408 P

REQUEST FOR PROPOSAL
Infection Control System (ICS) Acquisition

Proposal Release Date: 12 May 2013

Proposal Due Date: 15 July 2013
Memorial Hospital Information Technology
Request for Proposal (RFP)

Confidential RFP Page 2 of 36
TABLE OF CONTENTS
1 INTRODUCTION ................................................................................................................. 3
2 STATEMENT OF PURPOSE .............................................................................................. 4
3 EXISTING ENVIRONMENT .............................................................................................. 6
4 SUPPLIER REQUIREMENTS & INSTRUCTIONS ...................................................... 10
5 TERMS AND CONDITIONS ............................................................................................. 14
6 SCOPE OF THE RFP ......................................................................................................... 20
7. SUPPLIER QUESTIONNAIRE .......................................................................................... 30


1 Introduction

Memorial Hospital is a part of Memorial Hospital Health Systems, which integrates primary
and specialty care with research and education. It includes the 1,000 member Memorial Medical
Group, seven owned hospitals, the 500,000 member Health Alliance Plan, 27 primary care
centers and many other health-related entities located throughout Michigan.
The 300-bed Memorial Hospital combines clinical excellence with a focus on wellness and
exceptional service. Inside the hospital there are ten operating rooms, 15 labor and delivery
rooms, eight inpatient pediatric rooms, a special care nursery, an imaging center, and an
emergency department with 30 private exams rooms.
The hospital is staffed with 2,300 medical professionals, including 500 primary care
physicians and specialists, coming from both private physicians from the community and the
Memorial Medical Group. The hospital utilizes the latest in medical technology, including
robotic surgery for prostate cancer, and the most accurate non-invasive treatment for cancer, as
well as imaging technology such as MRIs, PET, and CT scans for accurate disease diagnosis.
Unfortunately, recently, the hospital has had incidents of patients acquiring infections or
experiencing adverse events while receiving services from the hospital. These issues have
negative effects on patient safety, the hospitals reputation, and potential financial impacts.
Consequently, the organization is in need of an infection control system. The hospital board aims
to implement an infection control system especially since the Center for Medicare and Medicaid
Services (CMS) has announced that it will implement a policy that states hospitals will no longer
receive any reimbursement for adverse events (AEs) or hospital acquired infections (HAIs).


2 STATEMENT OF PURPOSE

The purpose of this document is to solicit proposals for supplying an Infection Control
System (ICS) solution to Memorial Hospital. This solution is intended to address the infection
rates that have been increasing steadily within the hospital. The targeted reduction rates for
infections are noted below:
Metric
Current Incidents
(2012)
Bloodstream infections 160
Adherence to central-line insertion practices 77 non-adherence
Clostridium difficile (hospitalizations) 230
Clostridium difficile infections 120
Urinary tract infections 93
MRSA invasive infections (population) 12
MRSA bacteremia (hospital) 7
Surgical site infections 75
Adverse events 54

Metric
National 5-year
Prevention Target
Bloodstream infections 50% reduction
Adherence to central-line insertion practices 100% adherence
Clostridium difficile (hospitalizations) 30% reduction
Clostridium difficile infections 30% reduction
Urinary tract infections 25% reduction
MRSA invasive infections (population) 50% reduction
MRSA bacteremia (hospital) 25% reduction
Surgical site infections 25% reduction
Adverse events 50% reduction

The ICS will be a separate system from the electronic medical record (EMR), although
the hospital may purchase the ICS from the same EMR vendor. The Board of Directors for
Memorial Hospital has asked the Infection Control Team to help in the purchase of an ICS that
could also act as the central data and information repository for related adverse events.


The primary objectives of the ICS are to:
Prevent hospital-acquired infections
o Observe all hospital systems, including ancillary systems such as laboratory,
radiology, pathology, and surgical procedures and pharmacy orders for potential
infection risks
o Tracks location history to identify potential risks, such as patients who might be
sharing rooms with a MRSA-infected patient
o Link with admissions, demographic, surgery and pharmacy data to make
prioritization and reviews easier
Provide tools for workflow management
o Prioritize potential infections through alerts that capture infections information
that allow clinicians to determine which alerts need follow-up and which alerts
can be ignored
o Manage files that need investigation through work queues, which assigns
responsibility to staff and access patient information and add comments
Produce infection control reports
o Contain infection control report templates
o Send infection surveillance results and adverse events reports to national agencies
for reporting and benchmarking purposes


Based upon a preliminary review, we have selected your organization to receive this formal
Request for Proposal (RFP). We are asking that you submit a formal proposal to address the
costs for the procurement and implementation of an ICS from your organization.

