Project Title: Re-Issue Pharmacy Workflow Management Information System
Project #: RFP-33-2019
Issued by: Multnomah County view agency website
Publish Date: 8/7/2018
Due Date: 8/22/2018 This opportunity has closed.

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Description

PRE-PROPOSAL CONFERENCE: There will be a pre-proposal teleconference for this sourcing event at 9:00am on Friday, August 10, 2018.  Please contact Anthony Blackmon by Thursday, August 9, 2018 for call-in details. Attendance is: Optional SERVICE DESCRIPTION/SOLUTION REQUIREMENTS, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Health Department (MCHD), Integrated Clinical Services Pharmacy Program and the Information Technology Division are seeking a comprehensive Pharmacy Management Information System and Workflow Management Information System.  The Pharmacy program will replace the current Pharmacy Management System.  Multnomah County is geographically the smallest of counties in Oregon while being the most populous. The population of Multnomah County is 710,000. Multnomah County Health Department served 70,259 clients in 2016 with 273,409 visits.  The County will consider the purchase of an integrated Pharmacy Management Information System and Workflow Management Information System from one supplier. INTRODUCTION AND PROGRAM HISTORY  The MCHD Pharmacy Services provides quality pharmaceutical care to underserved residents of Multnomah County, by delivering cost-effective medications and medication management to positively and passionately impact the health and well-being of our clients and the community.  Background Information  The County currently has seven primary care clinics, twelve student health centers, six dental clinics and three specialty clinics. These clinics are served by seven pharmacies co-located within the largest primary care clinics. The pharmacies currently access one centralized Pharmacy Management System so that all transactions may be viewed at any pharmacy within the system. In 2016 the pharmacy department filled 390,000 prescriptions and reported an error rate of less than 0.1%, which is extremely low. The goal for the pharmacy department is zero errors. We are hoping to use the technology to move progressively toward that goal. There are seven operating pharmacies across Multnomah County, 60 staff.   MULTNOMAH COUNTY TECHNICAL ENVIRONMENT For the Multnomah County Technical Environment, please review the Multnomah County Technical Environment within the buyer attachments. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS  The scope of services for this RFP includes the purchase of a Pharmacy  and Workflow Management System and implementation services that meets the needs of the Multnomah County Health Department (MCHD) Pharmacy program. The following reflects the goals and objectives of this procurement: Acquire and implement a replacement for the existing Pharmacy Management and Workflow Systems with a single comprehensive software system.   Achieve greater operational efficiency and patient safety while maintaining or improving accuracy and compliance for Pharmacy business functions. Capture, process, and provide prescription data at each clinic pharmacy and have the ability to perform centralized workflow processing, ie: be able to distribute workload across pharmacy locations. Ability to provide electronic images of prescriptions and maintain images of electronically and manually received prescriptions. Provide adequate and effective audit capabilities. Upgrade to a Pharmacy Management System that provides greater ease of use. Pharmacy Management System must allow for reconciliation of pharmacy claims. Ability to identify alternative delivery methods of prescriptions to patients. Ability within the system to enter documentation regarding prescription errors and Drug Utilization Review interventions. Ability to manage at least 8 different drug inventories. Ability to customize reports. The system at a minimum must be able to support 100 concurrent users and 3500 combined daily system wide prescription fill and/or refill transactions. TARGET POPULATION SERVED The MCHD Pharmacy Services serves residents of Multnomah County.  FUNDING Multnomah County has budgeted $1,500,000 for the total five-year costs, including but not limited to: implementation expenses including integration, data conversion, customization and training; software & hardware purchases; partial year maintenance as well as annual maintenance. SCOPE OF SERVICES/SOLUTION REQUIREMENTS Functional Requirements  Required functionality Ability to process and adjudicate prescriptions. Ability to generate and print patient paperwork in English & Spanish. Ability to bill prescriptions to third party payers. Ability to process secondary and split billing. Ability to work as Point of Sale. Ability to waive prescription charges in Point of Sale. Ability to apply ad-hoc sliding scale prescription fees. Ability to generate and print labels for prescriptions in English & Spanish. Ability to view and print a comprehensive patient prescription fill history with and without charges. Ability to produce required and customized reports. Ability to customize drug utilization review (DUR) alerts. Ability to document patient