CM-2023-207 - 9/15/2023CITY OF ROUND ROCK AGREEMENT FOR
PURCHASE OF
ELECTRONIC HEALTH RECORDS SOFTWARE
FOR FIRST RESPONDERS
WITH
TOUCH PHRASE DEVELOPMENT LLC
THE STATE OF TEXAS §
CITY OF ROUND ROCK §
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
KNOW ALL BY THESE PRESENTS:
THAT THIS AGREEMENT for the purchase of electronic health records software for
first res o ers (referred to herein as t greem nt"), is made and entered into on this
the day of the month of }�_ 2023 by and between the CITY OF
ROUND ROCK, a Texas home -rule municipality, whose offices are located at 221 East Main
Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and TOUCH PHRASE
DEVELOPMENT, LLC d/b/a "Julota," whose offices are located at 102 South Tejon Street,
Suite 1100, Colorado Springs, CO 80919 (referred to herein as "Vendor").
RECITALS:
WHEREAS, City desires to purchase electronic health records software for first
responders; and
WHEREAS, City has issued its "Request for Proposal' (RFP No. 22-025) for the
provision of said goods and services; and
WHEREAS, City has determined that the Vendor offers the best value to the City;
WHEREAS, the parties desire to enter into this Agreement to set forth in writing
their respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good
and valuable consideration, the sufficiency and receipt of which are hereby acknowledged,
it is mutually agreed between the parties as follows: '
4885-0869-437 l iss2
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City agrees to buy specified goods and Vendor is obligated to sell and install same. The
Agreement includes all the attached exhibits.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Product means the Vendor's electronic health records software set forth in
Exhibit "A" attached hereto and incorporated herein.
F. Services mean work performed to meet a demand or effort by Vendor to comply
with promised delivery dates, specifications, and technical assistance specified.
2.01 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto, and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein, or is terminated or extended as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the date the
Agreement is executed; and
C. Upon the conclusion of the second year of the term, City shall have the right to
terminate this Agreement without cause.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
The terms of this Agreement, in addition to Exhibit "A," attached hereto and incorporated
herein by reference for all purposes, collectively comprise the Contract Documents;
4.01 SCOPE OF WORK
This Agreement shall evidence the entire understanding and agreement between the
parties and shall supersede any prior proposals, correspondence or discussions. Vendor shall
satisfactorily provide the Product described in Exhibit "A," attached hereto, within the contract
term specified. A change in the Scope of Services must be negotiated and agreed to in all
relevant details, and must be embodied in a valid written Supplemental Agreement executed by
both parties.
5.01 GRANT OF LICENSE
City is granted a non-exclusive, non -transferable end user license to use Vendor's
Product in the normal courses of City's business through Vendor's multi -tenant cloud platform.
6.01 OWNERSHIP
The license gives City limited rights to use the Product. Vendor retains title to the
Product software, source code, documentation, manuals, artwork and all copied thereof, all of
which are protected by United States copyright laws, international treaty provisions, the Uniform
Commercial and any other applicable laws. All rights not specifically granted in this Agreement,
including Federal and International Copyrights, are reserved by Vendor. City acknowledges that
nothing in this Agreement shall give it any right, title or interest in the Product, other than the
license rights granted herein.
7.01 CONTRACT AMOUNT
In consideration for the Product set forth in the attached Exhibit "A," City agrees to pay
Vendor an amount not -to -exceed One Hundred Seventy -Four Thousand Eighty and No/100
Dollars ($174,080.00) for the term of the Agreement; and
8.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received or services provided; and
D. Delivery or performance dates.
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Vendor will be made within thirty (30) days of the day on which City receives the performance,
supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on
which the performance of services was complete, or within thirty (30) days of the day on which
City receives a correct invoice for the performance and/or deliverables or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b); however, this Policy does not apply to payments made
by City in the event:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor
or supplier about the goods delivered or the service performed that cause the
payment to be late; or
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed
that causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
11.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
I pill="A .I l
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
13.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Charles Dittman
Assistant Fire Chief
203 Commerce Boulevard
Round Rock, Texas 78664
(512) 671-2776
15.01 INSURANCE
Vendor shall meet all City of Round Rock Insurance Requirements as set forth at:
htti):.?;'www.roundrocktexas.gov/n-content/gploads/2014/12/corr insurance 07.20112.pdf.
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re -advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
B. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
C. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
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18.01 TERMINATION AND SUSPENSION
A. Upon the conclusion of the second year of the term, City has the right to terminate
this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty
(30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
E. Upon termination of this Agreement, all license rights hereunder will terminate
and City will immediately cease use of the Product and return all copies of the Product in the
possession of, or under control of City,
19.01 RESTRICTIONS ON CITY'S PRODUCT USE
A. City shall not make or distribute copies of the Product except as provided under
this Agreement.
B. City shall not de -compile, reverse engineer, disassemble, or otherwise reduce the
Product to human -perceivable form.
C. City shall not access, request delivery of or use the software source code except as
may be provided under separate Source Code Agreement.
D. City shall not modify, rent, lease, lend, transfer, sell, distribute, assign the rights
to, or create derivative works of the Product or any part thereof.
E. City shall notify its employees and/or agents who may have access to the Product
of the restrictions contained in this Agreement and make every reasonable effort to ensure their
compliance with these restrictions.
F. City shall not, nor shall it knowingly permit, others to use the Product:
(a) For any unlawful, immoral, harmful, fraudulent, or obscene purpose;
(b) To send any virus or harmful code to any third party;
(c) To attempt to break into or violate the security of any computer file,
database, or network, or violate another person's privacy or access, alter,
steal, corrupt, or destroy any data;
(d) To alter, tamper with, repair, circumvent any aspect of the Product;
(e) To make unauthorized representations or claims regarding the Product.
20.01 LIMITED WARRANTIES
The Products and Services will be provided pursuant to the service levels set forth in the
Vendor's Service Level Agreement ("SLA"). Other than the limited warranty set forth herein,
the Products and Services are provided "AS IS" and to the maximum extent permitted under
applicable law, Vendor make no and hereby disclaims all other warranties, representations,
implied warranties or merchantability, with respect to the use, misuse, or inability to use the
Products or Services provided to City by Vendor or otherwise under these terms. Without
limiting the foregoing, Vendor does not warrant that all errors can be corrected, or that use of
the Products or Services will be uninterrupted or error free. Vendor disclaims all liability for
any malfunctioning, impossibility of access, or poor use conditions of the Products and Services
due to internet service providers, to the saturation of the internet network, error, omission,
interruption, deletion, defect, delay in operation or transmission, communications line failure,
theft or communications, problems related to the Products or Services or their use, loss of
personal content, or any other reasons. Vendor also explicitly disclaims any warranties related
to business results that may be obtained by use of the Products or Services and specifically state
no such representations are or have been made to City. City will be solely responsible for (i)
establishing and maintaining an internet connection sufficient for the services to function
properly, (ii) the content and efficacy of all marketing initiatives, and (iii) fulfilling all its
obligations to City in connection with the use of the Products and Services. City will follow
proper back-up procedures for any other programming and all data to protect against loss or
error resulting from the use of any equipment or the products or services. Customer Agrees that
Vendor and the platform and services do not make any medical, clinical or related
representation or warranties, Customer assumes all responsibility in connection with disclosing
confidential data on the platform.
DISCLAIMS ANY WARRANTIES RELATED TO BUSINESS RESULTS THAT MAY BE
OBTAINED BY USE OF THE SERVICES AND SPECIFICALLY STATES NO SUCH
REPRESENTATIONS ARE OR HAVE BEEN MADE TO CITY. CITY WILL BE SOLELY
RESPONSIBLE FOR (I) ESTABLISHING AND MAINTAINING AN INTERNET
CONNECTION SUFFICIENT FOR THE SERVICES TO FUNCTION PROPERLY, (II) THE
CONTENT AND EFFICACY OF ALL MARKETING INITIATIVES, AND (III) FULFILLING
ALL ITS OBLIGATIONS TO HELP SEEKERS IN CONNECTION WITH THE USE OF THE
SERVICES. CITY WILL FOLLOW PROPER BACK-UP PROCEDURES FOR ANY OTHER
PROGRAMMING AND ALL DATA TO PROTECT AGAINST LOSS OR ERROR
RESULTING FROM THE USE OF ANY EQUIPMENT OR THE SERVICES. CITY AGREES
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THAT VENDOR AND THE PLATFORM AND SERVICES DO NOT MAKE CLINICAL,
MEDICAL OR OTHER DECISIONS OR RECOMMEND, ENDORSE OR MAKE ANY
MEDICAL, CLINICAL OR RELATED REPRESENTATIONS OR WARRANTIES.
CUSTOMER ASSUMES ALL RESPONSIBILITY IN CONNECTION WITH DISCLOSING
CUSTOMER DATA ON THE VENDOR'S PLATFORM.
21.0 LIMITATION OF DAMAGES
To the maximum extent permitted by law, in no event will Vendor or any else involved in
the creation, production, delivery or licensing of the Product be liable to City for any incidental,
indirect, special or consequential damages or loss (including, without limitation, damages for
loss of business, loss of profits, business interruption, loss of business information, or other
pecuniary loss) based on breach of Agreement, tort (including negligence), product liability, or
otherwise, arising out of the use of inability to use the Product, whether or not the possibility of
such damage was known to Vendor. In any event, Vendor's aggregate liability in connection
with this Agreement shall not exceed the amount of Vendor's insurance coverage actually paid
on a relevant claim. City acknowledges that service fees reflect the allocation of risk set forth in
this Agreement and that Vendor would not enter into this Agreement without such limitations.
22.01 INDEMNIFICATION
A. To the extent permitted by law, City shall defend (at the option of Vendor)
indemnify, and hold harmless Vendor, its directors, officers, employees and agents harmless
from and any and all losses, liabilities, judgments, awards and costs (including reasonable legal
fees and expenses) arising from or relating to any breach or default of City's obligations under
this Agreement or arising from any negligent act or omission or willful misconduct by City, its
successors, assigns, officers, employees and elected officials
B. Vendor shall defend (at the option of City), indemnify, and hold harmless City, its
successors, harmless from any and all losses, liabilities, judgments, awards and costs (including
reasonable attorneys' fees) arising from or relating to (a) any breach or default of Vendor's
obligations under this Agreement; (b) any negligent act or omission or willful misconduct by
Vendor, its employees, agents, invitees or licensees; or (c) any claim that Vendor's use or
possession of the Product infringes or violates U.S. copyright, U.S. trade secret or other U.S.
proprietary right of any third party; provided, that Vendor will not be required to indemnify City
for (i) liability created by Vendor's modifications or changes to the Product from those
specifications listed in the attached Exhibits and (ii) for City's failure to use the Product as
described in the Exhibits or to implement a solution provided by Vendor. against all suits,
actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any
and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of
Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's
obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing
herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the
right to seek contribution) against any third party who may be liable for an indemnified claim.
s
23.01 CONFIDENTIALITY
Each party agrees that it will not disclose to any third party or unauthorized personnel
any information concerning the customers, trade secrets, methods, processes, procedures or any
other confidential, financial or business information of the other party which it learns during the
course of its performance of this Agreement, without the prior consent of the other party unless
such disclosure is required by law. The parties recognize and understand that City is subject to the
Texas Public Information Act and its duties run in accordance therewith.
24.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock,
as amended, and with all applicable rules and regulations promulgated by local, state and
national boards, bureaus and agencies.
B. In accordance with Chapter 2271, Texas Government Code, a governmental entity
may not enter into a contract with a company for goods or services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott
Israel and will not boycott Israel during the term of this contract. The signatory executing this
Agreement on behalf of Vendor verifies Vendor does not boycott Israel and will not boycott
Israel during the term of this Agreement.
C. In accordance with Chapter 2274, Texas Government Code, a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has provision in the contract verifying that it: (1) does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade association.
The signatory executing this Agreement on behalf of Vendor verifies Vendor does not have a
practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association, and it will not discriminate during the term of this Agreement against a firearm
entity or firearm trade association.
D. In accordance with Chapter 2274, Texas Government Code, a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has provision in the contract verifying that it: (1) does not boycott energy companies; and (2)
will not boycott energy companies during the term of this Agreement. The signatory executing
this Agreement on behalf of Vendor verifies Vendor does not boycott energy companies, and it
will not boycott energy companies during the term of this Agreement.
25.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
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assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
26.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
TouchPhrase Development, LLC
102 South Tejon Street
Suite I100
Colorado Springs, CO 80919
Notice to City:
City Manager Stephanie L. Sandre, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
27.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
28.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
[o
29.01 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
30.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
31.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures on the following page.]
