State of Utah
Bid PR14018
Solicitation PR14018
Design, Development/Replacement of UDOH Mortalityrelated Systems
Bid designation: Public
State of Utah
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State of Utah
Bid PR14018
Bid PR14018 Design, Development/Replacement of UDOH Mortality-related Systems Bid Number
PR14018
Bid Title
Design, Development/Replacement of UDOH Mortality-related Systems
Bid Start Date
Nov 25, 2013 11:21:49 AM MST
Bid End Date
Jan 10, 2014 11:00:00 AM MST
Question & Answer Dec 19, 2013 11:00:00 AM MST End Date Bid Contact
Pam Rugg Purchasing Agent State of Utah 801-538-3232
[email protected]
Contract Duration 2 years Contract Renewal Not Applicable Prices Good for
2 years
Bid Comments
"NOTE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a701-711." All Questions MUST be SUBMITTED in BidSync. Answers will be posted in BidSync.
Item Response Form
Item
PR14018-01-01 - PR14018 design, Development/Replacement of UDOH Mortality-related Systems
Quantity
1 each
Unit Price Delivery Location State of Utah No Location Specified Qty 1
Description "NOTE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711." All Questions MUST be SUBMITTED in BidSync. Answers will be posted in BidSync.
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State of Utah
Bid PR14018
State of Utah Request for Proposal
Legal Company Name (include d/b/a if applicable)
Federal Tax Identification
State of Utah Sales Tax ID
Number
Number
Ordering Address
City
State
Zip Code
Remittance Address (if different from ordering address)
City
State
Zip Code
Type
Company Contact Person
b c d e f g
b c d e f g
b c d e f g
b c d e f g
Corporation
Partnership
Proprietorship
Government
Telephone Number (include area code)
Fax Number (include area code)
Company =s Internet Web Address
Email Address
Discount Terms (for bid purposes, bid discounts less than 30
Days Required for Delivery After Receipt of Order (see
days will not be considered)
attached for any required minimums)
Offeror = s Authorized Representative= s Signature
Date
Type or Print Name
Position or Title
NOTICE When 11:23 submitting 11/25/2013 AM a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the p. 3 response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed in order to place
State of Utah
Bid PR14018
NOTICE When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed in order to place an offer: A. Login to www.bidsync.com; B. Locate the bid (solicitation) to which you are responding; a. Click the “Search” tab on the top left of the page; b. Enter keyword or bid (solicitation) number and click “Search”; C. Click on the “Bid title/description” to open the Bid (solicitation) Information Page; D. “View and Accept” all documents in the document section; E. Select “Place Offer” found at the bottom of the page; F. Enter your pricing, notes, other required information and upload attachments to this page; G. Click “Submit” at the bottom of the page; H. Review Offer(s); and I. Enter your password and click “Confirm”. Note that the final step in submitting a response involves the supplier’s acknowledgement that the information and documents entered into the BidSync system are accurate and represent the supplier’s actual proposal, quote or bid. This acknowledgement is registered in BidSync when the supplier clicks “Confirm”. BidSync will post a notice that the offer has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Be aware that entering information and uploading documents into BidSync may take considerable time. Please allow sufficient time to complete the online forms and upload documents. Suppliers should not wait until the last minute to submit a response. It is recommended that suppliers submit responses a minimum of 24 hours prior to the closing deadline. The deadline for submitting information and documents will end at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will not be accepted. Responses submitted in BidSync are completely secure. No one (including state purchasing staff) can see responses until after the deadline. Suppliers may modify or change their response at any time prior to the closing deadline. However, all modifications or changes must be completed and acknowledged (Confirm) in the BidSync system prior to the deadline. BidSync will post a notice that the modification/change (new offer) has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Utah Code 46-4-402(2) Unless otherwise agreed between a sender (supplier) and the recipient (State Purchasing), an electronic record is received when: (a) it enters an information processing system that the recipient has designated or uses for the purpose of receiving electronic records or information of the type sent and from which the recipient is able to retrieve the electronic record; and (b) it is in a form capable of being processed by that system. REQUEST FOR PROPOSAL - INSTRUCTIONS AND GENERAL PROVISIONS 1. SUBMITTING THE PROPOSAL: (a) The Utah Division of Purchasing and General Services (DIVISION) prefers that proposals be submitted electronically. Electronic proposals may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) (www.bidsync.com) until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their proposal reaches BidSync before the closing date and time. There is no cost to the supplier to submit Utah’s electronic proposals via BidSync. (b) Electronic proposals may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the proposal directly to the DIVISION in writing: The proposal must be signed in ink, sealed, and delivered to the Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, UT 84114-1061 by the "Due Date and Time.” The "Solicitation Number" and "Due Date" must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item offered. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing offer. Unit price will govern, if there is an error in the extension. Written offers will be considered only if it is submitted on the forms provided by the DIVISION. (d) Proposals, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with the Utah Procurement Rules, section R33-3-209. (e) Facsimile transmission of proposals to DIVISION will not be considered. 2. PROPOSAL PREPARATION: (a) Delivery time of products and services is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by the DIVISION. If the supplier lists a trade name and/or catalog number in the offer, the DIVISION will assume the item meets the specifications unless the offer clearly states it is an alternate, and describes specifically how it differs from the item specified. All offers must include complete manufacturer=s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) Incomplete proposals may be rejected. (d) Where applicable, all proposals must include complete manufacturer=s descriptive literature. (e) By submitting the proposal the offeror certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices offered are correct. (f) This proposal may not be withdrawn for a period of 60 days from the due date. 3. FREIGHT COST: Suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid. 11/25/2013 11:23 AM p. 4 4. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions
when: (a) it enters an information processing system that the recipient has designated or uses for the purpose of receiving electronic records or information of the type sent and from which the recipient is able to retrieve the electronic record; and (b) it is in a form capable of being processed State of Utah Bid PR14018 by that system. REQUEST FOR PROPOSAL - INSTRUCTIONS AND GENERAL PROVISIONS 1. SUBMITTING THE PROPOSAL: (a) The Utah Division of Purchasing and General Services (DIVISION) prefers that proposals be submitted electronically. Electronic proposals may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) (www.bidsync.com) until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their proposal reaches BidSync before the closing date and time. There is no cost to the supplier to submit Utah’s electronic proposals via BidSync. (b) Electronic proposals may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the proposal directly to the DIVISION in writing: The proposal must be signed in ink, sealed, and delivered to the Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, UT 84114-1061 by the "Due Date and Time.” The "Solicitation Number" and "Due Date" must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item offered. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing offer. Unit price will govern, if there is an error in the extension. Written offers will be considered only if it is submitted on the forms provided by the DIVISION. (d) Proposals, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with the Utah Procurement Rules, section R33-3-209. (e) Facsimile transmission of proposals to DIVISION will not be considered. 2. PROPOSAL PREPARATION: (a) Delivery time of products and services is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by the DIVISION. If the supplier lists a trade name and/or catalog number in the offer, the DIVISION will assume the item meets the specifications unless the offer clearly states it is an alternate, and describes specifically how it differs from the item specified. All offers must include complete manufacturer=s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) Incomplete proposals may be rejected. (d) Where applicable, all proposals must include complete manufacturer=s descriptive literature. (e) By submitting the proposal the offeror certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices offered are correct. (f) This proposal may not be withdrawn for a period of 60 days from the due date. 3. FREIGHT COST: Suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid. 4. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions submitted through BidSync shall be considered addenda to the solicitation documents. Bidders are cautioned not to consider verbal modifications. 5. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their offer which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the offer. Each request for non-disclosure must be made by completing the “Confidentiality Claim Form” located at: http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc with a specific justification explaining why the information is to be protected. Pricing and service elements of any proposal will not be considered proprietary. All material becomes the property of the DIVISION and may be returned only at the DIVISION 's option. 6. BEST AND FINAL OFFERS: Discussions may be conducted with offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of assuring full understanding of, and responsiveness to, solicitation requirements. Prior to award, these offerors may be asked to submit best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by a competing offeror. 7. SAMPLES: Samples of item(s) specified in this offer, brochures, etc., when required by the DIVISION, must be furnished free of expense to the DIVISION. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the offeror's expense. 8. AWARD OF CONTRACT: (a) The contract will be awarded with reasonable promptness, by written notice, to the responsible offeror whose proposal is determined to be the most advantageous to the DIVISION, taking into consideration price and evaluation factors set forth in the RFP. No other factors or criteria will be used in the evaluation. The contract file shall contain the basis on which the award is made. Refer to Utah Code Annotated 65-56-408. (b) The DIVISION may accept any item or group of items, or overall best offer. The DIVISION can reject any or all proposals, and it can waive any informality, or technicality in any proposal received, if the DIVISION believes it would serve the best interests of the DIVISION. (c) Before, or after, the award of a contract the DIVISION has the right to inspect the offeror's premises and all business records to determine the offeror's ability to meet contract requirements. (d) The DIVISION will open proposals publicly, identifying only the names of the offerors. During the evaluation process, proposals will be seen only by authorized DIVISION staff and those selected by DIVISION to evaluate the proposals. Following the award decision, all proposals become public information except for protected information (see number 5 above). A register of proposals and contract awards are posted at http://purchasing.utah.gov/vendor/bidtab.html. (e) Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (f) Multiple contracts may be awarded if the DIVISION determines it would be in its best interest. 9. DEBRIEFING OF UNSUCCESSFUL OFFERORS: State Purchasing does not conduct face to face or teleconference debriefings. All debriefings are to be conducted in writing. A debrief request must be submitted in writing to the Purchasing Agent within seven (7) calendar days of the award notification or rejection notification made through written correspondence or posted on BidSync. The debrief response will be limited to critiquing the strength/weakness of an offeror’s proposal based on the evaluation criteria. The debriefing is intended as a courtesy to offerors, providing feedback to be used for future opportunities. Comparisons between proposals or evaluations of other proposals will not be allowed. 10. DIVISION APPROVAL: Contracts written with the State of Utah, as a result of this proposal, will not be legally binding without the written approval of the Director of the DIVISION. 11. DEBARMENT: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by the DIVISION. 12. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. The State of Utah also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation. 13. GOVERNING LAWS AND REGULATIONS: All State purchases are subject to the Utah Procurement Code, Title 63 Chapter 56 U.C.A. 1953, as amended, and the Procurement Rules as adopted by the Utah State Procurement Policy Board. These are available on the Internet at www.purchasing.utah.gov. By submitting a bid or offer, the bidder/offeror warrants that the bidder/offeror and any and all supplies, services equipment, and construction purchased by the State shall comply fully with all applicable Federal and State laws and regulations, including applicable licensure and certification requirements. 14. SALES TAX ID NUMBER: Utah Code Annotated (UCA) 59-12-106 requires anyone filing a bid with the state for the sale of tangible personal property 11/25/2013 11:23 AM or any other taxable transaction under UCA 59-12-103(1) to include their Utah sales tax license number with their bid. For p. 5 information regarding a Utah sales tax license see the Utah State Tax Commission’s website at www.tax.utah.gov/sales. The Tax Commission is
1953, as amended, and the Procurement Rules as adopted by the Utah State Procurement Policy Board. These are available on the Internet at www.purchasing.utah.gov. By submitting a bid or offer, the bidder/offeror warrants that the bidder/offeror and any and all supplies, services State Utah Bid PR14018 equipment, and construction purchased by the State shall comply fully withofall applicable Federal and State laws and regulations, including applicable licensure and certification requirements. 14. SALES TAX ID NUMBER: Utah Code Annotated (UCA) 59-12-106 requires anyone filing a bid with the state for the sale of tangible personal property or any other taxable transaction under UCA 59-12-103(1) to include their Utah sales tax license number with their bid. For information regarding a Utah sales tax license see the Utah State Tax Commission’s website at www.tax.utah.gov/sales. The Tax Commission is located at 210 North 1950 West, Salt Lake City, UT 84134, and can be reached by phone at (801) 297-2200. (Revision Date: 11 SEPT 2013 - RFP Instructions)
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State of Utah
Bid PR14018
REQUEST FOR PROPOSAL Design, Development and Replacement of Utah Department of Health Mortalityrelated Systems Solicitation # PR14018 PURPOSE OF REQUEST FOR PROPOSAL (RFP) The purpose of this request for proposal is to enter into a contract with a qualified firm or firms to design, develop, test, and implement one or more component systems in a comprehensive architecture to support mortality and end-of-life functions in the Utah Department of Health. Component systems include a shared services platform, electronic death registration system, medical examiner data system, and integration of an existing electronic registry for end-of-life care wishes. It is anticipated that this RFP may result in a contract award to multiple contractors. This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement. BACKGROUND This RFP is to solicit proposals for integration and/or replacement of three existing systems in the Utah Department of Health (UDOH). The three systems include the Electronic Death Entry Network (EDEN), Utah Medical Examiners Database (UMED), and the electronic Physician Orders for Life-Sustaining Treatment (ePOLST) registry. UMED and EDEN will need to be replaced and ePOLST will need to be integrated into the common architecture. Detailed descriptions of each existing system are provided below. System Name: Electronic Death Entry Network (EDEN) RFP Requirement for System: Replace System Purpose: EDEN is an electronic death registration system that allows user to register death certificates electronically. Death certificates are important legal documents that establish the date, cause, and other characteristics of death for legal and public health purposes. Key users include funeral directors, physicians, local and state health department officials who each have a role in the registration of a death certificate. Technical Architecture: EDEN is a web-based program deployed in a Linux-ApacheMySQL-PHP (LAMP) environment. EDEN also allows certain physicians to certify cause of death through their electronic medical record (EMR) systems. EMR death certifications are sent using HL7 v2x messages to a secure UDOH gateway where they are placed into a holding table and eventually merged into EDEN. Page 1 of 70
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State of Utah
Types and number of users: User Type Number Funeral Director 534
Physician or RNP
918
Physician Office Staff Medical Examiners (OME and Deputy ME) Local Health Department Staff State Health Department Staff Research
104 27
105 33 32
Bid PR14018
Role Enter decedent, demographic information, disposition information, coordinate all aspects of death registration Enter information on cause and manner of death Assist in the data entry and management of physician death certifications Enter information on cause and manner of death for all deaths falling under the jurisdiction of the State Medical Examiner Register death certificates for deaths occurring in their jurisdictions Overall management of EDEN, user management UDOH epidemiology program staff with read-only access
Other: The current version of EDEN provides a user interface (UI) with a subset of EDEN functionality specifically for physicians, called EdenMD. EdenMD was designed to be limited to a single page with clear instructions, no learning curve, and was tested for usability with physicians who rarely certify death certificates. Please note specific requirements for the user interface in the EDEN requirements listed in Appendix B. EDEN implements the Online Verification System (OVS), a java component that verifies social security numbers obtained in the death registration process with the Social Security Administration. System Name: Electronic Physician Orders for Life Sustaining Treatment (ePOLST) Registry RFP Requirement for System: Integrate System Purpose: The purpose of ePOLST is to provide a system for physicians and their staff to document a patient’s end-of-life wishes under the POLST paradigm, and for emergency medical services (EMS) workers to search, identify and honor those wishes in an emergency. Technical Architecture: ePOLST is a web-based program deployed in a LinuxApache-MySQL-PHP (LAMP) environment. Types and number of users: User Type Number Role Physicians 918 Complete and activate ePOLST records Physician Staff 104 Assist in completion of ePOLST, cannot activate State Health 33 Administration of ePOLST program Department Staff Page 2 of 70
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State of Utah
EMS workers
400+ (estimate)
Bid PR14018
Search only access to ePOLST registry
System Name: Utah Medical Examiner Database (UMED) RFP Requirement for System: Replace System Purpose: The purpose of UMED is to provide a comprehensive system for management, reporting, archiving and retrieving all information related to medico-legal death investigations in Utah. Technical Architecture: UMED is a web-based program deployed in a Linux-ApacheMySQL-PHP (LAMP) environment. UMED is closely coupled with EDEN and is hosted from the same platform as EDEN. Types and number of users: User Type Number Role Medical Examiners 7 OME MDs perform autopsies and all aspects of death investigations Deputy Medical 20 Remote from OME, in rural parts of state Examiners OME Staff 33 OME Administrative functions, reporting, assistance with death investigations Field Investigators 74 Investigators remote from OME Super 11 Investigators employed at OME Investigators ISSUING OFFICE AND RFP REFERENCE NUMBER The State of Utah Division of Purchasing is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Department of Technology Services for the Utah Department of Health. The reference number for the transaction is Solicitation # PR14018. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP. SUBMITTING YOUR PROPOSAL NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the purchasing agent prior to the closing date and time for submission of the proposal. Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration. The preferred method of submitting your proposal is electronically through BidSync (formerly RFP Depot.) However, if you choose to submit hard copies, one original and six identical copies of your proposal must be received at the State of Utah Division of Page 3 of 70
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State of Utah
Bid PR14018
Purchasing, 3150 State Office Building, Capitol Hill, PO Box 141061, Salt Lake City, Utah 84114-1061. When submitting a proposal electronically through BidSync, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system. Electronic proposals may require uploading of electronic attachments. BidSync’s site will accept a wide variety of document types as attachments. However, the State of Utah is unable to view certain documents. Therefore, you MAY NOT submit documents that are embedded (zip files), movies, wmp, and mp3 files. All documents must be attached as separate files. Cost will be evaluated independent from the technical proposal, and as such, is to be submitted separate from the technical proposal. Failure to submit cost separately may result in your proposal being determined non-responsive. Inclusion of any cost or pricing data within the technical proposal may also result in your proposal being determined non-responsive. LENGTH OF CONTRACT The Contract resulting from this RFP will be for a period of: two (2) years. The State of Utah reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract. PRICE GUARANTEE PERIOD All pricing must be guaranteed for 1 year. Following the guarantee period, any request for price adjustment must be for an equal guarantee period, and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing. The State will be given the immediate benefit of any decrease in the market, or allowable discount. STANDARD CONTRACT TERMS AND CONDITIONS "NOTE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of Page 4 of 70
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State of Utah
Bid PR14018
63G-6a-701-711." Any contract resulting from this RFP will include but not be limited to the State of Utah Standard Information Technology Terms and Conditions (see Attachment A). Exceptions and or additions to the State Standard Terms and Conditions are strongly discouraged. Exceptions and additions to the Standard Information Technology Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document. The State retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the State, negotiations could result in excessive costs to the state, or could adversely impact existing time constraints. In a multiple award, the State reserves the right to negotiate exceptions to terms and conditions based on the offeror with the least to the most exceptions taken. Contracts may become effective as negotiations are completed. If negotiations are required, contractor must provide all documents in WORD format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations. QUESTIONS All questions must be submitted through BIDSYNC. Answers will be given via the BIDSYNC site. DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION) An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. PROTECTED INFORMATION The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that: the following records are protected if properly classified by a government entity: Page 5 of 70
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State of Utah
Bid PR14018
(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-309 (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and (c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-309; ***** (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed; ....
GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the offeror must: 1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the state, and 2. Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)). 3. Submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.” A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at: http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such. To ensure the information is protected, you must include all protected information in Section 4 of the proposal response. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the State of Utah. All materials submitted become the property of the state of Utah. Materials may be Page 6 of 70
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State of Utah
Bid PR14018
evaluated by anyone designated by the state as part of the proposal evaluation committee. Materials submitted may be returned only at the State's option. DETAILED SCOPE OF WORK EDEN, UMED, and ePOLST are three separate systems in the Utah Department of Health, each with a different administrative purpose, users, and goals. However, the three systems share many common users and data elements, and need to share information. For example, a person in end-of-life care may have his or her treatment wishes documented in the ePOLST Registry. When that person dies, the facts and causes of death are reported to EDEN by the appropriate physician and funeral director. Many physicians who use ePOLST for end-of-life care are the same physicians who frequently use EDEN to complete death certificates. In addition, the ePOLST system needs to be aware of the death so that it can inactivate the ePOLST record and flag the individual as deceased. Depending on circumstances of the death, the Office of the Medical Examiner (OME) may need to review and investigate the death, documenting details of the investigation in UMED. OME investigators need access to EDEN and ePOLST records as part of their investigation. The overlapping user communities and shared information needs among these three systems indicates the need for horizontal integration, single sign-on, a common data format and other feasible integration. Proposals will be considered separately for the Shared Services Platform (SSP) and for the component systems (EDEN, UMED, ePOLST integration). A separate proposal, including a cost proposal, must be submitted for each component system for which a bid is submitted. Offerors do not need to submit a proposal for all component systems identified in this RFP, and all proposals for component systems will be evaluated independently. Proposals may include a commercial off the shelf solution (COTS), a custom solution, or a combination of both. A. Purpose of Contract The purpose of this contract is to: Provide for detailed design, development and implementation of an integrated architecture to support modular integration and shared services (Shared Services Platform) to support the UDOH mortality-related systems EDEN, UMED, and ePOLST. 1. For each component system (SSP, EDEN, UMED) design, develop and implement: a. b. c. d.