3 EXISTING ENVIRONMENT

3.1 Background

3.1.1 Current Memorial Hospital Locations and Employee Count

Memorial Hospital has established a position in the healthcare industry by providing high
quality care to patients in the Bloomfield, Michigan area. As the hospital continues to grow in its
market, the hospital knows it must continue to deliver high quality care and reduce infection
rates and hospital acquired infections.
Location:
o 1760 North Memorial Drive
o Bloomfield, Michigan 47301
Beds: 300
Full-time employees:
o 2,300 total
o 500 physicians

Current Computing Environment

Integration to Current Systems

Memorial Hospital currently has the following systems
o Patient Information Management System (PIMS) has the following features:
! Patient Check-In

! Billing and Collections
! Document Management
! Electronic Health Records
! HealthCare Portal
! Health Maintenance Reminders

o Laboratory Information System (LIS) has the following features:
! ICD-9/ICD-10 medical necessity screening
! Rule-based decision support technology
! EMR integration and reference lab interfaces
! Web module for web-enabled order entry and result delivery

o Pharmacy Information System (PIS) has the following features:
! Drug Dispensary
! Lab Orders & Tracking
! Prescriptions/e-Prescribe
! Reports Preparation & Management
! Scan Module
! Scheduler

Individual client desktops are installed with PIMS, LIS, and PIS and send requests to
front-end servers, which extracts information from SQL server databases in the back-end.
An illustration of the system architecture is below:


The new ICS system must be able to integrate and interface with the PIMS, LIS, and PIS
systems at Memorial Hospital to exchange data regarding patients, hospital-acquired
infections, and track adverse events.
The new ICS system must also be able to interface with a new EMR when selected,
which will replace the PIMS system.
The proposed ICS system should also be windows-based and follows the industry
standards for information technology and observe HL7 messaging protocols.
The estimated number of users for the ICS is also approximately 1000 concurrent users.
25 of these users require access to the ICS to generate infection control reports for
reporting to the National Healthcare Safety Network (NHSN).

ICS Integration Requirements:
System Speed: The integration between the ICS and current systems will require
real-time data exchanges of information
National Reporting: ICS will generate mandated reports to NHSN, using the most
current definitions of adverse and infection events
Accurate Translation of Data: Receive and update terminology accepted by NHSN
and 24/7/365 automated system monitoring with a rigorous audit process for quality
assurance

Service Level Agreement (SLA) requirements

ICS System Availability and Up-time
Memorial hospital intends to achieve and hopes to exceed its goals of reducing the hospital-
acquired infection (HAI) and adverse events (AE).
Hence it is imperative that the ICS system be made available and run proficiently. System
uptime should exceed 95% and the downtime should never be over 5% during a time
period of 24 hours.
Patching, upgrade and other system maintenance activities need to be executed during
planned Quarterly Maintenance downtime.


The following table outlines issue priorities and response/resolution timing:

Priority 1 2 3 4
Description Critical High Medium Low
Criteria An issue
impacting
90% or more
users and/or
stopping
business
operations of
hospital
An issue impacting
a significant
number of users
and prevents users
from performing
their tasks in a
routine manner
An issue causing
inconvenience but
only impacts a
minor number of
users.
Workarounds are
available.
An issue with
minimal
impact on
business
operations,
such as
cosmetic
changes,
technical
questions, or
how-to issues
Vendor Response
Time
Within 30
minutes
Within 1 hour

Next business
day
Next business
day
Vendor Resolution
Time
Within 24
hours

Within 1 business
day
Within 5 business
days
Within 10
business days
Resolution Type Solution fix
or
Workaround
Solution fix or plan
with scheduled
target
date for
implementation
of correction
Solution fix or plan
with
scheduled target
date for
implementation
of correction
Future release

4 SUPPLIER REQUIREMENTS & INSTRUCTIONS

Please provide information pertaining to all sections in this document. The attached
spreadsheet RFPResponse.xls illustrates what responses are needed. You are welcome to include
additional information by classifying it as supplemental information

4.1 RFP Questions

In order to solicit the most comprehensive response to our RFP as possible, we have listed
all of the information you would need. Please dont hesitate to contact us with clarification

requests or queries you may have by emailing our CMIO at
ateeqjaffer2010@memorialhealth.com by 15 June 2013 by 3:00 PM CDT
In person meetings or WebEx meetings with the CMIO can also be scheduled on request
during the time period 01 June 2013 & 10 June 2013 by contacting our administrative assistant
Ms. Walker at (312) 123 4567.
In the essence of ensuring fair and transparent practices, all queries and the ensuing
responses will be provided to all vendors.

4.2 Response Format, Deadline, and Delivery

Delivery

Response to this RFP should be emailed to the address listed hereunder.
Please also submit 3 printed copies to the below listed address.
All responses need to be submitted no later than 01 July 2013.

Please submit to:
Memorial Hospital
Attn: Ateeq Jaffer, CMIO
6779 North Memorial Drive
Bloomfield, MI 47302
E-mail address: ateeqjaffer2010@memorialhealth.com

Presentation

You should submit any supplemental information bound in a 3-ring binder. Please ensure
that you have filled out the RFPResponse.xls spreadsheet.


Important Due Dates

Date to be Received Item to be returned
01 June - 10 June 2013
In person or WebEx Clarification Meetings
Requests Due
3:00 PM CDT, 15 June 2013 Supplier Questions and Clarification Requests Due
3:00 PM CDT, 01 July 2013 Completed Response to RFP Due

