[CLOSED] Department of Prisons Electronic Medical Record Web Services

Introduction

City of Philadelphia Office of Innovation and Technology (OIT), on behalf of Department Prisons (PDP), is seeking proposals from qualified vendors to develop web service interfaces between eClinicalWorks’ eClinicalWorks EHR (eCW), the City’s Electronic Medical Record (EMR) system, and PDP’s new Integrated Jail Management System (IJMS).  This project supports the City’s IJMS Project to replace PDP’s legacy Jail Management System.

Objectives

The objective associated with this opportunity is to develop and implement web services to be transmitted over HTTPS for the five IJMS EMR messages using HL7 specifications and interface logic that exists in the current production IJMS. These include:

  • ADT Inbound IJMS to eCW
  • ACT Inbound IJMS to eCW
  • ADT Outbound eCW to IJMS
  • SIU Outbound eCW to IJMS
  • ORU Outbound eCW to IJMS

The applicant will be expected to work with eCW and PDP to capture specific requirements associated with the messages above including but not limited to interface fields, transformations and business logic in a requirements document.  These messages are currently functioning in support of the legacy IJMS, Lock&Track.  The City already has resources aligned to reconfigure message endpoints for the new IJMS on the City’s middleware platform.  The City is seeking resources to develop the corresponding eCW-based interface engine for these messages.

Special Qualifications

eCW’s system is hosted remotely on a platform under its control.  To successfully accomplish the work described in this request, the applicant must be authorized by eCW to administrate this platform.  The City is a customer of eCW, but the City cannot provide this authorization.

Scope of Work

Software Setup (One-Time Cost – Initial Implementation)

  • Two (2) inbound to eCW interfaces (ACT and ADT inbound) and three (3) outbound from eCW interfaces (ADT, SIU and ORU outbound) – One Time Setup – Include breakdown of any subscriptions, licensing or other software costs.

Software Hosting (Recurring Annual Cost)

  • Provide the recurring cost of hosting any software external to the eCW environment that will be invoked to host these services. Include breakdown of any subscriptions, licensing or other recurring software costs.

Professional Services (Requirements Analysis & Information Gathering)

  • Provide the estimated hours, hourly rate, and subtotal for the initial consultation with City and eCW. The City will provide the necessary information to bring these parties together.
  • Provide the estimated hours, hourly rate, and subtotal for consulting and coordination with eCW and the City for configuration and testing of configured interfaces and development of Operations Manual that provides eCW with information required to manage the solution.

Deliverables and Time Frame

  1. Project kick off and Initial Consultation – Project Start + 1 week
    1. 1 hour call with City and eCW. Provide minutes.
  2. Business Requirements Document – Project Start + 3 weeks
    1. Document comprising functional and technical requirements for the five eCW messages
  3. Conditional Acceptance of Test results – Project Start + 10 weeks
    1. Milestone payment reflecting successful end-to-end testing of the messaging functionality
  4. Final Acceptance of solution / Operations Manual – Project Start + 14 weeks
    1. Milestone payment reflecting successful post implementation review of recurring daily data feed and final approval of Operations Manual for web services authored by applicant

Instructions

Please post all questions about this opportunity in the comments section.  The City will make an effort to respond to questions within one business day.

Your proposal should include a short description of your qualifications including written authorization from eCW to work on this project, experience with similar projects, an overview of your firm or organization and a brief description of your solution. You may include architectural diagrams of the proposed solution and URLs for any online examples you may have.  Please provide a fixed-fee Not-To-Exceed price for this project.  Please also include detailed breakdown reflecting: 1) an hourly rate and the number of hours associated with each required task, and other costs related to 2) subscriptions, 3) licensing and/or 4) cloud services if applicable.

Submissions should be sent to scott.strickler@phila.gov on or before Tuesday, January 31 at 12:00 pm EST.  Late submissions will not be considered. Please limit the size of the proposal document to a maximum of 30 pages.

Terms and Conditions

If an applicant is selected to perform this work, he or she may be asked to enter into a contract with the City.  Please see Miscellaneous Purchase Order Terms.pdf for the Terms and Conditions associated with this contract.

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8 comments on “[CLOSED] Department of Prisons Electronic Medical Record Web Services
  1. scott.strickler@phila.gov says:

    Q: I saw an advertisement for the RFP for the Department of Prisons Electronic Medical Record Web Services on Onvia and on this website: http://bigideasphl.com/2017/01/06/department-of-prisons-electronic-medical-record-web-services/. However, I do not see the RFP listed on http://www.phila.gov/bidsonline/SSEBidOpportunities.aspx. Could you please direct me to the site where I can download the documents?

    A: The City does not plan to issue a formal RFP for this opportunity, as the projected value of the associated Professional Services contract is less than $32,000. This allows the City to pursue a Miscellaneous Purchase Order (MPO) for the work required. To meet competitive requirements, the City still requires departments solicit multiple proposals, which is why you see the posting on BigIdeas. There are no additional documents other than the posting and the terms and conditions document.

