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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. 2001 - DOH funding request to legislature. DENIED by DOH . 2002 – Requested again.
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HOT & SPICYor 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 • 2001 - 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 • Sole Source. • Hire off GSA Schedule. • Write a Direct, Specialized RFP. • Write a Software and Services RFP.
RFP Timeline • Contract with SSA began October 2004. • Began writing RFP for Death System in December 2003. • 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 2003. • Met with Department CIO as soon as she got on Board – Summer of 2003. • 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.
