INTRODUCTION
The State of Texas, through the Texas Health and Human Services Commission ( HHSC ), for and on behalf of the Department of State Health Services ( DSHS ), issues this Request for Offer ( RFO ) to solicit a qualified Respondent to develop, provide, and maintain a Management Information System ( MIS ), for the TEHDI Program hereafter referred to as Contractor's Solution or Solution. The qualified Respondent must provide the Solution with the associated development, hosting, operations, maintenance, support, and training services. In addition, the qualified Respondent must provide additional services, including Facility Compliance Monitoring and Patient Outreach Services, and must also provide certain personnel as described in this Solicitation.
DESCRIPTION OF SERVICES
HHSC intends to award one (1) Contract to provide the development and support of a MIS for TEHDI.
The Contractor must provide a minimum of two (2) subject matter experts ( SMEs ) in audiology and newborn hearing screenings, one (1) of each, to deliver ongoing assistance to Providers and Facilities in the hearing continuum of care.
The Contractor must also provide the following services during the Contract Term: development, configuration, integration, Help Desk services, project management, Transition, testing, system training, system management, system maintenance and support services, system upgrades and enhancements, Provider and Facility training, Facility Compliance Monitoring, Patient Outreach Support, licensed Audiologist support, hearing screener support, and Turnover.
For additional specifications, clarifications, and information on the Scope of Work (SOW), refer to the Exhibits, and other documents expressly designated by HHSC as part of this Solicitation.
CONTRACT TERM
The initial term of any contract resulting from this Solicitation will be for three (3) years. The System Agency, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional one (1) year terms, for a total Contract Term no more than five (5) years.
Following the initial term and any allowable renewals or extensions, the System Agency may extend any resulting Contract for not more than one (1) additional option period (one year) to address immediate operational or service delivery needs. With 30 Calendar Days' advance written notice, The System Agency, at its sole discretion, may extend the Contract as necessary to ensure continuity of services, for the purposes of Transition, or as otherwise determined by the System Agency for up to 12 months, in one-month intervals, at the then-current Contract rate or rates (if applicable) as modified during the Contract term.
PRE-PROPOSAL CONFERENCE AND HSP TRAINING
HHSC PCS will hold the Pre-proposal Conference/HSP Training webinar on the date and time set out in Section 3.1 (Schedule of Events).
People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact), at least 72 hours before the meeting in order to have reasonable accommodations made by HHSC.
Webinar Information: https://attendee.gotowebinar.com/register/7258146073036182624
Participants can use their telephone: 1-562-247-8422
At prompt enter passcode: 455-533-795
SCHEDULE OF EVENTS
EVENT
DATE/TIME
Solicitation Posting Date to ESBD
(Date of Release)
August 26, 2024
Pre-proposal Conference/ HSP Training
(See Section 3.4 for details)
Attendance is Optional
August 30, 2024, at 10:00 a.m. Central Time
Deadline for Submitting Questions or Requests for Clarification
September 3, 2024, by 5:00 p.m. Central Time
Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD
September 10, 2024
Submission Deadline for Courtesy HSP Review
September 13, 2024, by 5:00 p.m. Central Time
Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]
September 25, 2024, by 10:30 a.m. Central Time
Evaluation Period
October - November 2024
Anticipated Notice of Award
January 2025
Anticipated Contract Start Date
February 2025
Background
The State of Texas, through the Texas Health and Human Services Commission (HHSC), on behalf of the Department of State Health Services (DSHS), is issuing this Request for Offer (RFO) to solicit a qualified Respondent to develop, provide, and maintain a Management Information System (MIS) for the Texas Early Hearing Detection and Intervention (TEHDI) Program.
The goal is to enhance the management of newborn hearing screenings and ensure compliance with state health regulations.
Work Details
The Contractor must deliver a comprehensive MIS solution that includes development, hosting, operations, maintenance, support, and training services. Specific services required include:
- Development and configuration of the MIS
- Integration with existing systems
- Help Desk services for user support
- Project management throughout the contract term
- Transition planning and execution
- System testing and training for users
- Ongoing system management, maintenance, upgrades, and enhancements
- Training for Providers and Facilities on using the system
- Facility Compliance Monitoring to ensure proper data entry by hospitals and birthing centers
- Patient Outreach Support to follow up with guardians regarding screenings and referrals
- Provision of licensed Audiologist support and hearing screener support. Additionally, at least two subject matter experts in audiology must be provided to assist Providers.
Period of Performance
The initial contract term will be three years from the effective date. HHSC may extend the contract for up to two additional one-year terms, totaling a maximum potential contract duration of five years. Extensions may occur as necessary for continuity of services or operational needs.
Place of Performance
The services will be performed throughout the State of Texas, specifically at hospitals with labor and delivery departments or birthing centers responsible for entering newborn hearing screening information into the MIS.
