STATE OF WYOMING DEPARTMENT OF ADMINISTRATION AND INFORMATION

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STATE OF WYOMINGDEPARTMENT OF ADMINISTRATION AND INFORMATIONPROCUREMENT SECTION700 W. 21st StreetCHEYENNE, WY 82002REQUEST FOR PROPOSALNO. XXXX WYOMING DEPARTMENT OF HEALTHDIVISION OF HEALTHCARE FINANCING, MEDICAIDIMPLEMENTATION SERVICES FOR THE WYOMING FRONTIER INFORMATIONHEALTH INFORMATION EXCHANGE IT SOLUTIONOPENING DATE AND TIMEJANUARY 16TH, 2017 2:00 P.M. (MDT)PURCHASING REPRESENTATIVE: Mandy GershmelE-mail: [email protected]: 307-777-6718WYOMING DEPARTMENT OF HEALTH REPRESENTATIVE: Teri GreenEmail: [email protected]: 307-777-75311

Table of ContentsSECTION 1: REQUEST FOR PROPOSAL . 51.SUBMISSION OF PROPOSALS: . 52.MODIFICATIONS OR WITHDRAWAL OF PROPOSALS: . 53.PREPARATION OF PROPOSALS: . 54.AWARD AND CONTRACT INFORMATION:. 6SECTION 2: GENERAL PROVISIONS. 71.INDEPENDENT CONTRACTOR: . 72.INSURANCE: . 73.LAWS TO BE OBSERVED: . 74.TAXES: . 85.ASSIGNMENT/CONTRACTOR: . 86.TERMINATION OF CONTRACT: . 87.ACCOUNT REPRESENTATIVE: . 98.RESPONSIVENESS: . 99.EXTENSION AND AMENDMENT: . 910. COMPLIANCE WITH LAWS: . 911. AUDIT: . 912. CONFLICT OF INTEREST: . 1013. NO FINDERS FEE: . 1014. OWNERSHIP OF DOCUMENTS/WORK PRODUCT:. 1015. CONFIDENTIALITY OF INFORMATION: . 1016. SOVEREIGN IMMUNITY: . 1017. INDEMNIFICATION: . 1018. APPLICABLE LAW/VENUE. . 11SECTION 3: SPECIAL PROVISIONS INFORMATION . 121.STATE PARTIES . 122.CONTENT AND PROCUREMENT POINTS OF CONTACT: . 133.RESTRICTIONS ON COMMUNICATIONS WITH STATE STAFF . 134.PRE-PROPOSAL CONFERENCE: . 145.ORAL PRESENTATIONS: . 146.PROPOSAL RESPONSE SEQUENTIAL ORDER: . 142

7.EFFECTIVE DATES OF PROPOSAL: . 148. ADVERTISING AWARD CONDITIONS: . 149. CONTRACT NEGOTIATIONS: . 1510. BEGINNING WORK: . 1511. NON-APPROPRIATION OF FUNDS: . 1512. COPYRIGHT INFRINGEMENT: . 1513. COST OF PREPARING PROPOSALS:. 1614. PROPOSAL EVALUATION: . 1615. RISKS AND LIABILITY:. 1616. ADDENDUM TO THE RFP: . 1617. PROPERTY DAMAGE AND LIABILITY INSURANCE: . 1618. MISREPRESENTATION OF INFORMATION: . 1619. DISPOSITION OF PROPOSALS: . 1720. LEGAL CONSIDERATIONS: . 1721. PROPOSER RELATIONSHIP WITH STATE:. 17SECTION 4: SCOPE OF WORK . 181.PURPOSE AND INTENT: . 182.SCHEDULE OF EVENTS. 203.INTRODUCTION AND BACKGROUND: . 214.STAKEHOLDERS: . 235.REQUIREMENTS: . 24SECTION 5: REQUIREMENTS/SPECIFICATIONS – RESPONSIBILITIES OF CONTRACTOR . 251.CONTRACTOR STAFFING/QUALIFICATIONS . 251.1 General . 251.2 Project Sponsor . 251.3 Project Manager. 251.5 Clinical Subject Matter Expert. 271.6 Provider Outreach Coordinators . 282.CONTRACTOR ONSITE/OFFSITE REQUIREMENTS . 302.1 Onsite Requirements . 312.2 Offsite (Remote) Requirements . 323.TRAINING AND KNOWLEDGE TRANSFER PLAN:. 323

