Section VIII. Application Requirements I. PROPOSAL GUIDELINES 1. Proposal Format The information furnished in the proposal should be in response to this RFP, answering specific questions where they are asked. Any supplemental information should be prepared on standard 8½ x 11 inch paper. Vendors are required to submit their proposal in the following format: Letter of Transmittal Include a letter of transmittal signed by an authorized representative of the vendor. Include the names of individuals authorized to negotiate a contract and the names of the responsible sales representatives. Define the time period for which the submitted proposal is effective. Refer to "Vendor Instructions" for the required effective dates of bid. Vendor Information The information requested in the "Vendor Information" section of the RFP is essential for the evaluation of proposals and should be provided in a concise manner. General Contract Terms and Conditions The responses included in this section either indicate concurrence with the contract terms described or describe any issues of concern that the vendor has identified. Technology This section must contain the responses to the "Technology" section of the RFP. Support Confidential I - 1
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Section VIII. Application Requirements
I. PROPOSAL GUIDELINES
1. Proposal Format
The information furnished in the proposal should be in response to this RFP, answering specific questions where they are asked. Any supplemental information should be prepared on standard 8½ x 11 inch paper.
Vendors are required to submit their proposal in the following format:
Letter of Transmittal
Include a letter of transmittal signed by an authorized representative of the vendor. Include the names of individuals authorized to negotiate a contract and the names of the responsible sales representatives.
Define the time period for which the submitted proposal is effective. Refer to "Vendor Instructions" for the required effective dates of bid.
Vendor Information
The information requested in the "Vendor Information" section of the RFP is essential for the evaluation of proposals and should be provided in a concise manner.
General Contract Terms and Conditions
The responses included in this section either indicate concurrence with the contract terms described or describe any issues of concern that the vendor has identified.
Technology
This section must contain the responses to the "Technology" section of the RFP.
Support
This section must contain the responses to the "Support" section of the RFP.
Cost Summary
Provide a complete cost summary detailing all costs of acquiring, installing, and supporting the proposed software/hardware solution. This summary should identify both one-time and recurring costs. Provide all information in conformance with the format provided in this section. Any cost information submitted on forms other than those provided will not be considered.
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To facilitate the cross evaluation of vendor proposals, vendors must propose a complete hardware/system software configuration and should not assume the use of existing computer hardware infrastructure. Consideration of utilizing the existing hardware/system software will occur during contract negotiations.
Application Requirements
Provide a response to each of the specific functions and/or features listed in the Application Requirements section.
Vendor Attachments
Attachments should include reference materials, product information and literature, an implementation plan, organization chart, and other supporting documentation as requested within the sections of the RFP.
Required Appendices
Provide a copy of standard contracts for all of the software, hardware, and services included in your proposal.
Provide a schematic of the hardware configuration being proposed. Provide the model and type of each hardware component and include any other information describing the proposed configuration(s).
2. Exceptions to the RFP
Vendors may find instances where their system does not function in a manner consistent with the specifications in this RFP. In such cases, it is permissible to note exceptions to this RFP. The exceptions should be clearly identified and include a written explanation describing the scope of each exception, defining any additional costs, and a summary of the advantages each exception represents to PROSPECT’S NAME.
3. Vendor Contract
Vendors should submit a copy of the standard contract(s) for all software, hardware and services included in their proposals. Standard addenda to these contracts should also be included for evaluation. Vendors should specifically note the "General Contract Terms and Conditions" section of this RFP.
II. Vendor Information
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Vendor Profile
Provide the information listed below for each vendor whose products are included in your proposal. If additional vendors must be defined, please define them on additional pages using the same format as below.
Software:
Name:
Address:
Representative:
Fax:
Telephone:
Product Information:
Name(s):
Description:
Hardware:
Address:
Representative:
Telephone Number:
Fax Number:
Product Information:
Name(s):
Description:
Vendor/Product Profile
Submit a separate copy of the Vendor/Product Profile section for each vendor included in this proposal.
Vendor Organization
1. Provide a brief history of your company with particular emphasis on any major corporate reorganizations which have taken place in the last three years. Attach a copy of your annual
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report for the last two years.
Year Company Milestones
2. Attach a detailed organization chart for your company's software/hardware sales, support, research and development, and service divisions.
