Rider 101 – Scope of Work
For
Request for Proposal No.
1019891/LP
E
I. Definitions
Agreement – means the contract document substantially in the form included in the RFP entitled “Sample Agreement.”
M. D. Anderson – substantially represents “The University of Texas M. D. Anderson Cancer Center”,
a component of the University of Texas System
Bid response – The terms “bid”, “bid submittal”, “bid response” and “proposal” are used
interchangeably and refer to the Supplier’s documents and attachments submitted in response to this RFP.
Supplier – The terms “supplier”, “vendor”, “respondent”, “bidder”, “Contractor”, and “Company” are
used interchangeably in this RFP and refer to the same entity: the provider of goods and services to M. D. Anderson.
Request for Proposal – The terms “Request for Proposal”, “RFP” and “bid request” are used
interchangeably and refer to this document and the referenced attachments.
Enterprise Scheduling System – The terms “Enterprise Scheduling,” “Enterprise Scheduling
Systems,” “Employee Labor Scheduling” or “Systems” are used interchangeably in this RFP and refer to employee labor scheduling including all associated hardware, software, interfaces, and related applications.
ERP – Enterprise Resource Planning, a software-based business management system that
integrates multiple facets of hospital business operations, including planning, materials management, purchasing, and accounts payable, among others areas.
All other definitions to be used within this RFP and its Attachments are found immediately following the term, or may be contained in the first section of an Attachment.
II. Introduction
A.
Overview of M. D. Anderson
Celebrating more than six decades of Making Cancer History®, The University of Texas M. D. Anderson Cancer Center is located in Houston on the sprawling campus of the Texas Medical Center. It is one of the world’s most respected centers devoted exclusively to cancer patient care, research, education and prevention.
M. D. Anderson was created by the Texas Legislature in 1941 as a component of The University of Texas System, and the faculty numbers 1,272 (M.D. and Ph.D.). M. D. Anderson is one of the nation’s original three Comprehensive Cancer Centers designated by the National Cancer Act of 1971 and is one of 39 Comprehensive Cancer Centers today.
M. D. Anderson has ranked among the nation’s top two cancer hospitals in U.S. News & World Report’s “America’s Best Hospitals” survey since the survey’s inception in 1990. M. D. Anderson has ranked number one four times in the last six years.
Mission
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.
Vision
We shall be the premier cancer center in the world, based on the excellence of our people, our research-driven patient care and our science. We are Making Cancer History®.
Core Values
Caring: By our words and actions, we create a caring environment for everyone. Integrity: We work together to merit the trust of our colleagues and those we serve. Discovery: We embrace creativity and seek new knowledge.
B. Purpose
The intent of this RFP is to solicit competitive, sealed proposals for an Enterprise Scheduling System that best meets M. D. Anderson’s requirements for a state of the art healthcare employee labor scheduling system.
M. D. Anderson currently has several employee labor scheduling systems. M. D. Anderson is in search of an entity that can provide a system to fit the needs of both inpatient and outpatient facilities to serve a large, multi-campus inpatient and outpatient complex.
Environmentally, if applicable, any proposed equipment must require minimum of alteration to M. D. Anderson’s existing power, air conditioning, and cooling facilities.
In addition to satisfying the requirements specified above, all proposals must provide for hardware and software maintenance, systems engineering and new product support documentation, and education.
C.
M. D. Anderson Reserved Rights
Compliance with the terms and conditions of the Confidentiality Agreement or Supplier acceptance via a submitted proposal relating to this RFP shall not bestow Supplier with any rights or expectations with respect to being selected to perform the work or provide a solution described herein. Suppliers are encouraged to read Section 04 of the RFP documents entitled “Proposal Requirements.
III. Current Environment
A. Process
Currently M. D. Anderson utilizes the following employee labor scheduling systems:
Per-Se’ Technologies, Ansos/One-Staff software (Inpatient Nursing only)
AtStaff, Inc,, Physician Scheduler software (Anesthesiology & Critical Care only)
Kronos, Inc., Workforce Schedulersoftware (various departments) Note:
1. The Kronos Workforce Scheduler is a basic scheduling component of the Kronos Time & Attendance system.
2. Other stand-alone products are used in numerous departments but are not considered a primary or key scheduling tool.
M. D. Anderson Cancer Center is seeking an employee labor scheduling system appropriate for use across the enterprise. Supplier must acknowledge that proposed software has been developed for implementation in a healthcare environment including inpatient and outpatient facilities, clinical and non-clinical departments and product functionality compliant with a variety of departmental scheduling methods. Implementation of a new employee labor scheduling system will occur in three (3) phases with an approximate implementation time of 4-6 months per phase.
