UNIVERSITY OF CALIFORNIA, DAVIS BERKELEY DAVIS IRVINE LOS ANGELES MERCED RIVERSIDE SAN DIEGO SAN FRANCISCO
MATERIEL MANAGEMENT/PURCHASING DEPARTMENT One Shields Ave
SANTA BARBARASANTA CRUZ
DAVIS, CALIFORNIA 95616-5270
March 13, 2014
Subject: Request For Information (RFI) # 31356455 – Animal Program
Dear Vendor Community:
The University of California, Davis, Safety Services Department is soliciting input from prospective industry leaders capable of providing feedback to a series of queries regarding the development of an Animal Care Program Integrated Management System. Enclosed is a Request For Information document that we would like to respectfully request your input. The due date for submittal is March 31, 2014. The document may be downloaded at the following web site: http://purchasing.ucdavis.edu/UCDBIDS/ If you have any question please contact me at 530-754-1382 or e-mail at
[email protected]. On behalf of the University I would like to thank you for your time and participation.
Yours truly,
Alex Martin Alex Martin Buyer Supervisor
REQUEST FOR INFORMATION UC DAVIS ANIMAL PROGRAM INTEGRATED MANAGEMENT SOFTWARE SYSTEM
The UC Davis animal care program seeks to streamline business processes through technology to maximize efficiency of the program to realize cost savings, improve service delivery, enhance research support, and be prepared for growth. UC Davis is soliciting animal resource management leaders to determine market capability of sources or obtaining information on an Animal Care Program Integrated Management Software System.
Background Animals play a critical role in research and teaching activities at UC Davis. Approximately 25% of the $750 million in awarded extramural funding involve the use of animals. In addition to extramural funding, numerous other research projects are funded with departmental, gift, and other internal funds. Live animals were used in 66 courses in 2012-13 with a student enrollment of 5,982 students. The animal care program is one of the largest and most diverse of all academic institutions in the country. We are diverse and decentralized with animals in numerous facilities. : 16 on campus, 7 off campus, and 14 investigator maintained facilities. Space devoted to animal housing and use is significant: 2,000 animal holding rooms, labs, procedure rooms, and support space in 271 buildings spread over 1 million square feet. On an annual basis, faculty use 200,000 rodents, 5,800 nonhuman primates, 9,000 agricultural animals, 6,000 other USDA covered animals, 500,000 fish, and numerous other species. To use live vertebrate animals for teaching or research, faculty must obtain approval from the IACUC prior to commencing activities. We currently have 477 principal investigators who have 1,400 protocols. Animal research is highly regulated. UC Davis must comply with the USDA Animal Welfare Regulations, NIH Office of Laboratory Animal Welfare policies, the Association for Assessment and Accreditation of Laboratory Animal Care, International (AAALAC) Guidelines, Center for Disease Control polices, and the California Department of Fish and Wildlife regulations. Teaching and Research Animal Care Services (TRACS), under the direction of the Attending Veterinarian (AV), is the central provider of husbandry and veterinary services to animals used for research and teaching animals on the Davis and Sacramento campuses. The husbandry division of this unit was transferred from the School of Veterinary Medicine in January of 2013. The transfer from an academic program to a central administrative unit was to align responsibility with regulatory authority for the program: the AV and the Institutional Official. The next major step in upgrading the overall animal care program is to deploy an integrated management system. This will further unify the program and better enable efficient operations and regulatory compliance.
SUMMARY OF ISSUES Currently, the mix of systems in use do not communicate with each other and require manual entries and re-entries, manually routed paper, carbon copies, faxes and other outdated methods that are inefficient and prone to mistakes. Fifty-eight individual functions under 5 major areas of responsibility have been identified: Page 2 of 6
1. 2. 3. 4. 5.
IACUC management Animal purchases TRACS husbandry TRACS Animal colony management veterinary oversight
An expanded listing of these functions, along with the current process used to manage them, is documented in Table 1. The IACUC developed two in-house online systems, one for protocol review and another for tracking animal purchases and transfers. TRACS Veterinary Services has a commercial animal health record program. However, these systems do not communicate with most other systems and lack features that enable full efficiencies to be achieved. Despite their current utility, these tools are dated and need to be modernized. An integrated management system that minimizes manual entries is critical in a complex research environment.