Important Milestones

Activity Responsible
Target Begin
Date
Target End Date
RFP release
Hospital

9:00 AM CDT,
01 June 2013
In person or WebEx Clarification
Meetings
Hospital
01 June 2013 10 June 2013
Supplier Questions and Clarification
Requests Due
Hospital
01 June 2013
3:00 PM CDT,
15 June 2013
Completed Response to RFP Due
Hospital
01 June 2013
3:00 PM CDT,
01 July 2013
Vendors presentations on site
Hospital
07 July - 2013 10 July 2013
Vendors shortlisted for selection
Hospital
10 July 2013 12 July 2013
Vendors reference checks & customer
site visits
Hospital
15 July 2013 17 July 2013
Final Evaluation & Selection process
Hospital
15 July 2013 19 July 2013
Contract Negotiations with vendors
Hospital
22 July 2013 25 July 2013
Contract awarded to successful bidder
Hospital
25 July 2013
3:00 PM CDT,
01 Aug 2013
Project kick off
Vendor
02 Aug 2013 01 Aug 2014
Project design Vendor
01 Nov 2013 01 Feb 2014
Functional/technical requirements Vendor 01 Feb 2014 01 May 2014
Assessment Module Vendor 01 Feb 2014 01 Mar 2014

Surveillance Module Vendor 01 Feb 2014 01 Apr 2014
Reporting Module Vendor 01 Feb 2014 01 May 2014
User Acceptance Vendor,
Hospital
01 May 2014 01 June 2014
System Implemented Vendor
01 Nov 2013 01 July 2014
Project Completed Vendor
01 Aug 2013 01 Aug 2014

Important Requirements

Feature Available Built at No Cost
Built at Extra Cost

View alerts triggered by real time events

Positive culture results identification
categorized by patient, unit, date

Pre-op antibiotic usage & other
sterilization methods tracking

Antibiograms creation

Daily reports and follow up lists creation

Translate into NHSN codes

Exporting reports to NHSN after proper
validation

Create benchmark reports against NHSN

Report generation customization

HIPAA, HITECH, MU compliance

Implement ICS Module without an EMR


5 TERMS AND CONDITIONS

Suppliers are mandated to strictly adhere to the terms and conditions outlined hereunder.

5.1 Information Access

Your information exchange pertaining to this RFP with Memorial Hospital is considered
strictly proprietary and confidential. Without our explicit consent, none of this information
should be shared with and distributed to personnel not belonging to your organization.
Please return all materials pertaining to this RFP to us in an event your firm does not wish to
respond to this RFP.

5.2 General Conditions

Contract Duration & price hold

Please be advised that the validity of the proposed costs submitted via the RFP for the
software products and services to be rendered by your firm or provisioned through your firm
should be for a time period of at least six months.

Expenses

Please be advised of your responsibility regards the costs incurred for the following. We will
not be reimbursing and compensating for the expenses you incur.
RFP response preparation and submission
Software demonstration at your site in an event your firm is shortlisted for selection
Arranging for customer site visits in an event we want to verify the references you
provide


Response Preparation

As our criteria for selection relies upon the capability of the vendor to fulfill our defined
requirements, the clarity of the provided responses, the vendors reputation, standing and
expertise in delivering the solutions pertaining to our requirements, and the ability of the vendor
to fit & cater to our organizations culture, it is imperative that you clearly state and provide the
best and the most competitive responses to the requirements we have outlined in this RFP.

5.3 Bid Evaluation and Negotiation

Evaluation Criteria

In the essence of offering all potential interested vendors an equal opportunity to present
their proposals in accordance with this RFP and help shortlist & select the vendor who best fulfill
our requirements, we have defined the following criteria for evaluation.

SUPPLIER RANKING

Category Criteria Score
1. Vendor
Credentials
(25%)
Background
Customer References
Financial Standing
Cultural Fit
Strategic Alliance & Trusted Partner potential
5
5
5
5
5
2. Technology
(25%)
Software
GUI (Graphical User Interface) / Ease of use
Support & Maintenance
Scalability & Compatibility
10
5
5
5
3. Implementation
Services
(25%)

Implementation Plan, Execution & Timeline
Management of Data
Documentation & Training
10
5
10
4. Costs
(25%)
Capital (Licensing, Infrastructure, resources)
Expense
Source Code /Escrow costs
10
10
5


5.4 Formal Presentation

Once all received proposals have been evaluated, Memorial Hospital intends to arrange
and invite a few shortlisted vendors to come in and formally present their proposal to our team of
representatives.

5.5 Bid Effectiveness

Please be advised that the formal response submitted pertaining to this RFP shall be
deemed as your official bid and is in no way contingent upon further review or approval.

5.6 Acceptance or Rejection

Memorial Hospital has exclusive and full rights to accept or reject any and all proposals
based on its own discretion. Any response submitted in regards to this RFP does not in any way
mandate Memorial Hospital to take any kind of an action.

5.7 Contract Provisions

All material submitted (mandated as well as any supplementary) in response to this RFP
will be incorporated into the final contract in an event the proposed solution by the winning
bidder is evaluated and accepted by Memorial Hospital.

5.8 Responsibilities as Independent Contractor

Any and all vendor provided personnel will be considered as such and in no way will be
considered as Memorial Hospital personnel or agents. Please be advised that Memorial Hospital
reserves the rights to demand the replacement of one or more individuals designated to work on
the project by the vendor.

In an event, your firm plans on engaging a third party firm to assist with implementation
and/or maintenance support services in order to perform the tasks we have outlined in this RFP,
it should be clearly indicated on the proposal. We expect you to assume responsibility and
accountability for all those tasks that the third party firm executes.
Please be advised that in order to ensure a smooth and successful implementation of this
project, Memorial Hospital will exclusively enter into a contractual obligation with your firm
including the invoicing and subsequent payments.