B. Software
PeopleSoft v8.9 is the core of the employee payroll processing system. Employee demographics, payroll data, accruals, certifications, expirations and licenses are maintained in the PeopleSoft system. The Kronos Time & Attendance system (Workforce Central v5.1) is the timekeeping system utilized across the M. D. Anderson enterprise along with the Kronos Leave Management module. Day-to-day transactions received from the time clocks are maintained in Workforce Central along with manual corrections, paid-time-off entries and all entries from the Leave Management module reflecting employee FMLA, military and maternity leave, etc. All data is interfaced to PeopleSoft for monthly and semi-monthly payroll processing.
There are two (2) major employee labor scheduling systems implemented at M. D. Anderson that receive employee demographic and accrual data from the PeopleSoft payroll system via a daily batch file. Per-Se’ Technologies, ‘Ansos/One-Staff’ v2.1 scheduling software, is the current employee labor scheduling system of all M. D. Anderson inpatient nursing departments while AtStaff, Inc., ‘Physician Scheduler’ v6.01.3C, is utilized by the Anesthesiology & Critical Care departments. The remaining departments maintain employee labor schedules via Microsoft Excel spreadsheets, various stand-alone scheduling products or other manual methods.
On-Call schedules for numerous departments are created separately from regular employee work schedules and manually entered into one of the scheduling products as define in Section III.B, Paragraph 3. These schedules are again manually input into the AmTelco Call Center software and maintained by the M. D. Anderson centralized call-back service department.
The Ansos/One-Staff scheduling system maintains a bi-directional interface with the Kronos Time & Attendance system. Physician Scheduler does not.
Note: Ansos/One-Staff will remain the employee labor scheduling system for the inpatient nursing departments indefinitely.
C.
Hardware and Operating Systems
Many of M. D. Anderson’s mission critical computer applications run on an IBM mainframe with a MVS/ESA operating system, DEC VAX minicomputers, and more recently, Unix-based open systems. Numerous departmental applications are Novell Netware, Microsoft Windows NT, Microsoft 2000 or Macintosh OS server based. Microsoft Windows 2000 has become the predominant desktop configuration, with Apple Macintosh personal computers also in use in select areas of the campus. A handful of specialized departmental applications run on Sun SPARC stations with Sun OS (UNIX) as the operating system.
D. Networks
Ethernet (10&100BaseT) is currently the predominant network topology with a comprehensive fiber backbone. Since coverage of the backbone is 100%, all applications can be accessed from any location within M. D. Anderson. M. D. Anderson is continuing to upgrade segments of the network topology to the Gigabit Ethernet at 1000 megabits per second.
E. Enterprise
Servers
M. D. Anderson has implemented large Compaq servers in either a clustered or a fully redundant configuration. These servers support standard Lotus Notes electronic mail system, many Notes based workflow applications, and numerous Notes databases used in support of every mission area of the Institution. There are currently over 13,000 customers across the campus connected to M. D. Anderson’s set of enterprise servers.
F. Desktop
Computing
Standards
M. D. Anderson has adopted several desktop computing related standards, including Lotus Notes for collaboration (electronic mail, calendaring, and collaborative data basing), Microsoft Office (word processing, spreadsheets, presentation graphics, and databases), and the Microsoft Internet Explorer web browsers.
G.
Internet/Intranet
Currently, M. D. Anderson supports both Internet and Intranet websites.
IV. Supplier Instructions and Requirements
A. Equipment
Acceptability
To ensure the availability of the equipment and stability of price, all proposed hardware, software, or any related features must be available for general sale or in current production on the date specified for
receipt of the RFP. Any equipment proposed shall be of the latest design, system organization, and technology. The Supplier is to provide equipment specifications and pricing.
B. Software
Acceptability
All system and application software proposed and specified as currently available must be demonstrable in a production environment or otherwise be so indicated. The degree of success of the software to meet the requirements outlined in this RFP will be decided by M. D. Anderson. The Respondent is to provide software license, implementation and installation, and maintenance pricing.
C.
Acceptance or Rejection of Proposals
The RFP is not an offer to contract. Acceptance of a proposal neither commits M. D. Anderson to award a contract to any Supplier nor limits M. D. Anderson’s rights to 1) accept or reject any or all proposals in part or whole; 2) request clarification on any specific response, omission, or claim made in a response to the RFP; 3) to further evaluate one or more proposals via additional interviews/presentations, site visits, reference checks, and other additional criteria; and 4) to further negotiate the terms submitted in a proposal, including price, prior to final award of an agreement in order to provide an optimum solution.