3. Describe the segment of your company devoted to health care information systems.
4. Provide the following information for that part of your business that is dedicated to health care information systems:
a. Annual revenues from health care information systems for each of the previous three years.
For year ending December 31, 2001 2002 2003
Statements of Operations Data
Revenues
Operating income (loss)
Net income (loss)
b. Total personnel employed on health care information systems projects/products during each of the previous three years.
Number of Employees
As of 11/03 As of 12/02 As of 12/01
c. Total years in health care information systems business.
d. Details of local support, including the name and address of your local contact person.
Standard Support Hours
Vendor Direction
5. Describe the overall strategic direction of the health care segment of your company.
6. Describe the company's approach to internal development of new products vs. acquisition of / alliance with other vendors.
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Product Development Approach
7. Describe how the steps you are taking to develop and provide applications software is keeping pace with changes in the health care industry.
Product Direction
8. For each of the proposed products describe its capabilities and limitations in operating within an Integrated Delivery System environment that includes features such as: an enterprise-wide patient index, enterprise-wide patient registration, an enterprise-wide computer-based patient record, and use of interface engine technology to pass data across specialized computer systems. Where possible, provide information about your specific experience in such environments.
9. Describe the research and development efforts of your health care information systems organization or the subcontractors (provide names of subcontractors) of your health care systems. Include information on the following:
a. Types of Applications
b. Research Objectives
c. Research and Development budget (current year and projected for the next three years)
R&D Spending as a Percent of Total Revenue
Year 1999 2000 2001 2002 2003
Percentage
Dollar Amount
d. Research and Development budget for the system proposed (current year and projected for the next three years)
10. Describe any plans your company has to expand/develop an on-line Computerized Patient Medical Record.
11. Describe your involvement in regional and national associations/societies as part of your effort to keep abreast of the latest developments in the health care field and information technology.
T
12. Describe the extent of your responsibility for monitoring federal and state regulatory proposals and mandates in order to identify required changes to application functionality.
13. Describe your plans for ongoing development of the proposed system, including time frames for incorporating enhancements or additional functionality that were not previously discussed.
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14. Provide a copy of standard contracts for all software, hardware, and services included in this proposal.
Product
15. List all major health care information systems currently marketed by your company. For each health care information system you sell, indicate the number of systems sold for the previous three years.
16. Provide a complete client list for each of the proposed products.
17. Describe your charging structure for hardware, system software, installation, system software/hardware maintenance, documentation, training, programming support, application software and application software maintenance.
18. For each of the proposed products, list all clients who have canceled their contracts or uninstalled the proposed system in the last eighteen months. Provide a brief explanation of the reasons.
User Groups
19. Provide information regarding your national and regional vendor user group(s). Define how long the group(s) have been in existence, the frequency of user group meetings, the location of meetings, the membership fee associated with participating in the user group, and the dates/location/contact person for the next scheduled national and regional meetings.
20. Describe how input from users and/or the user group(s) is utilized to identify and prioritize application enhancements and modifications.
21. Describe the nature of vendor support for user groups.
22. If there is an active local chapter of the user group, provide the address and the name/telephone number of the individual currently leading the organization.
Product Profile
Provide the following information for each product named in the proposal. If necessary, please copy this page to provide this information for the products proposed to meet the requirements of every application requested by PROSPECT’S NAME in "Application Requirements" section of the proposal.
Product name:
Date first installed:
Date of most recent install:
Total number installed:
Hospital Size (Beds) Number of Installations (RIS-PACS)
0 – 200
200 – 500
500 – 1000
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1000+
Current Version Number/Release Date:
Schedule date for next release:
Number of installs of current version on proposed equipment:
Size of the largest institution in which your system is installed :
Size of the smallest institution in which your system is installed:
Vendor/Product References
Please provide the requested information about customers using the proposed system that are similar to PROSPECT’S NAME in size, organization, and complexity (as described in the "Client Environment" section). Provide at least four references for each product you are proposing:
1. REFERENCE FACILITY
2. REFERENCE FACILITY
3. REFERENCE FACILITY
4. REFERENCE FACILITY
Additional References
1. REFERENCE FACILITY
2. REFERENCE FACILITY
III. GENERAL CONTRACT TERMS AND CONDITIONS
PROSPECT’S NAME will require certain contractual language in the final contracts that are signed with the selected vendor. Please indicate your willingness to comply fully or partially with the following conditions.