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City o ound Rock, Texas
By:
Printed am : �{, 1.�
Title. x54y AM~
Date Signed:
fittest• ,
B
Meaga"Sip3in(5' City C rk
For City, Approved as to Form:
By:
Step anie L. Sandre, City Attorney
TouchPhrape Development, LLC
By:
Printed Name: Scott A. Cravens
Title: CEO
Date Signed: 7/27/2023
Exhibit "A"
:K TEXAS
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
ELECTRONIC HEALTH RECORDS SOFTWARE
FOR USE BY FIRST RESPONDERS
SOLICITATION NUMBER 22-025
SEPTEMBER 2022
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
ELECTRONIC HEALTH RECORDS SOFTWARE FOR USE BY FIRST RESPONDERS
PART I
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after "the City" seeks proposals from firms experienced in
electronic health records software and implementation for first responders.
2. BACKGROUND: The Round Rock Fire Department covers a 25 square mile area and serves a
population of 130,000 people. As a part of growth and service delivery, the Round Rock Fire Department
has created a new division called Community Risk Reduction (CRR). The new division's mission is to
assist our high -risk community by helping them with their physical health, behavioral health, and
environmental needs.
Community Risk Reduction helps connect citizens needing assistance with appropriate organizations and
government services. CRR also provides services such as home assessments, smoke detector
programs, and environmental assessments. Our Crisis Response Unit (CRU) works alongside Police,
Fire, and Emergency Management Services (EMS) to help citizens that have been identified as needing
assistance with mental services such as crisis intervention, psychiatric evaluation, and opioid addictions.
This program, also known as Mobile Integrated Health (MIH), will work with our citizens that are at high
risk for hospital readmissions, such as patients with congestive heart failure and diabetes. The MIH
program will work with the patient's physicians and hospital personnel to assist the patient with
evaluations, medications, and lab values to assist the patient in maintaining an improved level of health.
3. SOLICITATION PACKET: This solicitation packet is comprised of the following:
Description
Index
Part I — General Requirements
Page(s) 2-6
Part II — Definitions, Standard Terms and Conditions
and Insurance Requirements
Page 7
Part III — Supplemental Terms and Conditions
Page(s) 8-10
Part IV — Scope of Work
Page(s) 11-12
Part V — Proposal Preparation Instructions and Evaluation Factors
Page(s) 13-15
Attachment A — Proposal Submittal Form and Execution
Page 16
Attachment B — Reference Sheet
Page 17
Attachment C — Software Checklist
Separate attachment
Attachment D — Subcontractor Information Form
Page 18
4. AUTHORIZED PURCHASING CONTACT(S): For questions or clarification of specifications, you may
contact:
Amanda Crowell
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-5458
E-mail: acrowell@roundrocktexas.ciov
Adam Gagnon
Purchaser
Purchasing Division
City of Round Rock
Phone: 512-218-5456
E-mail: anagnon@roundrocktexas.gov
Page 2 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
The individual(s) listed above is/are the only authorized City contact(s) for this solicitation. The authorized
purchasing contact(s) may be contacted by e-mail for clarification for this solicitation including
specifications. No other City employee or representative may be contacted about this solicitation prior to
contract approval. No authority is intended or implied that specifications may be amended, or alterations
accepted prior to solicitation opening without written approval of the City of Round Rock through the
Purchasing Department.
5. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT
DATE
Solicitation released
September 23, 2022
Optional virtual Pre -Proposal meeting
October 5, 2022 @ 9:OOAM, CST
Deadline for submission of questions
October 7,2022 @ 5:00 PM, CST
City responses to questions or addendums
Approximately October 12, 2022 @ 5:00 PM,
CST
Deadline for submission of responses
October 21,2022 @ 3.00 PM, CST
All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date
noted above. A copy of all the questions submitted and the City's response to the questions shall be
posted on the City's webpage in the form of an addendum at:
tit :llw .roundrocktexas. lcit - in l I'
Questions shall be submitted in writing to the "Authorized Purchasing Contact". The City reserves the
right to modify these dates. Notice of date change will be posted to the City's website:
htt:_llwww.roundrocktexas.gov/city-bus inessesfsolicitationsl
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
httos://www.roundrocktexas.govlcity-businessestsolicitations/ for any updates pertaining to the solicitation
described herein. Various updates may include addendums, cancellations, notifications, and any other
pertinent information necessary for the submission of a correct and accurate response. The City will not
be held responsible for any further communication beyond updating the website.
7. OPTIONAL VIRTUAL PRE -PROPOSAL MEETING: A pre -proposal meeting / site visit, and inspection
will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in
the services specified. The pre -proposal meeting will be conducted on the date specified in PART I
Section 5- Schedule of Events.
Attendance at the pre -proposal meeting is optional. The City will record the pre -proposal meeting and will
request interested parties to call at the start. The pre -proposal meeting will be held on Microsoft Teams at
the following link:
Join on your computer, mobile app or room device
Click here toioin the meeting
Meeting ID: 269 595 340 29
Passcode: EoaZMk
Download Teams I Join on the web
Or call in (audio only)
+1 940-222-6969,:465365363# United States, Denton
Phone Conference ID: 465 365 363#
Find a local number j Reset PIN
Page 3 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
8. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM, on the due date
noted in PART I, Section 5- Schedule of Events. Mail or hand deliver sealed responses to:
City of Round Rock
Attn: Amanda Crowell
Purchasing Division
221 E. Main Street
Round Rock, Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the RFP Solicitation title,
number, due date and "DO NOT OPEN".
B. Facsimile or electronically transmitted responses are not acceptable.
C. Responses cannot be altered or amended after opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written proposal.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property
of the City.
G. Receipt of all addenda to this RFP must be acknowledged, signed, and included with the proposal
response.
H. Late Proposal(s) will not be considered under any circumstances and will be returned unopened if a
return address is provided.
9. RESPONDENT REQUIREMENTS: The City of Round Rock makes no warranty that this checklist is a full
comprehensive listing of every requirement specified in the solicitation. This list is only a tool to assist
participating Respondents in compiling their final responses. Respondents are encouraged to carefully
read the entire solicitation.
A. Respondent shall submit one (1) evident signed "Original" and one (1) identical electronic copy of the
RFP response on a flash drive. An electronic signature on the "original" solicitation response is
acceptable but any resulting contract shall be signed in ink. The submittal is required to include all
addendums and requested attachments. The RFP response along with samples and/or copies shall
be provided at the Respondent's expense and shall become the property of the City.
B. This request for proposal (RFP) does not commit the City to contract for any supply or service.
Respondents are advised that the City will not pay for any administrative costs incurred in response
of preparation to this RFP; all costs associated with responding to this RFP will be solely at the
interested parties' expense. Not responding to this RFP does not preclude participation in any future
RFP/RFQ/IFB.
C. For your RFP submittal to be considered responsive, the attachments identified below shall be
submitted with your proposal.
�., Addendums: Addendums may be posted to this solicitation. Respondents are required to submit
signed addendums with their sealed response. The Respondent shall be responsible for
monitoring the City's website at https://www.roundrocktexas.govlcity-businesses/solicitations/ for
any updates pertaining to the solicitation. mm
c Attachment A: PROPOSAL SUBMITTAL FORM AND EXECUTION: Failure to complete, sign,
and return the proposal submittal form and execution with your offer by the deadline may result in
the disqualification of your proposal.
Attachment B: REFERENCE SHEET. Provide the name, address, telephone number and E-
MAIL of at least three (3) valid Municipal, Government agencies or firms of comparable size that
have utilized services that are similar in type and capacity within the last two (2) years. City of
Round Rock references are not applicable. References may be checked prior to award. If
references cannot be confirmed or if any negative responses are received it may result in the
disqualification of submittal.
Page 4 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/item: 948-431958-82
September 23, 2022
❑ Attachment C: COST PROPOSAL SHEET: The cost proposal sheet should be completed for the
City to accurately compare cost proposals. Your method of costing may or may not be used but
should be described. A firm fixed price or not -to -exceed Contract is contemplated.
u End User Licensing Agreement: Provide any sample end user licensing agreement and any
other documents that will require City signatures with the Offer.
10. CONFIDENTIALITY OF CONTENT As stated in Section 16 of City of Round Rock Purchasing
Definitions, Standard Terms and Conditions, all documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act. Following an award, responses are subject to release as
public information unless the response or specific parts of the response can be shown to be exempt from
the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.
A. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be
clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the
document. The City will not be responsible for any public disclosure of confidential information if it is
not clearly marked as such.
B. If a request is made under the Texas Public Information Act to inspect information designated as
confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and
information as to why the information should be protected from disclosure. The matter will then be
presented to the Attorney General of Texas for final determination,
11. SUSPENSION OR DEBARMENT CERTIFICATION: The provisions of the Code of Federal Regulations 2
CFR part 180 suspension and debarment may apply to this agreement. The City of Round Rock is
prohibited from contracting with or making prime or sub -awards to parties that are suspended or debarred
or whose principals are suspended or debarred from doing business with the Federal Government, State
of Texas, or the City of Round Rock.
12. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires
the successful offeror to complete a Form 1295 "Certificate of Interested Parties" that is signed for a
contract award requiring council authorization. The "Certificate of Interested Parties" form must be
completed on the Texas Ethics Commission website, printed, signed, and submitted to the City by the
authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and
under penalty of perjury prior to final contract execution. Link to Texas Ethics Commission Webpage:
https:l/www.ethics.state.tx.us/whatsnew/elf info forml295.htm
13. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the
City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City
Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior
to the time an award decision has been confirmed. Communication between an Offeror and the City will
be initiated by the appropriate City Official or Employee in order to obtain information or clarification
needed to develop a proper and accurate evaluation of the offer. Ex parte communication may be
grounds for disqualifying the offending Offeror from consideration of award in evaluation or any future bid.
14. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock ("City"), in
consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the
solicitation or award of a contract. The Purchasing Manager may solicit written responses to the protest
from other interested parties. The aggrieved person must prepare his or her complaint in writing and
send it by electronic mail to the City's Purchasing Department at prutestCairoundruuktexas.gov.
In the event of a timely protest, the City shall not proceed further with the solicitation or award of a
contract unless it is determined that the award must take place without delay, to protect the best interests
of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail
to comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.
A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract ("Offeror") and
you become aware of the facts regarding what you believe is a deficiency in the solicitation process
before the due date for receipt of offers in response to a solicitation ("Offers"), you must notify the City
in writing of the alleged deficiency before that date, giving the City an opportunity to resolve the
Page 5 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/item: 948-431958-82
September 23, 2022
situation prior to the Offer due date.
B. After Offer Due Date: If you submit an Offer to the City and you believe that there has been a
deficiency in the solicitation process or the award, you have the opportunity to protest the solicitation
process, or the recommended award as follows:
i. You must file a written notice of your intent to protest within four (4) working days of the date that
you know or should have known of the facts relating to the protest. If you do not file a written
notice of intent within this time, you have waived all rights to protest the solicitation process or the
award.
ii. You must file your formal written protest within ten (10) working days of the date that you know or
should have known of the facts relating to the protest unless you know of the facts before the
Offer has been closed. If you know of the facts before those dates, you must notify the City as
stated in section (A) above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has been
violated.
d. a detailed statement of the factual grounds for your protest, including copies of any relevant
documents.
e. a statement of any issues of law or fact that you contend must be resolved; and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's review.
C. Receint of Timely Protest: When the City receives a timely and complete written protest, the
Purchasing Manager, with assistance from the City Attorney, shall make one of the following
determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract
and inform you and other interested parties of the determination. The City will prepare updated
solicitation documents and will re -solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other interested
parties of the decision by letter. The reasons for the determination will be presented in the letter.
iii. Determine that a violation of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However, the awarded contract will
not be canceled. As needed, corrective actions may be taken with purchasing or any other
pertinent City staff.
iv. A determination will usually be made within fifteen (15) business days after receipt of the formal
protest.
v. Any written decisions by the Purchasing Manager shall be the final administrative action
for the City.
All documentation pertaining to a protest will be kept on file at the City and are subject to open
records requests.
Page 6 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation,
the Respondent agrees that the City's Definitions and Standard Terms and Conditions, in effect at the
time of release of the solicitation, shall govern unless specifically provided otherwise in a separate
agreement or on the face of a purchase order. These can be obtained from the City's website at:
https://www.roundrocktexas.gov/city-departments/purchasing/. In addition, the Supplemental Terms and
Conditions listed in Section III, shall also be enforced as part of the contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: https://www.roundrocktexas.gov/city-departments/purchasing/
3. Professional Liability for Software Contracts: Professional Liability Insurance. The Contractor shall
provide coverage, at a minimum limit of $2,000,000 per claim, to pay on behalf of the assured all sums
which the assured shall become legally obligated to pay as damages by reason of any negligent act,
error, or omission, or breach of security (including but not limited to any confidential or private information)
arising out of the performance of professional services under this Agreement. The required coverage
shall extend to technology licensed and/or purchased, including any software licensed or hardware
purchased under this Contract.