A database design. A technical specification for the system. All reports necessary for the operation of the system. Develop, test and install the system in Utah Department of Health.
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e. Provide secure means for data collection, storage, retrieval and manipulation. f. Provide mechanisms for storage, backups, import and export of data. g. Provide methods for integrating with existing external system in use within the jurisdictions. 2. For ePOLST integration, design and develop a solution to integrate the existing ePOLST application into the SSP. B.
Scope This project will be completed in phases with Phase I, development and installation of SSP necessarily occurring first. Installation of component systems may occur in any order or simultaneously depending on resource availability and at the discretion of the State. 1. 2. a. b. c.
Phase I: Development and Installation of SSP Phase II: Development and Installation of Component Systems Phase IIa: Development and Installation of EDEN. Phase IIb: Development and Installation of UMED Phase IIc: ePOLST integration with SSP
To ensure production viability and a smooth transition of the system from the selected vendor over to State staff, the State has the following requirements for each phase of this project: 1. The selected vendor(s) will be required to commit fully qualified professional resources to all phases of the project; the State reserves the right to approve or reject key personnel (project leadership) who may have responsibility with the project. 2. To ensure the security and confidentiality of information contained in these systems, every project participant will be required to sign a confidentiality and non-disclosure agreement with the State. 3. The State will assign/delegate a project manager to the project. The project manager will be allocated appropriately, have appropriate qualifications, and serve as the State’s primary contract with the selected vendor’s project manager. 4. The State expects that the selected vendor will plan and execute an iterative development cycle that will deliver a production and pilot-ready system. The State expects to follow this general plan for each phase:
First iteration: Project startup, analysis, and project planning.
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Iterations: Specific analysis (as necessary and appropriate), development, delivery, and acceptance plan. Beta/user acceptance within later iterations: Open user access, mock data, user feedback. Final candidate cycle: State-run acceptance of completed system. Live Pilot: Live use of a fully completed and accepted system by State and other vested-interest users.
The State expects the first iteration to include sessions whereby detailed information and clarification of any requirements will be exchanged. The State expects that the selected vendor will deliver a complete, detailed project plan and schedule that will be approved by the State and used to guide and direct each iteration of the project. The State understands and accepts that the nature of an iterative project methodology means the detailed project plan and schedule will change throughout the project lifecycle and that analysis and design activities will occur per iteration.
C. Common Requirements The selected vendor will be required to establish, configure, and maintain the application within UDOH’s following environments and in accordance with the standards for those environments: development testing/training pilot/live (production) These environments will be established within the State of Utah’s IT (Information Technology) environment on server hardware supplied by the State. Do not include server hardware in your cost proposals. The selected vendor will be required to completely configure all aspects of the testing and training environments per State needs and in conjunction with State input. UDOH standard IT environment technologies are listed below; the State will account for all user licenses for the products identified below. Vendors must not include the cost of licenses for these products in their proposals. The cost of licenses for all other software or third party products or technologies that will be included in a proposed solution must be specified in the cost proposal form and will be factored into the cost proposal evaluation. The State will not provide or otherwise reimburse for licenses of products required to develop any proposed solution. By submitting a proposal for any component(s), offeror agrees to provide the functional requirements stated in the attached appendices. If the offeror cannot provide the functional requirements identified, these deficiencies must be addressed in the proposal. Page 9 of 70
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Appendix A contains specific functional requirements for the SSP and for ePOLST integration. Appendix B contains specific functional requirements for EDEN. Appendix C contains specific functional requirements for UMED. The following requirements are applicable across all subsystems: 1. Technical Standards, Guidelines and Requirements The following are some of the technical standards and requirements for component systems as proposed by NAPHSIS, NCHS, SSA, and others. Proposals should address considerations for the following standards, or other proposed standards, as applicable: i. NAPHSIS EDR Standards and Guidelines (Please see the NAPHSIS Members Intranet at www.naphsis.org to review the EDR Standards and Guidelines) ii. SSA Recommendations for Reporting of Death (Please see the SSA website at www.ssa.gov) iii. Jurisdictional Technology Standards for Utah (dts.utah.gov) iv. NCHS Standards for Data Edits (Please see the NCHS website at www.cdc.gov/nchs/vital_certs_rev.htm to review the data edits) v. Interface Requirements vi. OVS Requirements Document (Please see the NAPHSIS Members Intranet at www.naphsis.org to review the requirements for the online verification of social security numbers) vii. Reports Requirements viii. Terminology and vocabulary standards for internal and external data storage and communication ( LOINC, SNOMED, PHINVADS, HL7) 2. Deliverables The vendor will be asked to submit several deliverables as part of the project. A draft list is presented here. All deliverables will be reviewed, tested, and approved by the project team assigned by the State. The deliverables should include description of the processes used by the vendor to manage development and change to their products. The deliverables should also include the development methodology (to be) used by the vendor. All design, development, coding, testing, and deployment must conform to UDOH Standards for change management. An agreed-upon set of project artifacts must be made available to the State regularly (weekly), and housed in the project artifacts database located on State-provided server space. The selected vendor will also be required to setup the project artifacts repository as resides on the State’s IT infrastructure. Page 10 of 70
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Artifacts may include, but are not limited to, the following: i. Project Kickoff Meeting minutes with relevant stakeholders for each phase of the project. ii. A Detailed Assessment of the Vendor’s Product with respect to Functional Requirements – This deliverable applies only to those vendors that have a ready-made product. iii. Work Plans iv. Status Reports (to include a statement of progress and outstanding issues along with an updated project plan) v. Enhanced Requirements Document vi. Application Security, Data and Database Security Plan vii. High-Level System Design Document (to include system components, how they will interact, the resources to operate it, etc.) viii. Detailed Design Document (to include all program, data and operational hardware and software components as well as the enumeration of all business processes affecting the performance of the component system, all RUP components, etc.) ix. Software Development Plan (including the tools, resources and time commitment for the vendor as well as the jurisdiction) x. Software Testing Plan (including the tools, resources and time commitment for the vendor as well as the jurisdiction) xi. System Implementation Plan (including the tools, resources and time commitment for the vendor as well as the jurisdiction) xii. Historical Data Migration Plan (including the tools, resources and time commitment for the vendor as well as the jurisdiction) xiii. Training Plan (including the resources and time commitment for the vendor as well as the jurisdiction) xiv. Disaster Recovery Plan (including the tools and resources for the vendor as well as the jurisdiction) xv. System Documentation 1. End-User Manual(s) 2. System Administrator Manual(s) (including backup/recovery management, archival/restore management, etc.) 3. Warranty 4. Maintenance/Support 5. Help-Desk Support xvi. System Management xvii. Submission Requirements The submission requirements specify the format, schedule (for plans, system documents and manuals) and frequency (for status updates) of the deliverable submission as well as the contacts and approval mechanism. These requirements should state the desired schedule, durations and dates for the receipt and approval of various deliverables, either in absolute (e.g. July 30, 2015) or relative (e.g. 30 days from the commencement of the project) terms. Page 11 of 70
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3. Project Plan The project plan to be submitted by the vendor shall be an exhaustive project management plan. The project plan should clearly identify all the deliverables that will be submitted at every checkpoint. The plan shall be evaluated by the evaluation committee prior to as well as during the life of the project. The plan can be enhanced, modified and re-baselined by the project manager with the explicit permission of the UDOH project team. The project plan should include: i. ii. iii. iv. v.
Work Breakdown Structure Timeline Risk assessment Resources Security risk assessment and Security Plan
5. Security Requirements Utah’s Vital Statistics Act (Title 26, Chapter 2) restricts the disclosure of vital records, including death certificates, to individuals with a direct, tangible and legitimate interest. The Medical Examiner Act (title 26, Chapter 4) places restrictions on access to highly sensitive death investigation information collected by the OME. HIPAA and other Federal privacy regulations apply to information contained in ePOLST records. Vendor solutions must provide a minimum HIPAA level of privacy and security controls and must address database security, user access controls, network security and risk management. Regular meetings with the State will help to ensure that the application meets all security requirements and can be supported in the UDOH IT network environment. EDEN, UMED and ePOLST data are classified as highly sensitive, confidential, and restricted information. Proposals must manage and protect the Utah APCD data and its applications, systems, and electronic transmissions according to the requirements and safeguards specified in state law and Attachment B, Utah Department of Health (UDOH) Privacy and Security Terms and Conditions For Contracts of Center for Health Data and Informatics. The POLICIES are best practices based on the NIST security controls and HIPAA Privacy and Security Rules. An awardee under this RFP agrees to develop and implement within 30 days of the effective date of a contract, appropriate safeguards as are necessary to prevent the use or disclosure of Protected Information other than as permitted by the contract. Selected contractors shall maintain a comprehensive written information privacy and security system plan that includes administrative, technical, and physical safeguards as defined in Attachment B. Selected contractors shall submit evidence of successful completion of SOC-2 audit, in accordance with SSAE-16, which is to be conducted by a third-party AICPA SOCqualified auditor on an annual basis.
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Bid PR14018
PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS Proposal Requirements
A separate proposal, including a cost proposal, must be submitted for each component system for which a bid is submitted. (SSP, EDEN, ePOLST, UMED) Proposals must be limited to 12 pages each.
To facilitate evaluation, each proposal is to provide the following information, clearly separated in section per number item below: Item 1: Vital Records, Medical Examiner, or public health Enterprise Project Experience: Describe your organization’s experience with public health applications and solutions, specifically related to vital records or medical examiner systems; if you have an existing solution that you propose to deliver/modify, include a listing of modules, summary capabilities, and the states that are using it; if you have conducted vital records projects with other states as a contractor or subcontractor, list the projects, dates, states/clients involved, and include a summary of the final result; if you have no experience with vital records, you may substitute commensurate experience with similar type and size systems. Item 2: Service Oriented Architecture Experience: Using actual projects conducted by your organization and the proposed staff, and referencing specific examples from those projects: describe your organization’s experience designing and implementing applications in a services oriented architecture environment; describe your organization’s experience with the DOH’s described technology stack as pertains to that (SOA) environment; describe your organization’s experience using Java and RDBMS systems, proprietary or open-source; describe your organization’s experience with applicable healthcare standard vocabularies and messaging standards including PHIN-MS, HL7, LOINC, SNOMED-CT and others. Item 3: Formal and Documented Project Processes: Models: Describe your organization’s level of Capability Maturity Model (CMM) assessment or International Standards Organization (ISO) certification (if any); if not CMM or ISO certified, provide formal documentation describing your formal and repeatable development project processes; specify how you will use them on this project; specify and use as an example one project that you conducted using an iterative development cycle; clearly indicate what tools you currently use for requirements, use case, specifications, test case, source code, and incident management. Page 13 of 70
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Coding Quality: Describe your organization’s formal processes regarding systems architecture, database analysis and design, code reviewing, and programmer mentoring; specify how you will use them on this project. Item 4: Software Quality Assurance Describe your organization’s formal processes regarding software quality assurance and software testing; include the level of authority granted the quality assurance/testing organization/team and its leadership; specify how software quality assurance and testing will be conducted on this project; provide an example project that you conducted where those processes were employed and describe the outcome. Item 5: Software Usability Describe your organization’s formal processes regarding usability, user-centered design, and ease of use validation; specify how software ease of use will be achieved on this project; provide an example project that you conducted where those processes were employed and describe the outcome. System Performance: Describe your organization’s formal processes regarding designing for and verifying system performance and scalability; describe one example of how you achieved a system performance goal and what was the goal; describe how you achieve incremental system performance improvements in your solution and what those incremental improvements are; specify how you will use these practices on this project; provide an example project that you conducted where those processes were employed and describe the outcome. Item 6: Technical and System Administration Documentation; User Documentation; Training Materials: Describe your organization’s formal process regarding development and maintenance of technical systems documentation, system administration documentation, user documentation, and training materials; specify how these processes will be conducted on this project; provide an example project that you conducted where those processes were employed and describe the outcome. Item 7: Customer Service and Technical Support: Describe your organization’s formal processes regarding customer service, technical and user support; specify how these activities will be conducted on this project; provide an example project that you conducted where those processes were employed and describe the outcome. Item 8: Project Management Formal Project Management Practice: Provide a full description of your formal project management processes, including the life cycle, project planning, monitoring and reporting, change control, risk identification and management, and communications. Page 14 of 70
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Describe your experience using iterative project management approaches. Specify how these activities will be conducted on this project. Experience: Describe and demonstrate previous experience and proficiency in managing projects of similar size and scope as this project, and in providing full project management, planning, monitoring, supervision, tracking, and control for all project activities for which you were responsible. Item 9: Initial Project Plan Provide a project plan comprised of: Project Schedule, Communications Plan, Risk Management worksheet, Project Scope and Project Charter, and proposed iterations. The project plan documents must encompass all selected vendor aspects of this RFP and account for the State’s standard work day (8 a.m. to 5 p.m. Mountain Time) and standard Utah holidays. Identify internal and external risks that may affect the project plan in the Risk Management plan. Specify your requirements for State staff roles and time (specifically what State staff roles you require, and how much of their time will be required for this project). Include detail regarding what your onsite requirements will be.
Item 10: Staffing Vendors are required to provide project-staffing information with their proposals. This item is mandatory for proposal submission. Provide copies of key staff resumes. The State considers the following people/roles to be “key” to the project: Project Manager Technical Lead DBA / Database Designer Quality Assurance Lead Business Analyst Security Lead Resumes will not count towards the page limit. Item 11: Proposed Technical Solution: Describe in detail your proposed solution’s design and software/technical architecture, including interoperable components, frameworks, modules used, location of business logic and processes, and where data edits occur. Describe in detail middleware technology, 3rd party technology or components, application layers and interfaces. Item 12: Proposed System Maintenance and Support Describe proposed solution’s ongoing support needs for management, help desk, Page 15 of 70
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technical support and software fixes. Identify which support will be provided by the State and which support will be provided by the offeror. PROPOSAL RESPONSE FORMAT All proposals must include: 1. RFP Form. The State’s Request for Proposal form completed and signed. 2. Executive Summary. The one or two page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. 3. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information: A. A complete narrative of the offeror's assessment of the work to be performed, the offerors ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed. B. A specific point-by-point response, in the order listed, to each requirement in the RFP. Offerors do not need to copy and paste the body of the requirement into their response, only the title (Item 1: Vital Records, Medical Examiner, or public health Enterprise Project Experience, Item 2: Service Oriented Architecture Experience, etc.) and enter their response. 4. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section. 5. Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form 6. Cost is to be submitted as a separate document. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive. PROPOSAL EVALUATION CRITERIA A committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in proposal. Proposals for each Page 16 of 70
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component system (SSP, EDEN, UMED, ePOLST integration) will be evaluated independently. WEIGHT
EVALUATION CRITERIA
35 %
Technical design and demonstrated ability to meet requirements in the scope of work
15 %
Demonstrated technical capability (proven track record), etc.
10 %
Qualification and expertise of staff proposed for this project.
10 %
Performance references for similar projects.
30 %
Cost
All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the RFP. AWARD OF CONTRACT Award shall be made to the offeror whose proposal is the most advantageous to the State taking into consideration price and the other evaluation factors set forth in this request for proposals. A separate contract will be negotiated for each component system identified in this RFP. (EDEN, UMED, SSP, ePOLST) The State does not guarantee that a contract will be awarded for each component system as awards depend on availability of funds. The State reserves the right to award the contract(s) to a technically qualified lower cost offeror(s) in the event the high scoring offer is determined to not be the best value offered to the State, based on a cost benefit analysis. Award contracts will include Attachment A, State of Utah Standard Information Technology Terms and Conditions and Attachment B, Utah Department of Health (UDOH) Privacy and Security Terms and Conditions For Contracts of Center for Health Data and Informatics.
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Design, Development and Replacement of Utah Department of Health Mortalityrelated Systems (EDEN-UMED-ePOLST) SOLICITATION # PR14018 RFP EVALUATION SCORESHEET Score will be assigned as follows:
Firm Name:
0 = Failure, no response 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Average, meets minimum requirement 4 = Above average, exceeds minimum requirement 5 = Superior
Evaluator: Date:
Score (0-5) ----
1. Technical Design and Demonstrated Ability to meet scope of work (35 points possible)
Item 11--Proposed Technical Solution Item 9—Initial Project Plan Item 8—Project Management Item 2 - Service Oriented Architecture (SOA) Experience Item 5—Software Usability
Points
----
----
15 points possible
X3
5 points possible
X1
5 points possible
X1
5 points possible
X1
5 points possible
X1 ----
2. Demonstrated Technical Capability (15 points possible)
----
Item 1 - Project Experience 5 points possible Item 3—Formal and Documented Project Processes 5 points possible Item 4— Software Quality Assurance 2.5 points Item 6—Documentation and Training Materials
Weight
X1 X1 X .5
possible 2.5 points possible
3. Qualification and Expertise of Staff (10 points possible)
X .5
----
Item 10--Staffing 5 points possible Item 7—Customer Service and Technical Support 5 points possible 4. References (10 points possible)
10 points possible
5. Cost (30 points possible)
30 points possible
----
----
----
X1 X1 X2 * Inserted by Purchasing
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TOTAL EVALUATION POINTS
(100 points possible)
Bid PR14018
Total
* Purchasing will use the following cost formula: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest Proposed Price).
APPENDIX A—Shared Services Platform
Appendix A: Shared Services Platform Requirements The Shared Services Platform will provide support and integration for common functions for the following applications: 1. Electronic Death Entry Network (EDEN) (Specific Requirements in Appendix B) 2. Utah Medical Examiner’s Database (UMED) (Specific Requirements in Appendix C) 3. Electronic Physician Orders for Life Sustaining Treatment (ePOLST)
Common functions and requirements for each are listed below.
Common Data Tables The SSP will provide lookup tables for data elements common to EDEN/UMED/ePOLST, including fields such as cities, states, hospitals, counties, providers, FIPS codes, and others. Configurable Edits The SSP shall host user-configurable data editing capabilities so that users can implement standard and ad hoc edits for data quality and consistency in supported systems. Edits will consist of a trigger (registration, save record, etc.) and a rule that executes when the trigger is fired.
Security Services SSP shall support a minimum of HIPAA-level security for supported systems including access control, access logging, accountability and industry standard encryption where required. SSP shall support security-related services for supported applications including authentication, authorization and auditing as configured by program administrators.
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Role-based Access Control User access credentials will be provided through the Utah Master Directory (UMD), the State of Utah’s single sign-on directory. User access roles and privileges shall be managed by administrative staff for the organization owning the specific system. (Office of Vital Records and Statistics (OVRS) owns EDEN and ePOLST, Office of the Medical Examiner (OME) owns UMED.) Individual users will require a single user ID and password to access any of the three systems, UMED, EDEN, and ePOLST to which they have rights. All user access will be logged and logs will be searchable by system administrative personnel in OVRS and OME.