4.QUALITY ASSURANCE AND QUALITY CONTROL: . 335.CHANGE CONTROL MANAGEMENT: . 336.DELIVERABLES AND MILESTONES: . 347.SYSTEM OR WYOMING IT STANDARDS:. 348.OPERATIONAL READINESS AND OPERABILITY TESTING: . 38SECTION 6: EVALUATION METHODOLOGY . 401.OVERVIEW:. 402.COMPLIANCE WITH MANDATORY REQUIREMENTS: . 403.FINAL RANKINGS OF PROPOSALS:. 404.EVALUATION POINT SUMMARY: . 415.TECHNICAL SCORING AND RANKING: . 416.COST SCORING AND RANKING: . 41SECTION 7: PROPOSAL PRICE SHEETS . 421.PRICING SCHEDULES . 42SECTION 8: PROPOSAL PRICE SHEET AND SIGNATURE PAGE . 43Pricing Schedule 1 . 45Pricing Schedule 2 . 46Pricing Schedule 3 . 47SECTION 9: PAYMENT TERMS . 481.TIME SCHEDULE/INVOICING: . 48APPENDIX A: MANDATORY PROPOSAL REQUIREMENTS CHECKLIST. 49APPENDIX B: TECHNICAL SPECIFICATIONS. 552.SUPPLEMENTAL RESOURCES . 55APPENDIX C: SERVICE LEVEL AGREEMENTS . 56APPENDIX D: GLOSSARY . 57APPENDIX E: ELIGIBLE HOSPITALS. 584

SECTION 1: REQUEST FOR PROPOSAL1. SUBMISSION OF PROPOSALS:Proposals shall be received for providing Design, Development & Implementation (DDI) services forthe statewide health information exchange to be called the Wyoming Frontier Information (WYFI)for the state of Wyoming, Department of Health Division of Healthcare Financing, (Agency) throughthe Public Purchase online bidding system until March 13th, 2017, 2:00 P.M (MT).Proposals shall include:The technical proposal and cost proposal which shall be uploaded as separate documents andidentified as such.1.1.No proposal shall be considered which is not accompanied by the attached ProposalPrice Sheet and signed by the proper official of the firm. Proposals shall not beaccepted by FAX or email.1.2.Proposals shall be submitted through the Public Purchase online bidding system on orbefore the time and date specified. Proposals received after the time specified shallnot be considered.1.3Proposal information is restricted and not publicly available until after the award of theContract by the Procurement Section. Once a contract has been fully signed andsubmitted to the A & I Procurement Office the award process shall be complete.2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:2.1.A proposal may be altered through the Public Purchase online bidding system prior tothe specified date and time of the opening contained in this document.2.2.A proposal may be withdrawn through the Public Purchase online bidding system by theProposer up to the time of the opening. Failure of the successful Proposer to furnish theservice awarded as a result of this advertisement shall eliminate the Proposer from theactive Contractors list for a period of time as determined by the Procurement Section.3. PREPARATION OF PROPOSALS:3.1.No proposal shall be considered which modifies, in any manner, any of the provisions,specifications or requirements of the Request for Proposal.3.2.In case of error in the extension of prices in the proposal, unit prices shall govern.5