General Terms
1. PROSPECT’S NAME expects its selected vendor to provide on-going application software and hardware support for a period of at least 60 months.
2. PROSPECT’S NAME expects a payment schedule based upon software acceptance (production mode) with the majority of the payment for a particular module to be made following the use of the software in a production mode.
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3. PROSPECT’S NAME expects to sign a single vendor contract and/or requires a prime contractor if hardware and software will be offered by multiple vendors.
4. Should the system fail through no fault of PROSPECT’S NAME, PROSPECT’S NAME expects its money to be refunded.
5. The vendor's response to the RFP and any written clarification or addenda may become a part of the contract.
General Contract Terms and Conditions
1. ACCEPTANCE AND REJECTION: PROSPECT’S NAME reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the Vendor, to accept any item in the bid. In such cases were a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
2. AFFIRMATIVE ACTION: The successful vendor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, without regard to discrimination by reason of race, color, religion, sex, national origin or physical handicap.
3. PERFORMANCE AND DEFAULT: PROSPECT’S NAME reserves the right to require performance bond from the successful vendor, as provided by law, without expense to PROSPECT’S NAME. Otherwise, in case of default of the Vendor, PROSPECT’S NAME may procure the articles or services from other sources and hold the Vendor responsible for any excess cost occasioned thereby.
4. SPECIFICATION: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and the successful vendor will be held responsible therefore. Deviations must be explained in detail on an attached sheet(s).
5. SAFETY STANDARDS: All manufactured items and/or fabricated assemblies subject to operation by connection to an electric source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization. The successful vendor shall meet all requirements of Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clear air and water pollution.
6. PAYMENT: The successful vendor shall invoice PROSPECT’S NAME as shipments are made, or in the case of system's installation, upon completion and acceptance by PROSPECT’S NAME with net amount due thirty (30) days after the invoice. A percentage discount may be offered for payments less than thirty (30) days after invoice date. Invoicing at prices other than correct contract prices will subject the contract to cancellation. Invoices must refer to a purchase order number in order to ensure prompt and accurate payment.
7. INSURANCE: The Vendor will provide workman's compensation insurance and liability insurance in the amount of at least $2,000,000 and will hold PROSPECT’S NAME harmless for acts or omissions of vendor employees or agents during delivery, installation and testing of equipment.
8. INDEMNIFICATION: The Vendor shall indemnify and hold harmless PROSPECT’S
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NAME and its agents and employers from and against all claims, damages, losses, or expenses arising out of or resulting from the performance of the scope of work under this agreement to the extent caused in whole or part by any negligent act or omission caused by the Vendor, or anyone employed by the vendor, or anyone for whom the Vendor is liable.
9. EQUIPMENT INFORMATION: The successful vendor shall furnish PROSPECT’S NAME with two copies of each of the following for all equipment components:
a. Operating Instructions
b. Service Manual/Schematics
c. Parts list
d. Warranties/Guarantees
e. Other documentation that relates to the system
It is understood that, upon successful awarding of the contract, the above shall be mailed to the Chief Information Officer of PROSPECT’S NAME.
IV. TECHNOLOGY
Hardware
Provide the information requested in this section for each central processor required to support the functional requirements defined in the "Application Requirements" section.
Note: To facilitate the cross evaluation of vendor proposals, vendors must propose a complete hardware/system software configuration and should not assume the use of existing computer hardware infrastructure. Consideration of utilizing the existing hardware/system software will occur during contract negotiations.
1. Provide a schematic diagram of the proposed hardware configuration and all of its interconnections. Include communications/network hardware on the same or a separate diagram. Provide detailed product specifications/descriptions of the equipment included in the hardware proposal.
2. Given the key business statistics outlined in the "Client Environment" section, prepare responses to the following questions:
a. Describe the equipment upgrades that are available, or are expected to be available, should the proposed hardware reach full utilization. Describe how the migration to larger equipment is accomplished. What alternatives would you propose when no further upgrades are available?
b. Estimate the timing of the proposed upgrades based on current transaction volumes and growth projections.
3. What is the maximum number of workstations/printers/modalities supported by your proposed configuration? Can additional hardware be added (e.g., controllers) to increase the maximum number of peripherals supported by your proposed configuration?
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4. Provide detailed reliability and performance data for the proposed hardware.