Vocabulary and Terminology Services The SSP will provide vocabulary and terminology services for the component programs, to include: ICD10 Lookup—Cause of death literal text entries are coded to ICD10 by the National Center for Health Statistics and ICD10 codes are stored for each record in EDEN. SSP shall provide ICD10 lookup functionality for both UMED and EDEN. Support for mapping other standard vocabularies (LOINC, SNOMED-CT) may be added in the future.
phMPI Integration The SSP will provide a common interface between component programs and the public health Master Person Index (phMPI). The phMPI is a service-oriented information system at UDOH that links individual identities across multiple UDOH data repositories. The phMPI provides functions to identify duplicate records in real time. The phMPI may also be used to assemble person-centric data views or longitudinal records across multiple data repositories, including birth certificates, death certificates, immunization registry and more. Specific uses of the phMPI for component systems EDEN, UMED, and ePOLST include:
Checking the phMPI for an existing identity record when creating a new identity record in EDEN, UMED, or ePOLST. Notifying the ePOLST registry when an individual is deceased. Allow Medical Examiners to examine linked ePOLST records, birth certificate records, or immunization records in the process of death investigations Facilitate the compilation of linked statistical information from multiple data sources for programs such as Child Fatality Review and the National Violent Death Reporting System
Internal Communications Page 20 of 70
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The SSP shall provide services for secure internal communications between component systems and other internal UDOH systems that provide or consume data from them. Specific internal communications requirements include:
Component systems to/from phMPI EDEN to/from UMED EDEN to ePOLST EDEN to HCF Data Warehouse EDEN to APCD EDEN to STEVE (State and Territorial Exchange of Vital Events)
External Communications The SSP shall provide services for secure external communications between component systems and entities external to UDOH that either send or receive data. Specific external communications requirements include:
Cause of death reporting from Intermountain Healthcare—EDEN receives cause of death messages from Intermountain Healthcare in HL7 v2.5.1 messages coming through the UDOH Gateway server.
VIEWS—EDEN shall access NCHS’s VIEWS web service for cause of death spell checking and error reporting.
EDEN to/from Online Verification System (OVS) to verify Social Security Numbers of decedents.
IHE VRDR (Vital Records Death Reporting) Profile (http://www.ihe.net/Technical_Framework/upload/IHE_QRPH_Suppl_VRDR_Rev 1-0_PC_2013-06-03.pdf) VRDR is not a requirement at this time but future versions of EDEN will be required to support VRDR.
Support for ePOLST SSP shall support, to the extent possible, services for the existing ePOLST application. Proposals will not include extensive modifications to the existing ePOLST application.
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APPENDIX B—EDEN Functional Requirements
Appendix B: EDEN Functional Requirements The Electronic Death Entry Network was deployed in August, 2006 and has been a great success, engaging 100% of funeral directors, medical examiners and local health registrars, and is used to register over 66% of all deaths in Utah. The current system is entering its seventh year and has some limitations. Use is restricted to Internet Explorer (IE). Eden developers used VBScript for browser-side logic, and as a result Eden can only be accessed with the IE web browser. As the use of mobile computing devices including smart phones and tablet computers has grown significantly in the past few years there has been an increasing demand to make EDEN more accessible on mobile devices. There is an increasing demand for interoperability between the death certificate database and other health department systems. To maximize the potential for death certificate interoperability with systems such as the public health Master Person Index (phMPI), EDEN must be redesigned to conform to standard data models and interfaces. With the growth of health information technology under the HITECH act and Meaningful Use, EDRS systems must be capable of adapting to and using standard protocols for information exchange with Electronic Health Records (EHRs). (See http://www.ihe.net/Technical_Framework/upload/IHE_QRPH_Suppl_VRDR_Rev 1-0_PC_2013-06-03.pdf)
Content and General Design EDEN shall support the full complement of data items on the 2003 national standard death cer data set. EDEN shall be designed in a modular approach to ensure ease and accuracy of future mainten requirements, shared services, and interoperability with other UDOH systems. EDEN shall make use of applicable terminology, vocabulary and messaging standards such as LOINC, SNOMED-CT, HL7. (See Reporting Information from EHR to Vital Records http://www.hl7.org/documentcenter/public_temp_600828AB-1C23-BA170CFF6445E8E0E2D9/wg/pher/HL7%20Public%20Health%20and%20Emergency%20Respons .pdf ) Functionality EDEN shall support non-sequential, multipoint entry by authorized users such Page 22 of 70
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as funeral directors, physicians, local and state health department staff, and shall allow users to reconcile conflicts over record ownership among themselves without administrative staff intervention. EDEN shall be capable of providing a variety of reports, including statistical and 'housekeeping' reports intended to make the system easier to use and more secure. EDEN shall provide capability for an individual who may serve in a variety of roles or be associated with a variety of institutions to choose the particular role or association relevant for a given record (e.g., funeral directors associated with multiple funeral homes and physicians who may be an attendant on one case and a coroner's physician on another case). EDEN shall be able to report the fact of death to the Social Security Administration within five days of the event and within 24 hours of registration in the system, using the OVS software provided by NAPHSIS. EDEN shall be able to electronically verify the SSN of the deceased using the OVS (on-line verification of the SSN) software provided by NAPHSIS. When a case number is not known to a participant entering information after the record has been initiated, a phMPI Query module must be in place to check the phMPI for existing record, based on reliable criteria. If the criteria are not sufficient to uniquely identify an individual, multiple 'hits' should not be returned to the participant as a pick list-rather, the EDRS should ask for further disambiguating information to assist in uniquely identifying the correct record or allow the user to create a new record. EDEN shall allow two pathways for death certification by physicians. One is the standard user interface accessed via a web browser on a personal computer or a mobile device. The second pathway is certification through an EHR that sends a standard HL7v2.5.1 message. EDEN shall present a simple, streamlined, intuitive interface for physicians (EdenMD) that only requires physicians to view and submit information for which they are responsible.
Support for Data Quality For each field of demographic information, the system should contain: --Instructions for correct completion of each element --Edits to be consistent with national and state-specific requirements; edits need to be designed with the recognition that sometimes there is a need to override edits; however, rules should be in place to identify which type of participant has the authority to override edits on a field-by-field basis. --Tracking and logging of any changes to fields that contain identifying information for the case, such as decedent name, dates of birth and death and so forth.
Categories for drop-down lists must be at least consistent with and/or roll-up to federal requirements but should not be used for cause of death (see below). Page 23 of 70
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Bid PR14018
Where applicable, standards for dropdown lists must conform to standard value sets in relevant standard vocabularies. Defaults for entries in fields should not be permitted. Mandatory fields that are submitted with no data should be highlighted or reported in some way to ensure that the submitter is aware that they have not been completed. Queries for both demographic and medical data should be real-time to the extent possible
Security and Controls Assurance that once a record is started and a request for a verification of the social security number is received by the Social Security Administration that it the record will result in a valid death certificate. Access to the system must be tightly controlled according to the following criteria: --Only registered users can access the system. --Facilities, including hospitals, funeral homes and others, have the responsibility to control the access, including termination of rights, for their staff, interns and residents. --Access to the system shall be through the Utah Master Directory (UMD), Utah state government’s single sign-on directory.
Authentication procedures for ensuring the identity of the individual participant and the integrity of the data must comply with state and federal laws. Security must include at least the following: --Firewalls --Encryption (https for web sites) --TLS for web services outside the State of Utah WAN.
Access to write or overwrite information in each individual field must be controlled by the system, based on the current user’s role, recognizing different levels of authority over different fields of data. Role-based rules for access and modification of individual data should be configurable by system administrators at the state level.
Considerations for Cause of Death Reporting In general, use of the NCHS instructions for cause-of-death is essential to ensure interstate comparability. Include instructions on the completion of cause of death section of a death 'certificate' Be consistent with international standards Be interactive in the sense that it reflects currently published queries as published by NCHS and standards as published in the report of the Electronic Death Registration Task Force Page 24 of 70
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Be under the control of the certifier (i.e., the certifier should have the final determination as to what appears in the Cause of Death section) Not allow entry by the funeral director Tie into a Supermicar process, which implies --Access to Supermicar dictionary or VIEWS --Spell-checking using the Supermicar dictionary or VIEWS --Terminology checks against the Supermicar dictionary or VIEWS
Must be submitted by the medical certifier Must not use pick-lists for cause-of-death.
Support for Business Needs of Participants The system shall track the printing of burial transit permits and cremation permits to allow funeral homes to be billed for applicable fees. The submission and acceptance of a record for filing with a registrar must be supported, and it must be able to allow the registrar to provide feedback to the submitter regarding reasons why the document has been rejected. EDEN shall support the secure and controlled generation and distribution of disposition permits and cremation permits according to Utah’s regulations. EDEN shall be compatible with Utah’s Oliver system, allowing for the generation of invoices for funeral homes and other customers for certified copies and permits. EDEN shall allow local health department registrars to register all deaths that occur in their jurisdictions. Medical Examiner EDEN shall support both voluntary and automated OME referrals for unattended deaths and other. EDEN shall support automatic and participant-initiated referrals to the Office of the Medical Examiner. Cases involving John Does or unclaimed bodies must be supported by the EDEN. EDEN will accept cause of death information completed within the OME’s UMED application.
User Communication and Support Links to help resources should include resource staff in addition to online help, such as the National Association of Medical Examiners (NAME) and NCHS sites. To the extent possible, notification of others that will become participants on the case should be mandatory, at least when these individuals are known to the originator. For example, the physician of record should be notified by the funeral director that there is a record that needs to have the cause of death completed.
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Bid PR14018
Notification of participants shall be by participant’s stated wishes, either phone call, email, or text message. EDEN shall be capable of generating timely reminders to individuals to complete a record that is outstanding EDEN should support ad hoc, informal communications among participants as well as system-generated communications related to individual cases. Such communications could be through email, fax, pager, and so forth. For records that are not completed entirely by electronic means, the EDRS must support a mechanism to 'drop' the partially completed record to paper so that the paper can be completed by the non-electronic participants in a manual mode.
Data Uses
EDEN shall be capable of providing data files for various types of uses and users through ad hoc database queries or reports. EDEN shall support routine data exports for SSA, NCHS STEVE application, and other routine business uses of the Office of Vital Records and Statistics.
Additional Features The following additional features were felt to be advantageous but not immediately critical to a functional EDRS: 1. Support for online corrections of pending investigations after the record has been filed 2. If a field is left 'unknown', a reason for that unknown state should be indicated 3. A general comment field would be useful, for example, for a medical examiner or coroner to indicate the status of a pending investigation. Through the selection and implementation of a customizable, vendor provided, comprehensive automation system, Vital Records seeks the following business advantages: a. A comprehensive, modular death registration system, built on top of a shared architecture, will provide data integration, promote user acceptance by providing accessibility from mobile devices, and will allow for incremental upgrades and additions to the system. b. The exchange of information between EDEN and other systems requiring or submitting death information will be automated. c. Monitoring of the flow and status of records will be greatly improved.
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State of Utah
Bid PR14018
d. The time between the initial reporting of the vital event and the issuance of a certificate or submission of a data file will be dramatically reduced. This will allow us to meet all of the contractual obligations for timeliness required by both NCHS and SSA. e. The potential will exist for State Vital Records to maintain one database to serve the entire jurisdiction, facilitating statewide issuance of certificates in all counties while retaining the local health department role in death registration. f. Overall, the new system can be expected to be less expensive to operate while providing more timely and accurate information and enabling better access to all users of vital records and statistics. g. Vital Records will be able to take advantage of the new technology to improve its organizational design, to improve quality of records and services, and to incorporate technology into the specifications of many staff positions, offering more and better employment opportunities as a means to overcome current recruitment and retention problems. h. Vital Statistics will have availability of accurate data for statistical analysis at any point in time, without concerns over data completeness or quality. i. The new system will exceed all applicable standards for privacy, security and confidentiality of the personally identifiable information contained in death certificates.
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Bid PR14018
APPENDIX C—UMED Functional Requirements
Appendix C: UMED Functional Requirements The Utah Medical Examiner’s Database was deployed in April, 2011 to replace the outdated MESU system. UMED is a comprehensive data management system that supports the Office of the Medical Examiner (OME) in its mission to investigate all sudden and unexpected deaths in Utah. UMED was designed to be closely integrated with EDEN, the UDOH’s electronic death registration system. This close integration of the two systems provides OME physicians and staff the ability to issue cremation permits, review cause of death statements for unattended and referred deaths, and to complete death certificates from within UMED. The current system, based as it is upon EDEN, shares similar limitations to EDEN: Use is restricted to Internet Explorer (IE). UMED developers used VBScript for browser-side logic, and as a result Eden can only be accessed with the IE web browser. As the use of mobile computing devices including smart phones and tablet computers has grown significantly in the past few years there has been an increasing demand on the part of UMED users to make UMED more accessible on mobile devices and across different operating systems and web browsers. To facilitate the identification of deceased individuals, UMED must be capable of querying the public health Master Person Index (phMPI). To support epidemiology and public health data needs such as the National Violent Death Reporting System (NVDRS) and Child Fatality Review, UMED must share a common data model with EDEN, NVDRS, and with other health department systems as required. With the growth of health information technology under the HITECH act and Meaningful Use, UMED must be capable of adapting to and using standard protocols for information exchange with Electronic Health Records (EHRs).
Content and General Design UMED shall support the full set of data elements identified in the Data Elements section below. Data elements are listed as they exist in the current system. The final system design and data model adopted will ultimately determine what is included in UMED. Page 28 of 70
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Bid PR14018
UMED shall be designed in a modular approach to facilitate future maintenance requirements, upgrades, scalability, and shared services, and interoperability with other UDOH systems. UMED shall make use of applicable terminology, vocabulary and messaging standards such as PHIN, LOINC, SNOMED-CT, and HL7.
Functionality UMED information is organized by cases where a case represents a single deceased individual, identified or unidentified.
UMED shall support a sequential, unique identifier number for each case known as the ME Case Number.
UMED shall support the logical linking of ME Case Numbers to other ME Case Numbers.
UMED shall support non-sequential, multipoint entry by authorized users such as OME physicians, deputy medical examiners, OME staff, field investigators, and other individuals as designated by OME.
UMED shall support web-based data entry and data access from multiple web browsers on diverse platforms including PC, Apple, tablet, smart phone and other devices.
UMED shall be capable of providing a variety of reports, including statistical and 'housekeeping' reports intended to make the system easier to use and more secure.
EDEN shall be able to electronically verify the SSN of the deceased using the OVS (on-line verification of the SSN) software provided by NAPHSIS.
An OME physician logged in to UMED shall be able to complete a death certificate in EDEN without logging in to EDEN.
UMED ME Case Numbers must be linked to EDEN State File Numbers where applicable. All EDEN records should be identified in UMED, however not all UMED records need to be identified in EDEN.
UMED shall allow OME to submit laboratory requests and receive laboratory results from the state laboratory’s Laboratory Information Management System (LIMS)
UMED shall integrate with the public health Master Person Index (phMPI) so Page 29 of 70
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State of Utah
Bid PR14018
that when a new record is created in UMED the phMPI is checked for duplicate records.
UMED shall provide functionality for OME staff to log phone calls into and out of their office, including details such as the date, time, participants and subject of the call.
UMED shall allow OME investigators to review death certificates in EDEN and approve or deny cremation permits or burial transit permits as required.
UMED shall provide version control in the event multiple users edit the same record at the same time, or shall allow users to lock records so that other users cannot edit them.
UMED will allow users to upload digital photographs and other documents and link them to an individual case.
Interface between UMED and LIMS OME will be able to initiate multiple test requests for a single case and submit them to LIMS for processing. UMED shall display LIMS test results for a selected case. LIMS results will be displayed but not stored within UMED. The link between UMED and LIMS shall be the ME Case Number.
Access to external investigational materials OME investigations routinely involve the collection of multimedia content including word processing files, photos and video content. UMED shall support the uploading of multimedia content and the ability to link files to specific cases. Support for Data Quality For each field of demographic information, the system should contain: --Instructions for correct completion of each element --Edits to be consistent with national and state-specific requirements; edits need to be designed with the recognition that sometimes there is a need to override edits; however, rules should be in place to identify which type of participant has the authority to override edits on a field-by-field basis. --Tracking and logging of any changes to fields that contain identifying information for the case, such as decedent name, dates of birth and death and so forth.
Where applicable, standards for dropdown lists must conform to standard value sets in relevant standard vocabularies. Page 30 of 70
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State of Utah
Bid PR14018
Defaults for entries in fields should not be permitted. Mandatory fields that are submitted with no data should be highlighted or reported in some way to ensure that the submitter is aware that they have not been completed. Queries for both demographic and medical data should be real-time to the extent possible
Security and Controls Assurance that once a record is started and a request for a verification of the social security number is received by the Social Security Administration that it the record will result in a valid death certificate. Access to the system must be tightly controlled according to the following criteria: --Only registered users can access the system. --Facilities, including hospitals, funeral homes and others, have the responsibility to control the access of their staff, interns and residents. --Access to the system shall be through the Utah Master Directory (UMD), Utah state government’s single sign-on directory.
Authentication procedures for ensuring the identity of the individual participant and the integrity of the data must comply with state and federal laws. Access logging and audit trails for information edited or changed in the system Security controls must include at least the following: --Firewalls --Encryption (https for web sites) --TLS for web services outside the State of Utah WAN. --Access logging and audit trails for record access
Access to write or overwrite information in each individual field must be controlled by the system, based on the current user’s role, recognizing different levels of authority over different fields of data. Role-based rules for access and modification of individual data should be configurable by system administrators at the state level.
User Roles and Rights The following table shows UMED user roles. Role Descriptions OME MDs MD forensic pathologists employed by OME Deputy MEs MDs contracted by OME to perform non-autopsy Page 31 of 70
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State of Utah
Super Investigators
Outlying investigators Researchers/Odontologists OME Office Techs and Assistants
Bid PR14018
examinations Central office investigators who do their own investigations and who may assist and oversee work of outlying investigators Investigators contracted by OME Access for research purposes Administrative and support roles at OME
Support for Business Needs of Participants Business processes of the participants that are not directly related to registration will enhance the acceptance of EDR systems, lacking a mandate from the state to adopt the system. An example of this is a process whereby a funeral director obtains a cremation approval from a medical examiner before disposition.
UMED, together with EDEN shall support the secure and controlled generation and distribution of disposition permits and cremation permits according to Utah’s regulations. EDEN shall support the generation of invoices for funeral homes and other customers for certified copies and permits. UMED shall support the generation of invoices for copies of reports, case file papers, expert witness fees and other specified services
User Communication and Support Links to help resources should include resource staff in addition to online help, such as the NAME and NCHS sites. To the extent possible, notification of others that will become participants on the case should be mandatory, at least when these individuals are known to the originator. For example, the physician of record should be notified by the funeral director that there is a record that needs to have the cause of death completed
Data Uses UMED shall be capable of providing data files for various types of uses and users through ad hoc database queries or reports at the discretion of the OME. UMED shall be capable of producing the following reports: Report of Investigation Body Inventory and Release sheet Autopsy worksheet Case Labels and Tox Labels Medications Report Toxicology Request Form Page 32 of 70
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Bid PR14018
Toxicology Results Report Evidence Release Sheet Evidence Room Inventory Medical Records Request Fax Form Record Type Report Recent LIMS test results report National Association of Medical Examiners Statistical Report
Additional Features Through the selection and implementation of a customizable, vendor provided, comprehensive automation system, OME seeks the following business advantages: a. A comprehensive system, built on top of a relational database, will provide a means to handle all vital events within one seamless system, circumventing the handling of documents, reducing potential human error and the inefficiencies of a paper flow system. b. Reduced workload of final report preparation by automating the creation, amendment and finalization of final reports as much as possible. c. Many manual operations requiring multiple staff will be eliminated. d. Monitoring of the flow and status of records will be greatly improved. e. The time between the initial reporting of the vital event and the issuance of a certificate or submission of a data file will be dramatically reduced. This will allow us to meet all of the contractual obligations for timeliness required by both NCHS and SSA. f. The potential will exist for State Vital Records to maintain one database to serve the entire jurisdiction, facilitating statewide issuance of certificates in all counties and eliminating the need for ‘verification’ between state and county records. g. Overall, the new system can be expected to be less expensive to operate while providing more timely and accurate information and enabling better access to OME staff h. Vital Records will be able to take advantage of the new technology to improve its organizational design, to improve quality of records and services, and to incorporate technology into the specifications of many staff positions, offering more and better employment opportunities as a means to overcome current recruitment and retention problems.
