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General Information
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Department for this solicitation:
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Procurement
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Date Prepared:
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10/08/25
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Types:
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IFB
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Advertisement Type:
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Solicitation/Project#:
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6100064627
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Solicitation/Project Title:
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12 BDD Electronic Health Info Exchange
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Description:
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The Pennsylvania Department of Labor and Industry (DLI) Office of Disability Determination (BDD) adjudicates claims for the Social Security Disability Insurance (SSDI) and Supplemental Security Income (SSI) Benefits under an agreement with the Social Security Administration (SSA). As part of the BDD’s adjudicative process, disability claims adjudicators obtain medical evidence from the claimant’s medical sources. One way to acquire historical medical evidence is by utilizing a Pennsylvania Patient and Provider Network (P3N). Only Health Information Organizations (HIO) certified by the Department of Human Services (DHS) Office of Medical Assistance Programs (OMAP) can retrieve electronic health information records held in the P3N. Upon BDD receiving authorization, the BDD will utilize the HIO to acquire and share the medical records with the BDD and partners to appropriately access and securely share vital medical information, improving the speed, quality, safety, and cost of patient care. The type of health information to be exchanged may include but is not limited to patient demographics, medical history and records, lab results, medications lists, discharge summaries, care plans, and other relevant clinical information and will be used to determine eligibility for disability benefits under SSA regulations and guidelines
The DLI seeks to award a purchase order to the responsive and responsible Health Information Organization (HIO) that presents the lowest overall cost who will set up a process to acquire patient Protected Health Information (PHI) records of BDD applicants who have provided a valid signed HIPAA compliant authorization for the disclose of PHI.
The term of the purchase order shall begin on the start date and terminate and shall end in one year, unless otherwise terminated by the Commonwealth. The Commonwealth reserves the right to exercise up to four additional one-year renewal options under the same terms and conditions.
The awarded HIO shall comply with all federal or state laws related to the use and disclosure of information including information that constitutes PHI as defined by HIPAA. The awarded bidder shall be responsible for assessing its obligations pursuant to HIPAA. The awarded bidder will be required to execute Business Associates Agreement located in the solicitation attachments.
Bidders must submit a one-time price for the implementation of all activities to engage and a price each per record retrieval. If the HIO offers tiered pricing, the bidding HIO shall upload a price quote document under the attachment section in the Supplier Relationship Management (SRM) system solicitation.
The pricing shall be all inclusive rate of all costs associated with the retrieval and submission of medical records and IT Management.
This IFB is comprised of the following documents, those with an asterick (*) should be submitted with your bid response along with required documents outlined in the SOW.
1. HIO (SOW)
2. Terms and Conditions
2.1 HIPAA Addendum
3. BOP-2201 2201 EO 2021-06 Worker Protection Form*
4. BOP-1307 Lobbying Certification Form*
5. TradeSecret_Confidential Property Info Notice*
Any questions in reference to this IFB must be submitted individually and in writing via email by 4pm ET on Tuesday, October 28, 2025, to the L & I Central Procurement resource account - RA-li-OIT-BAS-Procur@pa.gov, with IFB 6100064627 - 12 BDD Electronic Health Info Exchange in the Subject Line.
All questions and responses are considered an addendum to and part of this IFB. The Issuing Office shall not be bound by any verbal information, nor shall it be bound by any written information that is not either contained within the IFB or formally issued by the Issuing Office. The Issuing Office does not consider questions to be a protest of the solicitation.
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