5. Does the proposed configuration include the use of mirror disk technology? If not, is such technology available as an option?
6. Describe any plans and time frames for migrating the proposed products to a new hardware platform.
7. Discuss the degradation in system performance to be expected from increasing the number of concurrent users and tasks. Define the realistic maximum number of concurrent users and tasks.
8. Are additional modalities integrated at no cost to users with a current maintenance and support contract?
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System Software
Provide the information requested in this section for each central processor defined above in the "Hardware" section.
1. Describe the major characteristics of the operating system software and related software support tools. Specify type, version, and any special considerations for each product. Include descriptive literature and reference manuals where appropriate. Cover the following software products in your response to this question:
a. Operating system
b. System security
c. Utilities such as performance monitors, diagnostic software, and file optimizers
d. Database management system
e. Report writer
f. Graphics/statistical analysis tools
g. Image quality control tools
2. Are system software upgrades provided at no additional cost to users with a current maintenance and support contract?
3. Provide information regarding the maximum number of concurrent users and/or tasks permitted by the operating system. Comment on any restrictions regarding usage mix, and define any restrictions on growth in the number of concurrent users.
4. Describe characteristics that make the proposed hardware/system software solution an "open system." Describe the connectivity features of the proposed systems, detailing both the advantages and limitations.
5. Explain how the system handles forwarding and Pre-fetching.
6. Explain how the system can move PROSPECT’S NAME Radiology to a paperless environment.
7. Does the system maintain the DICOM format throughout, or is third party conversion used at some point between modality and workstation?
8. Explain the image transfer and storage capabilities of your system. Provide information referencing the following issues:
a. Speed at which studies can be accessed
b. Error checking procedures to ensure data integrity during the process
c. Security protection regarding download/upload
Network
1. Describe the proposed communications architecture and the communications protocols
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required by your system and discuss how they fit with the PROSPECT’S NAME environment as described in the "Client Environment" section. Indicate the nature of technological changes that would be required for the proposed systems to meet the needs of the PROSPECT’S NAME Integrated Delivery System future state. Provide any available documentation of the communications capabilities of your system.
2. Explain the process and costs involved in reconfiguring the communication network or system, such as when adding an extra modality or Diagnostic workstation on the system.
3. Provide detailed information about capacity and distance constraints imposed by your proposed communications software and hardware.
4. Describe the system's capability to queue/resend information after a failed attempt to send information to a remote site or archive.
5. Describe any plans that you have for enhancing the communications capabilities of the proposed system in the next two years.
6. Describe the methodology you propose to support system access from a remote site. Describe any hardware and software requirements associated with establishing remote connectivity.
System Performance
Provide the information requested in this section for each central processor defined above in the "Hardware" section.
Performance
1. Based on the volume statistics provided in the "Client Environment" section, describe the performance characteristics that you will contractually guarantee. Include a discussion of end user response time (image/study transfer) and reasons for fluctuation. Describe how response time is measured to determine whether it meets the contract standards.
2. Define any degradation of the proposed system that occurs with an increased volume of transactions. Refer specifically to the effects on general response time encountered by the user.
3. Describe any user responsibilities relative to maintaining acceptable system performance. For example, how often will file reorganizations be required and how long will they take? Are there limitations on site-developed software running on the system?
System Availability
4. For each application, describe the timing and duration of scheduled downtime for: periodic batch processing, file reorganization, system back-up, periodic maintenance etc. Describe the nature and extent of on-line functionality that is available during this period.
5. For each application, define any exceptions to 24-hour/day, 7-day/week availability. For each exception, provide the reason and the average down time to be expected.
6. For each application, what is the impact of increased transaction volume and additional
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peripheral devices on daily/monthly scheduled downtime?
Backup/Recovery
7. Specify storage requirements, recommended media, timing, and recommendations for periodic system backup.
8. Describe the recovery procedures to be followed in the event of machine or power failure. Include descriptions of facilities provided for soft vs. hard recovery. Describe the extent of automated synchronized recovery of the data base and data communications following system failure (e.g., recovery to the previous back-up, current to the point of failure, current with in-process transactions backed out, or current with in-process transactions reprocessed). Given the information provided in the "Client Environment" section, what will be the total downtime experienced by the user in the event of a major failure such as power failure/system crash?