5.9 Staffing

It is expected that the potential vendors diligently select the personnel who possess the
requisite skills and expertise geared with prior experience in successfully executing
implementations similar to the proposed project by delivering the solutions in accordance with
the set timelines.
Although Memorial Hospital will not dictate to the vendors regards assignment of
personnel to work on the project tasks, we do reserve the rights to have them removed and
replaced with others in case they fall short of our defined expectations or in case they do not
work harmoniously with other project members.

5.10 Insurance

In the event your organization is awarded the contract to provide services to Memorial
hospital, we expect your organization to maintain the following insurance and furnish proof of
the same:
Workers Compensation & Employers Liability Insurance in accordance with the
applicable laws of the state wherein the employees are assigned to work on the project

Policy limit amounting to not less than 1 million dollars ($1,000,000.00) per any one (1)
accident must be in place under the Employers Liability Insurance.
Commercial General Liability Insurance covering the work, the performance of the work
and everything incidental thereto, with limits of not less than five million dollars
($5,000,000.00) per occurrence combined single limit, or in whatever higher amounts as
may be required by Memorial Hospital.
5.11 Equipment

As outlined in the spreadsheet RFPResponse.xls, the Vendor should furnish quotes
pertaining to the infrastructure (Hardware) & application (Software, Operation System) set up
and maintenance.
We expect the vendors to provide quotes for the specified configurations in order for us
to execute straight comparisons between proposals from various vendors although the operating
environment might not necessarily be set up on those specifications.
Please be advised that Memorial Hospital reserves the authority to procure all and any
requisite infrastructure equipment and application services from a supplier of its own choice and
awarding the contract to the successful bidder should in no way be understood as granting of the
permission to obtain the requisite equipment from them as well.

5.12 Intent to bid

All material pertaining to Memorial Hospital, its clients, promotional & marketing
programs, finances that has been and will be shared with the vendors is considered strictly
proprietary and confidential. The vendor accepts and assumes responsibility to keep the
information confidential unless forced by the action of a court of law to reveal or share that
information.


Please return all materials pertaining to this RFP to the CMIO, Memorial Hospital in an
event your firm does not wish to respond to this RFP.

5.13 Contract Item Costs

General

Memorial Hospital understands and helps promote and build good, transparent & trusted
partnerships with the chosen vendor and in return expects the same from that vendor wherein
they will aggressively explore & execute processes which will help Memorial Hospital to
minimize & economize on implementation costs as well as the future business operations costs.

Price Protection

Please be advised that the validity of the proposed costs submitted via the RFP for the
software products and services to be rendered by your firm or provisioned through your firm
should be for a time period of at least six months.
Subsequently, on acceptance of the proposal, the defined service rates for provision of
services under any resulting contracting agreement should be locked for a minimum period of
three (3) years from the date of commencement of the project.


6 SCOPE OF THE RFP

Our Intent through this RFP is to obtain information pertaining to the procurement,
implementation, support & maintenance of an ICS system for our Memorial Hospital.
Our goals are to:
Explore and choose the vendor that will provide us quality, timely and cost effective
solutions to achieve our objectives
Explore and establish a software solution that will fulfill our business needs and help us
accomplish our requirement objectives
6.1 INCLUDED

Requirement Agreed Solution
Capture & Measure AEs &
HAIs: Module must be
integrated with EHR to
identify nosocomial
infections across the entire
inpatient population in real
time. Module must be able
to thoroughly document
infection activity and
adverse events.
The Assessment Module identifies the incidents related
to Adverse Events (AEs) and Healthcare- Associated
Infections (HAIs). A reporting module should provide
the information related to AEs & HAIs to the hospital
executives so that a Surveillance Module can be set up
to enhance monitoring in areas wherein the chances of
such occurrences are high.
The Assessment Module also:
Observes all hospital systems, including ancillary
systems such as laboratory, radiology, pathology, and
surgical procedures and pharmacy orders for potential
infection risks.
Tracks location history to identify potential risks, such
as patients who might be sharing rooms with a
MRSA-infected patient.

Surveillance of Potential
AEs & HAIs: Module
must be able to
automatically alert
clinicians in real time
when infections are
identified. These alerts
must be highly
configurable and integrate
into existing clinical
The Surveillance Module detects and reports any
potential occurrences of AE or HAI to the clinicians. A
surveillance module has the capability to generate
automated alerts when a potential AE or HAI is noticed
and to route it to the clinicians such as Infection Control
Practitioners & Preventionists (ICPs) so that they can
employ risk mitigation to control and prevent AEs or
HAIs before they occur.
The Surveillance Module also:
Prioritizes potential infections through alerts that

workflows. capture infection information, which allows clinicians
to determine those alerts needing follow-up or those
which can be ignored.

Links to admissions, demographic, surgery and
pharmacy data to make prioritization and reviews
easier

Analyzing Organism
Resistance: Module must
produce reports containing
potencies of antibiotics
used in the treatment of
patients infected with
drug-resistant organisms.

The Organism Module analyzes specific organisms
resistance to antibiotics and produces automated
reports.

