Laboratory Information System Rev 0
RFP #52104457
Scope of Work
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I. II. III. IV. V. VI.
Scope of Solicitation Instructions to Offerors Scope of Work / Specifications Terms and Conditions - Special Appendices to Scope of Work Bidding Schedule
I. SCOPE OF SOLICITATION Redfern Health Center (RHC), a comprehensive ambulatory health care center, serves as the Student Health Services for Clemson University. Clemson University is located in the upstate of South Carolina, in a college-town setting and enrolls approximately 21,000 students per year.
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Clemson University is seeking a vendor to furnish, deliver, install and configure an updated and efficient Laboratory Information System for the Laboratory of RHC, which consists of three fulltime staff members and 2 PRN staff members. Redfern Health Center’s laboratory performs approximately 16,500 tests annually.
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Redfern Health Center Laboratory requires a fully functional solution. The vendor will be required to provide an implementation plan, training on the proposed system as well as on-going support and service including system upgrades, fixes, and enhancements. The proposal will encompass all requirements to automate the laboratory workflow process including interface to existing EHR, reference lab and laboratory equipment, tracking of laboratory orders, flagging values, reporting, and documentation, i.e. tutorials, and guides, etc.
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AWARD Award will be made to one Offeror. Award will be made to the highest ranked, responsive and responsible Offeror whose offer is determined to be the most advantageous to the University. The contract will be based on the initial product license, annual maintenance fee, and professional services for training and implementation. MAXIMUM CONTRACT PERIOD - ESTIMATED Software Product to include License and Maintenance Initial Contract Period: 09/22/2014 – 09/21/2015 Maximum Contract Period: 09/22/2014 - 09/21/2019 Dates provided are estimates only. Any resulting contract will begin on the date specified in the notice of award. The effective date of this contract is the first day of the Maximum Contract Period as specified on the final statement of award. For bids where award statement is not required, the effective date of the contract will be the issue date on the Purchase Order. For continuing contracts the initial term of this 1
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Rev 0 RFP #52104457 agreement is one (1) year from the effective date as stated on the award document. At the end of the initial term, and at the end of each renewal term, this contract shall automatically renew for a period of one year, unless contractor receives notice that the University elects not to renew the contract at least thirty (30) days prior to the date of renewal. Said renewals may be less than, but will not exceed, four (4) additional one year periods. Regardless, this contract expires no later than the last date stated on the final statement of award. Deadline for Receipt of Questions: All questions must be emailed to Tammy Crooks at
[email protected] prior to 08/08/2014, 12:00 Noon ET.
II. INSTRUCTIONS TO OFFERORS DESCRIPTIVE LITERATURE – LABELLING: Include Offeror’s name on the cover of any specifications or descriptive literature submitted with your proposal. SUBMITTING YOUR PROPOSAL: Regardless of specific requirements below or in this document, Offerors are required to submit their proposal electronically through the Clemson University online bidding system. To do so you must login (registering first) at https://sciquest.ionwave.net/prod/default.aspx?company=clemson, and follow specific instructions for this solicitation. Do NOT simply email or mail in proposals based on this scope of work document. You must attach your complete proposal response as two separate .pdf files in the online bidding system - one file as a technical only (i.e. no cost information) and one file as a cost proposal. Submit any additional files if required as redacted proposals. These attachments must address all the specific requirements outlined in Section II, Instructions to Offerors, as well as Section III, Scope of Work/Specifications. REQUIRED PROPOSAL CONTENT: Qualified Offerors are encouraged to submit a proposal for the Laboratory Information System outlined within this solicitation specification. Each proposal must meet the minimum requirements contained within this solicitation to be considered for a contract award. INFORMATION FOR OFFERORS TO SUBMIT - In addition to information requested elsewhere in this solicitation, Offerors should submit the following information for purposes of evaluation: 1. Cover Letter Offeror shall provide a cover letter that contains a commitment to provide the product/services described in this solicitation. The cover letter must include the name and signature of a representative of the Offeror who is authorized to negotiate a contract with the University and should summarize the overall benefits to selecting your company and what your company considers to be the most important factors involved in the selection of a Laboratory Information System.