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State of Utah
Bid PR14018
i. OME will have availability of accurate data for statistical analysis at any point in time, without concerns over data completeness or quality. j.
The new system will also allow the OME to become HIPAA compliant with respect to data standards as well as confidentiality and security of data.
Data Elements The following data elements exist in the current version of UMED. They are included to provide an indication of the scale and breadth of the UMED application and the types of data collection the system must support. Field Name
StateFileNumber
Size
Unknown “*”
Auto
Entry
Source
Caps
Method
Table
10
N
N
Computed
DeceasedLast DeceasedFirst DeceasedMiddle DeceasedSuffix Alias1Last Alias1First Alias1Middle Alias2Last
50 50 50 4 50 50 50 50
Y Y Y N N N N N
Y Y Y N Y Y Y Y
Text Text Text Smart Type Text Text Text Text
Alias2First Alias2Middle SSN
50 50 11
N N Y
Y Y N
Gender AgeInYears AgeInMonths
1 3 2
N Y Y
N N N
AgeInDays
2
Y
N
AgeInHours
2
Y
N
AgeInMinutes
2
Y
N
Text Text Numeric Auto-Format Checkbox Computed Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill
Decedent Fields
Hard Code
1 Death Detail Fields Page 34 of 70
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Numeric Zero-Fill Numeric Zero-Fill Checkbox Numeric Zero-Fill Numeric Zero-Fill Checkbox Checkbox Smart Type Override Smart Type Override Text Text Smart Type Smart Type Override
DeathCCYY DeathMM
4 2
N N
N N
DeathDD
2
N
N
FoundDate TimeOfDeathHH
1 2
N Y
N N
TimeOfDeathMM
2
Y
N
FoundTime PlaceOfDeath FacilityName
1 1 60
N N N
N N N
NursingHomeName
60
N
N
POD_OtherSpec NonFacilityLocation CountyOfDeath CityOfDeath
60 60 10 35
N N N N
Y Y N Y
CertifierFullName
104
N
Y
Smart Type Override
CertifierSignature
150
N
N
CertifierSignCCYY CertifierSignMM
4 2
N N
N N
CertifierSignDD
2
N
N
CertifierAddress1
50
N
N
CertifierAddress2
50
N
N
Eden User: Lookup Non User: Text Numeric Numeric Zero-Fill Numeric Zero-Fill Eden User: Lookup Non User: Text See above
Hospitals NursingHomes
Counties Cities
1.1 1.2 Certifier Fields Users MedCert (E) OME_MD DeputyME Users MedCert (E) OME_MD DeputyME
Users
Users
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table Users
CertifierCity
35
N
N
CertifierState CertifierCountry
25 35
N N
N N
CertifierZip5
5
N
N
CertifierZip4 CertifierPreferredContac t
4 20
N N
N N
CertifierNotes1 CertifierNotes2 ME_Contacted ME_ContactedNotes ME_CaseNumber ME_Type
60 60 1 60 15 3
N N N N N N
Y N N Y N N
AutopsyDone AutopsyAvailable NeverSeenAlive LastSeenCCYY LastSeenMM
1 1 1 4 2
N N N Y Y
N N N N N
LastSeenDD
2
Y
N
DaysLastSeenToDeath ME_Review
3 1
Y N
N N
Eden User: Lookup Non User: Smart Type See above Default/Sma rt Type Eden User: Lookup Non User: Text See above Eden User: Lookup Non User: Text Text Text Checkbox Text Numeric Assigned or set by OME Checkbox Checkbox Checkbox Numeric Numeric Zero-Fill Numeric Zero-Fill Assigned Checkbox
90 3 7
N Y N
Y N N
Text Numeric Smart Type
Users Countries Users
Users Users
2 Cause of Death Fields 3 ImmediateCause ImmediateInterval ImmediateIntervalUnit
Hard Code
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State of Utah
Field Name
AdditionalCause1 AdditionalInterval1 AdditionalIntervalUnit1 AdditionalCause2 AdditionalInterval2 AdditionalIntervalUnit2 UnderlyingCause UnderlyingInterval UnderlyingIntervalUnit OtherConditions MannerOfDeath Tobacco
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
90 3 7 90 3 7 90 3 7 90 1 1
N Y N N Y N N Y N N N N
Y N N Y N N Y N N Y N N
Text Numeric Smart Type Text Numeric Smart Type Text Numeric Smart Type Text Checkbox Checkbox
Injury InjuryCCYY InjuryMM InjuryDD InjuryTimeHH InjuryTimeMM InjuryStreet InjuryCity
1 4 2 2 2 2 80 35
N Y Y Y Y Y Y Y
N N N N N N Y Y
InjuryCounty InjuryState InjuryCountry InjuryPlace InjuryAtWork InjuryMotorVehicle InjuryMotorSpec InjuryDescription1 InjuryDescription2
10 25 35 60 1 1 60 60 60
Y Y Y Y N N N N N
N N N Y N N Y Y N
Checkbox Numeric Numeric Numeric Numeric Numeric Text Smart Type Override Smart Type Smart Type Smart Type Text Checkbox Checkbox Text Text Text
1 4
N N
N N
Checkbox Assigned
Hard Code
Hard Code
Hard Code
4 Injury Fields
Cities Counties States Countries
4.1 Status Fields
4.2 Registration Fields ReferredToME RegisteredCCYY
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State of Utah
Field Name
RegisteredMM RegisteredDD ReasonRejected DelayedFlag CourtDelayedFlag LHD_Notes1 LHD_Notes2 DC_PreOrderQuantity
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
2 2 60 1 1 60 60 3 1
N N N N N N N N N
N N N N N
Assigned Assigned Text Checkbox Checkbox
N N
Text Checkbox
1
N
N
Checkbox
20
N
N
Text
8 8 8 8
N N N N
N N N N
Assigned Assigned Assigned Assigned
8 8 8
N N N
N N N
Assigned Assigned Assigned
N N N
Assigned Assigned Assigned
4.3 DC_PreOrde rDelivery 4.4 DC_PreOrde rPrinted 4.5 BirthStateFil eNumber 4.6 4.7 Export Tracking SSA_ExportDate NCHS_ExportDate MICAR_ExportDate STEVE_Roster_ExportD ate DW_ExportDate DWS_ExportDate STEVE_Mortality_Expor tDate
4.8 4.9 FIPS Code Fields BirthStateFips BirthCountryFips ResCityFips
2 2 5
States Countries Cities
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State of Utah
Field Name
ResCountyFips ResStateFips ResCountryFips CountyOfDeathFips CityOfDeathFips InjuryCityFips InjuryCountyFips InjuryStateFips InjuryCountryFips
Size
Unknown “*”
3 2 2 3 5 5 3 2 2
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
N N N N N N N N N
Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned
Counties States Countries Counties Cities Cities Counties States Countires
4.10 4.11 Miscellaneo us Codes 4.12 AgeUnit AgeNumberOfUnits OccupationCode IndustryCode FacilityCode
1 3 3 3 3
N N N N N
N N N N N
Assigned Assigned Assigned Assigned Assigned
5 4 4 4 4 4 4 4 4 4
N N N N N N N N N N
N N N N N N N N N N
Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned
4.13 4.14 Cause of Death Codes 4.15 UnderlyingCode ContribCode1 ContribCode2 ContribCode3 ContribCode4 ContribCode5 ContribCode6 ContribCode7 ContribCode8 ContribCode9
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Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
End of the original edenmaster fields. The rest of the fields were added for UMED in 4-2010.
UMED Control Fields UMEDRecord EdenRecord LockedToUser LockedToUserName
1 1 14 50
N N N N
N N N N
Assigned Assigned Assigned Assigned
6 1 1 1
N N N N
N N N N
Assigned Checkbox Checkbox Checkbox
1 1
N N
N N
Checkbox Checkbox
This is the end of the fields included in the ‘edenview’ view of edenmaster. The remaining fields are available from UMED only. SysNum RecordType Animal Remains (See Certifier Fields for ME_CaseNumber)
UMED Decedent Information UMED_Race EmploymentStatus
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State of Utah
Field Name
InvestigatorSummary
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
TEX T
N
Y
Text
IdentificationStatus IdentificationMethod IdentificationMethodSpe cify IdentifiedBy IdentificationAgency
1 1 30
N N N
N N Y
Checkbox Checkbox Text
40 60
N N
Y Y
IdentificationDateCCYY IdentificationDateMM
4 2
N N
N N
IdentificationDateDD
2
N
N
Text Smart Type Override Numeric Numeric Zero-Fill Numeric Zero-Fill
50 3 8
N Y Y
Y N N
Text Numeric Numeric
KinLast KinFirst KinMiddle KinSuffix KinRelation KinAddress1 KinAddress2 KinState KinCity
50 50 50 4 30 50 50 25 35
Y Y Y N Y Y N Y Y
Y Y Y N Y Y Y N Y
KinCountry KinZip5 KinZip4 KinAreaCode KinPhoneNumber KinNotifyCCYY KinNotifyMM
35 5 4 3 8 4 2
Y Y N Y Y N N
N N N N N N N
KinNotifyDD
2
N
N
Text Text Text Smart Type Text Text Text Smart Type Smart Type Override Smart Type Numeric Numeric Numeric Numeric Numeric Numeric Zero-Fill Numeric Zero-Fill
UMED Identification
Law Enforcement Agencies
UMED Decedent Residence ResName ResAreaCode ResPhoneNumber UMED Next of Kin
Hard Code
States Cities Countries
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Zero-Fill Numeric Zero-Fill Checkbox Text Text Text
KinNotifyTimeHH
2
N
N
KinNotifyTimeMM
2
N
N
KinNotifyBy KinNotifyBySpecify KinNotes1 KinNotes2
1 30 90 90
N N N N
N Y Y Y
Informant2Last Informant2First Informant2Middle Informant2Suffix Informant2Address1 Informant2Address2 Informant2City
50 50 50 4 50 50 35
Y Y Y N Y N Y
Y Y Y N Y Y Y
Informant2County Informant2State Informant2Country Informant2Zip5 Informant2Zip4 Informant2Relation
10 25 35 5 4 40
Y Y Y Y N Y
N N N N N Y
Text Text Text Smart Type Text Text Smart Type Override Smart Type Smart Type Smart Type Numeric Numeric Text
InvestigatorAtScene
60
N
Y
Smart Type
MD_At_Scene
60
N
Y
Smart Type
HazardousCase HazardousReason HazardousReasonSpecif y SceneDateCCYY SceneDateMM
1 1 60
N N N
N N Y
Checkbox Checkbox Text
4 2
N N
N N
Numeric Numeric Zero-Fill
UMED Informant (First occurrence in Decedent Family section)
Hard Code
Cities Counties States Countries
UMED Scene Users SuperInvest FieldInvest Users OME_MD DeputyME
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Zero-Fill Smart Type Override
SceneDateDD
2
N
N
ReportedTo
60
N
Y
ReportedToID
14
N
N
Assigned
DateReportedCCYY DateReportedMM
4 2
N N
N N
DateReportedDD
2
N
N
TimeReportedHH
2
N
N
TimeReportedMM
2
N
N
ReportedBy ReportingAgency
60 60
N N
Y Y
TimeArrivedSceneHH
2
N
N
TimeArrivedSceneMM
2
N
N
TimeLeftSceneHH
2
N
N
TimeLeftSceneMM
2
N
N
OME_Photos_Download ed OME_Photos_Emailed OME_Photos_CD OME_Photos_Other OME_Photos_Specify OME_Video OtherAgencyPhotos OtherAgencyVideos SceneAddress SceneState SceneCity
1
N
N
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Text Smart Type Override Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Checkbox
1 1 1 60 1 1 1 90 25 35
N N N N N N N N N N
N N N Y N N N Y N Y
SceneCounty SceneZip5
10 5
N N
N N
Checkbox Checkbox Checkbox Text Checkbox Checkbox Checkbox Text Smart Type Smart Type Override Smart Type Numeric
Users OME_MD DeputyME SuperInvest FieldInvest Users OME_MD DeputyME SuperInvest FieldInvest
Law Enforcement Agencies
States Cities Counties
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Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Text Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Checkbox Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Text Numeric Zero-Fill Numeric Zero-Fill Text Numeric Zero-Fill Numeric Zero-Fill Smart Type Override Text
SceneZip4 GPS_NorthCoordinate GPS_WestCoordinate BodyPositionF BodyPositionH BodyPositionK BodyPositionL BodyPositionR BodyPositionP BodyPositionS BodyPositionU BodyPositionO BodyPositionSpecify Lividity LividitySpecify LividityFaint LividDistPosterior LividDistAnterior LividDistCaudal LividDistRostral LividDistRight LividDistLeft Rigor RigorSpecify DecompDiscoloration DecompBloating DecompMummification DecompSkeletonization DecompMaggot DecompNone DecompOther DecompSpecify BodyTemp BodyTempTimeHH
4 30 30 1 1 1 1 1 1 1 1 1 60 1 60 1 1 1 1 1 1 1 1 60 1 1 1 1 1 1 1 60 20 2
N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N Y Y
N N N N N N N N N N N N Y N Y N N N N N N N N Y N N N N N N N Y Y N
BodyTempTimeMM
2
Y
N
AmbientTemp AmbientTempTimeHH
20 2
Y Y
Y N
AmbientTempTimeMM
2
Y
N
LawEnforcementAgency
60
N
Y
LawEnforcementCaseNu mber
30
N
N
Law Enforcement Agencies
Page 44 of 70
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State of Utah
Field Name
OtherCaseNumbers DetectiveName
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
60 60
N N
N Y
Text Text
LastSeenAliveCCYY LastSeenAliveMM
4 2
Y Y
N N
LastSeenAliveDD
2
Y
N
TimeLastSeenAliveHH
2
Y
N
TimeLastSeenAliveMM
2
Y
N
LastSeenAliveBy LastSeenAliveAddress StateOfDeath DeathZip5 DeathZip4 SuspectedCauseOfDeat h SuspectedMannerOfDea th
60 60 25 5 4 90
Y Y N N N N
Y Y N N N Y
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Text Text Smart Type Numeric Numeric Text
1
N
N
Checkbox
InvInjury InvInjuryCCYY InvInjuryMM
1 4 2
N Y Y
N N N
InvInjuryDD
2
Y
N
InvInjuryTimeHH
2
Y
N
InvInjuryTimeMM
2
Y
N
InvInjuryAtWork InvInjuryPlace InjuryWitnessed InvInjuryStreet InvInjuryState InvInjuryCity
1 60 1 80 25 35
N Y N Y Y Y
N Y N Y N Y
InvInjuryCounty InvInjuryCountry
10 35
Y Y
N N
Checkbox Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Checkbox Text Checkbox Text Smart Type Smart Type Override Smart Type Smart Type
UMED Death Information
States
UMED Trauma/Incident
States Cities Counties Countries
Page 45 of 70
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State of Utah
Field Name
InjuryZip5 InjuryZip4 InvInjuryMotorVehicle InvInjuryMotorSpecify VehicleType VehicleMake VehicleModel VehicleColor VehicleLicenseNumber VehicleLicenseState WeaponType WeaponMake WeaponMakeSpecify WeaponCaliber WeaponSerialNumber WeaponModel WeaponBarrelLength AmmunitionMake AmmunitionMakeSpecify AmmunitionCaliber InvInjuryDescription1 InvInjuryDescription2
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
5 4 1 60 60 60 60 60 30 25 60 1 60 30 30 60 30 1 60 30 60 60
Y N N N Y Y Y Y Y Y Y N N Y Y Y Y N N Y Y N
N N N Y Y Y Y Y Y N Y N Y N N Y N N Y Y Y Y
Numeric Numeric Checkbox Text Text Text Text Text Text Smart Type Text Checkbox Text Text Text Text Text Checkbox Text Text Text Text
LocalMD_First LocalMD_Last LocalMD_AreaCode LocalMD_PhoneNumber LocalMD_City
50 50 3 8 35
Y Y Y Y Y
Y Y N N Y
InvLastSeenCCYY InvLastSeenMM
4 2
Y Y
N N
InvLastSeenDD
2
Y
N
InvDaysLastSeenToDeat h MedicalConditions1 MedicalConditions2 MedicalConditions3 MedicalConditions4 MedicalConditions5 MedicalConditions6 InvTobacco InvPregnant
3
Y
N
Text Text Numeric Numeric Smart Type Override Numeric Numeric Zero-Fill Numeric Zero-Fill Assigned
90 90 90 90 90 90 1 1
N N N N N N N N
Y Y Y Y Y Y N N
Text Text Text Text Text Text Checkbox Checkbox
States
UMED Medical History
Cities
Page 46 of 70
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State of Utah
Field Name
Rx1 Rx2 Rx3 Rx4 Rx5 Rx6 Rx7 Rx8 Rx9 Rx10 Rx11 Rx12
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
60 60 60 60 60 60 60 60 60 60 60 60
N N N N N N N N N N N N
Y Y Y Y Y Y Y Y Y Y Y Y
Text Text Text Text Text Text Text Text Text Text Text Text
TEX T
N
Y
Text
ExamMD
60
N
Y
Smart Type
ExamMD_License ExamMD_Type ExamAssistant
20 3 60
N N N
N N Y
ExamCCYY ExamMM
4 2
N N
N N
ExamDD
2
N
N
ExamTimeHH
2
N
N
ExamTimeMM
2
N
N
ExamLocation ExamLocationSpecify TypeOfCase ExaminationType TypeOfPartialAutopsy LabToxDrawn LabCultures LabVirology LabSerology LabChemistries
1 60 1 1 1 1 1 1 1 1
N N N N N N N N N N
N Y N N N N N N N N
Lookup Assigned Smart Type Override Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Checkbox Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox
UMED Narrative CaseNarrative
UMED Examination Users OME_MD DeputyME Users Users Users OME_Assist
Page 47 of 70
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Checkbox Checkbox Text Numeric Zero-Fill Text Checkbox Smart Type Override Numeric
LabMetabolicScreen LabOther LabOtherSpecify NumberOfX_Rays
1 1 60 2
N N N N
N N Y N
DescriptionOfX_Rays DentalX_Rays OdontologistName
60 1 60
N N N
Y N Y
OdontologistContactCC YY OdontologistContactMM
4
N
N
2
N
N
OdontologistContactDD
2
N
N
OdontologistConfirmCC YY OdontologistConfirmMM
4
N
N
2
N
N
OdontologistConfirmDD
2
N
N
BrainFix NumberNP1
1 3
N N
N N
DateNP1CCYY DateNP1MM
4 2
N N
N N
DateNP1DD
2
N
N
NumberNP2
3
N
N
DateNP2CCYY DateNP2MM
4 2
N N
N N
DateNP2DD
2
N
N
TotalNP NP_Comment Histology NumberBlocks1 DateBlocks1CCYY DateBlocks1MM
4 60 1 3 4 2
N N N N N N
N Y N N N N
DateBlocks1DD
2
N
N
NumberBlocks2 DateBlocks2CCYY
3 4
N N
N N
Users Odontologist
Numeric Zero-Fill Numeric Zero-Fill Numeric Numeric Zero-Fill Numeric Zero-Fill Checkbox Numeric Zero-Fill Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Numeric Zero-Fill Numeric Zero-Fill Assigned Text Checkbox Numeric Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Numeric
Page 48 of 70
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Zero-Fill Numeric Zero-Fill Numeric Numeric Numeric Zero-Fill Numeric Zero-Fill Assigned Text Text Text Text Text Text Smart Type Override Text Smart Type Override Text Smart Type Override
DateBlocks2MM
2
N
N
DateBlocks2DD
2
N
N
NumberBlocks3 DateBlocks3CCYY DateBlocks3MM
3 4 2
N N N
N N N
DateBlocks3DD
2
N
N
TotalBlocks BlocksComment ExamSummary ExamSummary2 SpecialAttentionForTox SpecialAttentionForTox2 Witness1 Agency1
4 60 90 90 90 90 60 60
N N N N N N N N
N N Y Y Y Y Y Y
Witness2 Agency2
60 60
N N
Y Y
Witness3 Agency3
60 60
N N
Y Y
TransportCompany1
60
N
Y
TransferredFrom1 TransportCompany2
30 60
N N
Y Y
TransferredFrom2 TransportCompany3
30 60
N N
Y Y
TransferredFrom3 DispatchCCYY DispatchMM
30 4 2
N N N
Y N N
DispatchDD
2
N
N
DispatchTimeHH
2
N
N
DispatchTimeMM
2
N
N
ReceivedCCYY
4
N
N
Law Enforcement Agencies Law Enforcement Agencies Law Enforcement Agencies
UMED Processing Smart Type Override Text Smart Type Override Text Smart Type Override Text Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric
