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Shared Support Services, Southeastern Ontario -3SO

SOUTH EAST (SE) HOSPITAL CLUSTER HOSPITAL INFORMATION SYSTEM (HIS) - see www.Biddingo.com/3so for free viewing of this notice.

2019-KJ-022 (Notice of Intended Procurement)

Closing Date: 03/06/2019 01:08:07 PM ET



Notice of Intended Procurement for RFP No.:        2019-KJ-022

Procuring Entity:      Kingston Health Sciences Centre
                                   76 Stuart Street
                                    Kingston, ON
                                    K7L 2V7
Bid Administrator:    Kevin Jones
Contact:                     Kevin.Jones@3SO.ca

Procurement Method:  Open competitive.
Supplier conditions:  This procurement is open to all suppliers.

Supplier Participation Requirements: 
To participate in this procurement, Proponents must register for the Proponent Mandatory Meeting #1 by 13:00:00 hrs EST on February 19, 2019 and attend the Proponent Mandatory Meeting #1 on February 21, 2019 at 13:00;00 hrs  As well, they must attend the Proponent Mandatory Meeting #2 on March 27, 2019 at 13:00:00 hrs.  Details are in the RFP documents.

This procurement is subject to Chapter 5 of the Canada Free Trade Agreement (“CFTA”) and Chapter 19 of the Comprehensive Economic Trade Agreement (“CETA”).

The RFP is available for download through the tender site,  www.Biddingo.com.
Documents are FREE to Biddingo subscribers.  Non-subscribers may purchase the documents for the price posted by Biddingo.   Estimated at: $214.53 
For information on obtaining a subscription to Biddingo to obtain the tender document, please go to www.biddingo.com .

Submissions must be in English only.
Address for final submission:  Shared Support Services Southeastern Ontario (3SO)
                                                1471 John Counter Blvd., Suite 402
                                                Kingston, ON   K7M 8S8
Submission Deadline*:           April 25, 2019; 13:00:00 hrs EDT local time
*Subject to change - any changes will be communicated through the RFP on Biddingo
There will be no public opening of submissions.

Description of the Procurement:

Please note – there may be references to sections of the RFP that are not included below, they are available in the RFP documents.  That includes any images.

The six (6) Healthcare Entities in the south east region, Brockville General Hospital, Kingston Health Sciences Centre, Lennox & Addington County General Hospital, Perth & Smiths Falls District Hospital, Providence Care Centre and Quinte Healthcare Corporation, are embarking on a clinical transformation journey to procure and implement a shared HIS Solution in accordance with this RFP. The HIS Solution will facilitate the provision of quality patient care in the south east region.

The six (6) Healthcare Entities have established a hospital cluster (“SE Hospital Cluster”) aligned with the Ontario Ministry of Health and Long-Term Care’s (Ministry) Hospital Information System (HIS) Renewal Advisory Panel’s recommendations. A cluster is defined as a group of hospitals that share an affinity (e.g. shared patient population or shared clinical specialization) and have partnered to support patients through the use of a common HIS instance.

Purpose of the RFP

The purpose of this RFP is to invite prospective proponents or bidders (“Proponents”) to submit their proposals (“Proposals”) for the provision of a HIS Solution including development, licensing, implementation, testing and ongoing maintenance and support of the HIS.

KHSC is Lead Hospital on its behalf and on behalf of all Healthcare Entities in the SE Hospital Cluster.

For clarity, under an arrangement reflected through their MOU, the SE Hospital Cluster would operate under a transparent governance structure to facilitate the efficient implementation and operation of the HIS Solution and otherwise to provide for clear communications with the Preferred Proponent.

All Proponents must submit a Proposal to provide a Lead Hospital Hosted Solution.

As an option, in addition to and not as a substitute for making a Proposal for a Lead Hospital Hosted Solution, each Proponent is also invited to offer a hosted model option for the HIS Solution, where any of the Proponent, a subcontractor, or another healthcare entity (including those in another LHIN or other healthcare region) hosts the HIS Solution (the “Hosted HIS Solution” or “Hosted HIS Option”) in lieu of Lead Hospital hosting on its own behalf. If another Healthcare Entity or hospital is to form part of its Proposal, then, whether for the Hosted HIS Option or otherwise, it is the obligation of such Healthcare Entity or hospital to ensure they comply with the requirements of the RFP in the same manner as the Proponent, for example, in respect of such hospital’s communications regarding the subject matter of this RFP. For clarity, for the Hosted HIS Solution, the HIS Solution must be hosted within a jurisdiction and in accordance with Ontario and Canadian.

Ultimately, any procurement of a HIS Solution by Lead Hospital will take into full consideration the recommendations and advice provided through the eHealth Investment and Sustainment Board under an Ontario Ministry eHealth strategy known as “eHealth 2.0”. Such recommendations and advice are intended to maximize the value of current and future HIS investments, while taking into account the need for hospitals to have cost-effective systems supporting the provision of quality care and the requirements of health care transformation. Overall, there is a focus on improving patient outcomes and value for money through collaboration and innovation – most notably, ensuring the correct foundation for connectivity and integrated care in support of Patients First: Ontario’s Action Plan for Health Care.