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2. Table of Exceptions A summary must state whether your proposal does or does not fully comply with the requirements defined in this solicitation and shall provide a detailed list of exceptions to the Scope of Work or other solicitation requirements including all attachments. This list must be in table form and must identify the page, section number, provision and specific exception, non-conformance and/or substitute language proposed. Failure to identify any specific items of noncompliance will result in the University assuming compliance. The University, at its sole discretion, may modify or reject any exception or proposed change, and an exception may also make a proposal non-responsive. 3. Executive Summary The Executive Summary shall condense and highlight the contents of the solution being proposed by the Offeror in such a way as to provide the Evaluation Committee with a broad understanding of the Offeror’s Technical Proposal. Offerors must present their understanding of the problems being addressed by implementing a new system, the objectives and intended results of the project, and the scope of work. Offerors shall summarize how their Technical Proposal meets the requirements of the Request for Proposal, and why they are best qualified to perform the work required herein. 4. Corporate Overview The Corporate Overview section of the Technical Proposal must consist of the following subparts:
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a. Offeror Identification and Information The Offeror must provide the full company or corporate name, address of the company's headquarters, entity organization (corporation, partnership, proprietorship), state in which the Offeror is incorporated or otherwise organized to do business, and year in which the Offeror first organized to do business, whether the name and form of organization has changed since first organized.
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c. Change of Ownership If any change in ownership or control of the company is anticipated during the twelve (12) months following the proposal due date, the Offeror must describe the circumstances of such change and indicate when the change will likely occur. Any change of ownership to an awarded vendor(s) will require notification to Clemson.
b. The Offeror must disclose any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the organization, or state that no such condition is known to exist.
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Rev 0 RFP #52104457 d. Office Location The Offeror’s office location responsible for performance pursuant to an award of a contract with Clemson University must be identified. e. Contract Documents The Offeror shall provide copies of all contract documents. Contract documents may include, but not be limited to: software license agreements, professional services agreements, master services agreements, maintenance agreements, support and service level agreements, etc. f. List the number of employees (full time equivalents) in your organization by category: Category Total employees Executives and managers Marketing/sales Installation Research and development Application support Technical support Customer service Other Those with clinical background: Physicians Medical Technologists Other clinicians
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5. References The Offeror shall provide a minimum of 3 references from higher education with contact information including email addresses. Clemson reserves the right to check any reference(s), regardless of the source of the reference information, including but not limited to, those that are identified by the company in the proposal, those indicated through the explicitly specified contacts, those that are identified during the review of the proposal, or those that result from communication with other entities involved with similar projects. Information to be requested and evaluated from references may include, but is not limited to, some or all of the following: project description and background, job performed, functional and technical abilities, communication skills and timeliness, cost and schedule estimates and accuracy, problems (poor quality
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Rev 0 RFP #52104457 deliverables, contract disputes, work stoppages, etc), overall performance, and whether or not the reference would rehire the firm or individual. 6. Qualifications: A. Summary of Offeror’s Corporate Experience: The Offeror shall provide a summary matrix listing previous projects similar to this Request for Proposal in size, scope and complexity. The Evaluation Committee will use no more than three (3) narrative project descriptions submitted by the Offeror during its evaluation of the proposal. The Offeror must provide narrative descriptions to highlight the similarities between their experience and this Request for Proposal. These descriptions must include: 1) 2) 3) 4) 5)