and provider interactions on DUR alerts. Ability to generate drug information sheets and FDA med guides. Ability to scan linear and 2D barcodes for input of drug during entry. Conforms to the Oregon Board of Pharmacy rules and regulations. An inventory management system that can support multiple inventories under different contracts such as 340B. Ability to track prescriptions through workflow process. Ability to verify drug used for fill via barcode scan. Ability to record and verify that a pharmacist has checked the completed prescription. Ability to track the storage location of a completed prescription. Ability to capture signature when a consultation is performed or declined. Ability to retrieve previous electronic signatures. Ability to login to system using badge scans or biometrics. Ability to override DUR using badge scans or biometrics. Ability to capture an electronic signature indicating that a prescription was dispensed (to patient). Ability to integrate with Cardinal Health for price updates, replenishment and inventory. Ability to receive EPCS (Electronically Prescribed Controlled Substances) in compliance with DEA regulations. Ability to receive and transmit electronic prescription data from and to multiple systems (SureScripts in particular). Ability to easily correct or have corrected drug information in the database. Ability to customize the workflow as necessary for each pharmacy location. Access to technical support 7am-8pm PST M-Sat. Ability to run reports by pharmacy and across pharmacy by program. Ability to perform store to store prescription filling (store to store transfers). Ability to use a Phone and Web interface for inbound and outbound patient communications. HIPAA and 42 CFR Part 2 compliance. Desired functionality Integrate with EPIC (Upload charge entry, etc.) Integrate with Kirby Lester pill counters Ability to download point of sale transactions  Improve public accessibility and convenience of prescription refill services via web-based online resources, while maintaining appropriate control over sensitive personal information. Ability to easily synchronize refills for a client  Ability to identify and address gaps in patient medication adherence  Ability to support labeling and paperwork in multiple languages including Russian, Chinese, Vietnamese, Nepali, Burmese and Somali Hosting Requirements Proposals will be accepted that provide a single hosting solution including Multnomah County hosted services or delivering hosted services over the Internet.  Both options if available should be provided and should be reflected appropriately in the Cost Proposal Section System Requirements Successful solutions will accommodate the following system considerations: Accommodate the Microsoft Windows desktop environment and operate in the County's Information Technology Framework as described below If hosted at Multnomah County, be architected using a shared and/or virtualized server environment. Data Conversion Requirements The County intends for the Supplier (for Pharmacy Management System) to convert all existing pharmacy management data in the current system into the new system.  This includes but is not limited to current and historical demographic, filling, inventory and prescription related data. A full data dictionary is a required deliverable.  Data Elements Items to be included in the data conversion include but are not limited to: Patient names and demographics including but not limited to: ●     Name ●     Address  ●     Phone number ●     Date of birth ●     Gender ●     Allergies ●     Notes ●     Multnomah County medical record number ●     Preferred language 2.    Billing information including but not limited to: ●     Third party plan ●     Plan patient recipient number ●     Plan number ●     Group number if applicable 3.    Prescriber names and demographics including but not limited to: ●     Name ●     Address ●     Phone number ●     Drug Enforcement Agency number ●     License number ●     Facsimile number ●     National Provider Identifier 4.  Unique prescription number and activity on each prescription and transaction thereof including but not limited to: ●     National Drug Code number ●     Fill quantity ●     Subsequent fill quantity ●     Refills authorized ●     Name of medication and strength ●     Cost recorded at time of filling ●     Days supply ●     Prescriber name  ●     Directions for use, that were printed on the label  ●     Filling employees initials  5.  Transfer information on prescriptions that were transferred ●     All Oregon Board of Pharmacy requirements regarding the transferring of prescriptions  6.    Discontinue information (if available) on prescriptions that have been discontinued  7.    Information regarding what employee processed each transaction in the past  8.  Dates that prescriptions were written  9.    Each date that a prescription was filled 10.  Drug File ●     Name and strength of drug to be displayed on prescription label ●     Alternative name (generic or trade name) ●     Dosage form (capsule, tablet, suspension, solution) ●     Most recently updated actual acquisition cost  ●     Average wholesale price at time of conversion  ●     National drug code number ●     Manufacturer  ●     Package size 11.  