Good Practices
Enforcement (GPE):
Module must present
employee guidelines
regarding standards of
infection control and track
employee compliance to
said guidelines.
The Good Practices Enforcement Module alerts hospital
personnel to ensure that they are compliant with all
requisite measures before a task is performed. Any non-
compliance should be flagged, reported, and tracked.
The GPE module records:
Hand hygiene practices prior to and after each patient
contact event.
Use of personal protective equipment, like gowns,
aprons, spectacles, surgical masks, etc., by hospital
personnel.
Careful handling of sharp objects and their safe
disposal.
Hospital environmental cleaning.
Cough etiquette & respiratory hygiene.
Assignment of patients to single-bed rooms if they are
prone to acquiring infections or are likely to spread
infection.
Meeting Reporting
Requirements: Module
must be able to identify
relevant infection trends
throughout the hospital and
produce automated reports
analyzing them. Module
should also produce
automated reports in
compliance with both
government and
commercial payer
requirements.
The Reporting Module also sends AEs & HAIs
surveillance results and infection control reports to
national agencies for reporting and benchmarking
purposes.

Providing Tools for
Workflow Management:
Module must produce
reports of department and
employee schedules and
activities.
The Workflow Module manages cases that need
investigation through work queues that assign
responsibilities to staff. The module also gives access to
staff to patient information.

6.2 EXCLUDED

1. Any clinical documentation capabilities outside of infection control and adverse events
reporting are excluded from the scope of this project. The infection control system
might affect the workflow of different clinical areas, but its purpose is not workflow re-
design. Any workflow issues identified as the result of the infection control system will
need to be documented and re-evaluated as a separate project.
2. Designing, planning & implementation of an EHR system is beyond the scope of this
project. The hospital does not have an EHR system currently but the infection control
system should be designed such that it has capabilities to interface with other existing
hospital healthcare IT systems. The system should not be built with the assumption that
an EHR system will be established; it should be designed and implemented on a
modular basis with capabilities to function on its own. The infection control system
will be a separate acquisition process from the EHR acquisition process, although use
of the same EHR vendor will be acceptable.

6.3 OBJECTIVES OF THIS RFP:

Identify the software product that has the best out of the box fit to our defined
infection control requirements for a new infection control system accessed through a
quantitative features and function evaluation process.

Identify the organization which we feel will represent the best partner for our
organization in implementing a new infection control system by conducting quantitative
interviews with current customers.
Utilize the core infection control processes inherent within the chosen software to provide
the basis for changing our existing internal infection control processes.
Purchase and implement new software, including re-engineering of the necessary
infection control processes to be in line with the processes of the new system.

The purpose of this section is to provide some additional insight into the information content
which should be included in your response to the RFP. This information should be in addition
to the response to the specific items detailed in Section 7 of this document.
The infection control system should provide easy access, be adaptable to current and
changing technology, provide content management for Memorial Hospital staff and be used as a
communication tool to Memorial Hospitals patients. The infection control system should have
the following criteria:
Establish a common look and feel across all infection control modules.
Standardization will aid in promoting the infection control system to the Memorial
Hospital staff as a trusted healthcare resource
Improved manageability New and improved administrative functionality will drive out
more infection control tasks and initiatives in a timely and efficient manner
More features and functions - Will encourage staff use and strengthen organizational
reporting efforts

Provides front door to the Reporting Module. The implementation of the Steering
Committee-driven Reporting Module will help ensure resource availability and key
deliverables are met throughout the project. Some of the key features/ applications the
Reporting Module would provide are:
Health Information Channeling Providing the ability to integrate third-party health
information (i.e. CMS, NHSN, APIC, SHEA, IDSA, ASTHO, CSTE, PIDS, CDC)
throughout the infection control system
1. Improved Information Taxonomy and built-in search engine optimization - Will
increase user satisfaction/traffic long-term
2. Physician and Service Directory and Reporting Module Form Builder
3. Sustaining a common look and feel standard applicable across all modules to
achieve the following:
a. Provide seamless experience for employees and patients
b. Develop an inclusive, feature-driven infection control initiative
c. Establish adherence to the infection control initiative
d. Increase awareness of our credibility to provide accurate, timely infection
control reports
As you prepare your proposal, it is also important for you to understand that it is our
objective to have the option of operating independently the software supplier at some point
in the future, should we desire to do so. This would include the ability to add new sub-
systems onto the existing infection control system as well as (potentially) customizing the
application itself.

6.4 PRODUCT SOFTWARE PRICING

This section of your response should define the detail of how you price your infection
control system. It should include the price to purchase the software as well as any costs
associated with installation of the software and training of both users and technical personnel in
the use, operation, and maintenance of the proposed infection control system. Costing should
also be provided for an unlimited user license of the software with no restrictions on number of
installations of the application within our organization. The pricing is expected to be all inclusive
and factor in all products, services, and resources needed to build, implement and maintain the
infection control system. Also included should be any costs associated with other products
(integration tools, development tools, operating system software, etc.) that you believe are
required in order to implement and efficiently operate the new infection control system.
The warranty period associated with the software should also be defined within this
section. All proposals must also detail the warranty that is included in the price with details such
as length of warranty, when the warranty becomes effective, and what it includes. Make sure to
specify not only the duration of the warranty period, but also the relationship between the
warranty period and the onset of a maintenance and support agreement.
Since this project includes the delivery of a source code, all proposals must also specify if
the source code is accessible by Memorial Hospital and if it is assumed to be proprietary to the
vendor or to Memorial Hospital. Any specific APIs that Memorial Hospital may build custom
code into for future projects must also be priced in this section. If the software is sold with
source code, please indicate any incremental cost associated with this feature. In addition, if
source code is not available, you should define whether an escrow process for the software and

supporting documentation is available as an integral part of the licensing agreement, and the
costs associated with this service.