The time period of the project; The scheduled and actual completion dates; Staff-months expended; The offeror’s responsibilities; For reference purposes, a customer name (including the name of a contact person, a current telephone number, a facsimile number and e-mail address); 6) Each project description shall identify whether the work was performed as the prime contractor or as a subcontractor. If an Offeror performed as the prime contractor, the description must provide the originally scheduled completion date and budget, as well as the actual (or currently planned) completion date and actual (or currently planned) budget. B. Offeror Key Staff: The Offeror is expected to propose sufficient staff with the requisite skills and abilities to meet all requirements in this RFP. The Offeror must identify the personnel and provide resumes and references for the identified key staff. If the Offeror’s methodology deems other staff as key, the Offeror must identify the positions, provide representative job descriptions, identify the personnel and provide resumes and references. In addition, the Offeror must provide representative job descriptions for any other positions identified in the Offeror’s proposed staffing plan. The Offeror’s proposal must describe policies, plans and intentions with regard to maintaining continuity of key staff assigned to the project and avoiding and minimizing the impact of necessary staff changes. 7. Installation/Implementation Plan/Timeline The successful Offeror, as part of the Cost Proposal price, will be responsible for installation, configuration, and implementation of the proposed product as may be requested by Clemson University. Such assistance shall include telephone, e-mail and on-site support, if requested by Clemson University. All 5
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Rev 0 RFP #52104457 other work required to complete the implementation must be included in the fixed price cost, this should include a detailed implementation timeline. Cost must include travel, meals, lodging and all expenses. As part of the implementation the Offeror will keep Clemson University personnel informed of the steps required to implement and maintain the solution through a formal knowledge transfer. Offeror must provide detailed information on the installation requirements as well as detailed information on the schedule. Provide a detailed implementation plan that includes a timeline with dates of initiation and completion. Include all requirements, if any, for university resources that must be used for each step of the implementation. Along with the implementation plan, timeline, provide a detailed work plan. The detailed work plan should include a complete work breakdown structure with all tasks having work forecasts, clear deliverables, and appropriate dependencies (predecessors, successors). The plan should prove that the target dates are achievable and support is provided. Any on-site visits required to perform the services herein must be included in the cost of the base solution. This must include all travel, meals, lodging and expenses. 8. Insurance The successful Offeror shall provide satisfactory evidence of all required insurance coverage and licenses prior to performance or as part of the technical proposal. 9. Maintenance/Support Agreement Maintenance/Support Agreement must include, but not limited to, any upgrades, updates, enhancements, new releases, etc. to the product released during the term of the contract. Offerors must detail what is contained in their maintenance/support agreement, to include descriptions of service level offerings and licensing considerations. 10. Training Plan The Offeror must develop and submit a Training Plan that supports all responsibilities of this RFP. The Offeror must supply initial technical training on the proper use of any software solution. The training must be sufficient to enable technical individuals designated by Clemson to fully understand, test, validate, use tools for, and operate and instruct others as to the features, functions, capabilities and maintenance (e.g., trouble identification) of the software so as to perform all functions effectively and without error. The Offeror shall also identify user groups and additional training resources that might be beneficial to Clemson University’s implementation. 11. Quality Assurance Plan The Offeror must develop and submit a Quality Assurance Plan that supports all core responsibilities of this RFP. The plan must describe how the Offeror will 6
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Rev 0 RFP #52104457 ensure the quality of services being provided, how it will identify inappropriate service, how it will correct identified problems, and how it will respond to issues of service and quality identified by Clemson. 12. Third Party Use Identify any use or reliance on third-parties related to product development, implementation, on-going use, and/or technical support. 13. Documentation of Product Provide on-line materials that document the product. 14. Appended Software Identify and describe in detail any appended software needed for data validation, data conversion, migration, and training. 15. Conversion/Migration/Integration Identify and describe in detail plan for conversion/migration of data and integration with existing systems. 16. Agreements Include any forms or agreements (i.e. Service Level Agreements) to include performance commitments. 17. Shipping/Handling The Cost Proposal price must include all costs associated with shipping, handling, and delivery of the proposed Product to Clemson University, Clemson, SC. The successful Offeror will be responsible for insurance of software during shipping and installation, and until acceptance by Clemson University. As such, Clemson University assumes no ownership or responsibility for the software until it has been installed and accepted by Clemson University. 18. Additional Functionality/Services Additional enhancements that may benefit the application, i.e. any specifications for future expansion, or for features or capabilities that will likely be needed by Clemson University at some time in the future may be submitted. Products under development to meet these future needs should be referenced with anticipated release dates. 19. Consulting/Development/Customization/Programming Services Detail plan for future consulting, development, customization and programming services based on fixed hourly rate to include travel, meals, lodging and all expenses. This cost will not be used in evaluation but may be negotiated.
