Information Services For Real Time Location Systems

BEXAR COUNTY, TEXAS RFP-27-05-049-SVC DUE: June 1, 2007 @ 2:00 PM Information Services For Real Time Location Systems April 27, 2007 Jan 30, 2007 RFID Evaluation Table of Contents Introduction Scope of Work .3 1.1 Current Environment .3 1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital 1.1.2 Inpatient Environment .4 1.1.3 Outpatient Environment 1.1.4 Hospital Information System 1.1.5 Physician Order Entry/Electronic Medical Record 1.1.6 Imaging Modalities/Radiology 1.1.7 Laboratory .6 1.1.8 Pharmacy 1.1.9 UHS Wide Area Network 1.1.10 University Hospital LAN 1.1.11 Internet Access .6 1.1.12 Workstation/Server Environment 1.2 Overview of the RTLS Project Proposal Format Functional Requirements Deliverables 10 TAB A Vendor Qualifications .11 TAB B Vendor Configuration Response .16 Appendices .22 Appendix I – Acronyms .22 Appendix II – UHS Facilities List and Affiliates 23 Introduction UHS IT Strategic Plan Scope of Work The University Health System (The System) is developing its Real Time Location Systems (RTLS) for the purpose of tracking assets, managing inventory, increasing productivity, and enabling workflow visibility (See Appendix I for list of acronyms used throughout this document) The System is soliciting an independent party with strong experience in the healthcare sector, information technology, RFID, wireless technologies, a strong understanding of medical systems, and has a good understanding of designing and integrating medical systems The selected vendor would provide assistance in facilitating the assessing, testing, development, planning, and integration of a RTLS 1.1 Current Environment This section discusses the current facilities, network infrastructure, and general information concerning the information systems 1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital Within the System, Information services are provided at the following facilities See Appendix II for facility locations           University Hospital (UH): A Level 1Trauma Center encompassing most major modalities and treatments Cancer Treatment and Research Center (CTRC): Mammography University Health Center – Downtown (UHC-D): General clinic with extended radiology services University Center for Community Health (UCCH): General clinic University Family Health Center – North (UFHC-N): General clinic University Family Health Center – Northwest (UFHC-NW): General Clinic University Family Health Center – Southwest (UFHC-SW): General clinic University Family Health Center – Southeast (UFHC-SE): General Clinic Correctional Health Care Services – General treatment and X-Ray UT Medicine – (UTM): General clinic with extended radiology services University Health System is a county-based, tax-supported, tertiary-care system that serves the medically indigent living in Bexar County (San Antonio) Texas University Health System is the principle teaching facility for the University of Texas Health Science Center at San Antonio Last Update: May 12, 2007 UHS IT Strategic Plan The numbers of providers who work at UHS are outlined below: Provider Type Medical Faculty House staf Residents Staf Nurses Total Number 1,003 3,835 665 1,100 1.1.2 Inpatient Environment University Health System contains one major inpatient facility, University Hospital University Hospital is a 400 active-bed, 600 certified tertiary-care medical training facility that includes all medical specialties Item Beds (active) Total Number in 2005 400 1.1.3 Outpatient Environment Outpatient care comprises an important area of clinical activity within the University Health System In 2006, the outpatient arena logged a total of 674,157 patient encounters To provide this care, seven major outpatient clinical sites housed 6,603 clinical and administrative personnel Major Areas of Outpatient Activity: University Hospital University Health Center –Downtown University Family Health Last Update: May 12, 2007 UH Downtown Southwest 121,213 124,405 49,920 UHS IT Strategic Plan Center - Southwest University Family Health Center - Southeast University Center for Community Health University Family Health Center – North University Family Health Center - Northwest University Family Health Center - Southwest CareLink Correctinal Healthcare Total Encounters Southeast 54,985 West 59,953 North Northwest 27,911 9,725 Southwest CareLink Detention HC 54,985 130,896 101,149 674,157 In addition to the major centers of outpatient clinical activity outlined above, there are approximately twenty single-office entities plus two Federally-Qualified Healthcare Clinics that participate in the outpatient clinical activity at University Health System 1.1.4 Hospital Information System The System’s Information System (HIS) is GE(IDX) It is used throughout the enterprise for patient admission, registration, and discharge 1.1.5 Physician Order Entry/Electronic Medical Record Eclipsys Sunrise XA has recently been installed as the clinical information system and order entry system (POE/EMR) and is extensively integrated with equipment and ancillary services The official order status tracking is done by the POE/EMR 1.1.6 Imaging Modalities/Radiology The System has a variety of imaging modalities within the enterprise supported through a Picture Archive and Communication System (PACS) from Fuji (Synapse) In addition to the plain film modalities, the