Disaster Recovery
9. Does your documentation include any procedures for disaster recovery? Describe any disaster recovery planning that you provide or recommend to your clients.
Site Preparation
1. Describe the complete site preparation requirements for the proposed configuration, including: computer room, terminal locations, local and remote printer locations, and local and remote communications equipment.
a. Space requirements (include maintenance access)
b. Electrical requirements (including back up power supply and surge protection)
c. Air conditioning and other environmental requirements
d. Communication requirements, including cabling
e. Construction requirements
2. Describe the support you will provide during site preparation and any associated costs.
Interfaces
1. If any of the products included in this proposal require interfacing to achieve the necessary data sharing, provide the following details for these interfaces:
a. Overview of the interface design, including: description, data content, real-time vs. batch, one-way vs. bi-directional, developed using point-to-point custom software vs. integration engine, HL 7 compliance
b. Reference information, including name of the site, reference contact/title/telephone number, date the interface was implemented
c. Cost (provide the cost details of each of the interfaces described in this response in the "Cost Summary" section of the proposal)
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2. Based on the current environment, PROSPECT’S NAME is aware of the need for interfaces with the following existing systems:
Vendor/System Hardware
For each of the above interfaces, answer the following questions:
a. If the interface exists today in a live environment:
a1. Provide a brief overview of the interface design.
a2. Indicate whether the interface is: standard or custom, real-time or batch, one-way or bi-directional, HL-7 compliant.
a3. Describe the technology utilized for the interface: interface engine, point-to-point custom programming, or both.
a4. Name up to three reference sites where the interface is installed, providing: name of the site, reference contact/title/telephone number, date the interface was implemented, and version/release of the software products being interfaced.
a5. Provide cost (provide the cost details of each of the interfaces described in this response in the "Cost Summary" section of the proposal).
b. Does the proposed system rely on a PACS broker or a “brokerless” interface?
c. If the interface does not exist today in a live environment, will you provide the interface? If yes, provide the cost details of each of the interfaces described in this response in the "Cost Summary" section of the proposal.
V. Support
Hardware/System Software Support
Provide the information requested in this section for each central processor defined above in the "Hardware" section.
1. Describe all hardware warranties provided. Include price, length of coverage, any associated warranty costs, etc.
2. Describe hardware maintenance options available. Explain the terms and conditions of each option and associated costs. Include a recommendation and your rationale for the recommendation, as well as sample maintenance agreement(s). Provide a description of any optional maintenance services/costs not included in the proposed maintenance contract.
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3. Describe the procedures for reporting and correcting problems that have been identified with the hardware. Include an explanation of client versus vendor responsibilities, the time frame for problem resolution, and the associated costs. Describe the guaranteed and average response times for hardware repair (qualify answers with type of repair if appropriate).
4. Provide the name, address, distance from PROSPECT’S NAME, and hours of operation for the primary location providing hardware maintenance and service to PROSPECT’S NAME. Include the number of field engineers trained to repair the proposed equipment and average response time for field service engineers to arrive at a customer location. Define where the service provider stores the inventory of components and parts used for periodic and emergency maintenance. Provide the number of service clients in Pensacola who use the same hardware/system software.
5. Describe the preventive maintenance policy and procedures for the proposed equipment. Include costs not covered by the standard maintenance agreement.
6. Describe remote diagnostic capabilities. Describe security provided within the system and security between PROSPECT’S NAME and the vendor with regard to remote servicing and support.
Application Software Support
Provide the information requested in this section for each vendor included in the proposal.
1. Describe the provisions for ongoing client support. Be as detailed as possible, and indicate which services are provided only if the client is on a maintenance contract. Include the following (if applicable):
a. Toll-free "hot-line" phone support and hours of availability
b. Number of support personnel on "hot-line"
c. Average problem resolution turnaround time
d. Location of support office and number of people employed at the support office.
e. Use of "dial-up" phone lines so that support staff may view client's screens
2. Describe software maintenance options available to PROSPECT’S NAME. Explain the terms and conditions of each option and associated costs. Include a recommendation and your rationale for the recommendation, as well as a sample maintenance agreement.
3. Describe the procedures for reporting and correcting problems that have been identified with the software. Include an explanation of PROSPECT’S NAME versus vendor responsibilities, the time frame for problem resolution, escalation procedure, and tools (such as customer access to an on-line problem reporting system).