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Table
IACUC Management Animal Purchases
Submit Animal Requests Verify Requests\Availability Create Purchase Orders Send PO to Vendor Receiving Collect\Review Billing Data Generate KFS Billing Feed Billing Statements
Husbandry
Occupational Health Screening Online Protocol Submission\Management Meeting Management Animal Tracking Purchasing\Transfer\Import\Export Inspection Program External Billing Training USDA Reporting Tool Scheduling\Reservations\Space Space Planning\Alarm HVAC - 3 Year Assessment
Submit Work Orders Receive\Process Work Orders Assign Work Orders Animal Receiving\Transfer Produce Cage Cards Census - Collection and Reporting Supply Inventory\Ordering Per Diem Billing Generate KFS Feed Scheduling\Reservations\Space Space Planning\Alarm Account Tracking\Expense Time & Motion Studies Keys\Security Access Cage Washing for Mouse Biology Program
Veterinarian Oversight
Colony Management
Generate KFS Feed Time & Motion Studies Cage Sanitation Equipment Sanitation Equipment Inventory\PM
1
Breeding Cards Genetic Sampling\Tracking Results Colony Notification to PI's\Accessing Breeding Records Account Tracking\Expense for colonies to Protocol PI Access to Colony Management\Feed System Report Illness Animal Health Records\Reports Schedule Treatments Vet Visits Work Order Management Account Tracking\Expense Tracking Supply Inventory\Ordering Vendor Approval Feed From IACUC into DVMAX Animal Census Equipment Inventory\PM Mortality Reporting RHS and Health Monitoring Program
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Vet Services
IACUC
Technicians
SIC\TIC
Supervisors TRACS
Researcher\Staff
PI
Business Office
All Husbandry
UCD Buy
LMS
ACAB
Primary Affected
OHSS
Manual
Key Card System
IACUC
Filemaker
Excel
Notification
DVMax
DaFIS\KFS
Animal Tracking
Process\Systems Used
Access
Function
Specific Information of Interest UC Davis is interested in learning the capabilities of leading animal care software vendors in implementing technology to modernize our animal program. Questions to answer include but are not limited to the following: 1. Describe how your firm would identify the necessary elements of an integrated animal care program management system for UC Davis. 2. Describe your experience in developing such a system. 3. Which of the functions in Table 1 can your company provide currently? Which are in development? 4. Describe your depth of knowledge on animal care programs and the agencies and regulations that govern them. 5. What are the hosting options that you offer with your system? 6. What operating system is required for hosting? 7. What are the operating systems supported by your product? 8. What browsers are supported by your system? 9. What documentation would be available? 10. What APIs are available for integration with administrative systems? (Identity Management, facilities information, financial systems, etc.) 11. How would you approach prioritizing module development? 12. What hardware would be necessary to implement an integrated solution? 13. How would mobile technology be incorporated? 14. What level of cage tracking would be included? 15. How would animal census be conducted? 16. How would animal medical records function? 17. How would purchasing activity be integrated with the UC Davis purchasing system? 18. How would a billing system function? 19. What kind of reporting, standard and ad hoc, would be available? 20. What user training would be required and what experience do you have providing it? 21. What security features does your firm use? 22. What level of technical support do you provide?
There may be other information not specifically requested in the questions above which may be helpful to inform our process. Please include any such details in your information. Vendor Demo The University prefers to see a live demonstration of your system. Demonstrations may occur over the course of several days. Respondents should propose options for carrying out such a demonstration, detailing space and equipment requirements that would need to be fulfilled. The demonstration shall enable the University to observe any or all end-user and system administrator functions to better understanding industry standards and solutions. The demonstration should be performed on the current production version of the system. Would you be able demonstrate your system Yes _____ No _____?
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Submittals
Written questions should be sent to Alex Martin, email:
[email protected], by 5:00 p.m. on March 20, 2014. Responses to the questions will be posted at http://purchasing.ucdavis.edu/UCDBIDS Responses to the Request for Information are due by 3:00 p.m. on March 31, 2014 and must be submitted in Adobe Acrobat PDF or MS Word format to Alex Martin, email:
[email protected].
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