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20. Technical Proposal Provide a technical proposal with a detailed description of how your product/service meets the requirements documented in this section as well as Section III/Scope of Work/Specifications. Offeror’s proposed solution must describe and identify all products/services to fulfill the scope of this RFP document which must be identified as Offeror’s “base solution”. It is the intent of Clemson University to acquire the best base solution possible and for evaluation purposes, it is imperative that Offerors completely and carefully word and convey all of the information requested. Offers should be prepared simply and economically, providing a straightforward, concise description of Offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Offerors must demonstrate a thorough understanding of the project purpose, scope, activities, requirements and responsibilities. Technical Proposal responses must be complete and detailed, must address each section using identical section titles, and must follow the order and use the numbering scheme contained in the RFP Purpose and Scope of Work. Offerors must discuss their approach and methodology for each of the activities and deliverables in the proposal and identify key dates. Again, the base solution must describe/identify/include all products/services to fulfill the scope of this RFP document. However, there may be additional products/services/enhancements/add-ons that have not been requested in the scope of the RFP document but will be required for Offeror’s product/service to fulfill the scope of the RFP document. If this is the case, Offerors must identify/describe/include these additional products/services in their technical proposal as the “base solution”. Any additional products/services/ enhancements/ add-ons Offeror requires in the base solution to fulfill the scope of the RFP must also be identified/included in the Offeror’s Cost Proposal as the cost of the “base solution”. If your offer includes any additional enhancements and/or add-on components or services that is not required to fulfill the scope of the RFP, these products/services must be identified and described in your Technical Proposal as well as your Cost Proposal documents and labeled in each proposal as Appendix A so that Clemson University can easily and clearly identify what is included in your technical base solution and what is included in your cost base solution. Including a separate appendix for products/services not included in the base solution will aide in our evaluation process along with providing a complete understanding of your offer contents. Offers which include either modifications to any of the solicitation's contractual requirements or an offeror's standard terms and conditions may be deemed nonresponsive and not considered for award. 21. Cost Proposal The cost of the proposed products/services must be itemized by Offeror in the Cost Proposal, addressing requirements listed throughout the proposal document. Offeror’s proposed solution must describe and identify all 8
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Rev 0 RFP #52104457 products/services to fulfill the scope of this RFP document which must be identified as Offeror’s “base solution”. It is the intent of Clemson University to acquire the best base solution possible and for evaluation purposes, it is imperative that Offerors completely and carefully word and convey all of the information requested. For each requirement, the Offeror’s response to the item must be presented, along with which product/ service addresses the requirement. At the end of the document in the Cost Proposal, the Offeror must present all products/services identified as necessary to fulfill the requirements of the RFP document and the cost of each must be listed separately as the “base solution”. Again, the base solution must describe/identify/include all products/services to fulfill the scope of this RFP document. However, there may be additional products/services/enhancements/ add-ons that have not been requested in the scope of the RFP document but will be required for Offeror’s product to fulfill the scope of the RFP document. If this is the case, Offeror must identify/describe/include these additional products/services in their Cost Proposal as the “base solution”. If your offer includes any additional enhancements and/or add-on components or services that is not required to fulfill the scope of the RFP, these products/services must be identified and described in your Cost Proposal and labeled as Appendix A so that Clemson University can easily and clearly identify what is included in your cost base solution. Including a separate appendix for products not included in the base solution will aide in our evaluation process along with providing a complete understanding of your offer contents. All costs must be included in the Cost Proposal. Cost Proposal must be separate from the Technical Proposal as stated above in RFP Submittal section. Do not include cost in Technical Proposal. These should be submitted as two separate documents via .PDF attachments in the online bidding system. Total cost to fulfill requirements specified herein must also be indicated in Bid Line Item Pricing in online bidding system. Your separate cost proposal may go into more detail in terms of cost breakdown, options, etc…, but it must also clearly indicate the cost you enter into the online system. This is the cost that will be used for evaluation purposes and should reflect the cost for the base technical proposal you are offering in response to this solicitation. If there are conflicts in the costs you propose or Clemson cannot clearly determine a total cost for your proposal, your response may be deemed non-responsive. Cost must be all inclusive including travel, lodging, and other expenses. Please provide the following in the separate cost proposal: In the submitted proposals please list the initial cost of software services, license renewal, training, development and implementation of interfaces with existing equipment and systems, and/or maintenance and support for years 15. The software will need to accommodate a minimum of 4 concurrent users. Please include if applicable the hourly rate for future consulting services or needed assistance once installation and training has occurred. 9
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22. Hardware Clemson University will host the Laboratory Information Systems on equipment provided by the University’s IT organization in a local data center. We are requesting, however, that Offeror specify all software, hardware and firewall exceptions required for the system to function in the manner described.