D.
Supplier Response Guidelines
In replying to this RFP, Supplier shall make best effort to comply with the guidelines as follows:
• All statements made regarding the Supplier’s proposed product and capabilities shall be considered as contractual commitments in the event that the Supplier’s system is selected.
• Follow sections and numbering schema in responding to the items.
• Supplier shall prepare a response to the RFP with supporting materials and
documentation as instructed in Section 15 of the RFP entitled “Submittal Checklist.” • Supplier acknowledges that responses received after the proposal closing time and date
listed on the RFP cover page will not be considered. NO EXCEPTIONS WILL BE MADE FOR LATE OR MISDIRECTED SUBMITTALS. Suppliers are encouraged to ask any questions that they may have with regard to the correct submittal of their proposal. Contact numbers are listed on the cover page of this RFP.
E. Service
Levels
Upon award of this RFP and execution of subsequent Agreement, M. D. Anderson may elect to create Key Performance Indicators (KPIs). The primary purpose of creating KPIs is to establish minimal
expectations in terms of performance. Such KPIs shall be incorporated into the Agreement and include at a minimum, the measurement of the following:
• Delivery • Installation • Training
F.
Site Preparation Requirements
M. D. Anderson will make all necessary physical modifications to the existing installation site, the Supplier shall specify and attach to the RFP, as Site Preparation Requirements, all alterations and services required to be performed by M. D. Anderson prior to delivery of the Enterprise Scheduling System. Site modification requirements shall identify physical site requirements for power, space, air conditioning, plugs, cables and connectors. Any modifications required and not mentioned in the Supplier’s proposal will be made by M. D. Anderson and charged to the Supplier.
Replacement of existing systems will have; gang box, conduit runs from gang box to above ceiling and then thru cable loops to main cable ladders/raceways.
G.
Factory Reconditioned Equipment
M. D. Anderson requires quotations on new equipment but will accept alternative proposals for equipment warranted as new and delivered with a warranty equal to that provided for like equipment from the original manufacturer. Further, used or Third Party equipment must be certified as acceptable for maintenance by the original manufacturer and/or their service provider.
H. Warranty
All equipment proposed must carry a minimum of a twelve (12) month warranty. Suppliers are required to complete M. D. Anderson’s warranty questionnaire in Section 7 of the RFP.
I. Other
Factors
Supplier are asked to indicate in their proposals whether their Enterprise Scheduling system supports patient, equipment and task tracking. If yes, suppliers are asked to furnish details.
Pricing offered in Supplier’s proposal must be valid for a minimum of 180 days from the date proposals are due to M. D. Anderson.
Suppliers are asked to indicate in their proposals if they are willing to provide trade-in value and removal of equipment being replaced. If yes, suppliers are asked to furnish details.
V.
Selection Criteria Process
A.
Key Events Timeline and Critical Dates*
February 27, 2007 Request For Proposal (RFP) Issued
March 6, 2007 Question Submission Cutoff at 3:00 PM CST March 9, 2007 Posting of Answers to RFP Questions
March 13, 2007 RFP Closure (proposal submittal deadline), 2:00 PM CST
March 14, 2007 RFP Review & Two (2) Finalists Determined March 19, 2007 Product Demonstrations
March 22, 2007 Final Review by Selection Committee March 23, 2007 Selection of Supplier and Award of Contract
Questions related to this RFP must be sent via email exclusively to lcalzada@mdanderson.org. Please call or email Lucia Calzada at 713-794-5496 to confirm M. D. Anderson’s receipt of Supplier emailed questions. All questions must be received no later than Tuesday, March 6, 2007 at 3:00 P.M. CST. Questions received after this time will not be accepted. All questions and their M. D. Anderson responses
will be posted on the M. D. Anderson webpage as an addendum to this RFP, no later than 48 hours prior to the RFP closure date and time. Suppliers that cannot email questions should contact Lucia Calzada for alternate submittal instructions.
The timeline listed above entails many activities occurring within a brief period of time. Events listed in bold print are considered essential. Suppliers are cautioned that this RFP process may require multiple Supplier visits to the M. D. Anderson campus and as such, Suppliers may be requested to appear on very short notice. All Suppliers are strongly encouraged to take notice and be prepared to respond
appropriately.
* M. D. Anderson reserves the right to revise this Key Events Schedule and timeline at anytime.
B. Selection
Criteria
M. D. Anderson has established the following criteria to evaluate responses to this RFP and select the Supplier that provides the best value to the institution.