6.5 PROJECT MANAGEMENT

The activities to be provided by the vendor project manager shall include the following:
Work closely with the ICS Steering Committee and work within the ICS
Development of an production, implementation, and maintenance strategy
Development of technical documentation for modifications, security, auditing, conversion,
and system administration for all modules
Documentation of a comprehensive and detailed implementation plan, including allocation
of needed resources
Project timeline, staging and scheduling
Task management and tracking
Project meetings and documentation of daily status

6.6 MENTORING TECHNICAL STAFF

As part of the implementation process, we would like our technical personnel to become familiar
with the application in the following areas:
Any and all technology necessary for Memorial Hospital to manage the ICS content
Application programming, including but not limited to development tools, utilities,
queries, interfaces etc.
System administration especially in the initial stages of testing and implementation
Database Administration, during the initial stages of implementation and subsequent
performance tuning later in the implementation

Workflow and GUI customization support
Release management support
Facets of system management necessary to handle support and support calls

6.7 FUNCTIONAL EXPERTISE

During the course of the implementation, we will need to be able to understand how the
various aspects of your infection control system can best be utilized by our organization. In
order to continue with process improvement exercises after the completion of the
implementation, our personnel must develop knowledge in these areas:
Assistance and guidance with development of the infection control rules and applying them
to the software
Fit and gap analysis and systems analysis
Assistance in the development of data interfaces to/from external entities
Assistance in the conversion, exchange, and transfer of existing data

6.8 OPTIONAL SERVICES

In addition to the standard items listed above, we expect to need assistance in a variety of other
areas. These may include, but will not necessarily be limited to, the following:
Where needed and justified, customized design and programming for supported
modifications
Any other implementation support required for the on time, on budget, and successful
completion of the project

Acquisition of additional, HIT-trained FTEs deemed necessary by the Vendor and/or MHICS
Steering Committee during the implementation, routine operation, and maintenance of the
ICS

6.9 PROJECT BUDGET

The following tables outline Memorial Hospitals preliminary internal budget for the ICS
project. While specific projections were made in this budget, price will be an important
consideration in Memorial Hospitals selection of a vendor. Therefore, please use this budget as
more of a guide for the pricing structure of your response rather than a baseline for proposed
pricing. Memorial Hospital expects upfront costs (Year 0 in the table below) of vendor
proposals to be in the range of $500,000 to $750,000.
As for the pricing structure, Memorial Hospital is requesting perpetual software licenses for
an unlimited number of users for each of the modules. Implementation and ongoing maintenance
fees are to be based on a percentage of the initial license fees for each of the modules.
Professional services are to be billed on an hourly basis for each of the modules. User training is
to be billed based on the number of users of each module. Finally, hardware is to be billed
separately from the software license agreements, but should include all of the necessary
components to support each of the software modules. In addition, a hardware refresh is
expected during the fifth year of the contract.



Infection Control System (ICS)
10-year Budget
0 1 2 3 4 5 6 7 8 9 10 Total
Software Pricing:
Software pricing (unlimited users):
Capture module $ 50,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 50,000
Surveillance module 50,000 - - - - - - - - - - 50,000
Organism resistance module 30,000 - - - - - - - - - - 30,000
Good practices enforcement module 25,000 - - - - - - - - - - 25,000
Reporting module 40,000 - - - - - - - - - - 40,000
Workflow management module 30,000 - - - - - - - - - - 30,000
Total software $ 225,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 225,000
Software Implementation:
Software implementation (% of license fee):
Capture module 30% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Surveillance module 30% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Organism resistance module 35% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Good practices enforcement module 20% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 2%
Reporting module 30% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Workflow management module 30% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Total 30% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3%
Software implementation:
Capture module $ 15,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 15,000
Surveillance module 15,000 - - - - - - - - - - 15,000
Organism resistance module 10,500 - - - - - - - - - - 10,500
Good practices enforcement module 5,000 - - - - - - - - - - 5,000
Reporting module 12,000 - - - - - - - - - - 12,000
Workflow management module 9,000 - - - - - - - - - - 9,000
Total software implementation $ 66,500 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 66,500
Software Maintenance:
Software maintenance (% of license fee):
Capture module 20% 20% 20% 20% 20% 20% 20% 20% 20% 20% 20% 20%
Surveillance module 20% 20% 20% 20% 20% 20% 20% 20% 20% 20% 20% 20%
Organism resistance module 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25%
Good practices enforcement module 15% 15% 15% 15% 15% 15% 15% 15% 15% 15% 15% 15%
Reporting module 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25%
Workflow management module 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25% 25%
Total 22% 22% 22% 22% 22% 22% 22% 22% 22% 22% 22% 22%
Software maintenance:
Capture module $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 110,000
Surveillance module 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 110,000
Organism resistance module 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 82,500
Good practices enforcement module 3,750 3,750 3,750 3,750 3,750 3,750 3,750 3,750 3,750 3,750 3,750 41,250
Reporting module 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 110,000
Workflow management module 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 7,500 82,500
Total software maintenance $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 48,750 $ 536,250
Professional services:
Professional services (hours):
Capture module 10 20 20 20 20 20 20 20 20 20 20 210
Surveillance module 10 20 20 20 20 20 20 20 20 20 20 210
Organism resistance module 15 30 30 30 30 30 30 30 30 30 30 315
Good practices enforcement module 5 10 10 10 10 10 10 10 10 10 10 105
Reporting module 10 20 20 20 20 20 20 20 20 20 20 210
Workflow management module 10 20 20 20 20 20 20 20 20 20 20 210
Total 60 120 120 120 120 120 120 120 120 120 120 1,260
Professional services (cost per hour):
Capture module $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 1,100
Surveillance module 100 100 100 100 100 100 100 100 100 100 100 1,100
Organism resistance module 150 150 150 150 150 150 150 150 150 150 150 1,650
Reporting module 100 100 100 100 100 100 100 100 100 100 100 1,100
Workflow management module $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 100 $ 1,100
Professional services:
Capture module $ 1,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 21,000
Organism resistance module 2,250 4,500 4,500 4,500 4,500 4,500 4,500 4,500 4,500 4,500 4,500 47,250
Good practices enforcement module 375 750 750 750 750 750 750 750 750 750 750 7,875
Reporting module 1,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 2,000 21,000
Total professional services $ 6,625 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 13,250 $ 139,125


