Alameda County Health Care Services Agency

Center for Healthy Schools and Communities

Alameda County Health Care Services Agency Center for Healthy Schools and Communities REQUEST FOR QUALIFICATIONS for School Health Centers Electronic Health Records Data Reporting Pilot The Center for Healthy Schools and Communities within Alameda County Health Care Services Agency is requesting the assistance of qualified agencies to provide electronic health record data reporting as part of a pilot evaluation project. Interested parties are requested to bid on completion of the following scope of work. This RFQ is also posted at: http://acschoolhealth.blogspot.com/ Application Due Date

12:00 PM, March 6, 2015 Email: [email protected] OR mail to Alameda County Health Care Services Agency Attn: Marta Lutsky 1000 San Leandro Blvd., Suite 300 San Leandro, CA 94577-1675

Submit Questions to Marta Lutsky

No later than February 27, 2015 Email: [email protected]

Official Award Notification Term For information about this project Please contact:

March 10, 2015 March 10, 2015 to August 30, 2015 Marta Lutsky Alameda County, Health Care Services Agency Center for Healthy Schools and Communities (510) 667-7416 E-Mail: [email protected]

1000 San Leandro Boulevard Suite 305 | San Leandro, CA 94577 | Main Phone 510 -667-7990 | Main Fax 510 -351-1376

SECTION 1: INTRODUCTION /BACKGROUND INTENT Alameda County Health Care Services Agency (HCSA) Center for Healthy Schools and Communities (CHSC), is seeking qualified agencies that manage School Health Centers to submit additional electronic health record data. CHSC intends to award a 6-month contract to 8 bidders. Each agency can apply for up to two sites: one middle school and one high school site, under their administration. The total compensation shall not exceed $2,500 for each site, $5,000 per agency. Bidders are applying for a 6-month contract with HCSA starting as early as March 10, 2015 and ending no later than August 30, 2015. BACKGROUND INFORMATION The CHSC works to build communities of care that foster the academic success, health, and well-being of Alameda County children, youth, and families. We envision a county where schools and communities support the health and success of every student so that children grow up feeling safe, supported, connected, and engaged. The Center is part of the Alameda County Health Care Services Agency (HCSA) and represents diverse collaborations of service providers, school and school district leaders, health advocates, community partners, policy makers, and youth working to create equity in education and health for all students. Our core work involves implementation of School Health Centers, expansion of School-Based, school-linked behavioral health programs, and facilitation of local systems building initiatives. As part of our investment in the health and success of students in Alameda County, we have invested in School Health Centers (SHCs) to improve health equity by increasing access to health care. School Health Centers play a vital role in creating universal access by providing a range of integrated medical and behavioral health, health education, and youth development services in a safe, youth-friendly environment at or near schools throughout Alameda County. The Center invests more than $2.5 million annually in its 27 SHCs, thanks in large part to funding from County Tobacco Master Settlement Funds, Measure A (a sales tax), and a grant from Kaiser Permanente. The Center is accountable to these funders to demonstrate how the investment is impacting the students served. Since 1998, HCSA has partnered with a School Health Services Evaluation Team from the University of California, San Francisco’s Philip R. Lee Institute for Health Policy Studies (UCSF) to develop and refine data collection strategies to document the demographic profile of School Health Center clients, the services that clients receive, and whether these services lead to improved health access and outcomes. UCSF provides data collection, training, and support, and develops monthly data reports and annual evaluation reports for each School Health Center. The primary data collection method for clinical measures is the Efforts to Outcomes