• the reputation of the Supplier and of the Supplier's goods or services; • the quality of the Supplier's goods or services;
• the extent to which the goods or services meet M. D. Anderson needs;
• the impact on the ability of M. D. Anderson to comply with laws and rules relating to historically underutilized businesses;
• the total long-term cost to M. D. Anderson of acquiring the Supplier's goods or services; including the Supplier’s ability to provide or arrange service for their goods;
• the availability of training for M. D. Anderson personnel;
• the Supplier's Qualifications (i.e., prior experience and references);
• the Supplier’s proposal, including Supplier’s Specifications and Cost Proposal;
• evaluation of data available from independent sources such as technical journals, product rating newsletters, and industry analysis; and
• Supplier’s exceptions, if any, to the terms and conditions as identified in this RFP
C. Selection
Process
This RFP is the first step in a two-step selection process for the selection of the best-valued Supplier to provide and implement an Enterprise Scheduling system at M. D. Anderson. Using the scoring system described herein, each Supplier’s RFP will initially be evaluated, scored, and ranked. Based on these initial rankings, M. D. Anderson will select the two (2) RFP finalists to move forward to the second step of the selection process.
In the second step of the selection process, RFP finalists will be required to provide a formal presentation and product demonstration to M. D. Anderson’s selection committee followed by a question and answer session. This step may be omitted, at the discretion of M. D. Anderson, if Supplier has previously provided a formal presentation and product demonstration to M. D. Anderson’s selection committee during the initial assessment phase.
After the completion of the second step of the selection process, the M. D. Anderson selection committee will select the Supplier that yields the best value to perform the implementation of an Enterprise
Scheduling system and award the contract.
M. D. Anderson has formed a selection committee to select the “most qualified” Supplier(s) from the field of respondents. The selection committee is composed of representatives from various M. D. Anderson departments and will base their selection on the content of each respondent’s RFP submittal according to the selection criteria above.
By submitting its qualifications in response to this RFP, the Supplier accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” Supplier that yields the “best value” will require subjective judgments by M. D. Anderson.
All general public announcements regarding this RFP document will be made through the M. D. Anderson’s Internet website located at http://www2.mdanderson.org/app/procurement/bids/.
Supplier acknowledges and accepts that any costs incurred from the Supplier’s participation in this RFP shall be at the sole risk and responsibility of the Supplier.
D. Proposal
Scoring
All proposals will first be examined to determine whether or not they meet all requirements designated as “mandatory” in Section VI (subsection 1.1). Proposals that do not meet these mandatory requirements may be eliminated from further considerations. Proposals that meet the mandatory requirements will then be evaluated on their responses to system components listed in Section VI. Each proposal will be
assigned a weighted value within a specified range according to how well the proposal meets the requirements for the category.
Section VI. Proposal Requirements details the technical, functional, and business requirements for the Enterprise Scheduling System. Exhibit 1 to the RFP contains an Excel worksheet to submit responses for this section. Please enclose an electronic copy (compact disc) as well as a hard copy with the proposal offer.
Conditions of Mandatory Performance
• Minimum Configuration • Price Protection • Environmental • Delivery and Installation • Acceptance Test • Warranty
• Reference Checks
The final selection of a supplier to undertake this project will be made by the evaluation team based on the following criteria and weighting:
Schedule Development & Maintenance 15%
Dashboard Contents, Legibility & Screen Navigation 10%
Software Functionality and Features 15%
Training (Super User, Primary Scheduler, Manager, Technical, Operator) 15%
Reporting Capabilities 15%
Warranty, Post-warranty Maintenance and Support 15%
Cost 15%
VI. Proposal
Requirements
1.1
Condition of Performance (MANDATORY)
1.1.1 PRICE PROTECTION (MANDATORY)
Suppliers must agree that all prices quoted are valid and that no increase over quoted prices will apply to any items proposed for a minimum of 180 days following proposal closing. Furthermore, Suppliers must agree that the M. D. Anderson will receive the benefit of any price decrease for items in the proposal if
that price decrease is announced by the Supplier prior to acceptance of the items by the M. D. Anderson. Provide a statement that confirms that the company agrees with State’s requirements regarding price changes of the proposed equipment.
1.1.2 ENVIRONMENTAL (MANDATORY)
M. D. Anderson has minimal resources with which to accomplish alterations to its existing power and air conditioning systems. The Supplier must identify any changes to these systems that would be required prior to the installation of their proposed equipment.
1. Specify what changes, if any would need to be made to M. D. Anderson’s power or air conditioning systems to accommodate the proposed equipment/software.