23. Security/Administration All personnel providing services are responsible for protecting their access privileges and for maintaining confidentiality and proper use of the University’s data in accordance with University’s policy. Personnel will not disclose or distribute data in any medium, except as required by responsibilities under the contract. Must comply with all applicable laws and regulations commonly found in a higher education environment as well as timely implementation of compliance with future changes to laws and regulations. Current laws and regulations include, but are not limited to: FERPA, Clery Act, ADA 508 compliance, COPPA, HIPAA, HiTech, Omnibus HIPAA, etc. Offerors should also include documentation of how Clemson University data is kept secure and confidential. The attached HIPAA Business Associate Agreement must be signed by successful offeror and Clemson University at time of award. III. SCOPE OF WORK / SPECIFICATIONS The current laboratory order process at the Redfern Health Center is outdated and inefficient. The Healthcare providers enter lab requests into the Electronic Health Record, Point and Click. After the patient presents at the lab, patient orders are selected from a laboratory queue, and a label is generated. Specimens are collected, lab tests are performed, and results are entered manually or paper reports are scanned into the EHR. The label travels through the lab with the specimens and is used to provide information such as name, ID number and birth date, which must be manually entered into laboratory instruments, reference laboratory ordering systems and onto manual reports. After all tests and orders are completed, log sheets and paper reports are used to update a monthly Excel spreadsheet. This spreadsheet is a means the laboratory has for generating monthly statistical data and tracking incomplete work. We currently have a very labor intensive means for manual entry or scanning of lab results into the EHR, Point and Click. We are requesting a turn-key solution for an electronic Laboratory Information System (LIS) which will handle receiving and processing laboratory orders, and storing information generated by medical laboratory processes.
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Rev 0 RFP #52104457 The system must bi-directionally interface with existing equipment o Coulter LH 500 o Clinitek Status Plus
It must support bi-directional interface with our existing EHR for demographics, orders and results o Point and Click Solutions
It must support interfaces with our current reference laboratory o AnMed Health
The laboratory must be the “gatekeeper” for all reference laboratory orders and results.
The Vendor must provide a minimum of four (4) licenses for concurrent users.
The Vendor must provide a description of the installation, staff training, and support.
The system must provide data back-up, recovery, and storage.
The system must provide archiving and purging capabilities of data records based on retention standards.
The system must support methods for harvesting statistical data for Health Reporting, and tracking laboratory trends.
The goal of this solicitation is to acquire a seamless system that would allow providers to request laboratory tests in the EHR, Point and Click, which would interface with the LIS. The laboratory would act as gatekeepers, performing tests or referencing them out, and reviewing results. Final results would be made available through the EHR.
IV.
