilizes x225 837R format to submit data to NYSDOH
• System must be able to provide a variety of reports for each PFI, such as:
• State Reporting- SPARCS, CMR
• Statistical- age, gender, disposition, etc
• Custom- availability to build custom reports
• History of all submissions to SPARCS is recorded, which allows a history of disclosures to be tracked in accordance with the Health Insurance Portability and Accountability Act (HIPAA)
• Provides validation reports specific to New York State Requirements for Congenital Malformations, Tumor Registry and NYPORTS Procedure Mortality
• Submits Congenital Malformations Registry (CMR) data electronically
• Provide support to Hospital to meet mandated submission guidelines and support in corrections to data if/when issues arise.

Minimum Qualifications of Eligible Organizations:

• Has interfaces that utilize x225 837R format
• Has current standings and connections to submit data to NYSDOH via third party vendor, Optum.
• Over 5 years experience assisting New York State hospitals with submitting SPARCS data
• Experience with EPIC billing system