Inventory ●     Pharmacy Location ●     Drug NDC ●     Program ●     Quantity 12.  Billing File ●     Name of third party payor ●     Bank identification number for payor ●     Group number (if applicable) for payor ●     Billing formula for payor  ●     Processor control number for payor Reporting Requirements Reports needed include but are not limited to: Prescription Reports ●     Daily Dispensing Report (RX#/Pt Name/Doctor/Drug/Qty/Cost/3rd Party Reimb) ●     Daily Controlled Substances Report  ●     Monthly Summary of RXs filled ●     Returned to Stock Report ●     Negative 3rd Party Reimbursement Report Doctor Reports ●     Doctor Dispensing Report ●     Doctor Summary Report Drug Reports ●     Top Drugs by Rx’s filled ●     Top Drugs by quantity ●     Top Drugs by cost  ●     Drug Usage ●     Drug Usage by Therapeutic Class 3rd Party Reports ●     Paid transmitted RXs with cost & reimbursement (incl secondary billing info) ●     Reversed RXs report Patient Reports ●     Patient Drug History (no $ info) ●     Patient Drug History (patient $ only) ●     Patient Profile with Sig  Misc Reports ●     Pfizer RX Pathways Drug Usage Report (in CSV format) ●     Oregon Prescription Drug Monitoring Report (in  American Society for Automation in Pharmacy (ASAP)​ 4.2A format) Inventory Reports ●     Inventory Adjustment Report ●     340B Drugs Inventory Value ●     Cycle Count Report ●     Negative Drug Inventory Report Training for County Employees The following reflects the type of training desired:     1. End user training such as; General application design, screen navigation, toolbar use Demographic record entries, updates, modifications, edits Prescription processing Billing adjustments Individual user customization for personal preferences Public web-site screen navigation Point of Sale usage Ordering and receiving drug stock     2. System Administration Training, such as; Knowledge transfer of schema, system configuration and set-up Operations and maintenance systems programming training Running ad-hoc reports Public web-site maintenance and support Creating and transferring Oregon compliant prescription drug monitoring program reports Drug price file updates     3. Training for technical support staff in any onsite or integrated systems is required. Implementation Services In addition to the software system purchases, Multnomah County is seeking implementation services.  This includes the customization, design, coding, and testing of the new software.  Implementation support, which includes business process analysis, system configuration, as well as end-user training, go-live, and post go-live support. If hardware/software installation is involved, this includes assistance with that installation and configuration. FISCAL REQUIREMENTS AND REPORTING  Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING  Not applicable to this sourcing event  CONTRACT NEGOTIATION  The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached. CONTRACT AWARD  Through this RFP process, the County is seeking to award one contract.  Award, as determined by the County, will be made to the responsible Supplier whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.   Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.  CONTRACT TERM  The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT  Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap. Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this RFP will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability  $1,000,000  $2,000,000  Commercial General Liability  1,000,000  $2,000,000  Cyber Liability (Only required if Software as a Service)  $5,000,000  $10,000,000  Workers Compensation  Required     Multi-Stage RFP Sourcing Event Summary Multnomah County will follow a multi-stage RFP process that incorporates the following potential steps in the Multco Marketplace Supplier Portal: Supplier Qualification based on Minimum Functional Requirements Scripted Remote Demo Autoscored Written Proposal Panel Questionnaire Written Proposal Oral Evaluation Pricing Evaluation Best and Final Offer (BAFO) The first stage for this Sourcing Event will be Supplier Qualification based on Minimum Functional Requirements. The follow-on stages will be determined based on the results of the first stage. Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  A seven day protest period will follow notification to suppliers of any changes to competitive range based on the process.  There will also be a seven day protest period after the County's notification of intent to award.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. 

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About Multnomah County

Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

If you'd like to know more about our MWESB outreach programs, please visit https://multco.us/purchasing/minority-women-and-emerging-small-business.

You can find the authoritative listing for procurement opportunities on our Bids and Opportunities webpage, https://multco.us/purchasing/bids-proposal-opportunities.

If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

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Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.