REQUIREMENTS
A. Technical Requirements Please indicate compliance by providing a “Yes” or “No” by each requirement. The proposed system must: Requirement Provide a client/server based design that can be deployed completely in-house at Clemson University. Describe how your software is configured at the client level. Server application must currently run on Windows 2012 Advanced Server or newer Microsoft server operating system or RedHat Enterprise Linux v. 5 or newer. 11
Compliance
Vendor Comments
Laboratory Information System Rev 0 Systems must be able to be hosted in virtualized environment. Clemson University supports either OpenStack or VMware. Please describe which is supported in your product. Support HL7 healthcare industry system integration standards. Supports redundant application and database services for disaster recovery purposes and business continuity. The database must currently run on Microsoft SQL Server 2012 or newer, or Oracle 11g.for Linux or newer. Product should be compatible with IPv6. Describe any other network requirements such as special ports to open big transmissions of data, etc. The client application must run on Microsoft Windows 7, or newer Microsoft desktop operating system. Describe if available in MAC environment also. System is capable of running on standard PC hardware (i.e. Dell PowerEdge servers, Dell Optiplex, or Lenovo ThinkCentre workstations, etc.) Provide bi-directional interface with existing equipment (Coulter LH 500 and Clinitek Status) to capture test results and associate these results with a specified patient record available to a requesting provider. Proposed system must also have capability of interfacing with any additional industry standard equipment acquired by the Student Health Center. Provide development and implementation of interfaces with outside laboratory, AnMed Health to automatically provide patient demographics, order data and receive laboratory results. (Contact information for the entity will be provided to the contracted vendor) Provide development and implementation of interfaces with the Point and Click EHR (Electronic Health Record) to automatically receive patient demographics, order data, and provide laboratory results (Contact information for the entity will be provided to the contracted vendor) Have user friendly ad-hoc reporting capability, and capability to export data into third party data analysis tool. (i.e. Microsoft Excel) Describe data extraction capabilities. Provide access to system maintained data element 12
RFP #52104457
Laboratory Information System Rev 0 definitions within report writer software. Provide a data management design feature that supports integration and sharing of data among all applications. Provide data management features that eliminate the redundant maintenance of duplicate data (e.g. relational database, etc.). Provide sufficient back-up and recovery features to assure minimal data loss due to a system failure, power outage, etc. Describe your back-up and recovery process. Utilize code tables for processing control and other system parameters that can be maintained by application administrator. Provide multi-level password security down to options within menus. Provide details regarding authentication method and potential integration with Shibboleth, CAS, LDAP, and Active Directory. Vendor must provide minimum of four (4) concurrent user licenses.
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Provide automatic fax reporting capabilities. Workstations must work independently of each other. Multiple functions can occur simultaneously without one party having to exit the system. Provide encryption of sensitive data being transmitted using Secure Socket Layer (SSL) Certificates – check version of Open SSL Provide user activity logs, including failed attempts, logins, etc. Provide multiple security levels in the application that allow for a separation of duties. 469 470 471 472 473 474 475
B. Functional Requirements Please indicate compliance by providing a “Yes” or “No” by each requirement. Proposed system must: Requirements Assign and track the chain of custody via an accession number from the time a specimen is taken from the patient to the point that it gets discarded and must be able to print bar-coded labels with the accession number for draw tubes. 13
Compliance
Vendor Comments
Laboratory Information System Rev 0 Ability to customize specimen labels to include University ID#, patient name, DOB, test ordered, Collection Date/Time and Name or Initials of person who collected sample. Print labels for specific sample requirements and tube types at the time of order entry. Support retrieval of patient records by multiple sources (e.g. University ID, SSN, alphabetical, accession #, etc.) Support retrieval of patient records by partial (e.g. first few letters of) patient last name. Process orders for profiles that include multiple tests. Have the ability to correct a field on a screen without having to re-enter entire order transaction. Allow entry of orders for future dates. Allow splitting one ordered test into more than one request. Allow review and verification of held orders on-line by technologist. Automatically check for and warn of duplicate test orders. Support cancellation of tests--logging accession #, test code, patient name, reason, date, time, and tech ID. Provide simple method to order additional test requests on sample already received and processed in lab. Log all transactions by date, time, and technologist. Support a way to identify the phlebotomist, doctor, nurse, etc. in system for specimens not drawn by laboratory personnel. Allow patient test to be incomplete for at least 8 weeks in the system. Provide that uncollected specimens continue to appear on subsequent lists until cancelled or collected. Print worklists by individual tests, groups of tests and/or by workstation. Print daily detailed master log of all work performed in lab for audit purposes. Include data for tracing order (dates, times, tech ID, results) from order entry to final reporting in master log. Provide index to master log. Display patient age and sex on reports. Provide capabilities for graphic display of test results. Support entry of comments for non-numeric results and interpretative reporting in results entry screens. Provide physician utilization report (e.g. number of tests requested by a physician). 14
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Laboratory Information System Rev 0 Ability to generate epidemiology reports for public health reporting. Ability to create critical test value report. Generate revenue reports by test. Support automatic interface to EHR for transmitting patient lab charge data. Ability for rules-based logic where laboratory personnel can define criteria in “if-then” statements. Allow user to accept, reject or re-run a test. Automatically document disposition of reports delivered by FAX, printer, and e-mail, etc. Documentation must include Date/Time and userid. Utilize Westgard QC rules and flags and allow flagging of out-of-range QC values. Provide ability to view and print QC graphs (LeveyJennings). Ability to archive/purge records based on University retention schedule. 476 477 478 479 480
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C. Training, Maintenance and Support Requirements Please indicate compliance by providing a “Yes” or “No” by each requirement. Proposed system must: Requirements Vendor must provide a description of the installation and training process for support staff. This description must include a timeline of the implementation from installation to the end of the training period. Provide future software releases and updates to all applications as part of regular software maintenance fees. Vendor will be responsible for performing all application upgrades, etc. Provide technical documentation for support staff including system overviews, design, flowcharts and file layouts. Provide help screens to assist novice users in all applications. Provide toll free customer support 24 hours, seven days per week. Vendor will need remote access to system through secure channels such as VPN, and vendor is responsible for maintaining HIPAA level security practices and controls.