2. Floor space at M. D. Anderson is at a premium. Specify the floor space required by each item of equipment (if any) proposed. Indicate what allowances must be made for such things as door clearance and maintenance access space.
3. Telecommunications equipment rooms and vertical rack space if required.
4. Dust containment equipment must be supplied by and used during installation in compliance with Environmental Health and Safety policies. Supplier must detail their ability to comply with this requirement.
1.1.3 DELIVERY AND INSTALLATION (MANDATORY)
With exceptions noted below, the Supplier will be responsible for all activities necessary to deliver, install, and make operational the proposed equipment/software. Because M. D. Anderson must minimize the disruption to both operational networks as well as on–going development activities, installation of an upgrade to or replacement of equipment/software that might affect availability of Data Communications networks must be done at the direction of the Departments being served.
The following table outlines the implementation phases, grouped by clinical and non-clinical, approximate number of departments and employees.
Phase Group No. of Departments Approximate No. of Employees Approximate
1 Clinical 135 4500
2 Clinical & Non-Clinical 107 4500
3 Non-Clinical 67 3000
Table 1- Implementation Roll-Out
1. Provide a statement confirming your company’s acceptance of their requirement for off-shift installations and/or upgrades.
2. Provide a pre-installation plan delineating all activities required to prepare the respective MDACC building and unit during the thirty-day period preceding installation of the proposed equipment/software.
3. Provide a sample project plan to consult with M. D. Anderson resources during project implementation.
4. Provide “as build” drawing for the system as deployed.
M. D. Anderson will require completion of an acceptance test after the installation of the proposed equipment/software. The acceptance test will involve the achievement of M. D. Anderson’s standard availability and performance goals during a period of thirty consecutive calendar days.
Availability on all equipment/software proposed must be at least 99.5% during the period, with availability defined as follows:
AVAILABILITY = 100* (SMO-DT)/ SMO where;
• SMO= the total scheduled minutes of operation for the equipment/software during the period. • DT = the total minutes during the period when the equipment/software is scheduled to be in
operation but is not due to a failure.
Suppliers should be aware that M. D. Anderson has consistently exceeded this goal on the currently installed equipment/software.
The acceptance test will start on the date that the M. D. Anderson receives a written notice form the Supplier that the equipment/software is installed and ready for production, and must be completed within 90 days. If the equipment does not achieve the availability goal during the first thirty days following the installation date, the acceptance test will continue on a day-to-day basis until the goal is achieved for thirty consecutive calendar days.
Should the Supplier, through no fault of M. D. Anderson, be unable to satisfactorily demonstrate his equipment/software capability to perform for thirty consecutive calendar days as mentioned above, M. D. Anderson may cancel the agreement, and all cost incurred during this period and the subsequent removal of equipment and reinstallation of the original equipment shall be borne by the Supplier. Should failure to perform fault-free be due to a non-Supplier item required by M. D. Anderson, then M. D. Anderson may exclude the time required to correct the failure from the acceptance test period.
M. D. Anderson will notify the Supplier, in writing, of the completion of the acceptance test. Failure to complete the acceptance test within 90 days of the installation date will be grounds for acceptance of the installed equipment.
The Supplier shall provide a statement respecting an acceptance test under the terms specified above.
1.1.5 WARRANTY (MANDATORY)
Satisfactory completion of the Warranty Questionnaire listed in Section 5 of the RFP.
1.1.6 REFERENCES (MANDATORY)
Satisfactory completion of the Reference Questionnaire listed in Section 6 of the RFP including a satisfactory reference check.
1.1.7 SECURITY (MANDATORY)
See Exhibit 2 to the RFP. The purpose of this checklist is to support application owners and stewards in their design and development of a new or significantly upgraded application. The checklist is to be used as a tool to help assess coverage of all appropriate policy, regulatory mandates, and best practices. The checklist will also help to identify issues and areas that are in need of remediation. Any deficiencies identified must be addressed before the application is moved into a production environment.
Also provided is a security checklist that should completed as part of the RFP.
Exhibit 1 to the RFP contains an Excel worksheet to submit responses for the following section. Please enclose an electronic copy (compact disc) as well as a hard copy with the proposal offer.
1.2 ENTERPRISE SCHEDULING SYSTEM
MINIMUM SYSTEM QUESTIONS
1. Enterprise Scheduling
1.1 Does your system allow for various clinical configurations? 1.2 Does your system allow for various non-clinical configurations? 2. Hierarchical Levels of Configuration
2.1 Does your system allow for multiple and variable configuration setups? Define in detail.
2.2 Does your system allow for multiple and variable assignments per level? Define in detail.
2.3 Does your system allow for multiple and variable task assignments? Define in detail.
3. License Requirements
3.1 Define license requirements for your scheduling software. Define in detail. 4. Security
4.2 Define the number of security setups and configurations available for managers, employees and all other security methods and features.