The issuance of this RFP represents one of the directions which the eHealth Investment and Sustainment Board believes Lead Hospital may proceed with, while concurrently considering other procurement options, such as a collaboration with another healthcare institution to use its HIS. It is SE Hospital Cluster’s intention to complete its assessment of these other procurement options prior to the Proposal Submission Deadline. If an alternative approach is determined to be the preferred approach then Lead Hospital may elect to cancel this RFP, or to hold it in abeyance with the Proposals not reviewed until those other procurement options have been rejected.

3SO is representing the SE Hospital Cluster as its Bid Administrator, and any rights or obligations of 3SO enumerated herein will be exercised on SE Hospital Cluster’s behalf and in the SE Hospital Cluster’s best interests.

Guiding Principles of this RFP

Guiding principles have been used by the SE Hospital Cluster to inform this RFP:
  • Client care: Preferred Proponent has a high philosophy to client care, resources to support enhancements as HIS Solution maturity grows and in general support for digital health adoption in patient care.
  • Clinician engagement: The RFP evaluation process needs to foster clinician engagement.
  • Usability: HIS Solution functionality and usability are paramount for SE Hospital Cluster to improve the clinical and patient experience.
  • Harmonization/standardization: HIS Solution modules and processes will be shared by the  Healthcare Entities in the SE Hospital Cluster.
  • Innovation and technology roadmap: An investment in information technology should have a lifetime of over 20 years, the selected technology platform and Preferred Proponent should be a technology leader and innovator and able to embrace the challenges of tomorrow.
  • Value for money: It is critical to consider value for money when selecting the Preferred Proponent. Preferred Proponents should provide price certainty for the duration of the implementation roll-outs.
  • Speed to value: Efficient path to enable additional functionality and to progress to a higher HIMSS level.
  • Reducing complexity: Preferred Proponent approach should reduce the complexity that exists with a regional initiative involving the Healthcare Entities’ varying needs.
  • Meeting needs: HIS Solution will strive to meet the needs of both the SE Hospital Cluster and individual Healthcare Entities.
  • Infrastructure housing: With respect to a Hosted HIS Option offered by the Preferred Proponent, if any, the SE Hospital Cluster is looking for options so that it will not be responsible for HIS infrastructure housing and is seeking a Preferred Proponent for the hosting services as an optional component of their Proposal.
  • Implementation rigour: Preferred Proponent has the capacity and processes to support change management and configurations that scale to multi-hospital onboarding.

Benefits of the HIS Solution

The SE Hospital Cluster is seeking a HIS Solution where the Proponent provides an implementation plan which will have the functionalities listed in the RFP Section 4.1.1, in productive use with HIMSS EMRAM level 6 in 63 months or less and across all Healthcare Entities in multiple phases. It is highly desirable that the HIS Solution has the demonstrated capability to then proceed to HIMSS EMRAM level 7 if so determined by the SE Hospital Cluster.

The SE Hospital Cluster has identified some benefits that are critical to achieve from the HIS Solution  and would want to work with the Preferred Proponent on achieving.

Underlying Principles to Benefits Realization
  • Benefits will evolve with healthcare system changes (e.g. clinical standards will continue to evolve in clinical pathways)
  • Metrics and analytics will enable continuous quality improvement throughout the transformation
  • Change management to ensure clinician/staff satisfaction is critical
  • Collaboration and relationships between regional partners is a core input to the transformation
Foundational Benefits of the HIS Solution
  • Safe and seamless transitions of care between hospital care and community care settings
  • Elimination of patient chart fragmentation (including information from ancillary devices such as monitors, pumps, dispensing units, etc.) leading to improved information access in a timely manner, from any location, and in multiple formats leading to eventual elimination of the paper chart  
Clinical Transformation Benefits Enabled by a HIS Solution
  • Increased clinical standardization (where standards exist) due to best practice protocols and pathways leading to improved health outcomes
  • Improved patient and patient family experience from improved quality of care, improved communication with clinicians, and access to own records leading to improved confidence in care
  • Reduction in medication errors decreasing adverse drug events
  • Reduction in preventable readmission rates
  • Improved patient self-management and education
  • Improved external referral management (to / from hospitals outside of regional HIS and to/from primary care physicians and/or other community clinicians)
  • Improved consult management (within the south east region)
  • Enhanced clinical decision support
  • Improved and standardized clinical documentation processes and tools leading to improved patient safety and enhanced clinician productivity
  • Reduction in duplicate and inappropriate diagnostic imaging and lab tests
Direct Benefits of a HIS Solution
  • Improved positive patient identification when performing diagnostics and/or medication administration
  • Decreased time required for order processing, order administration, and reviewing results
  • Enhanced metrics and ability to perform analytics