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Vendor Comments
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IV. TERMS AND CONDITIONS – SPECIAL 1. PRODUCT DEMONSTRATION: The apparent successful vendor may be requested to demonstrate its product so that Clemson University may verify the claims made in the vendor's proposal. This is a pass/fail evaluation. Due to that fact that demonstrations are not part of the initial evaluation, it is critical that proposals contain detailed and complete responses. Do not rely on providing a response as part of a demonstration. 2. AWARD CRITERIA: Offers will be evaluated using only the factors stated below. Evaluation factors are stated in the relative order of importance, with the first factor being the most important. Once evaluation is complete, all responsive offers will be ranked from most advantageous to least advantageous. A. Technical Proposal: The degree, completeness, and suitability of the Offeror’s proposed technical solutions to meet or exceed the requirements of this RFP. 50% B. Offeror’s Qualifications: The Offeror’s experience, references and key staff must provide evidence of its depth and breadth of experience, and evidence of successful past performance with projects of this similar size and scope. 25% C. Cost Proposal: The total cost of ownership for the base solution for the potential five year contract period. 25% V. APPENDICES TO SCOPE OF WORK HIPAA Business Associate Agreement – may be found under “attachments” tab of online bidding system.
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VI. COST PROPOSAL PRICE PROPOSAL: Notwithstanding any other instructions herein, you shall submit the following price information as a separate document: Vendor Name: __________________________
Fax #: __________________________
Contact Person: _______________________
Telephone #: ____________________
Delivery Time: __________________________
Cost Component Cost of Software to include minimum of four (4) concurrent users Software Maintenance & Support (years 1 - 5 to include minimum of four (4) concurrent users) Training Costs
Year 1
Year 2
Year 3
Cost Year 4
Year 5
Total Cost
Implementation Costs Costs for all development and implementation of interfaces with existing equipment and systems as identified throughout Scope of Work document Documentation and Training Materials Costs for Additional Professional Services Any Other Costs not defined above TOTAL 524 525 526 527 528
Total for years 1-5 above will be used for evaluation purposes and considered to be the “Base Solution” costs as referenced throughout the RFP document. This Base Solution Cost (years 1-5) must be transferred to Total Price in Online Bidding system as well.
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Rev 0 RFP #52104457 Offeror should clearly list optional items and any other charges associated with any item in their cost proposal. Breakdown of this cost may be included in separate Cost Proposal by attaching .pdf file as indicated in Scope of Work above. The offeror should not include any technical information in the cost proposal. Optional Items: (This cost will not be used in the evaluation but may be negotiated.) 001
1
Day
Optional Item - This item will not be used for evaluation purposes but is an optional item to handle any additional off-site training needed beyond what is included in initial software training as specified in table above. Please indicate daily rate for off-site training.
$_______/day
002
1
Day
Optional Item - This item will not be used for evaluation purposes but is an optional item to handle any additional on-site training at Clemson University needed beyond what is included in initial software training as specified in table above. Please indicate daily rate for on-site training to include travel, meals, lodging and all expenses.
$_______/day
003
1
HR
Optional Item – This item will not be used for evaluation purposes but is an optional item to handle any future programming/development/customization/ consulting services. Cost for future programming/development/ customization/consulting services based on hourly rate as outlined in Scope of Work above. Rate must be all inclusive of travel, meals, lodging and all expenses.
$________/hr
566 567
18