4. Describe your policies and procedures for providing new software releases. Do you require clients to stay current? How many releases of each proposed application are you currently supporting? How often are new releases provided? When will the next major release of the proposed software be distributed? Are releases provided free of charge? Describe the level of assistance you provide to clients free of charge versus fee-for-service during release
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upgrades.
5. What is your policy on providing software modifications in response to changes in federal, state or local regulations?
6. Do you allow client-defined applications to reside in an area of the proposed system's environment which would not be over-written by installation of new software releases?
Implementation Support
Provide the information requested in this section for each vendor included in the proposal.
1. Provide your recommendations for a general implementation strategy to convert from the present systems environment to the proposed core systems. Briefly describe any phases and application sequencing that should be considered, and discuss the alternatives available.
2. Based on your installation strategy, provide an overview of the installation schedule. Include major tasks and their duration/staffing/major deliverables. Provide any documentation that is available to explain your implementation methodology and the roles and responsibilities of vendor and client implementation team members.
3. Describe any manual/automated tools or methodologies that you plan to use to monitor and control the project.
4. Describe any and all professional services you are prepared to offer PROSPECT’S NAME such as reading room design and workflow management.
Training
Provide the information requested in this section for each vendor included in the proposal.
1. Describe the training programs and training support that are provided as part of the implementation services. Include the following subjects in your description, identifying whether there are limits on the number of students and whether the training is provided at the client site:
a. User application training
b. Use of customization tools provided with the application
c. Operations and technical training
2. Provide a catalog of the education courses offered to support the products described in your proposal. For these courses, provide cost and a current schedule of the times/locations they are taught.
3. Describe the availability of your courseware in computer-based training format.
4. Describe the training support you provide for both major and minor software upgrades. Define associated costs.
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Documentation
Provide the information requested in this section for each vendor included in the proposal.
1. Describe the system documentation that is available on-line (e.g., HELP functions, user manuals, technical documentation, etc.). May on-line documentation be customized by the client?
2. Provide a listing of all documentation available for the proposed systems. Indicate price of each manual, whether it is available in computer-readable form, and whether it is available on CD/ROM. How many complete sets of documentation will be provided at no charge with the proposed system?
3. Provide samples of each of the following types of documentation:
a. User Reference Manual - on-line functionality
b. User Reference Manual – reports
c. Installation/Training Manual
d. Operator Instructions
e. Technical Support Manual
4. Do you provide updated documentation with new releases of the software? Describe the documentation updating services you provide and any associated costs.
5. Is Operations documentation provided for such subjects as job execution, error determination, backup/recovery, file reorganization, and inter-system communications?
VI. REGULATORY AND STANDARDS COMPLIANCE
1. Explain the systems and processes in place to address the various HIPAA concerns relevant to Radiology and PACS.
2. Outline how the systems conform to IHE standards.
3. Provide a complete DICOM conformance statement.
VII. Cost Summary
Cost
This section must include all costs associated with acquisition, implementation, and ongoing operation of the proposed system as well as any necessary conversions, interfaces, and customizations. Provide complete information regardless of whether it is specifically requested.
The costs provided in this section should support the PROSPECT’S NAME processing environment described in the "Client Environment" section, the modules proposed in the
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"Application Requirements" section, the hardware/system software proposed in the "Technology" section, and the support proposed in the "Support" section.
Note: To facilitate the cross evaluation of vendor proposals, vendors must propose a complete hardware/system software configuration and should not assume the use of existing computer hardware infrastructure. Consideration of utilizing the existing hardware/system software will occur during contract negotiations.
PROSPECT’S NAME will most likely request more details regarding your cost proposal during our proposal evaluation process. PROSPECT’S NAME understands that the actual costs will be detailed in the standard system contract.
It is essential that your cost proposal be submitted in the format provided in this section.
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Cost of Required Application Modules
List below all application software modules for which you answered "A-Available" in the Application Requirements section of this document. For each, list the cost of the software license, the monthly maintenance fee, and the month when maintenance payments are to begin. Note any discounts that apply to PROSPECT’S NAME acquisition of the software.
Name of Application Module Software License Fee
Monthly Maint. Cost
Month When Maint. Pmts.
Begin
Total Cost
Cost of Other Applications Available
List below any application software modules that can be purchased separately and are not included in the previous chart. For each, list the cost of the software license fee and the monthly maintenance fee. Note any discounts that apply to PROSPECT’S NAME acquisition of the software.
