HOT & SPICY or RFP in New Mexico Mary Houdek, IT and GIS Manager Kym Peters, Statistical Research Director Office of New Mexico Vital Records & Health.

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Presentation transcript:

HOT & SPICY or RFP in New Mexico Mary Houdek, IT and GIS Manager Kym Peters, Statistical Research Director Office of New Mexico Vital Records & Health Statistics June 8, 2004

EDR in NM  DOH funding request to legislature. DENIED by DOH.  2002 – Requested again. DENIED, but given $ for requirements document.  2003 – Applied for SSA grant. GRANTED ~ $500,000. RECEIVED $300,000 from bioterrorism. APPROVED as part of the DOH legislative request.  2004 – RECEIVED $1,000,000 from legislature.

Got $, Need a Vendor 4 Options 1. Sole Source. 2. Hire off GSA Schedule. 3. Write a Direct, Specialized RFP. 4. Write a Software and Services RFP.

RFP Timeline  Contract with SSA began October  Began writing RFP for Death System in December  Notified of legislative funding February 2004; revised RFP.  RFP out for bid June 2004.

Why so long?  Recent changes in administration.  Approval of funds from legislature required adding birth, fetal death, and ITOPS modules.  Due to staffing and nature of IT RFP, one person wrote most of RFP.  Program re-org and IT re-org.

3-Parts to an RFP (in NM)  Standard IT Template (required for software services in NM).  Requirements.  Strategic Alignment.

Issues with Template  Older model.  Needed to change sections.  Needed legal approval to make changes.  Requirements template very poor model.

RFP Successes  Support of Department  Support of DOH and State CIOs.  Support from Department Legal Office.  Solid RFP.

How to Get State Support  Met with State CIO months before the process began – Early Spring of  Met with Department CIO as soon as she got on Board – Summer of  Met with Legislative Finance Committee Members.  Met regularly with Division CIO.  Met regularly with Project Steering Committee.  Had support of other stakeholders: funeral industry & medical examiners.

Get the Right Support Good Steering Committee Composition – Department CIO Division CIO Deputy Division Director Department Chief Medical Officer Legal Counsel Key Vital Records Staff Newly added: State CIO Representative PHIN Coordinator

Vital Records & Health Statistics Project Team State Registrar IT Manager Statistics Manager Fraud Manager Natality and Mortality data processing supervisors 2 epidemiologists (one retired after 27 years as Statistics Manager)

Find RFP Angels  Division CIO provided RFP writing strategy. Has: - good knowledge base of RFPs - experience from government and private sector.  Another IT Project Manager provided process strategy.

Don’t Reinvent the RFP  Used State IT template.  Used examples from other states and NAPHSIS, especially for the requirements section.  Used model from Environment Department.  Used recently completed Requirements Document.

It Takes a Community to Build an RFP.