If coverage is written on a claims -made basis, the retroactive date shall be prior to or coincident with the
date of the Contract and the certificate of insurance shall state that the coverage is claims -made and
indicate the retroactive date. This coverage shall be continuous and will be provided for 24 months
following the completion of the contract.
4. Cyber Liability Insurance: Coverage of not less than $1,000,000 each claim and annual aggregate
providing coverage for damages and claims expenses, including notification expenses, arising from:
A. Breach of network security,
B. Alteration, corruption, destruction, or deletion of information stored or processed on a computer
system,
C. Invasion of privacy, including identity theft and unauthorized transmission or publication of personal
information,
D. Unauthorized access and use of computer systems, including hackers.
E. The transmission of malicious code, and
F. Website content, including claims of libel, slander, trade libel, defamation, infringement of copyright,
trademark and trade dress and invasion of privacy.
Page 7 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
ClassiItem: 948-43/ 958-82
September 23, 2022
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the
following:
A. The term of the Agreement shall begin from date of award and shall remain in full force for twenty-
four (24) months with three (3) annual renewals. The City will not consider any evergreen contracts.
B. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and
conditions of this agreement for such a period as is reasonably necessary to re -solicit and/or
complete the project up to 120 days.
2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The
Respondent shall:
A. Be firms, corporations, individuals, or partnerships normally engaged in providing electronic health
records software for first responders as specified herein and have adequate organization, facilities,
equipment, financial capability, and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at
any time throughout the RFP evaluation process. Upon request, the Respondent shall provide two
years audited financial statements, including any notes or supplemental schedules within 2 business
days of the original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have
been involved in within the last three (3) years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for
consideration in this RFP process.
E. The Respondent shall include in their proposal a list of all financial or business -related ties to any and
all software companies that are likely to respond to this solicitation.
3. SUBCONTRACTORS: If Subcontractors will be used the Respondent is required to complete and submit
with their proposal response Attachment D: Subcontractor Information Form. Subcontractors will only be
permitted for implementation services. The Contractor shall be fully responsible to the City for all acts and
omissions of the Subcontractors just as the Contractor is responsible for the Contractors own acts and
omissions. The Contractor shall:
A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with
the provisions, specifications, and terms of the Contract.
B. Require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary
insurance in the type and amounts specified for the Contractor, with the City being named as an
additional insured; and
C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the
Contractor is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to
use of any subcontractors throughout the term of the contract.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The
Respondent shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA),
State and City safety and occupational health standards and other applicable federal, state, and local
health, safety, and environmental laws ordinances, rules, and regulations in the performance of these
services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause
injury or damage to any persons or property within and around the work site. In case of conflict, the
most stringent safety requirement shall govern.
Page 8 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions,
judgments, fines penalties and liability of every kind arising from the breach of the Successful
Respondents' obligations under this paragraph.
5. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B. Ensure Respondent's employees, while working on City property, wear a company uniform or clothing
that clearly identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United
States.
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits,
insurance, bonds, and risk management. No separate line -item charges shall be permitted for either
response or invoice purposes.
7. PRICE INCREASE: Contract prices for providing electronic health records software for first responders
shall remain firm throughout the initial twelve (12) month term of the contract. A price increase to the
agreement may be considered on the anniversary date of the Contract each year and shall be equal to the
consumer price index for that year, but at no time can the increase be greater than0% for any single line
item unless otherwise approved by the City.
A. Consumer Price Index (CPI): Price adjustments will be made in accordance with the percentage
change in the U.S. Department of Labor Consumer Price Index (CPI-U) for all Urban Consumers. The
price adjustment rate will be determined by comparing the percentage difference between the CPI in
effect for the base year six-month average (January through June OR July through December); and
each (January through June OR July through December six month average) thereafter. The
percentage difference between those two CPI issues will be the price adjustment rate. No retroactive
contract price adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of
Labor Statistics, Consumer Price Index website: http://www.bls.gov/coi
B. Procedure to Request Increase:
i. Mail the written price increase request with the rate detail comparison and comprehensive
calculation and any supporting documentation to the designated City Contract Specialist a
minimum of 45 days prior to the annual Contract anniversary date. The detailed written calculation
will be verified and confirmed. All written requests for increases must include the City of Round
Rock contract number, solicitation reference information and contact information for the authorized
representative requesting the increase. Price increase requests shall be sent by mail to:
City of Round Rock
Purchasing Department
Attn: Contract Specialist
221 E Main Street
Round Rock, TX 79664-5299
ii. Upon receipt of the request, the City reserves the right to accept the escalation and make changes
to the purchase order within 30 days of the request, negotiate with the vendor, or cancel the
agreement or purchase order if an agreement cannot be reached on the value of the increase.
8. GO -LIVE ACCEPTANCE/INSPECTION: The Contractor shall have a standard non -customized platform
completed and available for use by City within thirty (30) days from full execution of a completed
agreement for the Services, however, any customizations or City specific configurations may require an
additional thirty (30) days or more depending on the requested customizations.
The awarded respondent will be notified within the time frame if the services delivered are not in full
compliance with the specifications.
Page 9 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's performance
anytime during the contract term. POINT OF CONTACT 1 DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact: In order to maintain consistent standards of quality work performed
across the City, the City shall be provided with a designated and identified point of contact upon
award of the contract to include contact information. The City's designated representatives shall be
notified by the Respondent immediately should the point of contact change.
B. The City's designated representatives: The City's designated representatives shall be -
Annie Burwell
Program Manager- Crisis Response
Fire Department
Phone: (512) 218-5491
E-mail: Iburwell@roundrocktexas.gov
Darwin Shell
Captain
Fire Department
Phone: (512) 318-1337
E-mail: dshell@roundrocktexas.gov
Bryan Whitted- IT Implementation
Systems Administrator
Information Technology
Phone: (512) 218-7062
E-mail: bwhitted@roundrocktexas.gov
10. INTERLOCAL PURCHASING AGREEMENTS:
A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act, Chapter 791 of the Texas Government Code. The Contractor may agree to
offer the same price and terms and conditions to other eligible agencies that have an interlocal
agreement with the City.
B. The City does not accept any responsibility or liability for the purchases by other government
agencies through an interlocal cooperative agreement.
Page 10 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
PART IV
SCOPE OF WORK
1. SUMMARY: The Community Risk Reduction division is seeking a SaaS solution to streamline patient
intake, management, data and reporting. The City anticipates needing approximately 25 licenses for end
users, 1000 patient intakes, and 10,000 incidents/encounters per year.
2. MANDATORY SOFTWARE REQUIREMENTS: The software shall -
A. Be a fully cloud -based software as a service (SaaS) solution.
B. Be web based and compatible with Windows/MacOS/iOS/Android products.
C. Have the ability to import and export files and information into Computer Aided Dispatch (CAD)
system to multiple formats.
D. Have a behavioral health module that is customizable.
E. Have a medical health module that is customizable.
F. Be fully compliant with all Federal, State, and local laws and policies including HIPPA, Center for
Medicaid Services (CMS), Drug Enforcement Agency (DEA), and other applicable agencies.
G. Be user friendly, platform agnostic, easy to see on mobile devices, organized, easy to navigate and
intuitive for the user.
H. Have customizable alerts for previous acts of violence against first responders, registered sex
offenders, allergies, and other items of safety for first responders and patients.
I. Have customizable appointment reminders and follow ups.
J. Have the ability to flag items of concern.
K. Be a robust set of pre -built and customizable system reports that are integrated into the solution and
do not require the City to use a third -party application to generate reports.
L. Allow export in .csv or .xlxs and PDF formats.
M. Reports for patients with duplicate entries
N. Report on number of encounters with same patient within a specified period of time.
3. PREFERRED SOFTWARE AND SERVICE REQUIREMENTS: The City prefers -
A. Azure single sign -on capability.
B. Open Application Programming Interface (API),
C. Community Health Para Medicine/Mobile Integrated Health modules that will have a patient -based
system not an encounter -based system for first responders who deal with patients that require
medical/behavioral case management.
D. Dashboard or API to create a dashboard.
E. Software that is patient -based.
F. The ability to track and provide current medication.
G. The ability to track patient reactions to treatments and medications.
H. The ability to pull demographic reports.
I. A separate billing module (optional).
J. Ad hoc reporting functions.
K. The ability to create customizable checklists.
L. The ability to have different access levels to same patient charts.
M. The ability to have different providers access to same patient charts.
N. Patient charts that are customizable.
0. The ability to upload pictures and documents to patient charts.
P. The ability to geocode or verify addresses.
Q. The ability to schedule reports to send to printer, email, distribution lists, etc.
R. Be able to track City flex spending for medications, hygiene supplies, and other first responder
required items.
Page 11 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-431958-82
September 23, 2022
S. Provide information on any asset management software you are able to integrate with
T. Supervisory access to see what charts have been accessed by whom.
U. Ability to capture e-signatures within application.
4. CONTRACTOR RESPONSIBILITIES: The Contractor shall -
A. Provide 24-hour, 7 days a week access and use of the software solution.
B. Provide 24-hour, 7 days a week technical support for "emergency system down" situations.
C. Work with City staff to implement the proposed software. .
D. Provide training and support.
E. Store data within the continental United States.
F. Understand that all City and patient information and records uploaded, created, used, modified, etc.
into the software during the course of this contract is the property of the City of Round Rock and shall
provide these records to the City in a format the City requests at the end of the contract term.
5. CITY RESPONSIBILITIES:
A. Provide network connectivity to the internet.
B. Assist with testing and implementation.
C. Provide systems to connect to the hosted environment.
D. Be available for City network connectivity troubleshooting.
Page 12 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty
(120) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in
the proposal.
2. PROPRIETARY INFORMATION: All material submitted to the City becomes public property and is
subject to the Texas Open Records Act upon receipt. If a Proposer does not desire proprietary
information in the proposal to be disclosed, each page must be identified and marked proprietary at time
of submittal. The City will, to the extent allowed by law, endeavor to protect such information from
disclosure. The final decision as to what information must be disclosed, however, lies with the Texas
Attorney General. Failure to identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
3. PROPOSAL PREPARATION COSTS: All costs directly or indirectly related to preparation of a response
to the RFP, or any oral presentation required to supplement and/or clarify a proposal which may be
required by the City shall be the sole responsibility of the Proposer.
4. PROPOSAL RESPONSE: Responses shall be clear and concise and shall include at a minimum: title
page, transmittal letter, index or table of contents, dividers for each section and all required attachments.
One page shall be interpreted as one side of a double-spaced, printed, 8 1/2" X 11" sheet of paper. It is
recommended that responses be submitted in a professional, bound format that best contains all required
documentation for submission.
In order to do business with the City of Round Rock you must be registered with the City's Vendor
Database. To register, go to: I pl.,)fmundrocktxvendors.munisselfservice.com/Vendorsidefault,aspx
5. PROPOSAL FORMAT: Prefacing the proposal, the Proposer shall provide an Executive Summary of three
(3) pages or less, which gives in brief, concise terms, a summation of the proposal. The proposal itself
shall include a title page, index or table of contents, dividers for each section and all required attachments
and addendums to be organized in the following format by Tab and informational sequence:
A. Tab 1— Business Organization: State full name and address of your organization and identify parent
company if you are a subsidiary. Specify the branch office or other subordinate element which will
perform, or assist in performing, work herein. Indicate whether you operate as a partnership,
corporation, or individual. Include the State in which incorporated or licensed to operate.
B. Tab 2 — Implementation Timeline: Define in detail your understanding of the requirement presented in
the Scope of Work and your estimated timeline for implementing your software at the City. Include
such time -related displays, graphs, and charts as necessary to show tasks, sub -tasks, milestones,
and decision points related to the Scope of Work and your plan for accomplishment.
i. Include the average amount of time it has taken to set up previous clients with your company's
software.
ii. Include the contact information of the personnel assigned to system implementation
C. Tab 3 — Software System/Program: Describe in detail your software and service capabilities. Provide
details on your software's solutions to the City's requirements and recommended modules. Complete
Attachment C- Asset Management Software Checklist.
D. Tab 4 - Project Management Structure: Provide a general explanation and chart which specifies
project leadership and reporting responsibilities; and interface the team with City project management
and team personnel.
E. Tab 5 - Prior Experience: Describe only relevant municipal, corporate, and individual experience for
personnel who will be actively engaged in the project. Do not include corporate experience unless
personnel assigned to this project actively participated. Supply the project title, year, and reference
name, title, present address, and phone number of principal persons for whom prior projects were
accomplished.