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(ETO) database. This is separate from clinical electronic health record (EHR) databases, and thus SHCs are required to enter data into both systems. In an effort to eliminate duplicate data entry and take advantage of transitions to EHR technology, CHSC and the UCSF Evaluation Team will conduct a pilot project to determine how EHR data could be used for evaluation purposes. SECTION 2: SCOPE OF WORK/ DESCRIPTION OF SERVICES A. Overview For 2014-15, UCSF and CHSC have developed an EHR Data Reporting Pilot Project to assess the feasibility of utilizing data exported from EHR. SHC sites in the pilot project will continue to enter all services into ETO, however, they will also submit two EHR data reports to UCSF based on a reporting template created by the Center and UCSF. Sites are responsible for working with their IT staff to create these reports and submit them to UCSF. Feedback will be gathered to describe challenges in the reporting process and to assist in the development of a data reporting protocol. A process to monitor and ensure data quality will also be created. The pilot will help determine if sites can export quality data and therefore make EHR data something that could be used partially or completely instead of ETO for medical data. B. Scope of Work/Deliverables The contractor shall provide Alameda County Health Care Services Agency with the Letter of Interest (LOI) for the following scope of work (see Appendix A for LOI template): 1. Work with IT staff at pilot sites to create EHR Data Report based on the requirements and follow the guidelines provided by UCSF. Please see the Appendix C for the details of fields requested for the data report. 2. Submit de-identified EHR reports for medical services to UCSF according to the following schedule and include feedback to describe challenges in the reporting process and to assist in the development of a data reporting protocol. o Submit EHR report to UCSF by April 15, 2015 covering the period of July 1, 2014 to March 31, 2015. o Submit EHR, report to UCSF by July 15, 2015 covering April 1, 2015 to June 30, 2015. 3. Meet the report formatting, planning, meeting and training requirements of the Report. Details of report formatting and requirements will be provided by UCSF during one or two webinars with providers by March 31st to explain all of the protocols and procedures for the pilot. Qualified contractors for Pilot sites are required to participate in UCSF webinars. Dates to be determined. Alameda County Center for Healthy Schools and Communities | www.healthyschoolsandcommunities.org

4. Continue to enter all services into ETO. 5. Coordinate with UCSF and HCSA to ensure a smooth progressing of the pilot project. C. Payment schedule per site: 

Qualified contractors will submit the first invoice for payment of $1,500 by April 22nd, after completion of April 15th submission of EHR reports.



Qualified contractors will submit second/final invoice for payment of $1,000 by August 1st, after completion of July 15th submission of EHR reports.

SECTION 3: QUALIFICATION REQUIREMENT Bidder Minimum Qualifications   

Bidder shall be an agency with an existing Master Agreement with Alameda County to provide services at one of the existing Alameda County school health centers. Bidder currently uses an EHR database. Bidder shall be certified by the County as a small, local and emerging business (SLEB) by the bid submittal due date or be a SLEB exempt. The following entities are exempt from the Small and Emerging Local Business (SLEB) requirements as described above and are not required to subcontract with a SLEB.  non-profit community based organizations (CBOs) that are providing services on behalf of the County directly to County clients/residents  non-profit churches or non-profit religious organizations (NPO);  public schools; and universities; and  government agencies  Non-profits must provide proof of their tax exempt status. These are defined as organizations that are certified by the U.S. Internal Revenue Service as 501(c) 3

SECTION 4: GUIDELINES FOR SUBMISSION OF BIDS Interested agencies should submit their letter of interest by using the attached template with the included cost table. SECTION 5: CRITERIA FOR SELECTION The criteria by which each response will be judged are as follows: Meeting of minimum qualifications The applicants demonstrate that they are qualified to complete the scope of work. SECTION 6: OTHER INFORMATION No response will be considered for award unless submitted in full by mail OR electronically on or before March 6, 2015, 12:00 p.m. by electronic submission or mail. Electronic submissions must have a time and date stamp that meets the deadline. Electronic submissions should be sent to: [email protected] Alameda County Center for Healthy Schools and Communities | www.healthyschoolsandcommunities.org

Mailed submissions should be sent to: Alameda County Health Care Services Agency Attn: Marta Lutsky 1000 San Leandro Blvd., Suite 300 San Leandro, CA 94577 1. Specifications are carefully prepared describing the services desired. An appropriate addendum will be issued to all applicants, if necessary, stating revisions, deletions, or additions to be made to the specifications as a result of any inquiries. 2. Alameda County Health Care Services Agency Center for Healthy Schools and Communities reserves the right to reject any and all responses and to waive any informality or irregularity that does not have a monetary consideration when it is in the best interest and advantage of CHSC to do so. A discrepancy which offers a bidder an unfair advantage to will cause the bid to be disqualified. 3. In instances where an exception is taken to the RFQ that does not meet the minimum requirement, the bid will be disqualified. 4. CHSC shall require indemnification on behalf of itself and Alameda County entities with which it enters into agreements. In addition CHSC requires proof of general liability insurance, workers compensation insurance, and evidence of organizational or individual travel insurance. BID PROTEST / APPEALS PROCESS Health Care Services Agency prides itself on the establishment of fair and competitive contracting procedures and the commitment made to following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/NonAward will not be accepted by the County. 1.

