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

2. EDR in NM  2001 - DOH funding request to legislature. DENIED by DOH.  2002 – Requested again. DENIED, but given $ for requirements document.  2003 – Applied for SSA grant. GRANTED ~ $500,000. RECEIVED $300,000 from bioterrorism. APPROVED as part of the DOH legislative request.  2004 – RECEIVED $1,000,000 from legislature.

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

4. RFP Timeline  Contract with SSA began October 2004.  Began writing RFP for Death System in December 2003.  Notified of legislative funding February 2004; revised RFP.  RFP out for bid June 2004.

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

6. 3-Parts to an RFP (in NM)  Standard IT Template (required for software services in NM).  Requirements.  Strategic Alignment.

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

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

9. How to Get State Support  Met with State CIO months before the process began – Early Spring of 2003.  Met with Department CIO as soon as she got on Board – Summer of 2003.  Met with Legislative Finance Committee Members.  Met regularly with Division CIO.  Met regularly with Project Steering Committee.  Had support of other stakeholders: funeral industry & medical examiners.

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

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

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

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

14. It Takes a Community to Build an RFP.