3.3.Proposers are expected to examine special provisions, specifications, schedules andinstructions included in this Request. Failure to do so shall be at the Proposer’s risk.4. AWARD AND CONTRACT INFORMATION:1.1.The State of Wyoming hereby notifies all Proposers that it shall affirmatively insurethat minority business enterprises shall be afforded full opportunity to submitproposals in response to this invitation and shall not be discriminated against on thegrounds of age, race, color, sex, creed, national origin, or disability.1.2.The Proposer also agrees that should this firm be awarded a Contract, the firm shall notdiscriminate against any person who performs work there under because of age, race,color, sex, creed, national origin, or disability.1.3.The Proposer expressly warrants to the State that it has the ability and expertise toperform its responsibilities hereunder and in doing so shall use the highest standards ofprofessional workmanship.1.4.The State of Wyoming reserves the right to reject any or all proposals, to waive anyinformality or technical defect in the proposals, or to award the contract in whole or inpart, if deemed to be in the best interest of the State to do so. The Department ofAdministration and Information (A&I), Procurement Section shall award this contract tothe firm, determined by the Department of Health Division of Healthcare Financing themost responsive and responsible offer, based on criteria specified herein.1.5.This Request for Proposal shall become part of the Contract and shall be in effect forthe duration of the Contract period.1.6.The selected Proposer shall be required to enter into and sign a formal Contract withthe State with reasonable adjustments acceptable to the State. The agreement shallbecome a part of the Contract and shall be in effect for the duration of the contractperiod. The contract language shall control over any language contained within thisRFP that conflicts with the signed and fully executed Contract.1.7.The Successful proposer shall comply with the Americans with Disabilities Act andWyoming Fair Employment Practices Act. (W. S. 27-9-105 et. seq.).DATED THIS January 17, 2017STATE OF WYOMINGLori Galles, ManagerProcurement SectionAssigned Buyer: Mandy Gershmel6

SECTION 2: GENERAL PROVISIONS1. INDEPENDENT CONTRACTOR:1.1.The Contractor shall function as an independent Contractor for the purposes of theContract, and shall not be considered an employee of the State of Wyoming for anypurpose. The Contractor shall assume sole responsibility for any debts or liabilities thatmay be incurred by the Contractor in fulfilling the terms of the Contract, and shall besolely responsible for the payment of all federal, state and local taxes which may accruebecause of this Contract. Nothing in the Contract shall be interpreted as authorizing theContractor or its agents and/or employees to act as an agent or representative for or onbehalf of the State of Wyoming or the Agency, or to incur any obligation of any kind onthe behalf of the State of Wyoming or the Agency. The Contractor agrees that nohealth/hospitalization benefits, workers’ compensation and/or similar benefits availableto State of Wyoming employees shall inure to the benefit of the Contractor or theContractor’s agents and/or employees as a result of this Contract.2. INSURANCE:2.1.All insurance policies required by this Contract, except workers’ compensation andunemployment compensation policies, and shall contain a waiver of subrogation againstthe Agency and the State, its agents and employees. The Contractor agrees it shall carrythe insurance which is applicable to this RFP. Contractor shall provide a copy of anendorsement providing this coverage.3. LAWS TO BE OBSERVED:3.1.The Contractor shall keep fully informed on all federal and state laws, all local bylaws,regulations and all orders and decrees of bodies or tribunals having any jurisdiction orauthority which in any manner affect those engaged or employed on the work or whichin any way affect the conduct of the work. The Contractor shall at all times observe andcomply with all such laws, bylaws, ordinances, regulations, orders and decrees in forceat the time of award. The Contractor shall protect and indemnify the State and itsrepresentatives against any claim or liability arising from or based on the violation ofany such law, bylaw, ordinance, regulation, order or decree whether by himself orhis/their employees. No extension of time or additional payment shall be made for lossof time or disruption of work caused by any actions against the provider for any of theabove reasons.7

4. TAXES:4.1.The Contractor shall pay all taxes and other such amounts required by federal, state,and local law, including but not limited to federal and Social Security taxes, workers’compensation, unemployment insurance and sales taxes.5. ASSIGNMENT/CONTRACTOR:5.1.The Contract shall not be assigned by the Contractor. Third party participation isauthorized only as a joint venture which shall be clearly stated with details on theoriginal proposal, signed by all parties participating. Any alterations, variations,modifications or waivers of the provisions of this Contract shall be valid only if they havebeen reduced to writing, duly signed by the parties hereto and attached to the originalContract agreement.5.2.The Contractor shall not enter into any subcontracts for any of the wo

Assigned Buyer: Mandy Gershmel. 7 . SECTION 2: GENERAL PROVISIONS . 1. INDEPENDENT CONTRACTOR: 1.1. The Contractor shall function as an independent Contractor for the purposes of the Contract, and shall not be considered an employee of the State of Wyoming forany purpose. The Contractor shall assume sole responsibility for any debts or .