Transport Companies Transport Companies Transport Companies
Page 49 of 70
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State of Utah
Field Name
Size
Unknown “*”
Bid PR14018
Auto
Entry
Source
Caps
Method
Table
Numeric Zero-Fill Numeric Zero-Fill
ReceivedMM
2
N
N
ReceivedDD
2
N
N
Page 50 of 70
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p. 56
State of Utah
ReceivedTimeHH
2
N
N
ReceivedTimeMM
2
N
N
ReceivedBy
60
N
Y
DeceasedHeightCm DeceasedHeightInches DeceasedWeightKg DeceasedWeightLbs DeceasedEyeColor DeceasedHairColor Decomposed BodyHold
10 10 10 10 15 15 1 1
N N N N N N N N
N N N N Y Y N N
Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Bid PR14018
Users OME_MD DeputyME SuperInvest FieldInvest OME_Assist OME_Tech
Numeric Computed Numeric Computed Text Text Checkbox Checkbox
Display-only conversion Display-only conversion
Page 51 of 70
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State of Utah
HoldReason
1
N
N
Checkbox
HoldReasonSpecify ReleaseAuthorization
60 60
N N
Y Y
Text Smart Type Override
BodyHoldRemovedCCYY BodyHoldRemovedMM
4 2
N N
N N
BodyHoldRemovedDD
2
N
N
BodyHoldRemovedTime HH BodyHoldRemovedTime MM BodyReleasedCCYY BodyReleasedMM
2
N
N
2
N
N
4 2
N N
N N
BodyReleasedDD
2
N
N
BodyReleasedTimeHH
2
N
N
BodyReleasedTimeMM
2
N
N
BodyReleasedBy
60
N
Y
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
ProcessingNote
90
N
Y
Text
60
N
Y
Text
Bid PR14018
D=Donor I=Identification M=MD Hold N=New Case P=Possible Donor O=Other (Specify) Users OME_MD DeputyME SuperInvest
Users OME_MD DeputyME SuperInvest
UMED Funeral Home FuneralHomeAuthBy
Person who authorized FH selection. Generally family member. Page 52 of 70
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State of Utah
FuneralHomeNotifCCYY FuneralHomeNotifMM
4 2
N N
N N
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
FuneralHomeNotifDD
2
N
N
FuneralHomeNotifTimeH H FuneralHomeNotifTimeM M FuneralHomeNotify
2
N
N
2
N
N
60
N
Y
FuneralHomeContactedN ame FuneralHomeReleasedTo Name BodyReleasedTo
60
N
Y
Text
60
N
Y
Text
60
N
Y
Text
90 90 90 90 90 90 90 90 90 90
N N N N N N N N N N
N N N N N N N N N N
Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned Assigned
Bid PR14018
Users OME_MD DeputyME SuperInvest FieldInvest OME_Assist OME_Tech
UMED Cause of Death Codes COD_LiteralUnderlying COD_LiteralContrib1 COD_LiteralContrib2 COD_LiteralContrib3 COD_LiteralContrib4 COD_LiteralContrib5 COD_LiteralContrib6 COD_LiteralContrib7 COD_LiteralContrib8 COD_LiteralContrib9
ICD-10 ICD-10 ICD-10 ICD-10 ICD-10 ICD-10 ICD-10 ICD-10 ICD-10 ICD-10
UMED Donation
Page 53 of 70
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p. 59
State of Utah
DonorAgency1 DonorAgencySpecify1 AgencyNotifiedCCYY1 AgencyNotifiedMM1
1 60 4 2
N N N N
N Y N N
AgencyNotifiedDD1
2
N
N
AgencyNotifiedTimeHH1
2
N
N
AgencyNotifiedTimeMM1
2
N
N
AgencyNotifiedBy1
60
N
Y
AgencyContact1 OrgansEyes1 OrgansSkin1 OrgansBone1 OrgansHeartValve1 OrgansVein1 OrgansVital1 RecoveryTechnician1 RecoveryCCYY1 RecoveryMM1
60 1 1 1 1 1 1 60 4 2
N N N N N N N N N N
Y N N N N N N Y N N
RecoveryDD1
2
N
N
RecoveryLocation1 DonorAgency2 DonorAgencySpecify2 AgencyNotifiedCCYY2 AgencyNotifiedMM2
60 1 60 4 2
N N N N N
N N Y N N
Checkbox Text Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Bid PR14018
Users OME_MD DeputyME SuperInvest FieldInvest OME_Assist OME_Tech
Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Numeric Numeric Zero-Fill Numeric Zero-Fill Text Checkbox Text Numeric Numeric Zero-Fill
Page 54 of 70
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p. 60
State of Utah
AgencyNotifiedDD2
2
N
N
AgencyNotifiedTimeHH2
2
N
N
AgencyNotifiedTimeMM2
2
N
N
AgencyNotifiedBy2
60
N
Y
AgencyContact2 OrgansEyes2 OrgansSkin2 OrgansBone2 OrgansHeartValve2 OrgansVein2 OrgansVital2 RecoveryTechnician2 RecoveryCCYY2 RecoveryMM2
60 1 1 1 1 1 1 60 4 2
N N N N N N N N N N
Y N N N N N N Y N N
RecoveryDD2
2
N
N
RecoveryLocation2 DonorAgency3 DonorAgencySpecify3 AgencyNotifiedCCYY3 AgencyNotifiedMM3
60 1 60 4 2
N N N N N
N N Y N N
AgencyNotifiedDD3
2
N
N
AgencyNotifiedTimeHH3
2
N
N
AgencyNotifiedTimeMM3
2
N
N
AgencyNotifiedBy3
60
N
Y
AgencyContact3 OrgansEyes3 OrgansSkin3
60 1 1
N N N
Y N N
Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override Text Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Numeric Numeric Zero-Fill Numeric Zero-Fill Text Checkbox Text Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override Text Checkbox Checkbox
Bid PR14018
Users Same as 1
Users Same as 1
Page 55 of 70
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p. 61
State of Utah
OrgansBone3 OrgansHeartValve3 OrgansVein3 OrgansVital3 RecoveryTechnician3 RecoveryCCYY3 RecoveryMM3
1 1 1 1 60 4 2
N N N N N N N
N N N N Y N N
RecoveryDD3
2
N
N
RecoveryLocation3
60
N
N
Bid PR14018
Checkbox Checkbox Checkbox Checkbox Text Numeric Numeric Zero-Fill Numeric Zero-Fill Text
4.16 Index Fields Field(s)
4.17 Duplicate StateFileNumber SSN ME_CaseNumber DeceasedLast DeceasedFirst DeceasedMiddle DeathCCYY DeathMM DeathDD FuneralHomeLicense CertifierLicense MRN CountyOfDeath Alternate1SystemID Alternate2SystemID MasterStatus FuneralHomeStatus CertifierStatus
No Yes Yes Yes
Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Page 56 of 70
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p. 62
State of Utah
Bid PR14018
UMED Index Fields ExamMD_License RecordType UMEDRecord EdenRecord DateReportedCCYY DateReportedMM DateReportedDD ME_Type ReportedToID
Yes Yes Yes Yes Yes
Yes Yes
This table contains records for agencies (or individuals) requesting information from the OME. It is displayed in the Processing section of UMED from the Data Exchange tab under “Agencies Requesting”.
5 Field Name
6 Size 7 Auto 8 Entry 9 Source Caps Method Table
10 Comments/Values
SysNum
6
N
Assigned
RequestNum
3
N
Assigned
Link to edenmaster - identifies case this record relates to Sequential request number for this case creates unique key
RequestCCYY RequestMM
4 2
N N
RequestDD
2
N
RequestAgency AgencyContact
60 60
Y Y
Numeric Numeric Zero-Fill Numeric Zero-Fill Text Text
ContactRelation AgencyAreaCode AgencyPhoneNumber DataRequested
60 3 8 90
Y N N Y
Text Numeric Numeric Text
Agency making the request Name of individual in agency making the request Relation of requestor to deceased 999-9999 Type of information requested Page 57 of 70
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p. 63
State of Utah
5 Field Name
6 Size 7 Auto 8 Entry 9 Source Caps Method Table
ApprovalBy
60
Y
Smart Type Override
ApprovalCCYY ApprovalMM
4 2
N N
ApprovalDD
2
N
FeeAssessed FeePaid DataSentCCYY DataSentMM
30 1 4 2
N N N N
DataSentDD
2
N
DataSentBy
60
Y
Numeric Numeric Zero-Fill Numeric Zero-Fill Text Checkbox Numeric Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Bid PR14018
10 Comments/Values
Users OME_MD DeputyME SuperInvest
Amount of fee charged to agency Indicates fee has been paid
Users OME_MD DeputyME
10.1 10.2 Index Fields Field(s)
10.3 Duplicate SysNum RequestNum
No
This table contains records for evidence data recorded in UMED. Page 58 of 70
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p. 64
State of Utah
Bid PR14018
It is displayed in the Processing section of UMED from the Evidence tab.
11 Field Name
12 Size 13 Auto 14 Entry 15 Source Caps Method Table
16 Comments/Values
SysNum
6
N
Assigned
EvidenceNum
3
N
Assigned
TypeOfEvidence
1
N
Checkbox
Link to edenmaster - identifies case this record relates to Sequential evidence number for this case creates unique key M=Medications L=Ligature D=Drug Paraphernalia A=Appliance P=Projectile O=Other (Specify)
TypeOfEvidenceSpeci fy EvidenceReceivedCC YY EvidenceReceivedMM
60
Y
Text
4
N
Numeric
2
N
EvidenceReceivedDD
2
N
EvidenceReceivedTim eHH EvidenceReceivedTim eMM EvidenceReceivedBy
2
N
2
N
60
Y
Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
LockerCCYY LockerMM
4 2
N N
Users OME_MD DeputyME SuperInvest FieldInvest
Numeric Numeric Zero-Fill
Date evidence stored in locker
Page 59 of 70
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p. 65
State of Utah
11 Field Name
12 Size 13 Auto 14 Entry 15 Source Caps Method Table
LockerDD
2
N
LockerTimeHH
2
N
LockerTimeMM
2
N
LockerStorageBy
60
Y
EvidenceRoomCCYY EvidenceRoomMM
4 2
N N
EvidenceRoomDD
2
N
EvidenceRoomTimeH H EvidenceRoomTimeM M EvidenceRoomBy
2
N
2
N
60
Y
DestroyedCCYY DestroyedMM
4 2
N N
DestroyedDD
2
N
DestroyedTimeHH
2
N
Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Bid PR14018
16 Comments/Values
Users OME_MD DeputyME SuperInvest FieldInvest Date evidence moved to Evidence Room
Users OME_MD DeputyME SuperInvest FieldInvest
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill
Date evidence destroyed
Page 60 of 70
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p. 66
State of Utah
11 Field Name
12 Size 13 Auto 14 Entry 15 Source Caps Method Table
DestroyedTimeMM
2
N
DestroyedBy
60
Y
ReleasedCCYY ReleasedMM
4 2
N N
ReleasedDD
2
N
ReleasedTimeHH
2
N
ReleasedTimeMM
2
N
ReleasedBy
60
Y
ReleasedTo
60
Y
Numeric Zero-Fill Smart Type Override
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Smart Type Override
Bid PR14018
16 Comments/Values
Users OME_MD DeputyME SuperInvest FieldInvest Date evidence released
Users OME_MD DeputyME SuperInvest FieldInvest
Text
Name, agency, family, etc
16.1 16.2 Index Fields Field(s)
16.3 Duplicate SysNum EvidenceNum
No Page 61 of 70
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p. 67
State of Utah
Bid PR14018
This table contains records for law enforcement agencies. It is used to load the smart type lists of agencies.
17 Field Name
18 Si 19 Comments/Values ze
AgencyName
60
Examples: Cottonwood Heights Police Department Federal Bureau of Investigation
19.1 Index Fields Field(s)
19.2 Duplicate AgencyName
No
Table: LIMS_Requests This table contains records for tests requested in the LIMS system. It is available to LIMS for read and update access. Completed test results are available via a database view to LIMS and are displayed in UMED. LIMS requests are entered in the Processing section of UMED from the “LIMS – Test Requests” tab.
20 Field Name 21 Size 22 Auto 23 Entry 24 Source 25 Comments/Values Caps Method Table SysNum
6
N
Assigned
LIMS_Num
3
N
Assigned
Link to edenmaster - identifies case this record relates to Sequential LIMS request for this case - creates unique key
Page 62 of 70
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p. 68
State of Utah
Bid PR14018
20 Field Name 21 Size 22 Auto 23 Entry 24 Source 25 Comments/Values Caps Method Table ProcessedByLIMS
1
N
Assigned
ME_CaseNumber
15
N
Assigned
DeceasedLast DeceasedFirst DeceasedMiddle DeathCCYY DeathMM DeathDD InitialSynopsis SpecialInterest
50 50 50 4 2 2 90 90
N N N N N N Y Y
Assigned Assigned Assigned Assigned Assigned Assigned Text Text
CollectionCCYY CollectionMM
4 2
N N
CollectionDD
2
N
CollectionTimeHH
2
N
CollectionTimeMM
2
N
Numeric Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill
SampleCollectedBy StoredInFridgeBy
60 60
N Y
Smart Type Override
Set to “X” when LIMS has read and/or processed this request Link to LIMS - BE SURE TO DELETE RECORD IF CASE IS DELETED AND CASE NUMBER REUSED.
"Suspected Drugs" in LIMS OME specification of drug(s) to test for Sample Storage Date
Sample Storage Time
Users OME_MD DeputyME SuperInvest FieldInvest
Auto-filled from Exam Assistant field Based on OME Personnel Table. Can be a hospital name by overriding
Page 63 of 70
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p. 69
State of Utah
Bid PR14018
20 Field Name 21 Size 22 Auto 23 Entry 24 Source 25 Comments/Values Caps Method Table SampleDeliveredBy
60
Y
Smart Type Override
SampleType
1
N
Checkbox
SampleTypeSpecify SampleCondition
60 1
Y N
Text Checkbox
SampleContainer
1
N
Checkbox
SampleContainerSpecify OtherCCYY OtherMM
60 4 2
Y N N
Text Numeric Numeric Zero-Fill
Users OME_MD DeputyME SuperInvest FieldInvest B=Bile L=Blood (Iliac) M=Blood (IVC) S=Blood (Subclavian) N=Blood (Heart) F=Blood (Femoral) P=Blood (Hospital) R=Blood (Other) G=Gastric (Retained) H=Gastric (Submitted) I=Liver (Retained) J=Liver (Submitted) U=Urine V=Vitreous O=Other (Specify) C=Clotted D=Decomposed G=Good L=Limited Volume (<2 ml) C=Cup G=Gray Top R=Red Top O=Other (Specify) Date for SampleContainerSpecify
Page 64 of 70
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p. 70
State of Utah
Bid PR14018
20 Field Name 21 Size 22 Auto 23 Entry 24 Source 25 Comments/Values Caps Method Table OtherDD
2
N
OtherTimeHH
2
N
OtherTimeMM
2
N
EstimatedSampleVolum e SampleUnit STAT TestVolatilesPanel TestCO TestDrugsOfAbusePanel TestRxDrugPanel ME_UserSystemID
10
N
Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Numeric
10 1 1 1 1 1 14
N N N N N N N
Text Checkbox Checkbox Checkbox Checkbox Checkbox Text
ReferenceLab LabOption lab_case_number sample_number
120 1 20 22
Y N
Text Checkbox
Time for SampleContainerSpecify
Unit in next field Examples: ml, gr, mg X=STAT Request Tests Requested - Check all that apply
User System ID of Exam MD (Used for LIMS connection)
Auto-filled by LIMS processing. These fields will display on the LIMS Requests screen.
25.1 25.2 Index Fields Field(s)
25.3 Duplicate SysNum LIMS_Num ME_CaseNumber
No Yes Page 65 of 70
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State of Utah
ProcessedByLIMS
Bid PR14018
Yes
This table contains records for medication and prescription data recorded in UMED. It is displayed in the Processing section of UMED from the Medications tab.
26 Field Name
27 Size 28 Auto 29 Entry 30 Source 31 Comments/Values Caps Method Table
SysNum
6
N
Assigned
MedicationNum
3
N
Assigned
RxForDeceased RxCCYY RxMM
1 4 2
N N N
RxDD
2
N
RxNumber RxDrugName RxDrugStrength RxHowPrescribed RxQuantityPrescribed RxQuantityPerDay ExpectedQuantityRemaini ng
30 60 30 90 5 15 5
N Y N Y N N N
Checkbox Numeric Numeric Zero-Fill Numeric Zero-Fill Text Text Text Text Numeric Text Numeric
ActualQuantityRemaining ExpectedCompletionCCY Y
5 4
N N
Numeric Numeric
ExpectedCompletionMM
2
N
ExpectedCompletionDD
2
N
Numeric Zero-Fill Numeric Zero-Fill
Link to edenmaster - identifies case this record relates to Sequential medication number for this case creates unique key Date of Prescription
Prescription Number Example: Levoxil Example: 125 mcg Total quantity prescribed Quantity prescribed per day (dose per day) Default based on Rx Date, DOD, Quantity Prescribed and Quantity Per Day (if numeric) Date prescription expected to be completed. Default based on Rx Date, Quantity Prescribed and Quantity Per Day (if numeric)
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State of Utah
Bid PR14018
26 Field Name
27 Size 28 Auto 29 Entry 30 Source 31 Comments/Values Caps Method Table
RxMD PharmacyNameAndCity PharmacyAreaCode PharmacyPhoneNumber
60 60 3 20
Y Y N N
Text Text Text Text
Prescribing MD
Many different formats from MESU
31.1 Index Fields Field(s)
31.2 Duplicate SysNum MedicationNum
No
This table contains records of requests for information made by the OME to other agencies. It is displayed in the Processing section of UMED from the Data Exchange tab under “OME Requesting”.
32 Field Name
33 Size 34 Auto 35 Entry 36 Source 37 Comments/Values Caps Method Table
SysNum
6
N
Assigned
RequestNum
3
N
Assigned
RequestCCYY RequestMM
4 2
N N
Numeric Numeric Zero-Fill
Link to edenmaster - identifies case this record relates to Sequential request number for this case creates unique key
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State of Utah
Bid PR14018
32 Field Name
33 Size 34 Auto 35 Entry 36 Source 37 Comments/Values Caps Method Table
RequestDD
2
N
RequestTimeHH
2
N
RequestTimeMM
2
N
RequestAgency AgencyContact FaxAreaCode FaxPhoneNumber RequestMadeBy
60 60 3 8 60
Y Y N N Y
ReqHistoryPhysical
1
N
Checkbox
ReqProgressNotes ReqConsultationNotes Req_ER_Notes ReqSocialServicesNotes ReqDischargeSummary ReqNewbornScreening ReqRadiologyReports ReqLabReports ReqAdmissionBloodSampl es ReqEntireChart ReqOtherData DataReceivedCCYY DataReceivedMM
1 1 1 1 1 1 1 1 1
N N N N N N N N N
Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox
1 90 4 2
N Y N N
Checkbox Text Numeric Numeric Zero-Fill
Numeric Zero-Fill Numeric Zero-Fill Numeric Zero-Fill Text Text Numeric Numeric Smart Type Override
Agency to whom the request was made Name of contact individual in agency 999-9999 Users OME_MD DeputyME SuperInvest FieldInvest Information Requested Check all that apply
Other Data Requested
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State of Utah
32 Field Name
33 Size 34 Auto 35 Entry 36 Source 37 Comments/Values Caps Method Table
DataReceivedDD
2
N
Bid PR14018
Numeric Zero-Fill
37.1 Continued
37.2 Index Fields Field(s)
37.3 Duplicate SysNum RequestNum
No
This table contains records for transport agencies. It is used to load the smart type lists of these agencies.