Name of Application Module Software License Fee
Monthly Maintenance
Total Cost
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Cost of Training and Installation Services
List below, by application, the training and installation hours and costs proposed to implement the modules listed in the previous sections. Also provide the cost of operations training. On the last line of the chart, provide an estimate of the total travel and living expense for the installation team (including project management) and the trainers who will work onsite at PROSPECT’S NAME. In preparing the travel expense estimate, consider the cost of travel between Pensacola, FL, and the home base(s) of your staff. Note any discounts that apply to PROSPECT’S NAME acquisition of the services.
Name of Application Module Training Installation Total
Days Cost Days Cost Days Cost
Cost of Interfaces
Below, list all interfaces which you will be providing to PROSPECT’S NAME. For each, list the name of the interface, whether it is standard or custom-developed, cost of the interface, monthly maintenance fees, and installation fees. Note any discounts that apply to PROSPECT’S NAME acquisition of the software.
Below, list all conversions which you will be providing to PROSPECT’S NAME. For each, list the name of the conversion, whether it is standard or custom-developed, cost of the conversion, and installation fees or support fees. Note any discounts that apply to PROSPECT’S NAME acquisition of the software.
Below, list all other customizations which you will be providing to PROSPECT’S NAME. For each, list the name of the customization, whether it is standard or custom-developed, cost of the customization, monthly maintenance fees, and installation fees. Include in this section typical customizations, such as custom forms and processing of external files (for input or output) as appropriate to the proposed applications. Note any discounts that apply to PROSPECT’S NAME acquisition of the software.
Provide a detailed hardware configuration/pricing summary. Provide both acquisition and monthly maintenance costs of all hardware/system software required to operate the proposed
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application software. Also specify any special software (e.g., utilities, etc.) required by the application processing environment. Note any discounts that apply to PROSPECT’S NAME acquisition of the systems.
Note: To facilitate the cross evaluation of vendor proposals, vendors must propose a complete hardware/system software configuration and should not assume the use of existing computer hardware infrastructure. Consideration of utilizing the existing hardware/system software will occur during contract negotiations.
Name of Hardware Sub-Assembly List Price Warranty/Support
VIII. APPLICATION REQUIREMENTS
Instructions for Completion OP Application Requirements
For each application system under evaluation by PROSPECT’S NAME, there is a list of required features and functions. For the system that you propose, indicate (according to the following definitions) how this feature will be provided:
Available (A)
The described application function currently exists in the vendor's system and is available to PROSPECT’S NAME. All application specifications marked as "A" are included in the proposed software application price and are currently functioning at one or more client sites.
Enhancement (E)
The described application function does not currently exist. However, the vendor will make this specification available to PROSPECT’S NAME at no additional cost. Each enhancement will have an outside completion date mutually agreed upon by the vendor and PROSPECT’S NAME.
The described application function does not currently exist. However, the vendor will make this specification available to PROSPECT’S NAME for an additional cost. Each customization will have an outside completion date and additional charge mutually agreed upon by the vendor and PROSPECT’S NAME.
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Unavailable (X)
The described application function does not currently exist and will not be made available to PROSPECT’S NAME at any cost.
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PACS Requirements
Functionality UnavailableAvailable
Now
Planned Future Release
If not Avail Now/Date for
Gen Avail
Provide all necessary tools for radiological diagnosis
Provide audit tools to track study access history
Provide tools to insure data integrity
Provide tools for image QC
Provide remote management tools for daily tasks such as exceptions handling
Provide tools to verify studies have been read and removed from work lists and that all studies have been archived
Provide tools to monitor and manage data storage. These tools should be able to report on, move or migrate studies based on criteria such as patient age (example: child studies that must be archived longer than adult studies.)
Provide tools to monitor system performance
Integration with RIS that provides control of the PACS through the RIS or conversely
Integration with voice dictation that obviates the need for bar code scanning
Integration with existing Archive for Q\R
Integration with 3rd party MIP, MPR and 3D rendering software
Integration with Web distribution system
Provide user friendly “quick reference” documentation for basic and advanced diagnostic workstation Functionality
Provide a plan for redundant systems to insure the highest possible level of functionality during scheduled and unexpected downtime
Provide support for Modality Work List and Work list management