digital modalities include: computed radiography, direct capture radiography, MRI, computed tomography, nuclear medicine, ultrasound, angiography, DEXA, and secondary capture via film digitizers Last Update: May 12, 2007 UHS IT Strategic Plan 1.1.7 Laboratory The System uses Cerner HNA Classic 306 (PathNet) as the laboratory system 1.1.8 Pharmacy University Health Systems utilizes three pharmacy systems, two for inpatient and one for outpatient; Cerner MSMeds/Cardinal Pyxis and Cerner Millennium respectively 1.1.9 UHS Wide Area Network The System has a Gigabit Ethernet backbone throughout the hospital system with gigabit connections to all of the clinics supporting 10 or more connections 1.1.10 University Hospital LAN The current network LAN infrastructure is Ethernet using the TCP/IP protocol All end devices are 100 MB Ethernet Servers connect to the core using 100 MB or GB Wireless networking utilizing 802.11a/b/g is available throughout the organization 1.1.11 Internet Access Internet access is through T-1 links to a service provider utilizing BGP protocols 1.1.12 Workstation/Server Environment The current enterprise platform structure is completely distributed Personal computers running Microsoft Office XP and Internet Explorer 7.0 are standard Antivirus software is required on all workstations and servers Applications are served by Windows 2000/2003, and AIX servers Applications on the workstations are installed and distributed centrally using Prism deployment packages The current mail system is Exchange with Outlook 2003 Office 2003 is standard for the organization Server need to know information:  Tivoli Storage Manager v.5.3 installed on all application servers needing data backed up  HP Proliant server hardware are the UHS standard Any non-standard hardware is normally supported at the vendor’s expense  All Windows servers are required to be centrally updated with Microsoft updates using UHS Microsoft WSUS  All Windows servers are required to be centrally monitored with UHS Microsoft Operations Manager (MOM) version 2005  All servers and clients must be able to run the latest anti-virus from McAfee Directories may be excluded from scanning  All servers and clients must be added to the UHS Windows 2003 Active Directory domain If needed, a special Last Update: May 12, 2007 UHS IT Strategic Plan   1.2 OU may be provided for servers Remote access to servers is provided via Site to Site VPN with the vendor or via terminal services Juniper IVE is the SSL VPN solution Microsoft terminal services is the required connection medium to the servers Remote access must be granted by the client (The System) on a case by case basis by enabling and disabling a Windows Active Directory user account supplied to the vendor Overview of the RTLS Project Vendor Mandatory requirements:  Must have extensive experience in assessing organizations and providing services in the development of systems in the healthcare sector  Must be able to provide a lab area within the San Antonio vicinity where UHS personnel can review vendor finds and be able to conduct analysis and testing  Must have a previous success track record in assisting healthcare organizations in the evaluation and creation of IT initiatives  Must have a high degree of expertise in the areas of wireless technologies and RFID A vendor that does not have expertise or experience in this area should not apply Proposal Format Vendors are to prepare their proposals on the presumption that the System has no previous knowledge regarding their proposed services or products The vendor can provide company information, marketing literature, and product literature, but the vendor’s proposal must specifically address the requirements and provide pricing to be considered for this contract Last Update: May 12, 2007 UHS IT Strategic Plan The proposal must include the vendor’s response to the functional requirements in the Functional Requirements section of this RFP Vendor shall provide a response for each requirement Requirements that are titles have been blocked and no response is necessary Each response shall provide a response code indicating the status of the response, along with an explanation of the response or in some cases just a response code Coding explanations are as follows: Code C P O X Description Current product fully complies Not part of the current product but planned in a scheduled release Vendor shall indicate the time frame when requirement will be available Optional capability that can be provided at an additional charge, either as an optional feature, 3rd party option, or as a special order development Requirement is neither available nor planned by the vendor Functional Requirements Statement of Work: Minimum project tasks The Vendor Will; Last Update: May 12, 2007 UHS IT Strategic Plan - - Meet with users and parties of interest within University Health System to draft high level system requirements Provide an up to date project timeline Develop scenarios and criteria for testing and compliance of -3 systems based on input derived from the system requirements Will conduct testing and evaluating of systems and provide recommendations based on a focus on the clinical care environment of the University Health System Arrange for hosting of systems at vendor facilities for University Health System to be able to attend and assess the functional conformance of