5. Schedule Functionality and Flexibility
5.1 Define schedule rollover from current to past, future to current
5.2 Does your system provide code driven or time driven schedules? Define in detail.
5.3 Does your system allow employees to be assigned to more than one schedule? 5.4 Does your system allow for multiples assignment by employee per day?
5.5 Does your system allow for schedules to be developed by weeks, months and years? Define in detail.
5.6 Does your system allow for multiple schedules per department or unit? 5.7 Does your system allow for multiple rotations per schedule?
5.8 Does your system allow for multiple group assignments? Define in detail. 5.9 Does your system allow for web based self scheduling? Define.
5.10 Does your system provide color coding within a schedule? Define. 5.11 Does your system allow for shift bidding? Define.
5.12 Does your system allow for employee shift swapping? Define. 5.13 Does your system allow for multiple schedule views? Define in detail. 5.14 Does your system allow for multiple schedule views at the employee level? 5.15 Does your system allow for multiple schedule views at the department level?
6. Internal Calculations
6.1 Does your system contain an ‘approaching overtime’ feature? 6.2 Does your system contain an overstaffing indicator? Define in detail. 6.3 Does your system contain an understaffing indicator? Define in detail. 6.4 Does your system contain other internal calculations? Define in detail.
7. Accrual balances
7.1 Does your system allow for multiple paid-time-off codes?
7.2 Does your system check for available paid-time-off hours as PTO hours are scheduled? Define.
7.3 Does your system allow for multiple sick leave codes?
7.4 Does your system check for available sick leave hours as sick leave hours are scheduled? Define.
7.5 Does your system allow for multiple holiday codes?
7.6 Does your system check for available holiday hours as holiday hours are scheduled? Define.
7.7 Define other accrual features.
8. Leave Management
8.2 Does your system allow and control limited return to duty status? 8.3 Does your system track required FMLA paperwork?
9. On-call scheduling
9.1 Does your system contain an on-call method of scheduling? 9.2 Does your system allow for multiple on-call codes?
9.3 Does your system allow for entries of on-call assignments in a regular schedule? 9.4 Does your system allow or require separate on-call schedules?
9.5 Define other on-call features.
10. Schedule History and Archiving
10.1 Define history and archive capability. 10.2 Define other history and archive capability.
11. Management Tools
11.1 Does your system have predictive staffing or forecasting tools? Define. 11.2 Does your system have personnel management tools? Define.
11.3 Does your system have department labor budgeting tools? Define. 11.4 Does your system have productivity management tools? Define. 11.5 Does your system have staff credentialing tools? Define. 11.6 Does your system have personnel profiles? Define. 11.7 Does your system have certification tracking tools? Define.
11.8 Does your system have license tracking and ‘flag’ capabilities for expirations? Define.
11.9 Does your system have email and messaging capabilities? Define. 11.10 Does your system have class and CEU credit tracking capability? Define.
11.11 Does your system have performance evaluation ‘flagging’ capability? Define. 11.12 Does your system have salary history capability? Define.
11.13 Does your system have special and multiple skill set tracking capability? Define.
12. Interface(s)
12.1 Does your system currently have a Kronos bi-directional interface? 12.2 Does your system currently have PeopleSoft employee demographic interface?
12.3 Does your system currently have a PICIS (CareSuite) interface? 12.4 Does your system currently have an ADT interface?
12.5 Does your system currently have an on-call interface to the AmTelco Call Center software?
13. Reporting
13.1 Define method(s) of producing reports. 13.2 Does your system have ad hoc capability?
13.3 Define the number of reports currently available from your software. 13.4 Define each print capability for schedules.
14. Other Items and Notations
OPTIONAL SYSTEM QUESTIONS
1. Define additional functionality available in your system for determining staffing needs.
1.3 COMMUNICATIONS / TELEPHONY
MINIMUM SYSTEM QUESTIONS
1. Provide specifics of messaging and email communication provided by your software. OPTIONAL SYSTEM QUESTIONS
NONE
1.4 INTEGRATED SYSTEMS
In all cases where Interface with other systems is noted below, an HL7 electronic interface through an HIE Interface engine over standard TCP/IP network should be assumed.
