901004_RFP_BHMIS

**IMPORTANT NOTICE**

The format of this RFP has been simplified.

Only the following pages require signatures:

1. Exhibit A Bid Response Packet, Bidder Information and Acceptance page

a. Must be signed by Bidder

2. Exhibit A Bid Response Packet, SLEB Partnering Information Sheet

a. Must be signed by Bidder

b. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 901004

for

Behavioral Health Management Information System

For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!

Contact Person:Ryan DeCoud, Contracts Specialist I

Phone Number: (510) 208-9619

E-mail Address:ryan.decoud@acgov.org

RESPONSE DUE

by

2:00 p.m.

on

May 2, 2013

at

Alameda County, GSAPurchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 901004

SPECIFICATIONS, TERMS & CONDITIONS

for

Behavioral Health Management Information System

TABLE OF CONTENTS

Page

4I.STATEMENT OF WORK

4A.INTENT

4B.SCOPE

5C.BACKGROUND

7D.VENDOR QUALIFICATIONS

8E.SPECIFIC REQUIREMENTS

12F.DELIVERABLES/REPORTS

13II.CALENDAR OF EVENTS

13G.NETWORKING / BIDDERS CONFERENCES

14III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

14H.EVALUATION CRITERIA / SELECTION COMMITTEE

20I.CONTRACT EVALUATION AND ASSESSMENT

20J.NOTICE OF INTENT TO AWARD

21K.TERM / TERMINATION / RENEWAL

21L.BRAND NAMES AND APPROVED EQUIVALENTS

22M.QUANTITIES

22N.PRICING

23O.AWARD

24P.METHOD OF ORDERING

25Q.WARRANTY

25R.INVOICING

26S.ACCOUNT MANAGER / SUPPORT STAFF

26IV.INSTRUCTIONS TO BIDDERS

26T.COUNTY CONTACTS

27U.SUBMITTAL OF BIDS

29V.RESPONSE FORMAT

ATTACHMENTS

Exhibit A Bid Response Packet

Exhibit B Insurance Requirements

Exhibit C Functional / Technical Requirements Detail

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms and conditions to describe the Behavioral Health Management Information System (BHMIS) including a certified Electronic Health Record (EHR) module required by the County of Alameda Department of Behavioral Health Care Services (ACBHCS).

The County intends to award a three-year contract with option to renew to the bidder selected as the most responsible bidder whose response conforms to the RFP and meets the Countys requirements.

B. SCOPE

ACBHCS is seeking a modern state-of-the-art integrated BHMIS through acquisition of the necessary software, hardware, and implementation services. This system will support all mental health and substance abuse programs and related clinical, financial, management, and reporting activities at Alameda County.

The Contractor will be responsible for the enhancement, customization, configuration, and maintenance of all system components for the BHMIS and EHR.

Any proposed solution must fully comply with all Federal and State laws concerning the operational requirements with which all California counties are obligated to comply. The complexity of the various laws is reflected in the many subordinate behavioral/mental health business processes that California counties support. The Specific Requirements section below outlines the functional, technical, and business requirements that the system must be able to support, and specific services to be provided, under this Request for Proposal. Exhibit C provides the Functional Requirements detail.

The selected vendor must bring the entire range of necessary corporate and key staff capabilities and experience, either as a single Contractor or in conjunction with complementary subcontractors or partners. A single organizational entity must assume responsibility for all work and services performed under the executed contract regardless of whether any subcontractors or partners are involved. As such, the successful respondent may be a BHMIS Contractor, the supplier of other Behavioral Health systems, or a systems integrator.

C. BACKGROUND

ACBHCS provides direct care to adults, adolescents and children who are mentally ill and/or substance abusers through its own outpatient clinics and through contracted providers. ACBHCS is also responsible for administration of other County Behavioral Health programs including Medi-Cal mental health managed care, vocational rehabilitation, and employment services.

ACBHCS currently uses a 16 year-old system to track patients as they progress through treatment, the system is primarily a billing system but has been modified over time to track patient information. The system is called InSyst and is maintained by the vendor (Echo Group).

The County currently relies on a wide variety of legacy and ad hoc data source systems to track data of all types: billing and financial, client services, and mandated state and other government reporting. It is ACBHCSs intent to eliminate the disparate information systems and/or databases that are identified in this RFP by having the Contractor assist in completing a needs assessment for each disparate system that includes, but is not limited to, business process and system functionality review and data analysis for the purpose of transitioning the data, functionality and reporting requirements into the proposed BHCMIS.

For purposes of vendor awareness, following is a list of some of the processes for which California Counties are accountable per California law, in the delivery of behavioral health services:

1. Managed Care

a. ACBHCS is both an intermediary for a subcontracted managed care provider network and a direct provider of services. ACBHCS participates in capitated managed care and contracts for services on that basis. ACBHCS requires that the BHMIS system have a robust managed care module. This module must be capable of supporting ACBHCS role as a managed care administrator (with contracted sub-capitated or otherwise reimbursed providers) and as a network provider.

2. Uniform Method of Determining Ability to Pay (UMDAP)

a. The UMDAP process is a sliding scale based on the clients or responsible partys ability to pay for the costs of mental health services provided. Other required activities inherent in the UMDAP process include billing, accounts receivable maintenance and reporting, and collections and write off.

3. Client and Service Information (CSI)

a. The CSI System is the State data system that collects, edits, and reports client demographic, diagnostic service, and outcome information on the entire California public mental health population. Each California County is responsible for ongoing data collection and monthly transmission of that data electronically via the Department of Mental Health (DMH) Information Technology Web Services (ITWS) system.

4. Alcohol / Drug Medi-Cal Reimbursement

a. Certain alcohol and drug services are covered for Medi-Cal eligible clients. Unlike other services provided by counties, Drug Medi-Cal (DMC) is a statewide entitlement program.

b. There are four different treatment services that can be billed to DMC:

(1) Narcotic Treatment Programs (NTP)

(a) Methadone Dosing

(b) LAAM Dosing

(c) Individual Counseling

(d) Group Counseling

(2) Day Care Habilitative (DCH)

(3) Perinatal Residential (RES)

(4) Outpatient Drug Free (ODF)

(a) Individual Counseling

(b) Group Counseling

5. California Outcomes Measurement System (CalOMS)

a. CalOMS is a centralized alcohol and other drug (AOD) data collection system. Reporting participant data to CalOMS involves collecting of information each time a participant is enrolled for AOD treatment services at a reporting facility and subsequent transfers or changes in service. Providers submit CalOMS data (to include Private Pay clients) to their county throughout each month. The data, submitted by the county to Alcohol and Drug Programs (ADP), is processed through an electronic computerized data system for inclusion in the statewide CalOMS data repository.

6. Prevention Services

a. Preventative services are considered the first level of healthcare and are designed to prevent disease and promote health. The system will be required to capture de-identified, aggregate demographic data as related to prevention services. System must also have the capability of tracking people that do not have a mental health diagnosis.

D. VENDOR QUALIFICATIONS

1. Vendor Minimum Qualifications

a. Bidder shall be regularly and continuously engaged in the business of providing a fully functional behavioral health client record management, electronic health record, billing, claiming and managed care system software, maintenance and support for at least three (3) years, to a California County.

b. Bidder shall be a certified Electronic Health Records System