each product o Train the users in techniques used to evaluate the functional criteria from the scenarios o Supply functional scenarios for each system vendor at least days prior to the demonstration but not more than 15 Provide an evaluation report Any additional items the vendor feels important to the overall success of evaluating RTLS are welcome and should be included in the overall proposal Deliverables The objective of this effort is a systematic approach to evaluating RTLS There are main deliverables: Define RTLSs requirements reflective of the UHS environment Create evaluation and criteria that both The system and vendor will use for evaluation Last Update: May 12, 2007 UHS IT Strategic Plan Conduct functional demonstrations and conduct assessments of applicable RTLSs that both vendor and The System will participate in A well developed document that reflects an evaluation report providing information on the products evaluated This report should contain the information regarding user scored functional conformance, evaluation criteria, architectural feasibility, integration concerns, interoperability in the healthcare environment and cost data TAB A Vendor Qualifications Compliance Status Comments A.1 Descibe the organization’s service A.1.1 Provide an overview description of your firm including years in business, scope of services provided, location of offices, and other information pertinenet to establishing your general qualifications for an assignment of this nature A.1.2 Identify the size of: A.1.2.1 The group allocated to IT projects of this type Last Update: May 12, 2007 10 UHS IT Strategic Plan A.1.2.2 The company in general A.1.3 Identify the location and size of the organization A.1.4 If applicable Identify business partners your solution uses to provide the total solution Last Update: May 12, 2007 11 UHS IT Strategic Plan A.2 Describe the company strengths and history in analyzing and developing organizational IT systems A.3 Describe the company history and expertise in analyzing and developing organizational IT systems for the healthcare sector A.4 Describe the companies personnel history and experience that would typically be developing and conducting the proposed analysis and testing A.5 Provide client references making sure to align the references with sites that are similar to the UHS enterprise A.6 Provide company/product literature highlighting the company stability and formal product literature A.7 Define the differentiators of your company’s solution in the market A.7.1 Identify when this service was introduced to the US market A.7.2 Identify why using your company’s services over another would benefit UHS Last Update: May 12, 2007 12 UHS IT Strategic Plan A.7.3 Identify what differentiates and distinguishes your coompany’s product/solution from your competition A.7.4 Explain why your firm is best positioned to support this project Last Update: May 12, 2007 13 UHS IT Strategic Plan A.8 Indicate the total number of clients that have used your services for similar request Past year? Past three years? A.9 Explain your experience level working with clients in the “Healthcare” environment Describe your experience working with clients similar to The System A.10 Provide a synopsis of work accomplished in the private sector during the past 18 months for similar or related work This synopsis shall use the following format: A.10.1 Basic Contract Information Provide a short listing of private sector contracts in reverse chronological order of award using the following tabular formats:  Name of Institution  Point of Contact’s Name and Telephone Number  Period of Performance Last Update: May 12, 2007 14 UHS IT Strategic Plan A.10.2 Technical Scope Provide a narrative for each contract cited above Include a brief technical description or scope of work, complexity, objectives achieved and an explanation of any problems or delays encountered and corrective action taken Last Update: May 12, 2007 15 UHS IT Strategic Plan TAB B Vendor Configuration Response Compliance Status B.1 B.1.1 Comments Pricing Plan Provide a listing of all costs associated with your response(s), including any other costs necessary to achive the desired goal All costs NOT included in this section will NOT be allowable and must be absorbed by the vendor This may be provided as an attachment B.1.2 All costs should be presented in an easy-to-read tabular format Those services that cannot be quantified should include an estimated range based on a completed similar project Costs that require specification and itemization by unit include: B.1.2.1 Other anticipated costs not paid to vendor but required for assessment and plan Last Update: May 12, 2007 16 UHS IT Strategic Plan Compliance Status B.1.3 B.1.4 Comments Describe payment schedule to include percentages/amounts due at specific milestones including under three scenarios:  Contract Signing  Completion of Installation  Completion of Product Acceptance  Other Vendor shall describe any benefits in pricing plan regarding potential research, testing, site of excellence, etc Last Update: May 12, 2007 17 UHS IT Strategic Plan Compliance Status Comments B.2 Assessment Plan Response B.2.1 Describe the assessment / planning process, including the number of vendor personnel you will commit to having on-site / offsite during the assessment, testing, and the period of time B.2.2 Describe