F. Tab 6 - Personnel: Include names, qualifications, and resumes of all personnel who will be assigned
to the account. State the primary work assigned to each person and the percentage of time each
person will devote to this work. Identify key persons by name and title.
Page 13 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
G. Tab 7- Authorized Negotiator: Include the name, email address, and telephone number of the
person(s) in your organization authorized to negotiate Contract terms and render binding decisions on
Contract matters.
H. Tab 8 — Attachments and Addendum: including Attachment A -- Proposal Submittal Form and
Execution, Attachment B — Reference Sheet, Attachment C --Software Checklist and signed
addendums (if applicable), Sample of End User Licensing Agreement and any other legal documents
requiring City Signature.
I. Tab 9 — Cost Proposal: Information described in the following subsections is required from each
Proposer. Your method of costing may or may not be used but should be described. A firm fixed price
or not -to -exceed Contract is contemplated, with progress payments as mutually determined to be
appropriate.
i. Manpower.
ii. Additional modules offered to the City.
iii. Other itemized costs.
iv. Implementation cost and recurring costs broken up by year.
v. Travel Expenses- Travel expenses shall be in compliance with City travel policy if applicable.
vi. Total (not to exceed) cost for the entire 60-month period.
J. Tab 10- Exceptions: Be advised that exceptions to any portion of the Solicitation may jeopardize
acceptance of the Proposal by the City. Exceptions to this solicitation if any, shall be submitted on
a separate sheet labeled "Exceptions" with the Respondent's proposal.
K. Tab 11- Licenses: Provide any sample end user licensing agreements as well as any other
documents that will require City signatures with the Offer.
6. EVALUATION CRITERIA: The intent of the City is to award to one Respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best
meets the requirements and urovides the best overall value to the City.
A. Evaluation Criteria:
Weights:
• Implementation Timeline & Software System/Program (Tabs 2 & 3) 40 pts
• Prior Work Experience (Tab 5) 20 pts
• Personnel Qualifications of Assigned Individuals (Tab 6) 10 pts
• Cost Proposal (Tab 9) _ 30 pts
Maximum Weight:
100 pts
B. An evaluation committee will be established to evaluate the proposal. The committee will include
employees of the City and may include other impartial individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers (BAFO) are
necessary. Award of a contract may be made without discussions or BAFO, if in the best interest of
the City. The evaluation committee may determine that discussions are necessary to clarify or verify
a written proposal response. The City may, at its discretion, elect to have respondents provide oral
presentations of their proposal. The City reserves the right to rescore an offer based on provided
demonstrations. A request for a BAFO is at the sole discretion of the City and will be requested in
writing. The evaluation committee will evaluate the finalists and make a recommendation for award.
C. The City reserves the right to reject any or all proposals submitted, or to award to the respondent who
in the City's opinion, offers the best value to the City. The City also reserves the right to cancel the
RFP process and pursue alternate methods for providing the requirements.
D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any
proposal.
E. The City reserves the right to waive any minor technicality, irregularities, or informalities noted
in the submission process. Submission of proposal confers no legal rights upon any
Respondent.
F. The City reserves the right to request further documentation or information and to discuss proposal
response with any Respondent in order to answer questions or to clarify any aspects of the proposal.
Page 14 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Classhtem: 948-431958-82
September 23, 2022
7. AGREEMENT NEGOTIATIONS AND AWARD PROCESS: The City may develop a "short list" of
qualified proposal and may determine that the Respondent(s) should submit a Best and Final Offer
(BAFO). Each "short listed" Respondent will be given a reasonable opportunity for discussion and
revision of their proposal
A. A proposal presented in response to this RFP is subject to negotiation concerning any issues
deemed relevant by the City. The City reserves the right to negotiate any issue with any party. Any
unsolicited communication by the Respondent to a City official, undesignated employee, or an
evaluation team member evaluating or considering the offers may be grounds for disqualifying the
offending Offeror from consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and
recognition that the City may make subjective judgments in evaluating the proposal to determine the
best value for the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement.
D. If negotiations are unsuccessful, the City may formally end negotiations with that Respondent. The
City may then:
i. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair
and reasonable terms, conditions, and cost with that Respondent.
ii. The City shall continue this process until an agreement is entered into or all negotiations are
terminated.
E. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed
most advantageous, or to waive any irregularities or informalities in the submittal received.
F. An independent signed authorized contract will be sent to the successful Respondent. Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
awarded Respondent.
8. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss,
but not be limited to the following:
A. Provide City contact(s) information for implementation of the Agreement.
B. Identify specific milestones, goals, and strategies to meet objectives.
Page 15 of 18
u
= u =
Exhibit "A"
'JU
City of Round Rock, TX
Purchasing Division
221 East Main Street
Round Rock, TX 78664-5299
RFP for: Electronic Health
Records Software
Solicitation Number:22-025
ota°
Connecting Your Community
Close: October, 212022 3:00 PM CST
i�l7f�i1�
page 7
page 2
page 2
page 3
page 3
page 4
page 7
page 8
page 9
page 70
page 72
page 74
page 76
page 77
page 27
Table of Contents
Company Overview
What is JULOTA?
Our Understanding
Unique Value Proposition
Compliance and Security
Core Needs of the Round Rock/Julota Response
Subject Matter Expertise
Project Management Team
Julota Architechture
Compliance
Solving Interoperability and High -Utilizer Issues in the Community
Julota Sample Relevant Cases
Electronic Consent
City of Round Rock Pricing Proposal
Testimonials
Mission
Revolutionizing
community workflows
to address public need
Vision
Secure integrated
information
sharing in every
community
Exhibit "A"
Julota
(DJ i u Iota
102 S. Tejon Street STE 1100
Colorado Springs, CO
Connecting Your 80919
Community IS 833-445-1600
Company Overview
Julota provides Software as a Service (SaaS) solutions that are operated, maintained, monitored,
and secured by a talented team of professionals. We build our products following industry -leading
standards for reliability, performance, and security. Here at Julota, our clients' desire for the best
solution drives us forward. We strive to provide you with the best features, the best user
experience, and the most intuitive software. Our partnerships with our clients drive success.
Julota operates in over 200 communities across the country including two state contracts in
Washington and one in Idaho. It started with the understanding that in every community, there is
a group of people who need assistance and a group of organizations that want to give help. But
there are many roadblocks that prevent that from happening. Julota introduced the concept of a
Connected Community. Founders Rick Pionkowski, a 30-year ER doctor, and Michael Schaedel, a
15-year enterprise solutions architect, lead the charge in connecting local resources together
across disparate systems, decimating the obstacles preventing communities from being proactive
in their population's health. With backgrounds in both healthcare and technology, cofounders
Rick Pionkowski, MD, MS, and Michael Schaedel, MS, knew there had to be a better community
care model than the siloed version so prevalent today.
In the hospital emergency department (ED), Dr. Pionkowski saw every day how a disconnected
system resulted in repeated low acuity patients being brought in with needs that the ED could not
adequately address. At the same time, Schaedel having worked as a senior architect and software
engineer at iTriage and Mapquest, watched his sister struggle for years and then pass away from
an opioid addiction that could have been prevented through coordination and collaboration of
local agencies.
In late 2015 they met and joined forces to launch Julota. Shortly thereafter they recruited an
experienced and proven seller, Joshua Cast to handle their growing list of inquiries and referrals.
And then in 2018, they brought in Scott Cravens as CEO to complete the senior management
team.
ADVISORY BOARD
I,t�) 2, ��) 3�� 4=10,0 __
Steve Bronsky, MD
Chief Medical Director for
Colorado Springs FD and
El Paso County. American
Medical Response
Peter And Levy, MD, EMS
Medical Director for Davie &
Coral Springs FD and
Founder & Chief Medical
D rector for Pediatric
Emergency Standards.
Robin E Johnson, MD,
MPH, FACEP
Medical Director for El Paso
County Public Health and
adjunct faculty for University of
Colorado School of Medicine
Hallet Watz, MD MBA
Initial seed and followon
angel investor. Built and
sold his own medical
billing company,
Exhibit "A"
What is J U LOTA?
Julota, an acronym for JUst Love On Them Always, is a patented HIPAA, 42 CFR Part 2, CJIS, and FERPA
compliant interoperability platform that transforms the disconnected patchwork of local service providers
into a well -coordinated network that can proactively manage and support individuals. Our cloud -based SaaS
platform manages the consent and multidirectional sharing of Personal Identity Information (PII) and
Personal Health Information (PHI) between software systems for healthcare, EMS, law enforcement,
behavioral health, and social services organizations. Julota manages and organizes an individual's records
from behavioral health, healthcare, criminal justice, and social services into one holistic up-to-date record.
Julota is a platform agnostic technology that operates standalone or between each organization's existing
systems.
In addition to connecting data systems and providing community data transparency, Julota operates as a
hub and spoke system. A hub is an organization who administers a program. A program (examples would
be, crisis response, SUD, mobile integrated health, or co -responder) is a set of work flows used to address
individuals within a community who meet specific criteria. Conversely, spokes are community resource
organizations who send referrals to and receive referrals from the hubs. Julota understands how to navigate
consent and compliance requirements creating community collaboration transparency to ensure the left
hand knows what the right hand is doing. Our platform allows multiple organizations to work together
around a specific individual despite different compliance and/or consent requirements.
Our Understanding
We are excited to join with the City of Round Rock (RR) in their commitment toward improved outcomes
and healthier citizens through the Community Risk Reduction (CPR) initiative. Through innovative
procedures and best -in -class practices CRR programs have proven to strengthen the relationship with
community partners, reduce expenses and strain for the city's emergency resources, while improving
population outcomes. Thank you for considering Julota as the platform to launch this initiative. This
document will provide our understanding of your program goals while outlining the scope and pricing
necessary to meet them. Matt Zavadsky, President of NAEMT shares that 80% of all individuals who overuse
the 911 emergency system have at least one diagnosable behavioral health disorder. We also understand 5S%
of US Healthcare dollars are spent on less than 5% of the population who are improperly using community
resources. First responders are a community's front-line to meet these participants offering the greatest
opportunity to reduce risk, lower costs, and increase health.
The Round Rock Fire Department covers a 25 square mile area and serves a population of 130,000 people. As
a part of growth and service delivery, the Round Rock Fire Department has created a new division called
Community Risk Reduction (CRR). The new division's mission is to assist our high -risk community by helping
them with their physical health, behavioral health, and environmental needs.
Community Risk Reduction helps connect citizens needing assistance with appropriate organizations and
government services. CRR also provides services such as home assessments, smoke detector programs, and
environmental assessments. The Crisis Response Unit (CRU) works alongside Police, Fire, and Emergency
Management Services (EMS) to help citizens that have been identified as needing assistance with mental
services such as crisis intervention, psychiatric evaluation, and opioid addictions. This program, also known
as Mobile Integrated Health (MIH), will work with citizens that are at high risk for hospital readmissions, such
as patients with congestive heart failure and diabetes. The MiH program will work with the patient's
physicians and hospital personnel to assist the patient with evaluations, medications, and lab values to assist
the patient in maintaining an improved level of health.
The CRR initiative is a unique program tailored for the TFD's served communities. This initiative incorporates
a model approaching clients to meet them exactly where they are, delivering the right resource to the right
patient at the right time. The CARES program is a unique initiative founded from a client -centric philosophy
delivering community transparency. The innovative approach allows case managers to get the individual
help while connecting them to basic needs and supports. It's our understanding that CARES aligns with RR's
mission and goals for their community.
Exhibit "A"
Unique Value Proposition
Julota is the only complete solution that meets the City of Round Rock's requirements for an
Electronic Behavioral Record Application Software solution with the ability to interface with all
levels of healthcare and community resources at a city level.
Compliance and Security
The Julota software is HIPAA, CFR42, and CJIS (Criminal Justice Information System) compliant
and utilizes standard security practices for these regulations. Our software utilizes two -factor
authentication to enhance the security of the platform and requires a login token that is sent to
the authorized user's phone or e-mail.
Our software is deployed into cloud -based infrastructure in Amazon Web Services (AWS). The AWS
systems are aligned with Fed RAMP and NIST 800-53, which are higher security standards that
map to the HIPAA Security Rule. NIST supports the alignment and issued SP 800-66, which
documents how NIST 800-53 aligns to the HIPAA Security Rule. Further information from AWS
about HIPAA Compliance is available here: https://aws.amazon.com/compliance/hipaa-
compliance/ For more information about the Shared Responsibility Model for Compliance used in
AWS, please refer to this document:: ttps://aws.amazon.com/compliance/sharea responsi ' . y�
model
Julota will be transitioning to Azure as of November 15th 2022.