7. SUPPLIER QUESTIONNAIRE

This section asks you to provide us the information about your company. Please comply
with the following format in responding the RFP form. The data that will be provided to us can
be compared to other companies. Any unique data by your company will be taken into
consideration when evaluating other companies.
7.1 Supplier Background
We are looking for your companys qualifications and experiences in order to make a
final decision for our project.
7.2 Financials/General Information

Supplier should provide the following information regarding your organization:
Infection Control System (ICS)
10-year Budget
0 1 2 3 4 5 6 7 8 9 10 Total
Training:
Number of users:
Capture module 1,000 1,020 1,040 1,061 1,082 1,104 1,126 1,149 1,172 1,195 1,219 1,106
Good practices enforcement module 1,000 1,020 1,040 1,061 1,082 1,104 1,126 1,149 1,172 1,195 1,219 1,106
Number of users (growth):
Capture module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Surveillance module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Organism resistance module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Good practices enforcement module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Reporting module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Workflow management module 2% 2% 2% 2% 2% 2% 2% 2% 2% 2% 2%
Number of new users:
Capture module 1,000 20 20 21 21 22 22 23 23 23 24 111
Surveillance module 1,000 20 20 21 21 22 22 23 23 23 24 111
Good practices enforcement module 1,000 20 20 21 21 22 22 23 23 23 24 111
Workflow management module 1,000 20 20 21 21 22 22 23 23 23 24 111
Cost per user:
Capture module $ 10 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 19
Surveillance module 10 20 20 20 20 20 20 20 20 20 20 19
Workflow management module $ 10 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 20 $ 19
Total training:
Capture module $ 10,000 $ 400 $ 408 $ 416 $ 424 $ 433 $ 442 $ 450 $ 459 $ 469 $ 478 $ 14,380
Surveillance module 10,000 400 408 416 424 433 442 450 459 469 478 14,380
Organism resistance module 7,500 250 255 260 265 271 276 282 287 293 299 10,237
Good practices enforcement module 5,000 300 306 312 318 325 331 338 345 351 359 8,285
Workflow management module 10,000 400 408 416 424 433 442 450 459 469 478 14,380
Total training $ 42,750 $ 1,760 $ 1,795 $ 1,831 $ 1,868 $ 1,905 $ 1,943 $ 1,982 $ 2,022 $ 2,062 $ 2,103 $ 62,022
Hardware:
Hardware:
Application servers $ 100,000 $ - $ - $ - $ - $ 50,000 $ - $ - $ - $ - $ - $ 150,000
Database servers 75,000 - - - - 30,000 - - - - - 105,000
Infrastructure 50,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 150,000
Total hardware $ 225,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 90,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 405,000
Total cost $ 614,625 $ 73,760 $ 73,795 $ 73,831 $ 73,868 $ 153,905 $ 73,943 $ 73,982 $ 74,022 $ 74,062 $ 74,103 $ 1,433,897
Cost of capital 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0% 6.0%
Present value $ 614,625 $ 69,585 $ 65,677 $ 61,990 $ 58,510 $ 115,007 $ 52,127 $ 49,202 $ 46,442 $ 43,837 $ 41,379 $ 1,218,382

a. Full legal company name, address and headquarter location. Number of years in the
software products and software services.
b. Information on the persons that are authorized by your company to conduct negotiations
with Memorial Hospital
c. Disclose fully all your relationships with any and all subcontractors and other related
companies.
d. If you are a current supplier to Memorial Hospital, please include current volumes and
billable amounts over the past two years.
e. Indicate whether your company is currently being investigated by any governmental
agency.
f. Is your company currently involved in litigation with any organization regarding
fulfillment of contractual obligations, performance, or copyright and patent infringement.
g. Provide a Conflict of Interest Certificate to validate that your firm has no real or potential
conflicts of interest which would prevent the supplier from acting in the best interests of
Memorial Hospital.
h. If you are a public company, provide audited financial statements for the past 2 years.
Include annual reports and 10-K filings if available. If you are the subsidiary of a large
corporation, include the holding company annual report. If you are a privately held
company and will not disclose any financial information, provide the information
indicated using either true dollars or percentage information. If you are providing data on
a percentage basis, make sure that you scale everything to total sales. That is, assume total
sales represents 100% and scale all sales and cost items as a percentage of this number.
i. Organizational chart and senior management profiles.

j. Relative size of this project in comparison to current customer base (revenue, processing,
etc.).
k. Any additional information the supplier deems useful for Memorial Hospitals evaluation
of the suppliers qualifications.

