REQUEST FOR PROPOSAL
Central Health invites proposals to supply Video Conferencing Equipment
All communications with Central Health with respect to this Request for Proposal must be directed in writing to the attention of:
Mr. Ray Compton
Regional Director, Materials Management Central Health Regional Office
21 Carmelite Road Grand Falls-Windsor, NL A2A 1Y4 Tel: (709)292-2189 Fax: (709)489-9291 Email: ray.compton@centralhealth.nl.ca
Proposals must be submitted in a sealed envelope and clearly marked – REQUEST FOR PROPOSAL – Video Conferencing Equipment and sent to:
Mr. Ray Compton
Regional Director, Materials Management Central Health Regional Office
21 Carmelite Road
Grand Falls-Windsor, NL
A2A 1Y4
Closing Date for Proposal Submissions is Friday, March 1, 2013 at 10:00am.
The Board Does Not Bind Itself to Accept the Lowest or Any Proposal No Fax Replies will be accepted.
Central Regional Health Authority Request for Proposal
Video Conferencing Equipment
Section 1 – About Central Health
Mission statement
By 2017, Central Health will have provided quality health and community services and programs which respond to the identified needs of the people of central Newfoundland and Labrador within available resources.
Overview
Central Health is the second largest health region in Newfoundland and Labrador, serving a population of approximately 94,000 and offering a continuum of healthcare services. Central Health serves an aging population with 31 per cent of the population over the age of 55. Its service district extends from Charlottetown in the east, Fogo Island in the north, Harbour Breton in the south to the Baie Verte Peninsula in the west. This geographical area encompasses more than half of the total land mass of Newfoundland.
Lines of business
Central Health provides health services and programs to the citizens of central
Newfoundland and Labrador. These services and Number of employees and physical location programs include acute, long term care, community and other services within current resources. Central Health is committed to a Primary Health Care (PHC) model of service delivery. A multidisciplinary team of health professionals, support staff and
partners provide the care and services required to meet the mandate of Central Health. The lines of business of Central Health represent its areas of focus in delivering the mandate. Central Health accomplishes its mandate through five lines of business:
Promoting health and well-being, Preventing illness and injury, providing supportive care, treating illness and injury, providing rehabilitative services.
Section 2 - Background
Central Health has 31 Polycom videoconferencing units in its fleet, consisting of:
• 15 HDX 8000
Central Health provides client access to service from rural communities with limited DSL bandwidth. These sites often experience poor quality video calls (pixeling, audio delay, dropped calls).
Several of these units are end of life and we are looking to replace them with new technology. Central Health is currently in the process of installing a Polycom Video Conference Bridge, enhanced by a Converged Management Solution and all new units must be compatible with this bridge.
Section 3 - Project Management
Managers assigned to this initiative will be Rick Dillon, Telehealth Manager for Program responsibilities and Rodney Keough Manager of Information Management and
Technology for technical and infrastructure responsibilities.
The Project team will consist of the aforementioned, vendor representatives and other ad hoc members as required. The team will initially meet weekly, then as required.
Section 4 - Content
Central Health is looking to replace several units in its existing fleet of equipment. Technical solutions should also include band width reducing technology allowing
increased consistent quality service to small bandwidth (DSL internet) locations in Central Health service district. The equipment must be able to provide solutions for various settings: board rooms, clinic rooms and desktops.
Section 5 - Design Information
Central Health is looking for Video conferencing equipment compatible with a Polycom Video Conference Bridge, enhanced by a Converged Management Solution. This will support our existing equipment and provide:
• Regional Video Conferencing
• Conference room suitability
• Desktop Video Application
• Easy to use and support
• Supports H.264 high profile technology
• HD and SD video quality
• 1 year and 3 year warranty manufacturers parts and labour warranty
• Technical maintenance manuals and/or service manuals must be included as part
of your proposal
Section 7 - Maintenance and Training
Vendor will be expected to provide installation, in service technical and operational training and support throughout the warranty period to an IMaT team on all equipment and software provided in the solution.
Section 8 - Project Schedule and Deliverables
Central Health requires hardware and software on site, fully functional, tested and training
completed for by April 19th, 2013. Central Health reserves the right to delay payment
subject to all the previous benchmarks being met and completed.
The prerequisite for submitting an RFP will be based on past experience in similar or like situations.
Further information may be obtained by contacting: Rick Dillon Manager Telehealth
James Paton Memorial Regional Health Authority 125 TCH, Gander, NL. A1V 1P7
rick.dillon@centralhealth.nl.ca
Section 9 - General Terms and Conditions for RFPs 1. Submissions must be directed to:
Ray Compton
Regional Director, Materials Management Regional Office, Central Health 21 Carmelite Road
Grand Falls-Windsor, NL A2A 1Y4
2. RFPs transmitted through a facsimile machine WILL NOT be accepted.
3. Ensure that the Company Name, the closing date appear on the outside of the envelope.
4. Acquisitions that are made as a result of this RFP will be governed by the Public Tendering act of the province.
5. It is the vendor’s responsibility to ensure all proposals are received onsite before the closing date and time. Central Health takes no responsibility in proposals delayed or lost. 6. Central Health reserves the right to cancel this RFP process should proposal
submissions exceed budgetary allocation. Section 10 – RFP Rating Criteria
Central Health committee in respect to this project will be utilizing the following criteria in its evaluation process:
1. Warranty and support 30% 2. Experience of Vendor 30% 3. Technical quality of product 20%
Section 11 – Terms of payment
1. Central Health reserves the right to process payment upon successful installation/testing of agreed to equipment.