38 Field Name
39 Size 40 Comments/Values
TransportName
60
Examples: Gold Cross Ambulance Eagle Air
40.1 Index Fields Field(s)
40.2 Duplicate TransportName
No
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State of Utah
Bid PR14018
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State of Utah
Bid PR14018
ATTACHMENT A STATE OF UTAH STANDARD INFORMATION TECHNOLOGY TERMS AND CONDITIONS (FOR DTS RELATED CONTRACTS ONLY) 1.
AUTHORITY: Provisions of this contract are pursuant to the authority set forth in 63G-6, Utah Code Annotated, as amended, Utah State Procurement Rules (Utah Administrative Code Section R33), and related statutes which permit the State to purchase certain specified services, and other approved purchases for the State.
2.
CONTRACT JURISDICTION, CHOICE OF LAW, AND VENUE: The provisions of this contract shall be governed by the laws of the State of Utah. The parties will submit to the jurisdiction of the courts of the State of Utah for any dispute arising out of this Contract or the breach thereof. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt Lake County.
3.
LAWS AND REGULATIONS: The Contractor and any and all supplies, services, equipment, and construction furnished under this contract will comply fully with all applicable Federal and State laws and regulations, including applicable licensure and certification requirements.
4.
RECORDS ADMINISTRATION: The Contractor shall maintain, or supervise the maintenance of all records necessary to properly account for the payments made to the Contractor for costs authorized by this contract. These records shall be retained by the Contractor for at least four years after the contract terminates, or until all audits initiated within the four years, have been completed, whichever is later. The Contractor agrees to allow State and Federal auditors, and State Agency Staff, access to all the records to this contract, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by appointment.
5.
CERTIFY REGISTRATION AND USE OF EMPLOYMENT "STATUS VERIFICATION SYSTEM”: The Status Verification System, also referred to as “E-verify”, only applies to contracts issued through a Request for Proposal process, and to sole sources that are included within a Request for Proposal. It does not apply to Invitation for Bids or to the Multiple Stage Bid. 1. Status Verification System (1) Each offeror and each person signing on behalf of any offeror certifies as to its own entity, under penalty of perjury, that the named Contractor has registered and is participating in the Status Verification System to verify the work eligibility status of the contractor’s new employees that are employed in the State of Utah in accordance with applicable immigration laws including UCA Section 63G-12-302. (2) The Contractor shall require that the following provision be placed in each subcontract at every tier: “The subcontractor shall certify to the main (prime or general) contractor by affidavit that the subcontractor has verified through the Status Verification System the employment status of each new employee of the respective subcontractor, all in accordance with applicable immigration laws including UCA Section 63G12-302 and to comply with all applicable employee status verification laws. Such affidavit must be provided prior to the notice to proceed for the subcontractor to perform the work.” (3) The State will not consider a proposal for award, nor will it make any award where there has not been compliance with this Section. (4) Manually or electronically signing the Proposal is deemed the Contractor’s certification of compliance with all provisions of this employment status verification certification required by all applicable status verification laws including UCA Section 63G-12-302.
2. Indemnity Clause for Status Verification System (1) Contractor (includes, but is not limited to any Contractor, Design Professional, Designer or Consultant) shall protect, indemnify and hold harmless, the State and its officers, employees, agents, representatives and anyone that the State may be liable for, against any claim, damages or liability arising out of or resulting from violations of the above Status Verification System Section whether violated by employees, agents, or contractors of the following: (a) Contractor; (b) Subcontractor at any tier; and/or (c) any entity or person for whom the Contractor or Subcontractor may be liable. (2) Notwithstanding Section 1. above, Design Professionals or Designers under direct contract with the State shall only be required to indemnify the State for a liability claim that arises out of the design professional's services, unless the liability claim arises from the Design Professional's negligent act, wrongful act, error or omission, or other liability imposed by law except that the design professional shall be required to indemnify the State in regard to subcontractors or subconsultants at any tier that are under the direct or indirect control or responsibility of the Design Professional, and includes all independent contractors, agents, employees or anyone else for whom the Design Professional may be liable at any tier. 6.
CONFLICT OF INTEREST: Contractor represents that none of its officers or employees are officers or employees of the State of Utah, unless disclosure has been made in accordance with 67-16-8, Utah Code Annotated, as amended.
7.
CONFLICT OF INTEREST WITH STATE EMPLOYEES: In addition to the provisions of State of Utah Terms and Conditions # 6, Conflict of Interest, the Contractor certifies that no person in the State’s employment, directly or through subcontract, will receive any private financial interest, direct or indirect, in the contract. The Contractor will not hire or subcontract with any person having such conflicting interest.
8.
CONTRACTOR, AN INDEPENDENT CONTRACTOR: The Contractor shall be an independent contractor, and as such, shall have no authorization, express or implied, to bind the State to any agreements, settlements, liability, or understanding whatsoever, and agrees not to perform any acts as agent for the State, except as herein expressly set forth. Compensation stated herein shall be the total amount payable to the Contractor by the State. The Contractor shall be responsible for the payment of all income tax and social security amounts due as a result of payments received from the State for these contract services. Persons employed by the State and acting under the direction of the State shall 11/25/2013not 11:23 AM p. 77 be deemed to be employees or agents of the Contractor.
8.
CONTRACTOR, AN INDEPENDENT CONTRACTOR: The Contractor shall be an independent contractor, and as such, shall have no State of Utah authorization, express or implied, to bind the State to any agreements, settlements, liability, or understanding whatsoever, and agreesBid notPR14018 to perform any acts as agent for the State, except as herein expressly set forth. Compensation stated herein shall be the total amount payable to the Contractor by the State. The Contractor shall be responsible for the payment of all income tax and social security amounts due as a result of payments received from the State for these contract services. Persons employed by the State and acting under the direction of the State shall not be deemed to be employees or agents of the Contractor.
9.
CONTRACTOR ACCESS TO SECURE STATE FACILITIES / CRIMINAL CONVICTION INFORMATION / FORMER The Contractor shall provide (at its own expense) the State with sufficient personal information about its agents or employees, FELONS: and the agents and employees of its subcontractors (if any) who will enter upon secure premises controlled, held, leased, or occupied by the State during the course of performing this contract so as to facilitate a criminal record check, at State expense. “Sufficient personal information” about its agents or employees, and the agents and employees of its subcontractors (if any) means for the Contractor to provide to the State Project Manager, in advance of any on-site work, a list of the full names of the designated employees, including their social security number, driver license number and the state of issuance, and their birth date. Thereafter, on their first site visit, each contractor employee expected to work on-site shall be fingerprinted by the State, and the State is authorized to conduct a federal criminal background check based upon those fingerprints and personal information provided. Contractor, in executing any duty or exercising any right under this contract, shall not cause or permit any of its agents or employees, and the agents and employees of its subcontractors (if any) who have been convicted of a felony and misdemeanors other than minor misdemeanors to enter upon any premises controlled, held, leased, or occupied by the Department. A felony and misdemeanor are defined by the jurisdiction of the State of Utah, regardless of where the conviction occurred.
10. DRUG-FREE WORKPLACE: The Contractor agrees to abide by the Department of Technology Services (DTS) drug-free workplace policies while on State of Utah premises. DTS will provide the Contractor with a copy of these written “drug-free workplace policies” upon request. 11. CODE OF CONDUCT: When Contractor employees are working on-site, the Contractor agrees to follow and enforce DTS Policy 2000-001 Code of Conduct. If Contractor is working at facilities controlled by other State agencies, Contractor agrees to follow and enforce the Code of Conduct Policy of these other State agencies when Contractor is providing services at these facilities under provisions of this contract. The Contractor will assure that each employee or volunteer under Contractor’s supervision receives a copy of such Code of Conduct, and a signed statement to this effect must be in each Contractor or Subcontractor employee’s/volunteer’s file and is subject to inspection and review by the State’s monitors. Upon request, DTS agrees to provide Contractor with a copy of any applicable codes of conduct . If a Contractor or Subcontractor is working at any State agency which has a Code of Conduct applicable to this Contract, the DTS Project Manager will provide the Contractor with a copy in advance of the Contractor’s on-site contract services performance. 12. INDEMNITY CLAUSE: The Contractor agrees to indemnify, save harmless, and release the State of Utah, and all its officers, agents, volunteers, and employees from and against any and all loss, damages, injury, liability, suits, and proceedings arising out of the performance of this contract which are caused in whole or in part by the acts or negligence of the Contractor's officers, agents, volunteers, or employees, but not for claims arising from the State's sole negligence. The parties agree that if there are any Limitations of the Contractor’s Liability, including a limitation of liability for anyone for whom the Contractor is responsible, such Limitations of Liability will not apply to injuries to persons, including death, or to damages to property. 13. EMPLOYMENT PRACTICES CLAUSE: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated December 13, 2006, which prohibits sexual harassment in the work place. 14. SEPARABILITY CLAUSE: A declaration by any court, or any other binding legal source, that any provision of this contract is illegal and void shall not affect the legality and enforceability of any other provision of this contract, unless the provisions are mutually dependent. 15. RENEGOTIATION OR MODIFICATIONS: This contract may be amended, modified, or supplemented only by written amendment to the contract, executed by authorized persons of the parties hereto, and attached to the original signed copy of the contract. Automatic renewals will not apply to this contract. 16. DEBARMENT: The Contractor certifies that neither it nor its principals are presently or have ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by the State. The Contractor must notify the State Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period. 17. TERMINATION: Unless otherwise stated in the Special Terms and Conditions, this contract may be terminated, with cause by either party, in advance of the specified termination date, upon written notice being given by the other party. The party in violation will be given ten (10) working days after notification to correct and cease the violations, after which the contract may be terminated for cause. This contract may be terminated without cause, in advance of the specified expiration date, by either party, upon sixty (60) days prior written notice being given the other party. On termination of this contract, all accounts and payments will be processed according to the financial arrangements set forth herein for approved services rendered to date of termination. In the event of such termination, and professional services apply to the contract; the Contractor shall be compensated for services properly performed under this Contract up to the effective date of the notice of termination. The Contractor agrees that in the event of such termination for cause or without cause, Contractor’s sole remedy and monetary recovery from the State is limited to full payment for all work properly performed as authorized under this Contract up to the date of termination as well as any reasonable monies owed as a result of the Contractor having to terminate contracts necessarily and appropriately entered into by the Contractor pursuant to this Contract. Contractor further acknowledges that in the event of such termination, all work product, which includes but is not limited to all manuals, forms, contracts, 11/25/2013 11:23 AM p. 78 schedules, reports, and any and all documents produced by Contractor under this Contract up to the date of termination are the property of the State and shall be promptly delivered to the State.
In the event of such termination, and professional services apply to the contract; the Contractor shall be compensated for services properly performed under this Contract up to the effective date of the notice of termination. The Contractor agrees that in the event of such termination State ofrecovery Utah Bid PR14018 for cause or without cause, Contractor’s sole remedy and monetary from the State is limited to full payment for all work properly performed as authorized under this Contract up to the date of termination as well as any reasonable monies owed as a result of the Contractor having to terminate contracts necessarily and appropriately entered into by the Contractor pursuant to this Contract. Contractor further acknowledges that in the event of such termination, all work product, which includes but is not limited to all manuals, forms, contracts, schedules, reports, and any and all documents produced by Contractor under this Contract up to the date of termination are the property of the State and shall be promptly delivered to the State. 18. SUSPENSION OF WORK: Should circumstances arise which would cause the State to suspend the work, but not terminate the contract, this will be done by formal notice. The work may be reinstated upon advance formal notice from the State. 19. NONAPPROPRIATION OF FUNDS: The Contractor acknowledges that the State cannot contract for the payment of funds not yet appropriated by the Utah State Legislature. If the State becomes subject to a legislative change, revocation of statutory authority, lack of appropriated funds, or unavailability of funds which would render the Contractor’s delivery or performance under this Contract impossible, or unnecessary, this Contract will be terminated, either in whole or in part. If funding to the State is reduced due to an order by the Legislature or the Governor, or is required by State law, or if federal funding (when applicable) is not provided, or requires any return or “give-back” of funds required for the State to continue payments, or if the Executive Branch mandates any cuts or holdbacks in spending, the State may terminate this contract or proportionately reduce the services and purchase obligations and the amount due from the State upon 30 days written notice. In the case that funds are not appropriated or are reduced, the State will reimburse Contractor for products delivered or services performed through the date of cancellation or reduction, and the State will not be liable for any future commitments, penalties, or liquidated damages. 20. SALES TAX EXEMPTION: T h e S t a t e o f U t a h ’s sales and use tax exemption number is 11736850 -010-STC, located at http://purchasing.utah.gov/contract/documents/salestaxexemptionformsigned.pdf. The tangible personal property or services being purchased are being paid from State funds and used in the exercise of that entity’s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless otherwise stated in the contract. 21. WARRANTY: The Contractor agrees to warrant and assume responsibility for all products (including hardware, firmware, and/or software products) that it licenses, contracts, or sells to the State of Utah under this contract for a period of one year, unless otherwise specified and mutually agreed upon elsewhere in this contract. The Contractor (seller) acknowledges that all warranties granted to the buyer by the Uniform Commercial Code of the State of Utah apply to this contract. Product liability disclaimers and/or warranty disclaimers from the seller are not applicable to this contract unless otherwise specified and mutually agreed upon elsewhere in this contract. In general, the Contractor warrants that: (1) the product will do what the salesperson said it would do, (2) the product will live up to all specific claims that the manufacturer makes in their advertisements, (3) the product will be suitable for the ordinary purposes for which such product is used, (4) the product will be suitable for any special purposes that the State has relied on the Contractor’s skill or judgment to consider when it advised the State about the product, (5) the product has been properly designed and manufactured, and (6) the product is free of significant defects or unusual problems about which the State has not been warned. Remedies available to the State include the following: The Contractor will repair or replace (at no charge to the State) the product whose nonconformance is discovered and made known to the Contractor in writing. If the repaired and/or replaced product proves to be inadequate, or fails of its essential purpose, the Contractor will refund the full amount of any payments that have been made. Nothing in this warranty will be construed to limit any rights or remedies the State of Utah may otherwise have under this contract. 22. SECURE PROTECTION AND HANDLING OF DATA: 1.
Network Security: Contractor agrees at all times to maintain network security that - at a minimum - includes: network firewall provisioning, intrusion detection, and regular third party penetration testing. Likewise Contractor agrees to maintain network security that conforms to one of the following: a.
Those standards the State of Utah applies to its own network, found at http://www.dts.utah.gov;
b.
Current standards set forth and maintained by the National Institute of Standards and Technology, includes those at: http://web.nvd.nist.gov/view/ncp/repository; or
c.
Any generally recognized comparable standard that Contractor then applies to its own network and approved by DTS in writing.
2.
Data security: Contractor agrees to protect and maintain the security of the State of Utah data with protection that is at least as good as or better than that maintained by the State of Utah. These security measures included but are not limited to maintaining secure environments that are patched and up to date with all appropriate security updates as designated, (ex. Microsoft Notification).
3.
Data Transmission: Contractor agrees that any and all transmission or exchange of system application data with the State of Utah and/or any other parties expressly designated by the State of Utah, shall take place via secure means, (ex. HTTPS or FTPS).
4.
Data Storage: Contractor agrees that any and all State of Utah data will be stored, processed, and maintained solely on designated target servers approved of by DTS and that no State of Utah data at any time will be processed on or transferred to any portable or laptop computing device or any portable storage medium, unless such medium is part of the Contractor's designated backup and recovery process.
5.
Data Encryption: Contractor agrees to store all State of Utah backup data as part of its designated backup and recovery process in encrypted form, using no less than 128 bit key.
6.
Password Protection. Contractor agrees that any portable or laptop computer that has access to a State of Utah network, or stores any
State of Utah data is equipped with strong and secure password protection. non-public 11/25/2013 11:23 AM
p. 79
5.
Data Encryption: Contractor agrees to store all State of Utah backup data as part of its designated backup and recovery process in State of Utah Bid PR14018 encrypted form, using no less than 128 bit key.
6.
Password Protection. Contractor agrees that any portable or laptop computer that has access to a State of Utah network, or stores any non-public State of Utah data is equipped with strong and secure password protection.
7.
Data Re-Use: Contractor agrees that any and all data exchanged shall be used expressly and solely for the purpose enumerated in this Contract. Contractor further agrees that no State of Utah data of any kind shall be transmitted, exchanged or otherwise passed to other Contractors or interested parties except on a case-by-case basis as specifically agreed to in writing by DTS.
8.
Data Destruction: The Contractor agrees that upon termination of this Agreement it shall erase, destroy, and render unreadable all State of Utah data from all non-state computer systems and backups, and certify in writing that these actions have been completed within 30 days of the termination of this Agreement or within 7 days of the request of DTS, whichever shall come first.
23. NOTIFICATION AND DATA BREACHES: Contractor agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of personally-identifiable information or other events requiring notification in accordance with DTS Policy 5000-1250-PR1 Computer Incident Reporting Procedure (copy available upon request). In the event of a data breach of any Contractor's security obligations or other event requiring notification under applicable law (Utah Code Annotated § 13-44-101 thru 301 et al), Contractor agrees at its own expense to assume responsibility for informing all such individuals in accordance with applicable laws and to indemnify, hold harmless and defend the State of Utah against any claims, damages, or other harm related to such Notification Event. 24. CHANGE MANAGEMENT: Contractor agrees to comply with DTS Change Management Policy 4000-0004. This DTS policy requires that any work performed by the Contractor that has the potential to cause any form of outage, or modify the State’s infrastructure architecture must first be reviewed by the DTS Change Management Committee, and coordinated accordingly. The DTS Project Manager will inform the Contractor if this change control requirement is applicable. Following this notification, any failure by the Contractor that causes outages or data security breaches caused by the Contractor as a direct result of failure to comply, will result in the Contractor’s liability for the damages. Upon request, DTS agrees to provide Contractor with a copy of the latest version of DTS Change Management Policy 4000-0004. 25. PUBLIC INFORMATION: Contractor agrees that the contract, related Sales Orders, and Invoices will be public documents, and may be available for distribution. Contractor gives the State express permission to make copies of the contract, related Sales Orders, and Invoices in accordance with the State of Utah Government Records Access and Management Act (GRAMA). Except for sections identified in writing and expressly approved by the State Division of Purchasing, Contractor also agrees that the Contractor’s response to the solicitation will be a public document, and copies may be given to the public under GRAMA laws. The permission to make copies as noted will take precedence over any statements of confidentiality, proprietary information, copyright information, or similar notation. 26. CREDITING DEPARTMENT IN ADVERTISING / PUBLICITY: Any publicity given to the project or services provided herein shall identify the State of Utah’s managing agency as the sponsoring agency and shall not be released without prior written approval by that State agency’s Project Manager. 27. STATE AGENCY WEB SITE BRANDING: The Contractor agrees to use the DTS logo, or a newer version if replaced in the future, on websites produced under terms of this contract. Contractor further agrees to allow a State agency to also utilize their own web site branding and logo, if requested by that State agency. 28. DELIVERY: Unless otherwise specified in this contract, all deliveries will be F.O.B. destination with all transportation and handling charges paid by the Contractor. Responsibility and liability for loss or damage will remain with Contractor until final inspection and acceptance when responsibility will pass to the State except as to latent defects, fraud and Contractor's warranty obligations. 29. ORDERING AND INVOICING: All orders will be shipped promptly in accordance with the delivery schedule. The Contractor will promptly submit invoices (within 30 days of shipment or delivery of services) to the State. The State contract number and/or the agency purchase order number shall be listed on all invoices, freight tickets, and correspondence relating to the contract order. The prices paid by the State will be those prices listed in the contract. The State has the right to adjust or return any invoice reflecting incorrect pricing. 30. PROMPT PAYMENT DISCOUNT: Offeror may quote a prompt payment discount based upon early payment; however, discounts offered for less than 30 days will not be considered in making the award. Contractor shall list Payment Discount Terms on invoices. The prompt payment discount will apply to payments made with purchasing cards and checks. The date from which discount time is calculated will be the date a correct invoice is received or receipt of shipment, whichever is later; except that if testing is performed, the date will be the date of acceptance of the merchandise. 31. PAYMENT: 1. Payments are normally made within 30 days following the date the order is delivered or the date a correct invoice is received, whichever is later. After 60 days from the date a correct invoice is received by the appropriate State official, the Contractor may assess interest on overdue, undisputed account charges up to a maximum of the interest rate paid by the IRS on taxpayer refund claims, plus two percent, computed similarly as the requirements of Utah Code Annotated Section 15-6-3. The IRS interest rate is adjusted quarterly, and is applied on a per annum basis, on the invoice amount that is overdue. 2. The contract total may be changed only by written amendment executed by authorized personnel of the parties. Unless otherwise stated in the Contract, all payments to the Contractor will be remitted by mail, electronic funds transfer, or the State of Utah’s purchasing card (major credit card). The State of Utah will not allow the Contractor to charge end users electronic payment fees of any kind. 11/25/2013 11:23 AM
3. The acceptance by the Contractor of final payment without a written protest filed with the State within ten (10) working days of receipt of
p. 80
annum basis, on the invoice amount that is overdue. Stateexecuted of Utah by authorized personnel of the parties. Unless otherwise stated Bid PR14018 2. The contract total may be changed only by written amendment in the Contract, all payments to the Contractor will be remitted by mail, electronic funds transfer, or the State of Utah’s purchasing card (major credit card). The State of Utah will not allow the Contractor to charge end users electronic payment fees of any kind.