Our firm states that we will be responsible to conform to ALL applicable federal, state and local
statues or other applicable legal requirements.
Exhibit "A"
Core Needs of the Round Rock/Julota Response
BE A FULLY CLOUD -BASED SOFTWARE AS A SERVICE (SAAS) SOLUTION.
Julota is a fully cloud based software. We are transitioning from AWS to Azure which will be done
by November 15th 2022.
BE WEB BASED AND COMPATIBLE WITH WINDOWS/MACOS/IOS/ANDROID PRODUCTS.
Julota is compatible all Windows/MacOS/iOS/Android products.
HAVE THE ABILITYTO IMPORT AND EXPORT FILES AND INFORMATION INTO COMPUTER
AIDED DISPATCH (CAD) SYSTEM TO MULTIPLE FORMATS.
Julota is a fully interopeable system but it also depends on whether the CAD system will allow is to
integrate with them. Julota can export and import files from any CAD system but we will need
Round Rock to ask the CAD system for integration.
HAVE A BEHAVIORAL HEALTH MODULE THAT IS CUSTOMIZABLE.
Julota provides a full behavioral health module and suite that is 100% customizable to your
program.
HAVE A MEDICAL HEALTH MODULE THAT IS CUSTOMIZABLE.
Julota provides a full medical health module and suite that is 100% customizable to your program.
BE FULLY COMPLIANT WITH ALL FEDERAL, STATE, AND LOCAL LAWS AND POLICIES
INCLUDING HIPPA, CENTER FOR MEDICAID SERVICES (CMS), DRUG ENFORCEMENT
AGENCY (DEA), AND OTHER APPLICABLE AGENCIES.
Julota is fully compliant with all Federal, State, and local laws and policies including HIPPA, Center
for Medicaid Services (CMS), Drug Enforcement Agency (DEA), and other applicable agencies
including SAMSHA CFR 42 and CJIS.
BE USER FRIENDLY, PLATFORM AGNOSTIC, EASY TO SEE ON MOBILE DEVICES,
ORGANIZED, EASY TO NAVIGATE AND INTUITIVE FOR THE USER.
The Julota platform was built by community paramedics and co -responders. It's highly intuitive
and specifically configured for these types of programs. Moreover it's easy to use and built to work
on any mobile device.
HAVE CUSTOMIZABLE ALERTS FOR PREVIOUS ACTS OF VIOLENCE AGAINST FIRST
RESPONDERS, REGISTERED SEX OFFENDERS, ALLERGIES, AND OTHER ITEMS OF
SAFETY FOR FIRST RESPONDERS AND PATIENTS.
Alerts and notifications can be created for any type of scenario.
HAVE CUSTOMIZABLE APPOINTMENT REMINDERS AND FOLLOW UPS.
You can schedule one follow-up appt at a time and can see upcoming appts on your dashboard.
Exhibit "A"
HAVE THE ABILITY TO FLAG ITEMS OF CONCERN.
You can flag and share any items of concern. Items like this can be documented on the care plan
and be identified on the patient record.
BE A ROBUST SET OF PRE -BUILT AND CUSTOMIZABLE SYSTEM REPORTS THAT ARE
INTEGRATED INTO THE SOLUTION AND DO NOT REQUIRE THE CITY TO USE A THIRD -
PARTY APPLICATION TO GENERATE REPORTS.
Julota has several reporting packages to choose from and if you choose you have the option to
integrate with Microsoft BI or Tableau.
ALLOW EXPORT IN .CSV OR .XLXS AND PDF FORMATS.
You can export in .csv or .xlxs and PDF formats.
REPORTS FOR PATIENTS WITH DUPLICATE ENTRIES
Julota will automatically alert you of any duplicate patients or entries.
REPORT ON NUMBER OF ENCOUNTERS WITH SAME PATIENT WITHIN A SPECIFIED
PERIOD OF TIME.
All encounters can be measured over any period of time and provided within a report.
AZURE SINGLE SIGN -ON CAPABILITY.
After November 15th 2022 Julota will haw, single sign ability with Azure. We are transitioning from
AWS to Azure.
OPEN APPLICATION PROGRAMMING INTERFACE (API).
Julota has a fully open API interface.
COMMUNITY HEALTH PAPA MEDICINE/MOBILE INTEGRATED HEALTH MODULES THAT
WILL HAVE A PATIENT -BASED SYSTEM NOT AN ENCOUNTER -BASED SYSTEM FOR FIRST
RESPONDERS WHO DEAL WITH PATIENTS THAT REQUIRE MEDICAL/BEHAVIOPAL CASE
MANAGEMENT.
Julota was built around Community Paramedicine and Mobile Integrated Healthcare and
therefore has a full MIH-CP module. Moreover, Julota is a platform based on longitudinal records
but can also fully interface with your ePCR to have those encounter -based records when needed.
DASHBOARD OR API TO CREATE A DASHBOARD.
Julota provides a fully customizable dashboard.
SOFTWARE THAT IS PATIENT -BASED.
Julota software is patient based.
Exhibit "A"
THE ABILITY TO TRACK AND PROVIDE CURRENT MEDICATION.
Julota provides a module strictly for tracking a patients medication.
THE ABILITY TO TRACK PATIENT REACTIONS TO TREATMENTS AND MEDICATIONS.
Yes you can track patient reactions to treatments and medications within the medication module.
THE ABILITY TO PULL DEMOGRAPHIC REPORTS.
Julota has a full suite of demographic reports.
A SEPARATE BILLING MODULE (OPTIONAL).
At this time Julota does not have a billing module.
AD HOC REPORTING FUNCTIONS.
Julota provides ad -hoc reporting and the entire platform is customizable.
THE ABILITY TO CREATE CUSTOMIZABLE CHECKLISTS.
Yes, you can use the any of the checklists or assessments from other MIH-CP programs we work
with or we can add your customized checklist to our platform.
THE ABILITY TO HAVE DIFFERENT ACCESS LEVELS TO SAME PATIENT CHARTS.
Yes, the main administrator can grant different permission levels and access. For instance, one
user may only be able to see certain screens or one user may only be able to see their patients, etc.
All levels of permissions can be dictated by the administrator which is typically the program
supervisor).
THE ABILITY TO HAVE DIFFERENT PROVIDERS ACCESS TO SAME PATIENT CHARTS.
Yes, similar to above if different providers have the proper permissions they can access the same
patient chart.
PATIENT CHARTS THAT ARE CUSTOMIZABLE.
Everything in the Julota platform is customizable.
THE ABILITY TO UPLOAD PICTURES AND DOCUMENTS TO PATIENT CHARTS.
Yes, you can upload pictures and documents to the patient charts.
THE ABILITY TO GEOCODE OR VERIFY ADDRESSES.
Yes, we can geocode addresses.
THE ABILITY TO SCHEDULE REPORTS TO SEND TO PRINTER, EMAIL, DISTRIBUTION LISTS,
ETC.
Yes, reports can be run on call or at set scheduled times.
BE ABLE TO TRACK CITY FLEX SPENDING FOR MEDICATIONS, HYGIENE SUPPLIES, AND
OTHER FIRST RESPONDER REQUIRED ITEMS.
Yes, Julota can track flex spending for medications, hygiene supplies, and other first responder -
required items as well as a running total of how many resources are being handed out to patients
and used.
Exhibit "A"
API
Julota is already doing this with several organizations including Real Time Data Exchange with
Provider EHRs, Government Agencies Health Information Technology Health IT systems and
applications, and Health Information Exchanges (HIE)
ADT/CCD Interface
Julota already has alerts and notification system in place including 911 and arrival at ED. Crisis
Hotline integration for alerts and notifications can easily be added. Julota already provides real-
time alerts for providers when a client uses acute services such as ER, Inpatient, crisis, withdrawal
management or is booked into jail. Julota can share clinical summaries with anyone that has
compliance to view clinical records between providers.
Adaptable Interface Design
Julota provides a fully customizable interface.
Subject Matter Expertise
Julota agrees to provide our subject matter experts throughout the lifetime of this contract.
Scott Cravens, CEO
Rick Pionkowski, CMIO
Michael Schaedel, CTO
Joshua Cast, Director of Sales
Laura Morris, Technical Product
manager
Kristin Younglove, Client
Services Manager
OScott@J u lota.com
ORick@Julota.com
OMichael.Schaedel@Julota.com
0 Josh ua(aJ ulota.com
OLaura.Morris@Julota.com
OKristin.Younglove@Julota.com
719-428-0089
O719-445-1695
O 719-445-1699
O719-492-4575
O 719-396-3009
O719-428-0107
Exhibit "A"
Project Management Team
The Julota team consists of well -qualified individuals who are experts in electronic consent
management. As you will see from our proposal, we are well -qualified to provide the required
software as required per specifications.
•
• Michael Schaedel .Qknkows.k,10. Scott Cravens
Co-Founder/CTO CEO
Michael is a 15-year
technology
entrepreneur, most
recently with
MapQuest and iTriage,
which was the first
successful mobile
health exit.
Rick Pionkowski, MD,
MS is a 30-year ER
physician with interface
patents and extensive
experience following
healthcare trends.
Scott is a seasoned
senior executive and
public safety thought
leader with brand
expansion experience
on an international
scale.
• •
4
Laura Morris
Kristin Younglove
• Technical Project
Implementation
Manager
SpeClalist '
•
Laura has 20 years of
Kristin has more than a
experience in the Adult
decade of experience with
and Juvenile Justice worlds
emergency services as a 911
specializing in policy and
operator, with great
technology
success in creating and
implementation withl0
implementing training
years specifically focused
programs for the public
on database application
sector as well as internal
development to support
processes and procedures.
the collaborative work of
justice professionals and
community providers.
Joshua Cast
Director of Sales
Joshua is a serial
entrepreneur and 8213
sales executive with
experience at
HP/Compaq, where he
consistently exceeded
$100M in annual sales.
W
Exhibit "A"
JULOTA ARCHITECHTURE
AWS
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Reporting
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Jufota
Data Lake
Data Store
Data Store
Slaves
Master
Storage
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Data Sync
Data Backups
Archive
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Permissions
Desktop & Laptop
web -based Ponal
Chrome, Firefox.
Safari, IE, Edge
Mobile
Table[ 7" or Larger
Phone 5.3" or Larger
Native Device Browser
Providers
CAD. ePCR, EHR
XML, HL7, Nemsis,
CCD, FHIR, ADT
The system shall capture the patient's electronic signature when the consent is created, modified,
or revoked (along with reasons for the change).
0
Exhibit "A"
Compliance
a. Solution is compliant with the latest 42 CFR Part 2 Final Rule published in the Federal
Register. Please see the letter from the compliance auditor below.
b. Solution supports compliance with all HIPAA privacy and security stipulations. Please see
the letter from the compliance auditor below.
Brian LTurtle, Inc
PO Box 113
Swainsboro, GA 30401-0113
bnan d)h ipaa-consuhing.com
www.hipaa-consuldng.com
To whom It May Concern
On April 150, 2020,1 conducted a HIPAA/HITECH Security Fisk Assessment vyith addinnnal emphasis
on SAMHSA 42 CFR Past 2 as it relates to security of substance obuse records This assessment was
performed for the Toucbprase IkcelopmenL LLC Oulota Application) located at 102 South Tejon Street
State 1100_ Colorado Sprig. Co 80903 Thn assessment was performed to evaluate and assess
compliance of systems policies and procedures against the IS Standards and 44 Implementation
Specifications of the HIPAA'FiTTECH Security Rude and to ensure apphcitble areas of SAMHSA 42 CFR
Part 2 are being met
Based on my review of the organizations systems and through interviews with key stab members. risks
relating to the admintstrauye. physical, and techmcal unplementanon specifications for securing
electronic protected health mfotmation (EPHI) in all forms are mitigated to reasonable and appropriate
levels through current c ontrols and procedural changes enforced by policy
This audit is pan of the otganization's ongoing HIPAA+MCH compliance effort and to ensure
compliance is also met with SAMHSA 42 CFR Pan 2 As policy a thud party external HIPAAMTECH
Se=ty audit (or an internal HIPAAIH 'TECH Secunty audit) is conducted every year or whenever any
major techmcaL procedomL or legislative changes occur to ensure the orgaouatwn is taking reasonable
and appropriate actions regarding the security of electronic protected health mformauon.
Suncereh-
Brian L Tuttle. CHP. CKUT. CCT:A. CBRA. CISSP
Sr Compliance Consultant
www hrpaa-conunittnf com
Exhibit "A"
Julota will maintain a master patient index (MR) or enterprise master patient index (EMPI)
resolution process for resolving MPI or EMPI issues, challenges, and concerns. This process is
already in place and is a crucial component of our SaaS software. Julota will also maintain a written
process and mechanisms that will be leveraged if a new solution is available.