7.3 Supplier References and Site Visit Information

Provide a list of three references that have contracted for the same or similar services.
Memorial Hospital will contact these references and will ask your technical capabilities, project
management skills, and ongoing support after installation. One of the three references will be
selected for a site visit by our (Steering Committee.) The chosen company should be willing to
answer questions regarding the companys performance and services.
Each reference should have the following information:
Company name
Company address
Company contact name
Contact telephone number and FAX number
Contact e-mail address
7.4 Pricing Structure
Please provide pricing information based on a five-year life cycle price of the system.
Indicate the annual cost for each element and the total cost of ownership.
7.4.1 Product Software Pricing
In the template provided, there are two options for the pricing structure for the stated
number of concurrent user and unlimited user site license for the software. Please define the
pricing structure for the associated software costs, which includes the mandatory requirements

such as maintenance, training, implementation, post-implementation training costs and services,
upgrades, consultation and support fees. Provide a breakdown of the pricing elements over the
life of the contract. For additional user licenses in the future, please include in your response if
there will be a discount given for a group of users.
7.4.2 Implementation & Consulting Costs

Since Memorial Hospital intends to utilize the selected software supplier heavily
throughout the implementation process, costs associated with the implementation are expected to
represent a significant fraction of the total cost. For the categories listed on the attached
spreadsheet (RFPResponse.xls), please indicate the total estimate for the number of hours you
expect the implementation to consume, the hourly cost for an individual in each category, and
the estimated total cost. Please make sure that your cost is both reasonable and verifiable. It is
the intent of Memorial Hospital, as part of its due diligence process, to talk to existing customers
and determine how close the actual implementation costs came to the original estimates. It is
important, therefore, that your numbers be realistic given the size and transaction volume of our
organization.
7.4.3 Hardware and Equipment Pricing

In this section, we ask you to provide the pricing of two hardware and infrastructure
configurations as defined in the spreadsheet provided. Please provide an extended price for each
element.
7.5 Implementation Services Methodology

In this section, we ask that you provide information regarding the implementation
methodology which your organization utilized. This should be framed in terms of the various
stages associated with the implementation (e.g., software installation, training, process definition,

etc.). In addition, you should identify the tools which your organization utilizes for maintaining
the project schedule and required resources.
7.6 Technology Transfer

As part of the implementation process, it is the hope of Memorial Hospital that its
existing information systems personnel can gain significant expertise in both the technology used
by the application as well as the inner workings of the application itself. Within this section,
please identify the steps involved in getting our IT personnel familiar with all aspects of your
application. This should include any recommendations which your organization might have
regarding training programs.
7.7 Documentation

In this section, you should define the type of documentation that is available within your
system. Specifically, is there on-line documentation at both the screen and field level? Is there a
data dictionary available for the system? To what extent can Memorial Hospital modify the help
text? Are data flow and process flow diagrams available?
7.8 Data Conversion

This section should define the approach you plan to take relative to the conversion of
existing Memorial Hospital data to the new system.
This should include:
Database analysis and data mapping
Conversion program writing
Data integrity checking and audit methodology
Post-conversion clean up

Methodologies used to keep data in sync between the new and legacy systems during
implementation
7.9 Project Management

Memorial Hospital will assign an internal project manager who will be responsible for
the overall project management of this process. The Memorial Hospital designated individual, in
concert with the selected supplier Project Manager(s) will provide the oversight to insure the
successful implementation of the system. This will include the necessary scheduling of
Memorial Hospital resources to insure their availability at the appropriate time throughout the
duration of the project.
7.10 Memorial Hospital Resources

Within this section, we ask that you identify the recommended resources (both technical
and functional user areas) that Memorial Hospital should consider for the successful completion
of this project. This should include:
By job title, the number and percentage of dedication full-time employees (FTEs) for all
Memorial Hospitals employees recommended for this project.
The minimum and optimum recommended resources
A comprehensive organizational chart and anticipated team reporting structure reflecting
both supplier and Memorial Hospital staffing
Identify the physical resources needed and any other requirements of Memorial Hospital

7.11 Technology

Define the technology platform(s) used by the proposed solution. This should include:
The application development environment
The database(s) supported

Database server operating system(s) supported
Client or end-user operating system(s) supported
Network environment(s) supported

7.12 Invoicing

Describe your proposed fee schedule and terms. Indicate payment terms in regard to any
available percentage discount for early payment. Memorial Hospitals standard payment term is
net 45 days. Make sure to identify any differences between payment terms and conditions
associated with software purchases compared to implementation services, hardware. Within this
section, also define any acceptance period during which Memorial Hospital has the
opportunity to exercise the software and receive a full refund on software payments made in the
event that the software does not perform as specified during the sales process.
7.13 Detailed System Requirements

The supplier is requested to complete the detailed system requirements as a part of the RFP
response (See Appendix C). The questionnaire further conveys Memorial Hospitals interests
and requirements for system functionality and provides an indication of the software products
current capabilities and future state.

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REQUEST FOR PROPOSAL

Infection Control System (ICS) Acquisition

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