Any Bid protest by any Bidder regarding any other Bid must be submitted in writing to the County’s Health Care Services Agency, ATTN: Rebecca Gebhart, Finance Administrator, located at 1000 San Leandro Blvd. Suite 300, San Leandro CA 94577, Fax: (510) 351-1367, before 5:00 p.m. of the FIFTH (5th) business day following the date of issuance of the Notice of Intent to Award, not the date received by the Bidder. A Bid protest received after 5:00 p.m. is considered received as of the next business day. a.

The Bid protest must contain a complete statement of the reasons and facts for the protest.

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b. c. d.

2.

The protest must refer to the specific portions of all documents that form the basis for the protest. The protest must include the name, address, email address, fax number and telephone number of the person representing the protesting party. The County Agency/Department will transmit a copy of the bid protest to all bidders as soon as possible after receipt of the protest. Upon receipt of written protest, HCSA Finance Administrator, or designee will review and evaluate the protest and issue a written decision. The HCSA- Finance Administrator , may, at his or her discretion, investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest will be issued at least ten (10) business days prior to the Board hearing date.

The decision will be communicated by e-mail or fax, and certified mail, and will inform the bidder whether or not the recommendation to the Board in the Notice of Intent to Award is going to change. A copy of the decision will be furnished to all Bidders affected by the decision. As used in this paragraph, a Bidder is affected by the decision on a Bid protest if a decision on the protest could have resulted in the Bidder not being the apparent successful Bidder on the RFP. 3.

The decision of the HCSA-Finance Administrator on the bid protest may be appealed to the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612, Fax: (510) 272-6502. The Bidder whose Bid is the subject of the protest, all Bidders affected by the HCSA –Finance Administrator ’s decision on the protest, and the protestor have the right to appeal if not satisfied with the HCSA –Finance Administrator’s decision. All appeals to the AuditorController’s OCC shall be in writing and submitted within five (5) business days following the issuance of the decision by the HCSA-Finance Administrator, not the date received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next business day. a.

The appeal shall specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

b.

In reviewing protest appeals, the OCC will not re-judge the proposal(s). The appeal to the OCC shall be limited to review of the procurement process to determine if the contracting department materially erred in following the RFP/RFQ or, where appropriate, County contracting policies or other laws and regulations.

c.

The appeal to the OCC also shall be limited to the grounds raised in the original protest and the decision by the Health Care Services Agency Finance Administra-

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tor. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal. d.

The decision of the Auditor-Controller’s OCC is the final step of the appeal process. A copy of the decision of the Auditor-Controller’s OCC will be furnished to the protestor, the Bidder whose Bid is the subject of the Bid protest, and all Bidders affected by the decision.

4.

The County will complete the Bid protest/appeal procedures set forth in this paragraph before a recommendation to award the Contract is considered by the Board of Supervisors.

5.

The procedures and time limits set forth in this paragraph are mandatory and are each Bidder's sole and exclusive remedy in the event of Bid Protest. A Bidder’s failure to timely complete both the Bid protest and appeal procedures shall be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, shall constitute a waiver of any right to further pursue the Bid protest, including filing a Government Code Claim or legal proceedings.

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Your Letterhead APPENDIX A Letter of Interest (Template) Submission Date: Submitting Agency:

Current School Health Center Site(s):

Schools served:

Medical service hours provided weekly:

Approximate number of clients for 2014-15 School Year:

Electronic Medical Record System:

Primary Contact Information: Name, Position Email Phone Agency IT Contact Information: Name, Position Email Phone Alameda County Center for Healthy Schools and Communities | www.healthyschoolsandcommunities.org

Qualification declaration: This is to certify that ______________________ (name of agency) meets the minimum qualification for the EHR Pilot Project. We are currently providing School Health Center services to students at _________________________ (school sites) at _____________________ ( name of school health center). We are committed to working with the Alameda County Center for Healthy Schools and Communities of Health Care Service Agency and UCSF to implement the SHC EHR Pilot Project and deliver following services. 1. Work with IT staff at pilot sites to create EHR Data Report based on the requirements and follow the guidelines provided by UCSF. Please see the Appendix C for the details of fields requested for the data report. 2. Submit de-identified EHR reports for medical services to UCSF according to the following schedule and include feedback to describe challenges in the reporting process and to assist in the development of a data reporting protocol.