  2. SmartIMS says:

    Hi Scott,
    Thank you for the detailed opportunity description. We have a list of questions for you, please see them below. I apologize for the number of questions, but this information will help us provide a more detailed breakdown and accurate effort estimates.
    Thank you,
    Jennifer

    RE: Scope of Work
    1) Do we only need to provide a communication channel to send messages between IJMS and eCW?
    2) Does the current prod IJMS system generate HL7 messages that can be imported by eCW?
    3) If not, do we have to create HL7 messages (eCW Complaint format) by reading data from the IJMS System?
    RE: Objectives – “The City is seeking resources to develop the corresponding eCW-based interface engine for these messages.”
    1) Considering that interface engines can do so much more than just provide communication between two different EMR systems; can you please clarify and/or confirm if you are only expecting the resources to develop the corresponding eCW-based interface between IJMS and eCW, for messaging? Or are there expectations for additional uses, such as – Converting the HL7 message from the IJMS format to an eCW compatible format, and/or Providing communication between two different EMR systems (SFTP/FTP/HTTPS/FILE READER/WEB API).
    RE: Additional General Questions
    1) How does the existing Legacy IJMS communicate with eCW?
    2) Can you share sample messages, URLs, communication protocols and formats that are used in the existing Legacy Systems?
    3) What is the complexity built into the existing system(s)?
    4) Do we have to interface with any other external system for message translation?
    5) Can we get a copy of the existing logic and the process for analysis?
    6) Do we need to rely on any native components or software modules for the message translation?
    7) What are the ‘source’ and ‘target’ message formats for the new interface engine that is to be built for this initiative?
    8) What is the current transaction volume?
    9) On which platform does the existing Legacy System’s business logic operate?

    • scott.strickler@phila.gov says:

      Thank you for your interest! We’ll try to get you at least a partial list of responses within 24 hours.

      • scott.strickler@phila.gov says:

        1) Do we only need to provide a communication channel to send messages between IJMS and eCW?
        There is likely more to do than simply providing a channel. The City cannot provide detail about what happens at the eCW endpoint, but there may be a tasks involving channel adapter configuration, transformation, etc. This information is proprietary to eCW. Applicants who receive the necessary authorization and access from eCW should be able to get this information.

        2) Does the current prod IJMS system generate HL7 messages that can be imported by eCW?
        Yes

        3) If not, do we have to create HL7 messages (eCW Complaint format) by reading data from the IJMS System?
        There are already resources aligned to configure messaging (for both inbound and outbound messages) on the City endpoint.

        RE: Objectives – “The City is seeking resources to develop the corresponding eCW-based interface engine for these messages.”

        1) Considering that interface engines can do so much more than just provide communication between two different EMR systems; can you please clarify and/or confirm if you are only expecting the resources to develop the corresponding eCW-based interface between IJMS and eCW, for messaging? Or are there expectations for additional uses, such as – Converting the HL7 message from the IJMS format to an eCW compatible format, and/or Providing communication between two different EMR systems (SFTP/FTP/HTTPS/FILE READER/WEB API).
        The City expects the applicant to develop the corresponding eCW-based interface between IJMS and eCW. While the format of messages inbound to eCW from IJMS will be HL7, the City cannot guarantee that no transformation/translation will be required for eCW to consume them, as the City does not have detailed information about how eCW’s endpoint is configured.

        RE: Additional General Questions

        1) How does the existing Legacy IJMS communicate with eCW?
        TCP/IP

        2) Can you share sample messages, URLs, communication protocols and formats that are used in the existing Legacy Systems?
        No

        3) What is the complexity built into the existing system(s)?
        Unknown

        4) Do we have to interface with any other external system for message translation?
        Unknown

        5) Can we get a copy of the existing logic and the process for analysis?
        No

        6) Do we need to rely on any native components or software modules for the message translation?
        Unknown

        7) What are the ‘source’ and ‘target’ message formats for the new interface engine that is to be built for this initiative?
        The messages are formatted per HL7 standards for ADT, SIU and ORU message types.

        8) What is the current transaction volume?
        The City is researching this and will report when we have facts to present.

        9) On which platform does the existing Legacy System’s business logic operate?
        Lock&Track operates on OpenVMS with Oracle RDB

  3. SmartIMS says:

    Hi Scott,
    We have another question on this opportunity; this is in regard to the ‘Deliverables and Time Frame’ section listed above.

    Deliverable #3 is for testing and it’s 10 weeks out from the project start. Deliverable #4 is for final acceptance and Operations manual, but is only listed as 7 weeks out from the project start.

    Can you clarify if that’s an error and if so, what it should be?

    Considering that final acceptance would occur after testing we expect it would more likely be planned for ‘project start +12 or +14 weeks’.

    Can you clarify?

    Thank you,
    Jennifer

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