Patient Profile Section
PROGRAM ID stays with a patient and
does not change regardless of how many
times the patient is referred OR which
organization(s) referred them.
Patient Information Section
Information that is shared across all of a patient's
enrollments
PROGRAM Information Section
Information that does NOT depend on an
enrollment
Encounters Section i
7A Individual, short patient interactions I
that are NOT part of enrollments
i
Enrollments Section
Most Information stored here is specific to each
enrollment. More detailed patient Information
is stored In this section.
Julota also supports e-referral management
tracking/updates, and close the loop activities.
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Exhibit "A"
Solving Interoperability and High -Utilizer Issues in
the Community
Julota is a patented, award -winning community interoperability platform, built on the four pillars
of interoperability, compliance, consent, and collaboration.
The cloud -based SaaS platform manages the consent and multidirectional sharing of PHI
(personal health information) and PII (personally identifiable information) between software
systems for healthcare, EMS, law enforcement, behavioral health, social services, and all other local
nonprofit and for -profit organizations.
n . Interoperability
Co
.� Consent
Collaboration fill
HTPAA SAMhS440
Jr
Exhibit "A"
Currently, the care continuum is divided into silos of communication that operate on unique
software built specifically for their users' needs. On top of that, each of these sectors has its own
compliances that must be adhered to along with databases of information that need to be
connected as part of a fully networked community.
But imagine if behavioral health could work through other agencies in the field that deal with their
patients on a day-to-day basis when they are experiencing a crisis in the triggering environment.
And what if EMS could connect low -acuity patients to appropriate care (rather than just
transporting to the ED) in order to prevent them from deteriorating into an acute or chronic
condition?
And what if law enforcement could connect individuals to case managers to prevent unnecessary
incarceration and address the underlying issues?
And finally, imagine if payers start reimbursing the entire care community like they are doing now
through Medicaid and federal pilot projects?
This kind of networking is lowering costs and improving healthcare today in over 150 different
communities using Julota.
But now take a step back and consider what would happen if you enlarge that local network
beyond EMS, behavioral health, social services, law enforcement, and healthcare.
Imagine connecting food banks into that same network to address food insecurities and
connecting fire departments to do fall risk assessments to prevent broken hips. Connecting Home
Advisor or Angie's List to provide free home repair estimates. Getting faith -based organizations to
address loneliness in the elderly and home maintenance needs. Enlisting medical and nonmedical
rideshare services to get people to appointments.
And in times of Silver Alerts and disasters, sending out simultaneous messages to at -risk
individuals and their family and non -family caregivers to make sure they are safe and have their
medical dependencies addressed, decreasing the need for door-to-door searches.
Once all that happens, then you really have a safety net that keeps people from falling through the
cracks and supports a community -based solution, which is the most efficient and cost-effective
way to address population health.
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4
Exhibit
Julota Sample Relevant Cases
Co -Responder / Mobile Mental Health Crisis Response
Form a team that includes a law enforcement officer trained in crisis intervention, a
behavioral health clinician, and in some cases a Paramedic.
Respond to calls through Julota from the crisis hotline as well as 9-1-1.
De-escalate and perform psychiatric evaluations generated by Julota.
Medically clear patients in the field through Julota which generates the paperwork and
alerts the behavioral health facility of an imminent direct admit.
Case managers are then alerted automatically of outreach to family members, adherence
to peer support programs, and other community -based follow-up.
CIT (Crisis Intervention Team)
Law enforcement arrives on scene for a substance abuse or mental health issue.
Individual is further identified as a candidate for a mental health clinic or substance abuse
treatment center rather than incarceration.
v/ Julota confirms whether beds available prior to departure.
✓After individual is checked into the facility, Julota confirms status of either an M1 hold,
treatment program initiated, or individual is released.
✓If the individual was entered into treatment, Julota will confirm with law enforcement when
the individual completes treatment or drops out.
Alternative Scenario:
Law enforcement arrives on scene with an individual who is under the influence.
Rather than arresting, the individual is offered the option of entering into treatment within
two weeks.
When an individual shows up for treatment, Julota alerts law enforcement.
If the individual fails to enter treatment voluntarily, law enforcement is alerted to take
corrective measures.
LEAD/Jail Diversion
Law Enforcement enrolls individuals into Julota that have serious behavioral health issues
or are low-level offenders engaged in drug or prostitution activity.
Through Julota, they build a community care team including mental health, substance
abuse, and other community -based services.
✓Law enforcement and/or social services track individual progress in Julota across the care
continuum and present an aggregated case management file to the Judge.
Judge will allow case management to continue (in lieu of jail time) if progress is maintained.
Exhibit "A"
Recovery -Oriented Opioid Addiction Treatment / MAT
Enroll a willing opioid addicted patient into program through Julota case management.
Hospital nurse will initiate the following induction phase:
• Psychiatric evaluation
• Physical
• Biopsychosocial/initial treatment plan
• Labs
• Medication reconciliation
• Initiate daily clinic visits clinical
• Initiate medication administration and observation
■ Subutex (Buprenophine),
■ Suboxone (Buprenorphine/Naloxone), or
■ Vivitro (Naltrexone) and medication -assisted detoxification/taper with Subutex or
Suboxone
• Manage medications
• Educate on medications
• Record evidence -based assessment
Julota initiates an intensive outpatient stabilization phase with integrated primary care
services.
After stabilization, Julota initiates a maintenance phase with ongoing peer support,
medication management and a compendium of supportive services.
Overdose Outreach
Julota flags the Opiate Outreach Team to see what overdose events have been identified
from the previous day.
The team attempts to reach out to the individuals up to S times over the course of the next
3 days via phone or direct contact.
When meeting with the individual, the team provides education around overdosing and
naloxone use.
A naloxone kit is left with the individual and the team offers to connect them to other
resources through Julota such as rehab and food assistance.
Exhibit "A"
Electronic Consent
Many community organizations cannot exchange health data with one another, let alone
Behavioral Health, EMS/Fire, Law Enforcement, or other community agencies. Julota bridges the
gap between organizations that use different law enforcement CAD Systems, EHR (electronic
health record) systems, and between EHRs and EMS ePCR (electronic patient care reporting)
system and law enforcement.
For example, EMS often work with law enforcement across a whole community to improve
outcomes for their patients. However, interoperable data systems are needed if the care
coordinator is to effectively track whether a member received the medical and non -medical
services they needed after an MI Hold, hospital discharge, an opioid overdose, a visit to the
emergency room, or other events.
Julota's platform uses cloud computing technology to offer software as a service, or SaaS, to
communities to help them connect better and make their systems interoperable. We are
committed to working with you to make sure you get what you need from this solution. It opens
up opportunities for your community to work together more efficiently.
We listen carefully to the needs of our clients and work collaboratively with them to solve
problems and maximize the use of this tool. Our goal is to make it as easy as possible for you and
your staff to use the platform while maintaining the highest data security standards and privacy.
At Julota, we are proud of the interoperability platform we have developed to store an
organization's data in the cloud. Keeping the community connected through this software as a
service means organizations can save money and work more efficiently together to safeguard the
public.
Julota shall facilitate the city to establish a citywide functional, cloud -based tracking software that
centralizes the storage of all patient data into a single data repository that supports multiple data
sources, user access and makes available for aggregation, searchability, and ad hoc reporting.
Exhibit "A"
City of Round Rock Pricing Proposal
Overview
This proposal includes our MIH-CP module to support the CRP program. We will be eliminating
phone referrals while introducing accountability and closing the feedback loop. This includes:
integrating with other data sources, enabling community resources to share information around
clients, case management around clients, creating longitudinal records, and utilizing the alerts
and notification setup.
Our implementation package covers:
• customization of the Julota platform to your workflows and program strategies
• migration of existing program data, from each program, into the Julota platform
• initial training
• additional platform customization required for reporting needs.
This solution is set up to be turn -key. Once you have signed a contract with us we will identify each
hub's specific reporting needs and other software systems that are mission -critical to integrate
prior to launch. Additionally, we will outline any full -level integrations necessary along with their
associated costs. We will deliver a training environment that will mirror production, with a
changeover to full production when ready.
I've included Julota Essential Support Service which includes access to the help desk, phone
support M-F, 9 am - 5 pm MST for basic questions around platform use, three (3) hours per month
per hub ongoing access to the individual who worked with each hub as their Implementation
Specialist. Critical severity response will be within four (4) hours.
I've also included a Julota Project Manager (PM) Consultant who will understand your immediate
and long-term program goals, phased roll -out timelines, interfaces needed, and customization
work necessary to ensure these pieces fit together and roll out seamlessly. The PM will direct the
Julota Implementation specialist on priorities as the PM will be aligned with your priorities.
I did not include Julota's white -glove Elite Support which includes a dedicated representative and
phone line for each participating hub, help desk access, and 24-hour phone support for anyone
within the hub's coverage area. For each participating hub Julota will add up to ten (10)
community partners per year, four (4) hours of one-on-one training per month, one group training
of up to two (2) hours. This level of support is highly recommended for programs who believe they
will either add additional programs, enlarge their teams, will be highly involved within their
community, or plan on growing their list of community partners throughout the year. Critical
severity response will be within one (1) hour.
Exhibit "A"
UJ Julota
Connecting Your Community
City of Round Rock's Community Risk Reduction Proposal
We are excited to join with the City of Round Rock in their commitment toward improved
outcomes and healthier citizens through the Community Risk Reduction (CRR) program.
Through innovative procedures and best -in -class practices, CRR programs have proven to
strengthen community relationships, improve outcomes, reduce crime, and mitigate burdens
on the criminal justice system. Thank you for considering Julota as the platform to launch this
initiative. This document will provide our understanding of your program goals while outlining
the scope and pricing necessary to meet them.
Our Understanding
The US Department of Justice's Bureau of Justice Statistics shows >50% of incarcerated
persons have a mental behavioral health illness. Matt Zavadsky, President of NAEMT shares
that 80% of all individuals who overuse the 911 emergency system have at least one
diagnosable behavioral health disorder. We also understand 55% of US Healthcare dollars
are spent on less than 5% of the population who are improperly using community resources.
First responders are a community's front-line to meet these participants offering the greatest
opportunity to reduce risk, lower costs, and increase health.
The Round Rock Fire Department covers a 25 square mile area and serves a population of
130,000 people. As a part of growth and service delivery, the Round Rock Fire Department
has created a new division called CRR. The new division's mission is to assist our high -risk
community by helping them with their physical health, behavioral health, and environmental
needs.
Community Risk Reduction helps connect citizens needing assistance with appropriate
organizations and government services. CRR also provides services such as home
assessments, smoke detector programs, and environmental assessments. The Crisis
Response Unit (CRU) works alongside Police, Fire, and Emergency Management Services
(EMS) to help citizens that have been identified as needing assistance with mental services
such as crisis intervention, psychiatric evaluation, and opioid addictions. This program, also
known as Mobile Integrated Health (MIH), will work with citizens that are at high risk for
hospital readmissions, such as patients with congestive heart failure and diabetes. The MIH
program will work with the patient's physicians and hospital personnel to assist the patient
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit "A"
u Iota
Connecting Your Community
with evaluations, medications, and lab values to assist the patient in maintaining an improved
level of health.
CRR is a unique program tailored for the City of Round Rock community. This initiative
incorporates a model approaching clients to meet them exactly where they are. The unique
initiative is founded from a client -centric philosophy delivering community transparency. The
innovative approach allows case managers to get the individual help while connecting them to
basic needs and supports. It's our understanding that CRR aligns with City of Round Rock's
mission and goals for the community.
Overview
This proposal, created on Feb 23, 2023, includes our Julota platform to support the
Community Risk Reduction and is valid for ninety days from this date. This program efforts to
mitigate arrests and incarcerations by diverting clients to appropriate resources while
increasing access to assistance. We will be eliminating phone referrals while introducing
accountability and closing the feedback loop. This includes: integrating with other data
sources, enabling community resources to share information around clients, case
management, data population of longitudinal records, and utilization of alerts and notifications.
Our implementation package covers:
• customization of the Julota platform to your workflows and program strategies
• migration of existing program data, from each program, into the Julota platform
• initial training
• additional platform customization required for reporting needs.
This solution is set up to be turn -key. Once you have signed a contract with us we will identify
with each hub's specific reporting needs and other software systems that are mission -critical
to integrate prior to launch. Additionally, we will outline any full -level integrations necessary
along with their associated costs. We will deliver a training environment that will mirror
production, with a changeover to full production when ready.