the activities for each on-site / off-site staff member B.2.3 Provide a work plan indicating the tasks required, the party responsible for each task (UHS, vendor, other), the time required to complete each task (both staffdays and expected duration), and the sequence of tasks Also, specify customer resources needed to successfully accomplish your task (e.g., information systems and administration staff-hours, required skill levels, etc.) Last Update: May 12, 2007 18 UHS IT Strategic Plan Compliance Status B.2.4 Comments Vendor requirements from The System In order to meet the above timeline, the vendor will describe the commitments that it needs from UHS including:  Number of technical/administrative FTE's with the skill sets required from The System  Documentation required from The System with milestones for delivery B.2.5 Define the requirements/responsibilities and expectations of the individual on the vendor's staff who will have overall responsibility for the deliverables B.2.6 Provide detailed resumes of personnel who would manage the project as well as mini-bios of those who would be assigned to the day-to-day work depicting qualifications and relevant experience B.2.7 Vendor will conduct weekly project progress meetings for the duration of the project to review progress and pre-coordinate necessary support activities Last Update: May 12, 2007 19 UHS IT Strategic Plan Compliance Status B.2.8 The vendor is responsible for taking meeting minutes and distributing within 48 hours of the meeting B.2.9 Please describe the project team, which would typically be used to assess the RTLS and timeframe included in your project plan Comments B.2.10 Please include levels of effort, anticipated issues, etc., please provide a general schedule and a proposed project plan that has proven successful in previous installations of UHS’ size B.2.10.1 Describe your specific project approach and methodology for this project B.2.10.2 Indicate by project phase , specific project deliverables from past similar projects B.2.10.3 Outline any assumptions you have made in preparation of this RFP response Last Update: May 12, 2007 20 UHS IT Strategic Plan Compliance Status B.3 B.3.1 Comments On-Site Support The proposal shall include a list of the facilities required for support of this initiative, including:  Loading dock access  Material storage  Workshop space  Office space  Communications (LAN, telephone, fax, etc.)  Shipping and receiving department support  Other Last Update: May 12, 2007 21 Appendices UHS IT Strategic Plan Appendix I – Acronyms The following table of description of the acronyms used throughout this RFP ADT Admissions, Discharges, and Transfers EMR Electronic Medical Record HIPAA Health Insurance Portability and Accountability Act of 1996 HIS Hospital information System HL7 Health Level Seven IHE Integrated Healthcare Enterprise PACS Picture Archive and Communication system RTLS Real Time Location System The System University Health System Last Update: May 12, 2007 22 Appendix II – UHS Facilities List and Affiliates UHS IT Strategic Plan University Hospital (UH) 4502 Medical Drive San Antonio, TX 78229-4493 210-358-4000 University Health Center – Downtown (UHC-D) 527 N Leona San Antonio, TX 78207 210-358-3400 University Family Health Center – Southwest (UFHC-SW) 2121 S W 36th Street at Highway 90 San Antonio, TX 78237 210-358-5100 University Family Health Center – Southeast (UFHC-SE) 1055 Ada Street San Antonio, TX 78223 210-358-5500 University Center for Community Health (UCCH) 701 S Zarzamora San Antonio, TX 78207 210-358-3400 University Health Center – North (UHC-N) 302 W Rector San Antonio, TX 78216 210-358-0835 University Health Center – Northwest (UHC-NW) 2140 Babcock Road, Suite 200 San Antonio, TX 78229 210-358-8820 Cancer Therapy & Treatment Center – (CTRC) 7979 Wurzbach San Antonio, TX 78229 210-450-5050 Correctional Health Care Services 200 N Comal San Antonio, TX 78207 210-335-6260 UT Medicine (UTM) 4647 Medical Drive San Antonio, TX 78229 210-592-0420 Last Update: May 12, 2007 23 UHS IT Strategic Plan DECISION CRITERIA AWARD MATRIX RFP for Real Time Location System ADMINISTRATIVE EVALUATION CRITERIA Level of experience in assessing healthcare organizations and providing services in the development of systems in the healthcare sector Ability to provide a lab environment for UHS to conduct assessments and testing at vendor facilities local to UHS A proven previous success track record in assisting healthcare organizations in the evaluation and creation of IT initiatives A high degree of expertise in the areas of wireless technologies and RFID TOTAL POINTS Points Vendor Vendor Vendor Vendor Vendor 40 20 20 20 100 FINANCIAL CRITERIA $ CRITERIA Proposal Score Decision formula: Financial / Non Financial = Proposal Score Last Update: May 12, 2007 24 ... general information concerning the information systems 1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital Within the System, Information services. .. developing its Real Time Location Systems (RTLS) for the purpose of tracking assets, managing inventory, increasing productivity, and enabling workflow visibility (See Appendix I for list of acronyms... MATRIX RFP for Real Time Location System ADMINISTRATIVE EVALUATION CRITERIA Level of experience in assessing healthcare organizations and providing services in the development of systems in the