3. The acceptance by the Contractor of final payment without a written protest filed with the State within ten (10) working days of receipt of final payment shall release the State from all claims and all liability to the Contractor for fees and costs of the performance of the services pursuant to this Contract. 4. Notice: Wherever under this contract one party is required to give formal notice to the other, such notice shall be deemed given upon receipt of electronic mail and e-mail attachments. Formal Notices to the Contractor and to DTS shall be addressed as follows: Contractor: E-mail sent to Contact person at Contractor’s named e-mail address as indicated on signed State of Utah Contract (Cover) Page of this Contract.
State of Utah - DTS: E-mail sent to
[email protected]
5. Overpayment: The Contractor agrees that if during or subsequent to the contract performance, a CPA audit, or a State agency audit determines that payments were incorrectly reported or paid the Department may adjust the payments. The Contractor shall, upon written request, immediately refund to DTS any such overpayments. The Contractor further agrees that the Department shall have the right to withhold any or all-subsequent payments under this or other contracts that the Contractor may have with the State until recoupment of overpayment is made. 6. Payment withholding: the Contractor agrees that the adequate reporting, record keeping, and compliance requirements specified in this contract are a material element of performance and that if the Contractor’s record keeping practices, compliance, and/or reporting to DTS are not conducted in a timely and satisfactory manner, DTS may withhold part or all payments under this or any other contract until such deficiencies have been remedied. This includes, but is not limited to, Contractors failure to provide timely invoicing, and/or other requirements described elsewhere within this contract. In the event of the payment(s) being withheld, DTS agrees to provide ten (10) day advance Notice to the Contractor of the deficiencies that must be corrected in order to bring about the release of withheld payment. Contractor shall have ten (10) days thereafter to correct the cited reporting or record keeping practice deficiencies or the contract may be terminated. 32. PATENTS, COPYRIGHTS, ETC.: The Contractor will release, indemnify and hold the State, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor's use of any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, article or appliance furnished or used in the performance of this contract. 33. COPYRIGHT: The contractor agrees that any and all Deliverables prepared for the State of Utah as required by this contract, to the extent to which it is eligible under copyright law in any country, shall be deemed a work made for hire, such that all rights, title and interest in the work and Deliverables shall be exclusively owned by the State of Utah. State of Utah reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal or State Government purposes, such software, modifications and documentation. To the extent any Deliverable is deemed not to be, for any reason whatsoever, work made for hire, Contractor agrees to assign and hereby assigns all right title and interest, including but not limited to copyright patent, trademark and trade secret, to such Deliverables, and all extensions and renewals thereof, to the State of Utah. Contractor further agrees to provide all assistance reasonably requested by the State of Utah in the establishment, preservation, and enforcement of its rights in such Deliverables, without any additional compensation to Contractor. Contractor agrees to and hereby, to the extent permissible, waives all legal and equitable rights relating to the Deliverables, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications. 34. OWNERSHIP, PROTECTION AND USE OF RECORDS: Except for confidential medical records held by direct care providers, the State shall own exclusive title to all information gathered, reports developed, and conclusions reached in performance of this Contract. The Contractor may not use, except in meeting its obligations under this contract, information gathered, reports developed, or conclusions reached in performance of this Contract without the express written consent of the State. The improper use or disclosure of any information concerning a State of Utah client, or a State of Utah employee for any purpose not directly connected with the administration of the State, or the Contractor’s responsibilities with respect to services purchased under this agreement, is prohibited except on written consent of the state agency employee, state agency client, their attorney, or their responsible parent or guardian. The Contractor will be required to sign a Confidential Information Certification form in situations where they will be given access to confidential computerized records. The Contractor agrees to maintain the confidentiality of records it holds as agent for the State as required by Government Records Access and Management Act (“GRAMA ”), or other applicable federal or state law. The State of Utah shall own and retain unlimited rights to use, disclose, or duplicate all information and data (copyrighted or otherwise) developed, derived, documented, stored, or furnished by the Contractor under the Contract. The Contractor, and any subcontractors under its control, expressly agrees not to use confidential client, or confidential federal, state, or local government data, without prior written permission from the State of Utah Project Manager and appropriate officials of the State Agency. 35. OWNERSHIP, PROTECTION, AND USE OF CONFIDENTIAL FEDERAL, STATE, OR LOCAL GOVERNMENT INTERNAL BUSINESS PROCESSES AND PROCEDURES: The improper use or disclosure by any party of protected internal Federal or State business processes, polices, procedures, or practices is prohibited. Confidential federal or state business processes, policies, procedures, or practices shall not be divulged by the Contractor, Contractor’s employees, or their Subcontractors, unless prior written consent has been obtained in advance from the State of Utah Project Manager. 36. OWNERSHIP, PROTECTION, AND RETURN OF DOCUMENTS AND DATA UPON CONTRACT TERMINATION OR COMPLETION: All documents and data pertaining to work required by this contract will be the property of the State and must be delivered 11/25/2013 11:23 AM p. 81 to the State within 30 working days after termination or completion of the contract, regardless of the reason for contract termination, and without restriction or limitation to their future use. Any State data that may be returned under provisions of this clause must either be in the
business processes, polices, procedures, or practices is prohibited. Confidential federal or state business processes, policies, procedures, or practices shall not be divulged by the Contractor, Contractor’s employees, or their Subcontractors, unless prior written consent has been Bid PR14018 obtained in advance from the State of Utah Project Manager. State of Utah 36. OWNERSHIP, PROTECTION, AND RETURN OF DOCUMENTS AND DATA UPON CONTRACT TERMINATION OR COMPLETION: All documents and data pertaining to work required by this contract will be the property of the State and must be delivered to the State within 30 working days after termination or completion of the contract, regardless of the reason for contract termination, and without restriction or limitation to their future use. Any State data that may be returned under provisions of this clause must either be in the format as originally provided, or in a format that is readily usable by the State or that can be formatted in a way that it can be used. Costs for all of these described items will be considered as included in the basic contract compensation of the work described used by the State. 37. CONFIDENTIALITY: Contractor, and anyone for whom the Contractor may be liable, must maintain the confidentiality of any non-public personal information. Personal information includes, but is not limited to, names, social security numbers, birth dates, address, credit card numbers and financial account numbers. The State reserves the right to identify additional reasonable types or categories of information that must be kept confidential by the Contractor and anyone for whom the Contractor may be liable. This duty of confidentiality shall be ongoing and survive the term of this contract. 38. ASSIGNMENT/SUBCONTRACT: Contractor will not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the State. 39. DEFAULT AND REMEDIES: Any of the following events will constitute cause for the State to declare Contractor in default of the contract: 1. Nonperformance of contractual requirements; 2. A material breach of any term or condition of this contract. The State will issue a written notice of default providing a ten (10) day period in which Contractor will have an opportunity to cure. Time allowed for cure will not diminish or eliminate Contractor's liability for damages. If the default remains, after Contractor has been provided the opportunity to cure, the State may do one or more of the following: 1. Exercise any remedy provided by law; 2. Terminate this contract and any related contracts or portions thereof; 3. Impose liquidated damages, if liquidated damages are listed in the contract; 4. Suspend Contractor from receiving future solicitations. 40. TERMINATION UPON DEFAULT: In the event this contract is terminated as a result of a default by the Contractor, the Department may procure or otherwise obtain, upon such terms and conditions as the Department deems appropriate, services similar to those terminated, and Contractor shall be liable to the Department for any and all damages arising there from, including, but not limited to, attorneys’ fees and excess costs incurred by the Department in obtaining similar services. 41. FORCE MAJEURE: Neither party to this contract will be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party's reasonable control. The State may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract. 42. PROCUREMENT ETHICS: The Contractor understands that a person who is interested in any way in the sale of any supplies, services, construction, or insurance to the State of Utah is violating the law if the person gives or offers to give any compensation, gratuity, contribution, loan or reward, or any promise thereof to any person acting as a procurement officer on behalf of the State, or who in any official capacity participates in the procurement of such supplies, services, construction, or insurance, whether it is given for their own use or for the use or benefit of any other person or organization (63G-6-2304.5, Utah Code Annotated, 1953, as amended). 43. WORKERS’ COMPENSATION: The Contractor shall furnish proof to the State, upon request and maintain during the life of this contract, workers’ compensation insurance for all its employees as well as any subcontractor employees related to this contract. 44. LIABILITY INSURANCE: The Contractor agrees to provide and to maintain during the performance of the contract, at its sole expense, a policy of liability insurance. The limits of the policy shall be no less than $1,000,000.00 for each occurrence and $3,000,000.00 aggregate. It shall be the responsibility of the Contractor to require any of their Subcontractor(s) to secure the same insurance coverage as prescribed herein for the Contractor. 45. CONFLICT OF TERMS: Contractor Terms and Conditions that apply must be in writing and attached to the contract. No other Terms and Conditions will apply to this contract including terms listed or referenced on a Contractor’s website, terms listed in a Contractor quotation/sales order, etc. In the event of any conflict in the contract terms and conditions, the order of precedence shall be: 1. Attachment A: State of Utah Standard IT Terms and Conditions; 2. State of Utah Contract Signature Page(s); 3. State Additional Terms and Conditions; 4. Contractor Terms and Conditions. 46. ENTIRE AGREEMENT: This Agreement, including all Attachments, and documents incorporated hereunder, and the related State Solicitation constitutes the entire agreement between the parties with respect to the subject matter, and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. The terms of this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth or printed on the Contractor’s work plans, cost estimate forms, receiving tickets, invoices, or any other related standard forms or documents of the Contractor that may subsequently be used to implement, record, or invoice services hereunder from time to time, even if such standard forms or documents have been signed or initialed by a representative of the State. The parties agree that the terms of this Agreement shall prevail in any dispute between the terms of this Agreement and the terms printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement. 47. SURVIVORSHIP: This paragraph defines the specific contractual provisions that will remain in effect after the completion of or termination of this contract, for whatever reason: (a) State of Utah Standard IT Terms and Conditions # 2, Contract Jurisdiction, Choice of Law, and Venue; (b) State of Utah Standard IT Terms and Conditions # 22, Secure Protection and Handling of Data; (c) State of Utah Standard IT Terms 11/25/2013 11:23 AM p. 82 and Conditions # 23, Notification and Data Breaches; (d) State of Utah Standard IT Terms and Conditions # 33, Copyright; (e) State of Utah
printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement. State of Utah
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47. SURVIVORSHIP: This paragraph defines the specific contractual provisions that will remain in effect after the completion of or termination of this contract, for whatever reason: (a) State of Utah Standard IT Terms and Conditions # 2, Contract Jurisdiction, Choice of Law, and Venue; (b) State of Utah Standard IT Terms and Conditions # 22, Secure Protection and Handling of Data; (c) State of Utah Standard IT Terms and Conditions # 23, Notification and Data Breaches; (d) State of Utah Standard IT Terms and Conditions # 33, Copyright; (e) State of Utah Standard IT Terms and Conditions # 34, Ownership, Protection, and Use of Records, including Residuals of such records; and (f) State of Utah Standard IT Terms and Conditions # 35, Ownership, Protection, and Use of Confidential Federal, State, or Local Government Internal Business Processes, including Residuals of such confidential business processes; (g) State of Utah Standard IT Terms and Conditions # 36, Ownership, Protection, and Return of Documents and Data Upon Contract Termination or Completion; (h) State of Utah Standard IT Terms and Conditions # 37, Confidentiality; (i) State of Utah Standard IT Terms and Conditions # 45, Conflict of Terms. 48. WAIVER: The waiver by either party of any provision, term, covenant or condition of this Contract shall not be deemed to be a waiver of any other provision, term, covenant or condition of this Contract nor any subsequent breach of the same or any other provision, term, covenant or condition of this Contract. If professional services are applicable to this solicitation/contract, the following terms and conditions apply: 49. TIME: The Contractor shall complete the scope of services work in a manner to achieve any milestones identified in the procurement documents related to this Contract and the attachments to this Contract. The full scope of services work shall be completed by any applicable deadline stated in the solicitation. 50. TIME IS OF THE ESSENCE: For all work and services under this Contract, time is of the essence and Contractor shall be liable for all damages to the State of Utah and anyone for whom the State of Utah may be liable, as a result of the failure to timely complete the scope of work required under this Contract. 51. CHANGES IN SCOPE: Any changes in the scope of the services to be performed under this Contract shall be in the form of a written amendment to this Contract, mutually agreed to and signed by duly authorized representatives of both parties, specifying any such changes, fee adjustments, any adjustment in time of performance, or any other significant factors arising from the changes in the scope of services. 52. PERFORMANCE EVALUATION: The State of Utah may conduct a performance evaluation of the Contractor’s services, including specific personnel of the Contractor. References in the Contract to Contractor shall include Contractor, Contractor’s subcontractors, or subconsultants at any tier, if any. Results of any evaluation will be made available to the Contractor. 53. WAIVERS: No waiver by the State or Contractor of any default shall constitute a waiver of the same default at a later time or of a different default. 54. INSURANCE: 1. To protect against liability, loss and/or expense in connection with the performance of services described under this Contract, the Contractor shall obtain and maintain in force during the entire period of this Contract without interruption, at its own expense, insurance as listed below from insurance companies authorized to do business in the State of Utah. 2. The following are minimum coverages that may be supplemented by additional requirements contained in the solicitation for this Contract or provided in an Attachment to this Contract; if no insurance limits are identified in the solicitation, insurance minimums will default to Section 44. Liability Insurance Requirements: (1) Worker’s Compensation Insurance and Employers’ Liability Insurance. Worker’s compensation insurance shall cover full liability under the worker’s compensation laws of the jurisdiction in which the service is performed at the statutory limits required by said jurisdiction. (2) Professional liability insurance in the amount as described in the solicitation for this Contract, if applicable. (3) Any other insurance described in the solicitation for this Contract, if applicable. 3. Any type of insurance or any increase of limits of liability not described in this Contract which the Contractor requires for its own protection or on account of any statute, rule, or regulation shall be its own responsibility, and shall be provided at Contractor’s own expense. 4. The carrying of insurance required by this Contract shall not be interpreted as relieving the Contractor of any other responsibility or liability under this Contract or any applicable law, statute, rule, regulation, or order. 55. STANDARD OF CARE: The services of Contractor and its subcontractors and subconsultants at any tier, if any, shall be performed in accordance with the standard of care exercised by licensed members of their respective professions having substantial experience providing similar services which similarities include the type, magnitude and complexity of the services that are the subject of this Contract. The Contractor shall be liable to the State of Utah for claims, liabilities, additional burdens, penalties, damages or third party claims (i.e. another Contractor’s claim against the State of Utah), to the extent caused by wrongful acts, errors or omissions that do not meet this standard of care. 56. STATE REVIEWS, LIMITATIONS: The right of the State to perform plan checks, plan reviews, other reviews and/or comment upon the services of the Contractor, as well as any approval by the State, shall not be construed as relieving the Contractor from its professional and legal responsibility for services required under this Contract. No review by the State or any entity/user, approval or acceptance, or payment for any of the services required under this Contract shall be construed to operate as a waiver by the State of any right under this Contract or of any cause of action arising out of the performance or nonperformance of this Contract, and the Contractor shall be and remain liable to the State in accordance with applicable law for all damages to the State caused by the wrongful acts, errors and/or omissions of the Contractor or its subcontractors or subconsultants at any tier, if any.
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services of the Contractor, as well as any approval by the State, shall not be construed as relieving the Contractor from its professional and legal responsibility for services required under this Contract. No review by the State or any entity/user, approval or acceptance, or payment State of to Utah BidorPR14018 for any of the services required under this Contract shall be construed operate as a waiver by the State of any right under this Contract of any cause of action arising out of the performance or nonperformance of this Contract, and the Contractor shall be and remain liable to the State in accordance with applicable law for all damages to the State caused by the wrongful acts, errors and/or omissions of the Contractor or its subcontractors or subconsultants at any tier, if any.
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ATTACHMENT B Utah Department of Health (UDOH) Privacy and Security Terms and Conditions For Contracts of Center for Health Data and Informatics CONTRACTOR acknowledges and agrees that CONTRACTOR is obligated to comply with the POLICIES and amendments as may be issued thereunder. 1. DEFINITIONS a. "Breach" shall mean unauthorized acquisition, access, use, or disclosure of protected health information which compromises the security or privacy of such information, except where an unauthorized person to whom such information is disclosed would not reasonably have been able to retain such information. b. "CONTRACTOR" means an individual or entity who or which performs a function or activity on behalf of, or provides a service to DEPARTMENT that involves creating, receiving, or transmitting PHI consistent with 45 CFR 160.103 or as amended by law. c. “DEPARTMENT” – means Utah Department of Health’s Office of Health Care Statistics. d. "Designated Record Set" means a group of records maintained by or for DEPARTMENT comprising the electronic health records, enrollment, payment, claims adjudication and case or medical management record systems maintained by or for DEPARTMENT, or used in whole or in part, by or for DEPARTMENT. For purposes of this definition, the term "record" includes any item, collection, or grouping of information that contains PHI and is maintained, collected, used, or disseminated by or for DEPARTMENT. e. "EPHI" means PHI maintained or transmitted in electronic form. f.
"Limited Data Set" shall mean PHI that excludes direct identifiers of the individual or of relatives, employers, or household members of the individual. (See 45 C.F.R. § 164.514(e)(2)).
g. “Minimum Necessary” means reasonable efforts are made to limit PHI to only that which is necessary to accomplish the intended purpose of the use, disclosure, or request. h. "Offshore Contractor" refers to a contractor who is in a country that is not one of the fifty United States or one of the United States Territories (American Samoa, Guam, Northern Marianas, Puerto Rico, and Virgin Islands). i.
"Personal and Protected Health Information" ("PHI") means either medical information or individually identifiable information in electronic or physical form. Medical information is any information in possession of, or derived from, a physician or other provider of health care or a health care service plan regarding an individual's medical history, mental or physical condition, or treatment. Individually identifiable information is that which contains any element of personal identifying information sufficient to allow identification of the individual, such as the individual's name, address,
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electronic mail address, telephone number, or social security number, or other information, alone or in combination with other publicly available information, which reveals the individual's identity. j.
POLICIES – means the Utah Department of Technology Services’ Information Security Policies, Attachment D, the Utah Department of Health’s Information Security Policies outlined within this document and DEPARTMENT's Confidentiality/Privacy Policies, 2(b).
k. "Privacy Official" means the DEPARTMENT individual and such individual's designees who are responsible for the development and implementation of DEPARTMENT’s policies and procedures regarding privacy and confidentiality of PHI. l.