MINIMUM SYSTEM QUESTIONS
1. Is system Windows NT, Windows 2000, Windows XP server compatible or Unix? 2. Does system support Oracle or MS SQLDatabase platform? What version? 3. Is system ODBC compliant?
4. Is system HL7 compliant?
5. Are screens configurable to meet individual departmental needs? 6. Are monitors able to be secured at every station?
7. Does system require unscheduled/scheduled down time no more than 1 hour between 0700 and 2300 and up to 6 hours from 2400 and 0700? Describe downtime requirements. 8. Does system support unlimited number of secured monitors for viewing?
9. Is there provision for utility data redundancy and/or backup or is compatible with MD Anderson standard tool for backups (Arcserver or Tivoli Storage Manager)?
10. Is there ability to provide view only or write / entry access rights by groups? 11. Does Supplier offer remote support via VPN connection?
12. Does system offer automatic sign-off / screen saver after a client-defined period of inactivity? 13. Supplier support 24hr/7 days a week?
14. Are screen views GUI or Windows design (icon and level-structured menus)?
15. Does system provide for “fail safe” mode whereby requisite information is backed up and made available to agent stations in event of a catastrophic failure?
16. Has integrating software been installed in another healthcare facility? Where?
How long?
17. What is the time required to create, test and implement ‘rules engine’ for communications scenarios? Please address each: Create, Test, Implement.
18. Please describe in detail all of the systems web-enabled features. 19. Please specify what browsers your system will work with.
21. Is your base system PC based or processor based? Describe size of base system (physical size and space requirements)
22. Specify configuration for any / all printers required. 23. Are system problem indicators available?
Describe.
24. Does the solution support LDAP, Active Directory or some other central directory authentication?
25. Ability to export data to MS Excel or Word.
26. Define performance parameters such as screen refresh time with XX concurrent users. 27. Provides utility for data and hardware redundancy.
28. Allows client site to add clinical support activity data points to the system. Data can be then collectable and later queried.
OPTIONAL SYSTEM QUESTIONS
29. Define other systems that your software is currently interfaced with at other institutions.. 30. Can system be accessed via every identified workstation allowing staff to locate other staff
members from numerous locations?
31. Can system run on existing network infrastructure (Ethernet)? 32. Does your system support web-callback?
33. Does your system support e-mail response using Lotus Notes as the e-mail client? 34. Does the proposed system have the ability to run on the hospital‘s current Novel 4.1 or
5.X/TCP-IP networks? Explain.
35. Please indicate the features associated with the proposed communications server available for fax e-mail delivery of messages.
36. Please provide total number of ports available on the communications server available for fax and e-mail delivery messages.
37. Are touch screen consoles available with your system? 38. Is system able to archive event data? Describe. 39. Is web client available?
40. Does system provide audit trail for write access?
1.4.1 SYSTEM MAINTENANCE
1. Does the proposed system require any weekly, monthly, semi-annually or yearly maintenance? (If yes, explain)
2. Does the system need to be shut down in any way to perform routine maintenance? (If yes, explain)
3. What software diagnostic and maintenance tools are provided for in-house Clinical Engineering Department support? If it is not provided, how is it obtained and how much? 4. Does the system identify failed components with specifics to identify repair and component
required?
1.4.2 SYSTEM WIRING
1. What are the wiring requirements from the main system processor to the attendant positions, system printer, fax server, etc? Is conduit needed?
2. Does the system operate in a LAN environment?
3. Does the system uses CAT-5 cables as primary connection?
1.5 TRAINING (TECHNICAL AND OPERATOR)
1. Describe the manager and primary scheduler training available:
A. What is the normal length of time for management training, which would include basic system operations, management reports and forecasting?
B. Define in detail the various management training classes; Super User, Primary Scheduler, Manager, Supervisor, etc.
C. Where does management training take place?
D. How many people can attend each type of management training? (Super User, Primary Scheduler, Manager, Supervisor, etc.)
E. Is user/operation manual provided? F. How much is the training?
2. Describe the operator training available
A. What is the normal length of time for attendant training, which would include basic system operations?
B. Where does the attendant training take place? C. What training is available for new attendants?
D. Describe any ongoing training programs that are available, i.e. resource materials, videos, interactive computer training programs.
E. Is user/operation manual provided? F. How much is the training?
A. How many people can attend the maintenance training? B. What is the normal length of time for maintenance training? C. Where does the training take place?
D. Is future maintenance training available as staff changes occur? E. Is Technical Manual and schematics provided?
F. How much is the training?
G. Can training be provided in Houston, TX? If so, at what cost? 4. What follow-up training is available after the cutover?