I've included Julota Essential Support Service which includes access to the help desk, phone
support M-F, 9 am - 5 pm MST for basic questions around platform use, three (3) hours per
month per hub ongoing access to the individual who worked with each hub as their
Implementation Specialist. Critical severity response will be within four (4) hours.
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit ""
UJ Julota q5
Connecting Your Community
I've also included a Julota Project Manager (PM) Consultant who will understand your
immediate and long-term program goals, phased roll -out timelines, interfaces needed, and
customization work necessary to ensure these pieces fit together and roll out seamlessly. The
PM will direct the Julota Implementation specialist on priorities as the PM will be aligned with
your priorities.
I did not include Julota's white -glove Elite Support which includes a dedicated representative
and phone line for each participating hub, help desk access, and 24-hour phone support for
anyone within the hub's coverage area. For each participating hub Julota will add up to ten
(10) community partners per year, four (4) hours of one-on-one training per month, one group
training of up to two (2) hours. This level of support is highly recommended for programs who
believe they will either add additional programs, enlarge their teams, will be highly involved
within their community, or plan on growing their list of trusted partners throughout the year.
Critical severity response will be within one (1) hour.
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit "A"
UJ Julota
®
Connecting Your Community
Units
One Time Fee Schedule
Implementation Package Per Hub
includes:
• Workflow understanding and guidance
• Modules per Nub
• 1 PDF Workflow Training Documents
• 7 Days of Premium Launch Support
• 3 Sixty (90) Minute Video Training
Sessions
• 1 Custom Form/Assessment (up to 30
fields)
Custom Report (up to 20 fields)
Custom Report (21-40 fields)
Surveys
Onboarding Trusted Partners
Migration using Julota Template
Custom Dataset Migration
1-Directional Interfaces
FSO
CAD
HIFlHospital
2-Directional Interfaces
CJIS142 CFR Part 2
42 CFR Part 2
Implementation Discount
Recurring Annual Fees Schedule (non-refundable)
Julota Base Platform License
Includes basic reports and data extractions
EMS/Social Services Hubs
Standard Hubs
Trusted Partners
Community Resource Organizations
Price per Unit Subtotal
1 $6.080.00 $6,080.00
0 $1,300.00
$0.00
0 $3,600.00
$0.00
1 $1,300.00
$1,300.00
0 $220.00
$0.00
1 $1,800.00
$1,800.00
0 $5,200.00
$0.00
3 $1,300.00
$3,900.00
0 $2,600.00 $0.00
1 $5,250.00 $5,250.00
1-$3,500.00-$3,500.00
$14,830.00
1
$6,880.00
$6,880.00
0
$3,150.00
$0.00
1
$5.800.00
$ 5,800.00
0
$110.00
$0.00
50
$0.00
$0.00
CONFIDENTIAL - 00 NOT DISSEMINATE
Services
CRP
CRU
MIH
1-Directional Interfaces
ESO
CAD
HIE/Hospital
2-Directional Interfaces
Average Monthly Actives (Annualized)
Client Notification Module
Surveys Module
Criminal History Module
Enrollments Module
Clinical Module
42 CFR Part 2 Compliant Workflows
CJIS Compliant Workflows
Custom Report (up to 20 fields)
Custom Report (21-40 fields)
Custom Data Extraction
Exhibit "A"
UJ Julota 10
Connecting Your Community
Units Price per Unit
3 $380.00
Support Services
Yearly Julota Essential Support Service
Included for each Hub:
• Access to Implementation Specialists up
to 3 hours per month
• Help Desk access via web portal
• Email access
• Severity response for critical issues via
hotline - 4 hours
• Post -implementation development time
charged $225/hour
Subtotal
$1,140.00
3 $1,300.00 $3,900.00
0
$2.600.00
$0.00
1000
$5.25
$5,250.00
0
$1,300.00
$0.00
1
$990.00
$990.00
0
$990.00
$0.00
0
$990.00
$0.00
1
$990.00
$990.00
1
$5,250.00
$5,250.00
0
$5,250.00
$0.00
0
$1,300.00
$0.00
0
$3,300.00
$0.00
1
$1.300.00
$1.300.00
$31,500.00
1 $5,250.00 $5,250.00
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit "A"
UJ Julota
°
Connecting Your Community
Units Price per Unit
Yearly Julota Elite Support Service 0 $37,000.00
Included for each Hub:
• Access to Implementation Specialists up
to 3 hours per month
• Help Desk access via web portal
• Email access
• Phone support - 2417 dedicated line for all
hub users
• Group training: maximum of 4 hours per
month
• One on one training: maximum of 4 hours
per month
• Travel: if training is not done virtually,
travel is charged at cost
• Severity response for critical issues via
hotline - 4 hours
• Post -implementation development time
charged $2251hour
Julota Project Manager Consultant
Julota Project Manager Consultant 1 $10,500.00
Included for each Hub
• Provide technical consulting
• Provide business consulting
• Provide product expertise
Produce and Manage client -facing
documentation
• Direct implementation to client goals and
timelines
Subtotal
Champion Discount
Grand Total Year One
Additional Years I
Subtotal
$0.00
$5,250.00
$10,500.00
$10,500.00
$62,080.00
-$7,000.00
$55,080.00
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit "A"
Ju Iota°
Connecting Your Community
Additional Years
Year 2 cost (limited at CPI +2%)
Year 3 cost (limited at CPI +2%)
Year 4 cost (limited at CPI +2%)
Year 5 cost (limited at CPi +2%)
Year 6 cost (limited at CPI +2%)
$29,750
$29,750
$29,750
$29,750
$29,750
CONFIDENTIAL - DO NOT DISSEMINATE
Exhibit "A"
Testimonials
Dana Yost -Chief Operating Officer Northwest Medical
The county gave us six months to develop the MIH program. Like most EMS,
our data systems were incident -based, but with MIH we needed to keep track
of who we saw, how many times and what we saw them for. We also needed to
be able to share that information. Julota has worked hard to create a data -
sharing program that works for us. They have created bridges with other
► software vendors that serve different parts of the healthcare system. One
Y software that is focused on hospital emergency visits and Julota receives data
s. from that source, so we are alerted to when one of the patients we serve has
gone to the emergency room. Another software collects data for 911/EMS, and
Julota gets data from that source. It also integrates EHR data from hospitals.
Jess Beaulieu, PACT Program Manager & Mental Health Program
Administrator
We run a co -responder program called PACT (Pitkin Area Co -responder Teams)
pairing mental health clinicians with police to prevent unnecessary criminal
justice involvement for low-level offenders with behavioral health symptoms or
diagnoses. Since we are rural, we must coordinate services over a large
geographical area, and we work with three different law jurisdictions. Julota
has provided a central platform by which to collect vital data and statistics
about the efficacy of our program. Julota is highly customizable, so we were
able to tailor workflows to the specific needs of our partners, and consequently,
there is no aversion to using it. The Julota staff have been very responsive and
patient with our development process and change requests, and while we
currently use the platform mostly to track law data, our mental health
clinicians will soon be entering their information into it, as Julota is a HIPAA
and 42CFP compliant technology. We look forward to exploring the potential
of this platform in the coming years!
Beth Williams-Gieger, Director of Administrative Services
Peace Island Medical Center has embraced the Community Health Needs
Assessment process as a means of realizing our mission. Our mission includes
building a strong healthy community by engaging with our community
partners to identify disparities and to prioritize community health needs. Julota
provides our community a common information exchange that flows us to
track coordination of referrals to address social and economic health needs for
our patients outside the hospital walls. Healthier communities enable all of us
to rise to a batter life. Julota is an important community connects technology
that will assist us in creating a better future for our community.
Darin Reid, Community Resource Paramedic Program
Manager, North County Fire & EMS
With Julota in [my] 37 years of working in EMS, this was the first time I've seen
all the local community organizations and services work together.
BACKGROUND
In 2019, Pitkin County launched the Pitkin Area Co -Responder
Team (PACT). The program pairs a licensed mental
health clinician, known as a co -responder, with local law
enforcement to jointly respond to calls where mental health
challenges may exist. The program includes a peer specialist
and case manager. PACT aims to prevent unnecessary
criminal justice involvement for low-level offenders with
behavioral health symptoms or diagnoses.
THE CHALLENGE
Pitkin County, like most across the US, encountered
information -sharing barriers across its emergency data
systems. Healthcare, EMS, behavioral health, and law
enforcement systems could not share data, and all acted
independently from one another.
THE SOLUTION
Pitkin County partnered with Julota to provide a robust
community information platform to track data and patient
encounters and allow for patient referrals to community
partners. These referrals help them to avoid incarceration,
medical holds, or other dangerous situations.
KEY FEATURES
OF J U LOTA
Is
Cloud -based.
Local law enforcement and mental health
professionals can access and update records
on the go. Law Enforcement can work out of
their CAD system and Behavioral Health can use
their own EHR. Both organizations can use their
individual systems and or personal devices.
Embedded Compliance.
With embedded HIPAA, SAMHSA CFR-42, and
CJIS compliance, Pitkin County's co -responder
teams can share data securely with other
organizations so they can track patients across
their support channels and referred services.
0
Easily Integrated.
Julota pulls information from a number of
systems to help track patients and alert the
PACT team of incidents or encounters at the
individual level.
WAM
JULOTA'S DATA SHARING PLATFORM HELPS REDUCE
COSTS AND INCREASE COLLABORATION
Using Julota, the PACT co -responder team can ensure patients
get the help they need, reduce low-level incarcerations, and
get officers back in the field faster— all while increasing
engagement and trust between law enforcement, mental health
providers, and the community.
Julota also helped Pitkin County save money by connecting
patients to appropriate, less intensive services:
isof every 5 calls (21 %) resulted in diversions to
community support services
1 68% successful follow-up calls by PACT team
27% behavioral health services enrollment rate after
follow-up
Pitkin County also reported a low percentage of post -call
mental health holds.
"Julota is highly
customizable, so we were
able to tailor workflows
to the specific needs of
our partners... We look
forward to exploring the
potential of this platform
in the coming years!"
- Jess Beaulieu,
PACT Program Manager
& Mental »ea th Program
Administrator
BACKGROUND
In 2020, the City of Redmond, in partnership with King County
Emergency Services, launched their Mobile Integrated Health
(MIH) program to provide a proactive, whole -person approach
to keeping their community healthy and safe. The program
helps those who need emergency services more often, like
people with chronic conditions and older adults, to help
prevent emergencies and plan for future care.
THE CHALLENGE
Redmond quickly realized that they faced significant data
and system barriers preventing them from implementing a
successful program. They needed a solution fast.
"The County gave us six months to develop the MIH program,"
said Senior Paramedic for Redmond Medic One, Dana Yost.
"Like most EMS, our data systems were incident -based, but
with MIH we needed to keep track of who we saw, how many
times, and what we saw them for. We also needed to be able
to share that information across valuable service providers."
THE SOLUTION
Redmond partnered with Julota to provide a robust mobile
integrated healthcare community paramedicine (MIH-CP)
platform to track data and patient encounters and allow for
patient referrals to community partners.
KEY FEATURES
OFJULOTA
is
Cloud -based.
Julota is a cloud -based platform so EMS teams
can access and update records on the go. As
a result, community paramedics can provide a
care plan immediately that brings together all the
patient's required support channels
and resources.
0
Embedded Compliance.
With embedded HIPAA compliance, Redmond
can access health data securely to maximize
support and streamline resources efforts.
0
Easily Integrated.
Julota pulls information from several systems,
including your chosen ePCR, to help track
patients and alert the MIH team of activity,
like when the patient is involved in a 911 EMS
emergency. Julota also integrates with Electronic
Health Records (EHR) from area hospitals.
ibit "A"
THE RESULTS
Information -sharing allows the MIH program to do care
planning with older adults at risk of falling, people who
have complex chronic conditions, and those who are
high utilizers of emergency services. Redmond has also
been able to expand services that proactively engage
with the community and prevent emergencies.
Overall, Julota has helped the City of Redmond achieve:
Reduced number of super -utilizers
ODecreased
911 calls
OReduced
hospital readmissions
Increased trust and engagement with the
community
EXPANDING COMMUNITY SERVICES THROUGH JULOTA
Increased proactive response
Now, rather than waiting for a 911 call, Redmond EMS personnel can proactively visit a high -risk individual. For example,
they can visit patients during the time between a hospital discharge and follow-up appointment ---a particularly vulnerable
and important time to prevent costly readmittance to the hospital.
Empowering the Community with Care Plans
The MIN team works with patients and families with chronic conditions to create a care plan, a document that can be
shared with EMS teams on future calls. Patient data for this program and the care plans are tracked within a module of
Julota.
Helping Older Adults Prevent Falls
With Julota, the MIH program now can track older adults who are at risk for falls so they can reach out proactively.