HIMSS EMRAM, Canada Health Infoway and eHealth Ontario Specifications

Healthcare Entities in the SE Hospital Cluster currently exhibit a wide range of maturities with HIS adoption HIMSS EMRAM ranging from 2.20 to 6.07. The SE Hospital Cluster has identified that a successful solution will be capable of delivering higher quality standards across the region. Specifically, a higher level of HIMSS EMRAM will deliver patient focused benefits such as personal health records and online patient portals. Alongside direct patient features, health professionals across the region will have advanced support to make clinical decisions and proactive care management. These benefits will extend into the community with the solution being capable of sharing data with community stakeholders to provide clinical intelligence not currently available with varying HIMSS levels.
The current HIMSS EMRAM scores for the SE Hospital Cluster are provided in Table 1.
The SE Hospital Cluster varies with respect to the degree of the electronic health record implemented at the 6 Healthcare Entities.
Table 1. Current HIMSS EMRAM Scores for the SE Hospital Cluster:
Lennox & Addington County General Hospital is certified by HIMSS as HIMSS level 6, however all of the other Healthcare Entities’ scores are the result of a self-assessment as of November 2017. None of these scores are reflective of the new standards that were implemented by HIMSS.
Hospital HIMSS EMRAM Score (out of 7)
Brockville General Hospital 2.36
Kingston Health Sciences Centre  2.20
Lennox & Addington County General Hospital 6.07
Perth & Smiths Falls District Hospital  3.07
Providence Care Centre 4.14
Quinte Healthcare Corporation  3.24

Patients, families, care providers and others currently experience several challenges within the health care system across the south east region.  The challenges include but are not limited to:
  • Lack of a single integrated patient record results in fragmentation of care between sites serving the same patient population.  This fragmentation results in a lack of care coordination across the LHIN. Improved care coordination could prevent:
    • Inadvertently missing an important data point from earlier in the patient’s care journey that would alter the care pathway selected;
    • Duplication and/or in testing and medication orders, potentially resulting in patient safety issues;
    • Unnecessary stress experienced by the patient and their family as a result of inconsistencies of information sharing between care providers;
  • Lack of standardized care process and the tools and data required to support standardization;
  • Patient health information is not available in a timely manner and when available is not in a standardized format with consistent baseline information;
  • Providers working across numerous organizations in the region encounter varying workflows and differing electronic systems that require unique training and understanding to leverage for providing care, resulting in inefficiencies
  • Some clinical support services including, but not limited to laboratory, pharmacy and diagnostic imaging currently function in isolation of each other and in cases are not integrated with other respective hospital systems. As a result, process and workflow differ, which can lead to variations of available information required for patient care;
  • Decision support staff must navigate a myriad of systems to analyse and provide the clinical, operational and financial data needed to monitor performance and identify areas for improvement. In this context, it is difficult to pull real-time information regarding outcomes related to  specific clinical pathways.  Without this information, clinicians cannot evaluate effectiveness and make adjustments based on how sub-populations are responding to treatment protocols.
The SE Hospital Cluster is committed to the advancement of the electronic health record and it is their intention to achieve Stage 7 for HIMSS EMRAM. To move the SE Hospital Cluster up this scale in a meaningful way will require significant attention to the change management approach to be proposed.

The SE Hospital Cluster is committed to investments that assist the six (6) Healthcare Entities in complying with architectural and interoperability standards, and Proponents are expected to meet these standards. Exhibit G of the RFP – eHealth Ontario and Canada Health Infoway Standards provides information related to interoperability criteria for EMR certification in Ontario and Canada.

RFP Scope and Deliverables

Overview of the RFP Scope

While Lead Hospital will accept Proposals from all Proponents, subject to the applicable Mandatory Requirements, scoring takes into consideration factors such as:
  • The ability of the HIS Solution to meet Clinical and Non-Clinical requirements stated in this RFP;
  • The ability to demonstrate differentiators, implementation approach, usability, information access, customization, analytics, and future functionality through responses provided to Strategic Questions;
  • The Proposal’s alignment with Ontario HIS Renewal;
  • The ability to demonstrate functionality of 2 Key Patient Journeys through live product demonstrations (identified in the RFP);
  • The ability to demonstrate in an Executive Presentation the following: relevant experience, functionality available, commitment to the SE Hospital Cluster, proposed approach and governance structure, roadmap and innovation agenda and alignment with eHealth 2.0 and Ontario HIS Renewal;
  • The ability to demonstrate functionality for specific modules or processes;
  • The ability to demonstrate functionality, usability, and efficiency of using the HIS Solution in the format of Functionality Demonstrations where a broad set of stakeholders across the SE Hospital Cluster will be able to test the Proponent’s HIS solution;
  • The experience of SE Hospital Cluster-selected references, if any, that demonstrate a Proponent’s positive working experience with their clients (e.g., meets quality, time, scope and budget expectations and is transparent with any changes);
  • The 10-year Net Present Value (NPV) for software development, licensing, maintenance and support, implementation, testing, interfaces and Lead Hospital hosting costs;
  • The ability to demonstrate certainty of price over time; and
  • The rate card for key roles from the Proponent.
While any Proponent may have sub-contractors that form part of the Proposal, Lead Hospital prefers that there only be one Proponent, i.e. Prime Proponent, and it is Lead Hospital’s preference that such Proponent be wholly responsible for the Proposal and for all obligations and liabilities that flow from the Proposal, including any agreement or agreements that may ultimately result from this procurement process.


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  • Computer Software
  • IT Consulting