"Security Incident" means the attempted or successful unauthorized access, use, disclosure, modification or destruction of information or interference with system operations in an information system that is created, received maintained or transmitted by or on behalf of DEPARTMENT. (See 45 C.F.R. §164.304).
m. “Subcontractor” means a person to whom the Contractor has delegated a function, activity, or service the Contractor has agreed to perform for DEPARTMENT. Further, a subcontractor is then a Contractor where that function, activity, or service involves the creation, receipt, maintenance, or transmission of protected health information. n. "Required by law" has the same meaning as the term "required by law" in accordance with 45 C.F.R. §164.103. o.
"Unsecured PHI" means protected health information that is not secured by the use of an algorithmic process to transform data into a form in which there is a low probability of assigning meaning without use of a confidential process or key” and such confidential process or key that might enable decryption has not been breached.
p. Permitted Uses and Disclosures. Contractor is permitted or required to use or disclose PHI it creates for or receives, maintains or transmits from DEPARTMENT only as follows: q. Functions and Activities on DEPARTMENT's Behalf. CONTRACTOR is permitted to use and disclose the minimum necessary PHI it creates for or receives from DEPARTMENT in order to provide those services set forth in paragraph B the Agreement, provided that no such use or disclosure would violate the POLICIES issued thereunder, if DEPARTMENT made the use or disclosure. r.
2.
Contractor Operations. CONTRACTOR may use and disclose the minimum necessary PHI it creates transmits or maintains for or receives, from DEPARTMENT as necessary in order to perform the CONTRACTOR’S obligations under the Agreement, CONTRACTOR’S proper management and administration, or to carry out CONTRACTOR’S legal responsibilities.
Prohibition on Unauthorized Use or Disclosure. CONTRACTOR shall neither use nor disclose PHI it creates for or receives, maintains or transmits from DEPARTMENT, except as permitted or required by the Contractor Agreement, as required by law, or as otherwise permitted in writing by DEPARTMENT. CONTRACTOR acknowledges that CONTRACTOR may be liable for violating any of the requirements of
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the Contractor Agreement relating to the use or disclosure of PHI or any privacy-related requirements of the POLICIES issued thereunder. a. Report Violations of Law. CONTRACTOR may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j) (1). b. Compliance with DEPARTMENT's Confidentiality/Privacy Policies at http://health.utah.gov/phi/?formname=hipaa. CONTRACTOR shall comply with DEPARTMENT's Security/Privacy Policies. CONTRACTOR shall request a copy of all policies and notices that it does not already possess in order to review the requirements and comply with those requirements. c. Compliance with Laws; Regulatory Amendments. CONTRACTOR shall comply with all applicable state and federal privacy and security laws pursuant NIST Special Publication 800-53, and any regulations promulgated thereunder, where applicable. Any regulations or amendments to applicable privacy and security laws shall be automatically included in the UDOH Privacy and Security Terms and Conditions such that the provisions of the contract remain in compliance with such regulations or amendments. Any future state privacy and security laws shall be automatically included in the UDOH Privacy and Security Terms and Conditions such that the provisions of this contract remain in compliance with such regulations or amendments. d. Information Safeguards. CONTRACTOR shall develop, implement, maintain and use appropriate administrative, technical and physical safeguards, in compliance with applicable state and federal laws, to preserve the integrity, confidentiality, and availability of PHI, and to prevent unauthorized disclosures of PHI created or received for or from DEPARTMENT as required by DEPARTMENT's Confidentiality/Privacy Policies, and applicable regulations issued thereunder. CONTRACTOR shall document and keep such safeguards current and shall develop and implement policies and procedures to meet the DEPARTMENT's Confidentiality/Privacy Policies and shall, upon DEPARTMENT's request, either verbally or in writing, provide DEPARTMENT with a copy of its policies and procedures related to such safeguards. CONTRACTOR shall also provide reasonable description of the practices and processes that are in place to support the policies, procedures, and requirements.
i.
ii.
iii.
If CONTRACTOR is in possession of PHI stored at rest on electronic media, as defined at 45 CFR 160.103, CONTRACTOR must secure the PHI. Secured for this purpose means PHI that has been rendered unusable, unreadable, or indecipherable to unauthorized individuals using National Institutes of Standards and Technology (“NIST”) approved algorithm and procedure or such other process or standard approved by the health care component in advance. Encryption, or use of any cryptographic controls to secure data at rest and in transit must use the highest form of data encryption currently available in accordance with NIST Publication 800-111, 800-113 & 800-77. Destruction: paper, film, or other hard copy must be shredded or destroyed at end‐of‐life or use such that the PHI cannot be read or otherwise reconstructed and is rendered unusable, unreadable, or indecipherable.
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iv.
v.
Electronic media at end of life or active use containing PHI must be cleared, purged, or destroyed consistent with approved NIST guidelines for media sanitization such that the PHI cannot be retrieved. Redaction of paper records is not an approved method of rendering PHI unusable, unreadable, or indecipherable.
e.
Subcontractors and Agents. CONTRACTOR shall require any of its subcontractors and agents to which CONTRACTOR is permitted by the provisions of this contract to provide reasonable assurance evidenced by written contract. That such subcontractor or agent shall comply with the same privacy and security safeguard obligations with respect to PHI that are applicable to CONTRACTOR under the UDOH Privacy and Security Terms and Conditions as well as DTS Terms and Conditions. Including, but not limited to: (1) holding such PHI in confidence and using or further disclosing it only for the purpose for which CONTRACTOR disclosed it to the agent, subcontractor or other third party or as required by law; (2) providing notification to CONTRACTOR (who shall in turn promptly notify DEPARTMENT) of any instance of which the agent, subcontractor or other third party becomes aware in which the confidentiality of such PHI was Breached; and (3) transmitting or sharing any PHI to any recipient Offshore without first obtaining written consent from DEPARTMENT as to such Offshore transmission.
f.
Minimum Necessary and Limited Data Set. CONTRACTOR’S use, disclosure or request of PHI shall utilize a Limited Data Set whenever possible. Otherwise, CONTRACTOR shall, in its performance of the functions, activities, services, and operations specified in Section B.1 above, make reasonable efforts to use, to disclose, and to request only the minimum amount of PHI reasonably necessary to accomplish the intended purpose of the use, disclosure or request, except that CONTRACTOR shall not be obligated to comply with the minimum necessary limitations with respect to those exceptions specified in 45 C.F.R. § 164.502(b) (2). CONTRACTOR shall comply with the requirements governing the minimum necessary use and disclosure of PHI set forth in the DEPARTMENT's Confidentiality/Privacy Policies, and any applicable regulations or other guidance issued thereunder. Further, CONTRACTOR will not allow aggregation of the Limited Data set with other data in CONTRACTOR’S possession that would allow for the identification of an individual.
g.
Audits, Inspections and Enforcement. Within ten (10) business days of written request by the DEPARTMENT, CONTRACTOR and its agents or subcontractors shall allow the DEPARTMENT to conduct a reasonable inspection of the facilities, systems, books, records, agreements, policies and procedures relating to the use or disclosure of PHI pursuant to this agreement for the purpose of determining whether CONTRACTOR has complied with this Addendum; provided, however, that: (1) CONTRACTOR and DEPARTMENT shall mutually agree in advance upon the scope, timing and location of such an inspection; (2) DEPARTMENT shall protect the confidentiality of all confidential and proprietary information of the CONTRACTOR to which the DEPARTMENT has access during the course of the inspection; and (3) DEPARTMENT shall execute a nondisclosure agreement , upon terms mutually agreed upon by the parties, if requested by the CONTRACTOR. The fact that the DEPARTMENT inspects, or fails to inspect, or has the right to inspect, CONTRACTOR’S facilities, systems,
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books, records, agreements, policies and procedures does not relieve CONTRACTOR of its responsibility to comply with this Agreement, nor does the DEPARTMENT’s (1) failure to detect or (2) detection, but failure to notify CONTRACTOR or require CONTRACTOR’S remediation of any unsatisfactory practices, constitute acceptance of such practice or a waiver of DEPARTMENT’s enforcement rights under the Contract. h.
Transmission of Data Offshore. CONTRACTOR is not authorized or permitted to transmit or share any PHI to any recipient Offshore without first obtaining written consent from DEPARTMENT as to such Offshore transmission. Verbal consent shall not suffice as permission to transmit or share any PHI with any recipient Offshore. In support of such a request to DEPARTMENT, CONTRACTOR shall provide written evidence of Offshore recipient's privacy and security policies, practices and safeguards. The CONTRACTOR shall ensure that such Offshore employees and contractors who access or utilize any PHI shall have completed privacy training in accordance with DEPARTMENT's Confidentiality/Privacy Policies and applicable state law. DEPARTMENT may request copies of training materials and verifications of attendance and competency of training.
3. PHI Access, Amendment, and Breach Reporting a. Access. CONTRACTOR shall, upon DEPARTMENT's reasonable request and within five (5) business days of receipt of request to inspect and obtain copies of any PHI which CONTRACTOR created or received for or from DEPARTMENT and that is in CONTRACTOR’S custody or control. CONTRACTOR shall provide such information in an electronic format, if requested by and as directed by DEPARTMENT. b. Amendment. CONTRACTOR shall, upon receipt of notice from DEPARTMENT, promptly amend any portion of an individual's PHI, which CONTRACTOR created or received for or from DEPARTMENT and that is in CONTRACTOR’S custody or control. c. Breach Reporting. i. Breach Reporting. CONTRACTOR shall inform DEPARTMENT by the most expeditious method possible, including but not limited to email, telephone, text, any Breaches of PHI. CONTRACTOR shall make such report to DEPARTMENT's Chief Privacy Official or Chief Information Security Official not more than twenty-four (24) hours after CONTRACTOR knows, or should reasonably have known, of such Breach. ii. CONTRACTOR shall cooperate with DEPARTMENT in investigating such Breach, and in meeting DEPARTMENT's obligations under the UDOH Privacy and Security Policies. CONTRACTOR shall subsequently report within three (3) business days all Breaches to DEPARTMENT in writing (and in the format requested by DEPARTMENT) and such reports shall, at a minimum: 1) Identify the nature of the Breach including the date of the Breach and the date of discovery of the Breach;
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2) Identify which elements of the PHI (e.g., full name, social security number, date of birth, etc.) were breached, or were part of the Breach; 3) Identify who was responsible for the Breach and who received the PHI; 4) Identify what corrective actions CONTRACTOR took or will take to prevent further incidents of a Breach; 5) Identify what CONTRACTOR did or will do to mitigate any deleterious effect of the Breach; 6) Identify CONTRACTOR contact information and procedures to enable DEPARTMENT to obtain additional information if required; and 7) Provide such other information, including a written report, as DEPARTMENT may reasonably request. 8) CONTRACTOR shall reimburse DEPARTMENT for all Breach notification costs arising out of or in connection with, any Breach, including but not limited to, postage and mailing fees and the provision of credit monitoring services for affected individuals. 9) CONTRACTOR has an ongoing obligation to immediately provide all newly available information and to supplement or correct previously provided information. d. Security Incident Reporting. CONTRACTOR shall report to DEPARTMENT's Privacy Official and Information Security Official within twenty four (24) hours after CONTRACTOR knows, or should reasonably have known, of such Security Incident, any Security Incident of which CONTRACTOR becomes aware. In addition, CONTRACTOR shall, upon DEPARTMENT's request, report any attempted unauthorized access, use, disclosure, modification, or destruction of EPHI. If any such security incident resulted in a disclosure of PHI not permitted by the Contractor Agreement, CONTRACTOR shall make a report in accordance with Section 3.c(i), above. Obligations in the Event of an Improper Pattern of Activity or Practice. In the event that either party becomes aware of a pattern of activity or practice of the other party that constitutes a material breach or violation of the UDOH Privacy and Security Terms and Conditions, the party discovering such pattern of activity or practice must take reasonable steps to cause the other party to cure the breach or end the violation. If a cure is not effectuated within a reasonable time period specified by the party requesting the cure, such party shall terminate the Contract. 4. Obligations of DEPARTMENT a. Notice of Security Policies. DEPARTMENT shall notify CONTRACTOR of any limitations(s) set forth in its Security Policies, to the extent that such limitation may affect CONTRACTOR’S use or disclosure of PHI. DEPARTMENT may meet this obligation by providing CONTRACTOR Public Health Privacy & Security Terms and Conditions, v.1
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with a copy of its Security Policies, which are attached to the UDOH Privacy and Security Terms and Conditions. 5. Termination and Continuing Privacy and Security Obligations a. Termination. DEPARTMENT may, in addition to other available remedies, terminate the contract if CONTRACTOR has materially breached any provision of the UDOH Privacy and Security Terms and Conditions and has failed to cure or take actions to cure such material breach within five (5) calendar days of such breach. Within thirty (30) calendar days of such termination of the contract, CONTRACTOR shall provide to DEPARTMENT one final report of any and all Breaches made of all individuals' PHI during the term of the Contract. i. Obligations upon Termination. Upon termination, cancellation, expiration or other conclusion of the contract, CONTRACTOR shall: 1) immediately return or destroy all PHI, including all copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI, in whatever form or medium (including in any electronic medium under CONTRACTOR’S custody or control), and at whatever location the PHI resides including offices local and remote, data centers, remote storage facilities, off-site backup facilities and vendors, and all other locations, that CONTRACTOR created or received for or from DEPARTMENT. 2) CONTRACTOR shall complete all such return or destruction activities as promptly as possible, but not later than thirty (30) calendar days after the effective date of the termination, cancellation, expiration or other conclusion of the Contract. 3) CONTRACTOR shall identify any PHI, including copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI created or received for or from DEPARTMENT that cannot feasibly be destroyed or returned to DEPARTMENT, and shall limit its further use or disclosure of such PHI, including all copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI. 4) Within thirty (30) days of termination, cancellation, expiration or other conclusion of the Contract, an officer of CONTRACTOR shall certify in writing to DEPARTMENT that such return or destruction has been completed, shall deliver to DEPARTMENT the identification of any PHI, including all copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI, for which return or destruction is infeasible and, for that PHI, including all copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI, shall certify that it shall only use or disclose such PHI for those purposes that make return or destruction infeasible. Public Health Privacy & Security Terms and Conditions, v.1
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5) All requirements of this section shall apply to any further CONTRACTOR or vendor to whom CONTRACTOR disclosed PHI. ii. Continuing Privacy and Security Obligation. CONTRACTOR’S obligation to protect the privacy and security of the PHI, including all copies of and any data or compilations derived from and allowing identification of any individual who is a subject of the PHI, it created for or received from DEPARTMENT shall be continuous and survive termination, cancellation, expiration or other conclusion of the Agreement. 6. Miscellaneous a. Regulatory References. Any reference in this UDOH Privacy and Security Terms and Conditions to HIPAA or the Privacy or Security Rule shall mean the referenced section as is then in effect or as amended. b. Amendments. The Parties agree to take such action as is necessary to amend the UDOH Privacy and Security Terms and Conditions from time to time. c. Survival. The respective rights and obligations of CONTRACTOR under Section 5.a(i) of this agreement shall survive the termination of this Contract. d. Interpretation. Any ambiguity in this agreement shall be resolved to permit DEPARTMENT to comply with HIPAA and the HITECH Act. e. Compliance with Laws. In performing their respective obligations under this contract, DEPARTMENT and CONTRACTOR shall at all times comply with all applicable State and Federal laws. f.
No Third Party Beneficiaries. Nothing in this agreement shall be considered or construed as conferring any right or benefit on a person not party to the provisions within the contract nor imposing any obligations on either Party hereto to persons not a party to this Contract.
g. CONTRACTOR will not directly or indirectly receive remuneration in exchange for any Protected Health Information as prohibited by 42 U.S.C. § 17935(d) as of its Compliance Date, nor make or cause to be made any communication about a product or service that is prohibited by 42 U.S.C. § 17936(a) as of its Compliance Date or any written fundraising communication that is prohibited by 42 U.S.C. § 17936(b) as of its Compliance Date. h. CONFIDENTIALITY: CONTRACTOR, and anyone for whom the CONTRACTOR may be liable, must maintain the confidentiality of any non-public personal information. Personal information includes, but is not limited to, names, social security numbers, birth dates, address, credit card numbers and financial account numbers. DTS reserves the right to identify additional reasonable types or categories of information that must be kept confidential by the CONTRACTOR and anyone for whom the CONTRACTOR may be liable. This duty of confidentiality shall be ongoing and survive the term of this Contract. CONTRACTOR and the DEPARTMENT acknowledge that certain information provided by CONTRACTOR to the DEPARTMENT under this Contract may constitute “Protected records” (as defined in Utah Code § 63G-2-103 and § 63G-2-305) and may be classified as such by the Public Health Privacy & Security Terms and Conditions, v.1
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Bid PR14018
DEPARTMENT. CONTRACTOR agrees to appropriately mark as “trade secret,” “confidential” or with a similar designation any materials that it believes qualify as “Protected records.” Any such materials that the DEPARTMENT classifies as Protected records shall be protected by the DEPARTMENT as required by Utah Code § 63G-2-309(2). 7. Notices. Any notices pertaining to this agreement shall be addressed to the appropriate party listed in Paragraph 10. 8. Indemnification and Hold Harmless. CONTRACTOR, at its own expense, shall indemnify and hold harmless DEPARTMENT, and DEPARTMENT affiliates, subsidiaries, officers, directors, employees and agents from and against any claim, cause of action, liability, damage, cost or expense, including attorneys' fees and court or proceeding costs, arising out of or in connection with any non-permitted or violating use or disclosure of PHI or other breach of this Agreement by CONTRACTOR or any subcontractor, agent, representative, person or entity. This provision shall not in any way limit any other indemnification that may be provided for in the other agreement(s) between CONTRACTOR and DEPARTMENT. This Section 8 shall survive the termination of the Agreement. 9.
Conflicts. The terms and conditions in Attachment B, Special Provisions, shall prevail in the event any terms and conditions herein conflict with any provision of the conditions set forth in the Contract.
10. DEPARTMENT and Contractor Information Security Contact Information. Reporting of Privacy or Security Incident 1. a.
Information Privacy Officer OFFICE/DIVISON Attn: 288 N. 1460 W. P.O. Box 144004 Salt Lake City, Utah Phone: E-mail:
2. a.
Information Security Officer OFFICE/DIVISON Attn: 288 N. 1460 W. P.O. Box 144004 Salt Lake City, Utah Phone: E-mail:
b.
Contractor Attn: Phone: E-mail:
b.
Contractor Attn: Phone: E-mail:
In an event of a Breach, Contractor shall report in addition to Chief Information Privacy Officer UTAH DEPARTMENT OF HEALTH Attn: Francesca Lanier 288 N. 1460 W. P.O. Box 144004 Salt Lake City, Utah Phone: 801-538-6271 Public Health Privacy & Security Terms and Conditions, v.1
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Chief Information Security Officer UTAH DEPARTMENT OF HEALTH Attn: Carl Burney 288 N. 1460 W. P.O. Box 144004 Salt Lake City, Utah Phone: 801-538-9919 Page 9
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E-mail:
[email protected]
Public Health Privacy & Security Terms and Conditions, v.1
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Bid PR14018
E-mail:
[email protected]
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State of Utah
Bid PR14018
Design, Development and Replacement of Utah Department of Health Mortalityrelated Systems Solicitation # PR14018
COST PROPOSAL
Bidder Name:
Please prepare a separate cost proposal for each component system bid.
Cost Proposal For (select one): Activity
Shared Services Platform
UMED
EDEN
ePOLST
Cost
Project Management System Analysis and Design Development System Testing Deployment Other Expenses (Hardware, software, materials, training, etc. Please categorize) Ongoing Maintenance Year 1 Year 2
Totals
Any deviation from this format may result in disqualification of proposal. Additional detail on cost may be provided in attachments. Page 1 of 1 11/25/2013 11:23 AM
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State of Utah
Bid PR14018
Question and Answers for Bid #PR14018 - Design, Development/Replacement of UDOH Mortality-related Systems
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: Dec 19, 2013 11:00:00 AM MST
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