Specially trained MIH staff can also do a safety inspection of someones living area to provide suggestions that reduce
accidents. In addition, Julota's referral feature streamlines patient referrals to many community services.
"We have a large elderly fall program," said Liz Downs, a paramedic who now leads the MIH program. We partner with
agencies that help older adults with this issue, like Aging and Disability Services and King County Falls Prevention, Julota is
HlPAA-compliant, which allows us to make referrals and send patient information to all the agencies we work with."
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
ATTACHMENT A
PROPOSAL SUBMITTAL FORM AND EXECUTION
NOTE: RESPONDENTS SHALL COMPLETE, SIGN, AND RETURN THIS ATTACHMENT WITH THEIR
PROPOSAL. FAILURE TO DO SO MAYRESULT IN DISQUALIFICATION OF THE PROPOSAL.
By signature hereon, the Respondent certifies that:
All statements and information prepared and submitted in the response to this RFP are current, complete,
and accurate.
He/she has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, trip, favor, or service to a City employee, evaluator,
or evaluating entity in connection with the submitted response. Failure to sign the Execution of Pro`sal
or signing it with a false statement shall void the submitted offer or any resulting contracts.
Respondent represents and warrants that the individual signing this Execution of Proposal is authorized
to sign this document on behalf of the Respondent and to bind the Respondent under any contract
resulting from this request for proposals.
RESPONDENT (COMP" ""'•
SIGNATURE (IN INK):
Julnta
NAME (TYPEDIPRINTED) Scott Cravens
TITLE: CEO DATE:
STREET: 102 S. Tejon St, Ste 1100
CITYISTATEIZIP: Colorado Springs, CO 80903
TELEPHONE AND FACSIMILE NO.: 833.445.1600
E-MAIL ADDRESS: scott.cravens@julota.com
FEDERAL TAX IDENTIFICATION NUMBER (FIN): 27-2564929
By submitting a response to this solicitation, the Respondent agrees that the City's Definitions and Standard
Terms and Conditions, in effect at the time of release of the solicitation, shall govern unless specifically
provided otherwise in a separate agreement or on the face of a purchase order. In addition, the
Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the contract, and
can be obtained from the City's webske at: t s:/Iwww.rour�dr cicte�x 5 govlc; ne 5esl3olicitations�
Page 16 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/Item: 948-43/ 958-82
September 23, 2022
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 22-025
RESPONDENT'S NAME: Julota
DATE: 10/17/2022
Provide the name, address, telephone number and E-MAIL of at least three (3) valid Municipal, Government
agencies or firms of comparable size that have utilized services that are similar in type and capacity within the
last two (2) years. City of Round Rock references are not applicable. References may be checked prior to
award. If references cannot be confirmed or if any negative responses are received it may result in the
disqualification of submittal.
1. Company's Name
Whatcom County
Name of Contact
Jeremy Morton
Title of Contact
EMS Analyst
E-Mail Address
jmorton@co.whatcom.wa.us
Present Address
311 Grand Avenue
City, State, Zip Code
Bellingham, WA 9_822.5
Telephone Number
(360 ) Fax Number: ( )
2. Company's Name
Colorado Springs Fire Department
Name of Contact
Steve Johnson
Title of Contact
Community and Public Health Administrator
E-Mail Address
steven.johnson@coloradosprings.gov
Present Address
375 Printers Parkway
City, State, Zip Code
Colorado Springs, CO 80910
Telephone Number
( 719- )_ 619_7325 Fax Number: ( )
3. Company's Name
Denton Police Department -Mental Health Division
Name of Contact
Elisa Howell
Title of Contact
Police Sergeant
E-Mail Address
elisa.howell@cityofdenton.com
Present Address
601 E. Hickory Street
City, State, Zip Code
Denton, Texas 76205
Telephone Number
( 940 ) 349-8181 Fax Number: ( }
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD,
Page 17 of 18
Exhibit "A"
City of Round Rock
Electronic Health Records Software for Use By First Responders
RFP No. 22-025
Class/item: 948-431958-82
September 23, 2022
ATTACHMENT D
SUBCONTRACTOR INFORMATION FORM
COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 22-025
RESPONDENT'S NAME: Julota
DATE: 10/17/2022
• CIRCLE ONE - NO, I WILL NOT USE SUBCONTRACTORS ON THIS CONTRACT NO
YES, I INTEND TO USE SUBCONTRACTORS ON THIS CONTRACT YES
If yes complete the information below
1. Subcontractor Name
Name of Contact
E-Mail Address
Address
City, State, Zip Code
Telephone Number ( ) Fax Number: ( }
Describe work to be
performed
Percentage of contract
work to be performed
2. Subcontractor Name
Name of Contact
Title of Contact
E-Mail Address
Address
City, State, Zip Code
Telephone Number ( } Fax Number: ( )
Describe work to be
performed
Percentage of contract ova
work to be performed
+ Add additional pages as needed
Page 18 of 18
Exhibit "A"
ATTACHMENT - C
SOFTWARE CHECKLIST
Documents
YES
NO
COMMENTS
Signed Addendums
X
Signed Proposal Submittal Form
X
Reference Sheet
X
Cost Proposal Sheet
X
Provide Sample End User License Agreement
X
Other documents that may require City Signature
X
GENERAL SOFTWARE AND SERVICE REQUIREMENTS:
GENERAL:
YES
NO
COMMENTS
Be a fully cloud -based Software as a Service (SaaS) solution.
X
Web based that is compatible with Windows/MacOS/iOSIAndroid
products.
X
Have the ability to import and export into Computer Aided
Dispatch CAD system to multiple formats
X
This depends on your CAD system
allowing us to integrate with them.
Have a behavioral health module that is customizable
X
Have a medical health module that is customizable
X
Be fully compliant with all Federal, State, and local laws and
policies including HIPPA, Center for Medicaid Services (CMS)
and Drug Enforcement Agency DEA
X
Be user friendly, platform agnostic, easy to see on mobile
devices, organized, easy to navigate and intuitive for the user
X
Have customizable alerts for the safety of first responders and
patients
X
Have customizable appointment reminders and follow ups
X
Ability to flag items of concern.
X
Be a robust set of pre -built and customizable system reports that
are integrated into the solution and do not require the City to use
a third -party application to generate reports.
X
Allow export in .csv or .xlxs and pdf formats
X
Provide reports of patients that have duplicate records
X
Provide reports on number of encounters within a specified
period
X
Provide implementation of software.
X
Provide training and support.
X
PREFERRED SOFTWARE AND SERVICE REQUIREMENTS:
YES
NO
COMMENTS
Julota is in the process of moving
from AWS to Azure, and this will
Have Azure single sign -on capability
X
be completed in early November,
so you will have the ability for
Azure single sign -on
Exhibit "A"
ATTACHMENT C -
ASSET MANAGEMENT SOFTWARE CHECKLIST
Open Application Programming Interface (API)
X
Community Health Para Medicine/Mobile Integrated Health Modules for
patients that require medical/behavioral case management
X
Dashboard or API to create a dashboard
X
Software that is patient -based
X
The ability to track and provide current medication
X
The ability to track patient reactions to treatments and medications
X
The ability to pull demographic reports
X
A separate billing module
X
Julota does not provide a billing
module at this time.
Ad hoc reporting functions
X
The ability to create customizable checklists
X
The ability to have different access levels to same patient charts
X
The ability to have different providers access to same patient charts
X
Patient charts that are customizable
X
Ability to upload pictures and documents to patient charts
X
Ability to Geocode or verify addresses
X
The ability to schedule reports to send to printer, email, distribution lists
etc.
X
Be able to track City flex spending for medications, hygiene supplies
and other first responder required items.
Provide information on any asset management software you are able to
integrate with
X
We can integrate with any other
software if they let us integrate
with them.
Supervisory access to see what charts have been accessed
X
Ability to capture e-signatures within the -application
X
Page 2 of 2
Exhibit "A"
ROUND ROCK TEXAS
PURCHASMS OMSJCM
ADDENDUM
CITY OF ROUND ROCK, TEXAS
Solicitation: RFP 22-025 Addendum No: 1 Date of Addendum: October 10, 2022
This addendum is to incorporate the following changes to the above referenced solicitation:
Questions:
Q1. In Part IV Section 2 Item H - Please describe how triggers for alerting would work and how alerts would
appear.
Al. We would like to be able to enter alerts (custom or pre -designated) such as "previous assault on a first
responder" and have that pop up in an obvious way when the clinician opens the chart.
Q2. In Part IV, Item 2.1.- Please provide examples of "appointments" and "follow-ups" and in what context they
would be used
A2_ The appointment would be a pre -determined meeting between the clinician and the patient, The need for
follow-up (due to an ongoing clinical concern), as noted by one clinician, could trigger a process whereby a
clinician sets up an appointment or visit to meet with the patient.
Q3. In Part IV, Item 3.K.- Please provide an example of a "checklist" and in what context it would be used.
A3. A checklist would include a list of symptoms or a list of resources (food banks, social service agencies, health
clinics, etc.). It would be used to track information given to the patient or received from the patient and,
ideally, would be in a format so that reports could be generated from the information. For example. we would
like to be able to report how many patients are experiencing psychosis and how many patients were referred
to a food bank.
Q4. Will you be paying one or five years in advance with a semi-annual reconciliation?
A4. The City budget operates on a single -year cycle so the City will pay one year at a time. The City can pay
annually or bi-annually.
II. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.
APPROVED BY: .t �[�U�.r 10/10/2022
Amanda Crowell, Purchaser
Purchasing Office, 512-218-5458
By the signature affixed below this addendum is hereby incorporated into and made a part of the above referenced
solicitation.
ACKNOWLEDGED BY:
Scott Cravens, CEO
Name
Authorized Signature
10/18/2022
Date
RETURN ONE SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR SEALED
PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM
CONSIDERATION FOR AWARD.
J�R!OUNOROCK
wwM
Award Recommendation
To: Marilyn Jackson
Contract Management
From: Shane Glasier
Fire Chief, Fire Department
Date: March 1, 2023
Re: TouchPhrase Development, LLC DBA Julota Electronic Health Records Software for First
Responders
This award recommendation is for the City of Round Rock — Fire Department to establish a contract with
TouchPhrase Development, LLC DBA Julota for electronic health records software needed to support
City operations.
The RFP solicitation was advertised in the Austin American Statesman newspaper and posted to the City
of Round Rock solicitation website. A total of 29 vendors were contacted including 16 HUB vendors. A
total of three vendor responses were received. It has been determined that Julota offers the best value to
the City, therefore the Fire Department recommends the contract be awarded to Julota for electronic
health records software required to support City operations.
An evaluation team with expertise in this area evaluated the offers and score Julota as the best to provide
these services based on the Respondent's implementation timeline & software system/program, prior
work experience_ personnel qualifications of assigned individuals, and cost.
Respondents and point distribution are listed below based on a 100-point scale:
TouchPhrase Development, LLC DBA Julota: 77 Points
EHR Your Way; 49 Points
Qualifacts: 26 Points
Awarded Vendor: TouchPhrase Development, LLC DBA Julota
102 S Tejon Street STE 1100
Colorado Springs, CO 80919
Contract Term: Five Years
Contract Amount: Total not to exceed amount of $174,080
Approvals:
Shane Glafser Mar 1, 202313:1_6 CST -
Signed Name
03/01 /2023
Date:
Printed Name: Shane Glaiser
Fire Chief, Fire Department
Purchasing Review
David Carter{Ma I. 7.1i3:46C,$T:
Signed Name
03/01/2023
Date:
C.r
Printed Name: David Carter
Purchasing Manager, Finance
Pace 11 1
City of Round Rock
Agenda Item Summary
Agenda Number:
Title: Consider a resolution authorizing the Mayor to execute an Agreement with
TouchPhrase Development, LLC for purchase of electronic health records
software for first responders.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 9/15/2023
Dept Director: Shane Glaiser, Fire Chief
Cost: $174,080.00
Indexes: General Fund
Attachments: 6.1 ARM Julota (part 1) - signed, TouchPhrase Dev Agreement for Electronic
Health Records REV 07 27 23 Low
Department: Fire Department
Text of Legislative File GM-2023-207
This agreement is for the purchase of software through Touchphrase Development, also known as Julota.
The software is specific for the Crisis Response Unit and Community Risk Reduction to track patient care.
Unlike our standard reporting system, which is event based, Julota is a reporting system that tracks the
individual patient and will allow our team members to gather patient information quicker and more
efficiently. Julota was chosen through the Request for Proposal process. The term of this agreement is for
5 years with a not -to -exceed amount of $174,080
This item is included on the list of pre -approved budgeted items for the City Manager to sign.
Cost: $174,080.00
Source of Funds: General Fund
City of Round Rock Page I of I