1.6 REPORTING CAPABILITIES AND STATISTICS
1. What statistical package is included with the proposed system?
2. List management reports available, accessible both visually on the screen and printed. 3. Please provide sample statistics.
4. Are the statistics exportable? 5. Are the reports customized?
6. Does system track and give reports on in-patient care time elements; patient admission time, patient wait, response time to call and discharge time?
1.7 WARRANTY, MAINTENANCE AND SUPPORT, SUPPLIER QUALIFICATIONS
1. Is remote diagnostics available 24 hours per day, seven days a week? 2. Is telephone service response available 24 hours per day, 7 days a week?
3. Is a spares kit provided at no charge to the facility? Is it a complete set of “critical” spares for hot swap to maximize uptime?
4. Is spare parts price list available? What are the ordering details with associated cost? 5. Where is the technical support facility located?
6. Describe the repair process for malfunctioning parts:
A. What is the turn around time for repair of malfunctioning parts:
B. If the problem cannot be fixed by the hospital or through remote diagnostics, how long before repair person is guaranteed to be on site?
C. How long would it take to order repair or spare parts?
7. If the Supplier is a distributorship, will the manufacturer guarantee to provide the system parts including all hardware and software needed for system repair and expansion for:
B. Longer than five years C. Ten years
8. If the Supplier is a distributorship, will the manufacturer guarantee to provide repair service for five years including 24 hour per day, 7 days per week telephone support.
9. If the Supplier is a distributorship, will the manufacturer guarantee to provide repair training for hospital and other designated person for on –site repair responsibility?
10. Provide a detailed description of your policy on software updates supplied during and after the warranty period, to include minor updates (patches), major updates, major revisions, etc. 11. List the specific manufacturer systems which your system has been integrated with to date.
1.7.1 STABILITY OF PRODUCT
M. D. Anderson requires assurance that the Supplier has a long-term commitment to the support of the proposed equipment/ software, a verifiable record of success in the satisfaction of the requirements in this RFP. It is important that the proposed equipment/software is currently in production and that the similar call center solutions have been installed for at least six-months at other customer locations.
1. Give a statement of your company‘s commitment to long-term support of the proposed equipment/software.
1.7.2 SUPPLIER SUPPORT
Because of M. D. Anderson responsibility to keep the institutional Enterprise Scheduling System operational continuously, hardware/software maintenance support may be required 24 hours per day, seven days per week. Allowances will be made for exceptional circumstances such as extreme weather conditions, natural disasters, etc.
1.7.3 DOCUMENTATION
M. D. Anderson considers it essential that proposals provide for a comprehensive, up-to-date, and easily referenced library of technical documentation all proposed equipment/software. In keeping with M. D. Anderson’s existing documentation management procedures, the M. D. Anderson requires a bibliography of all pertinent documentation and at least two copies of each piece of documentation.
1. Describe in general the available documentation on the proposed software. A bibliography or a list of manual titles may be supplied as an attachment to the proposal.
2. Describe your procedure for supplying customers with documentation updates.
3. Specify how many copies of the documentation M. D. Anderson will receive free of charge. 4. Provide a statement explaining your company’s policy regarding the photocopying of
documentation, including the procedures of obtaining permission to photocopy
documentation when copies will be used solely by M. D. Anderson and for only indicated purposes.
5. Describe the procedure for ordering documentation from your company, and indicate delivery lead-time and we should expect on documentation orders.
All costs associated with the acquisition, delivery and installation of the equipment must be specified. However, if prices for the proposed equipment are reduced after submitting the response to this RFP, the prices quoted to M. D. Anderson shall be reduced accordingly. All pricing that applies to M. D. Anderson must be transferable to a General Contractor employed by M. D. Anderson. Monthly maintenance costs must be specified and broken down between central equipment, server, software, and hardware
equipment on the floors as applicable.
Submit costing in reference to enterprise rollout of an employee labor scheduling software 2.). Costing must be for the enterprise.
Delivery shall be F.O.B destination, i.e., to M. D. Anderson located at 1515 Holcombe Blvd., Houston, Texas 77030 (unless specified otherwise). If delivery charges are not included in the cost quoted in the proposal, they should be itemized separately.
1. Provide a statement confirming that delivery shall be F.O.B destination as stated above and that if delivery charges are not included in cost, that they are itemized separately.
2. Specify any installation charges that are not included in the quoted price of the equipment proposal.
3. Specify monthly cost of maintenance support for all proposal equipment. 4. Indicate the duration of the warranty period for the equipment.
5. Include any other costs that have not been identified above. (Provide an explanation of these and other costs within the pricing schedule.)