 

Submit EHR report to UCSF by April 15, 2015 covering the period of July 1, 2014 to March 31, 2015. Submit EHR, report to UCSF by July 15, 2015 covering April 1, 2015 to June 30, 2015

3. Meet the report formatting, planning, meeting and training requirements of the Report. Details of report formatting and requirements will be provided by UCSF during one or two webinars with providers by March 31st to explain all of the protocols and procedures for the pilot. Qualified contractors for Pilot sites are required to participate in UCSF webinars. Dates to be determined. 4. Continue to enter all services into ETO. 5. Coordinate with UCSF and HCSA to ensure a smooth progressing of the pilot project. 6. Submit the first invoice for payment of $1,500 by April 22nd, after completion of April 15th submission of EHR reports. 7. Qualified contractors will submit second/final invoice for payment of $1,000 by August 1st, after completion of July 15th submission of EHR reports. Alameda County Center for Healthy Schools and Communities | www.healthyschoolsandcommunities.org

Signature Title

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APPENDIX B Project Cost Structure to be submitted with LOI (complete one table for each site)

Service Description

School Site

Maximum Amount

o EHR Report of Client Data, for the period of From July 1 to March 31, 2015, submit by April 15, 2015

$1,500

o EHR Report of Client Data, for period of April 1 to June 30, 2015 , submit by July 15, 2015

$1,000

Total

$2,500

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APPENDIX C List of Data Fields Note: The following table is not finalized and may be subject to minor changes; fields marked as TBD will be explained or deleted by UCSF prior to March 31st, 2015.

Field on ETO Client Service Form Proxy ID DOB / Age Zip Code

Field in NextGen Unique ID # DOB / Age Zip Code

School Client is Attending Gender Grade Age Race/Ethnicity

New Field to be used/created under "Patient Social History - Education" Gender Grade Age Race Field and Ethnicity Field

Health insurance Dental insurance Regular Provider - Primary Care/Medical Home Regular Provider - Dental Care Regular Provider - Behavioral Health

Type of Field (Alphanumeric unless otherwise specified) Numeric Mmddyyyy / TBD 5 digit

Numeric for Grades 1-12

Health insurance field (plan type like Kaiser) and Class of insurance field (government/public, private, commercial) Dental insurance field TBD TBD

Yes, No, Unknown Yes, No, Unknown

TBD

Yes, No, Unknown

Special Circumstances

Confidential Screen - Do not export now (optional for SHC evaluation)

Provider First and Last Name Date of Visit

Provider type or subspecialty Date of Visit

mmddyyyy

Primary Visit Type

Provider type (e.g., medical, health educators, dental, behavioral health provider)

Same as Provider Name

Well Care Visit Provided BMI Percentile Nutrition Counseling Provided at Visit Physical Activity Provided at Visit BP Percentile BP

Diagnosis Code (includes V20.2, V70.0, V70.3, V70.5, V70.6, V70.8, V70.9) BMI number and as kg/m2 tracked; not percentile

TBD-Export format since NG doesn't do symbols? Export Yes, No if any of these are documented?

TBD TBD BP Percentile BP

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Substances: AOD Screening and Counseling Substances: Tobacco Screening and Counseling Immunization Current at the time of visit

Immunization Provided During Visit Current Chronic Conditions Sexual Health - Client Sexually Active in last 3 mo Sexual Health - Uses Contraception Chlamydia Test Provided Chlamydia Test Followup (includes results and treatment) Dental Decay (1-4 scale) Services Provided External Referrals After Visit

Substances Confidential Screen Substances Confidential Screen Immunization

Yes, No, Unknown

Immunization (includes Diphtheria, HPV, Meningococcal, Td, Tdap, Tetanus, Other) Problem List Confidential Screen TBD TBD TBD Dental Pain Scale (1-10) Based on Diagnosis Codes TBD TBD

Yes or No Yes or No "1-10"

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