Information Services For Real Time Location Systems

1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital Within the System, Information services are provided at the following facilities..  Univ

BEXAR COUNTY, TEXAS

RFP-27-05-049-SVC DUE: June 1, 2007 @ 2:00 PM

Information Services

For Real Time Location Systems

RFID Evaluation

Table of Contents

Introduction 3

1 Scope of Work 3

1.1 Current Environment 3

1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital 3

1.1.2 Inpatient Environment 4

1.1.3 Outpatient Environment 4

1.1.4 Hospital Information System 5

1.1.5 Physician Order Entry/Electronic Medical Record 5

1.1.6 Imaging Modalities/Radiology 6

1.1.7 Laboratory 6

1.1.8 Pharmacy 6

1.1.9 UHS Wide Area Network 6

1.1.10 University Hospital LAN 6

1.1.11 Internet Access 6

1.1.12 Workstation/Server Environment 6

1.2 Overview of the RTLS Project 7

2 Proposal Format 8

Functional Requirements 9

Deliverables 10

TAB A Vendor Qualifications 11

TAB B Vendor Configuration Response 16

Appendices 22

Appendix I – Acronyms 22

Appendix II – UHS Facilities List and Affiliates 23

UHS IT Strategic Plan

Introduction

1 Scope of Work

The University Health System (The System) is developing its Real Time Location Systems (RTLS) for the purpose of

tracking assets, managing inventory, increasing productivity, and enabling workflow visibility (See Appendix I for list

of acronyms used throughout this document)

The System is soliciting an independent party with strong experience in the healthcare sector, information technology,

RFID, wireless technologies, a strong understanding of medical systems, and has a good understanding of designing

and integrating medical systems The selected vendor would provide assistance in facilitating the assessing, testing,

development, planning, and integration of a RTLS

1.1 Current Environment

This section discusses the current facilities, network infrastructure, and general information concerning the information

systems

1.1.1 Current Facilities Utilizing Information Technology Services Hosted at University Hospital

Within the System, Information services are provided at the following facilities See Appendix II for facility locations

 University Hospital (UH): A Level 1Trauma Center encompassing most major modalities and treatments.

 Cancer Treatment and Research Center (CTRC): Mammography.

 University Health Center – Downtown (UHC-D): General clinic with extended radiology services.

 University Center for Community Health (UCCH): General clinic.

 University Family Health Center – North (UFHC-N): General clinic.

 University Family Health Center – Northwest (UFHC-NW): General Clinic.

 University Family Health Center – Southwest (UFHC-SW): General clinic.

 University Family Health Center – Southeast (UFHC-SE): General Clinic.

 Correctional Health Care Services – General treatment and X-Ray.

 UT Medicine – (UTM): General clinic with extended radiology services.

University Health System is a county-based, tax-supported, tertiary-care system that serves the

medically indigent living in Bexar County (San Antonio) Texas University Health System is the

principle teaching facility for the University of Texas Health Science Center at San Antonio

UHS IT Strategic Plan

The numbers of providers who work at UHS are outlined below:

Provider Type Total Number

Medical Faculty 1,003House staf 3,835Residents 665Staf Nurses 1,100

1.1.2 Inpatient Environment

University Health System contains one major inpatient facility, University Hospital University Hospital

is a 400 active-bed, 600 certified tertiary-care medical training facility that includes all medical

specialties

Item Total Number in 2005

Beds (active) 400

1.1.3 Outpatient Environment

Outpatient care comprises an important area of clinical activity within the University Health System

In 2006, the outpatient arena logged a total of 674,157 patient encounters To provide this care,

seven major outpatient clinical sites housed 6,603 clinical and administrative personnel

Major Areas of Outpatient Activity:

UHS IT Strategic Plan

Center - SouthwestUniversity Family Health Center - Southeast Southeast 54,985University Center for

University Family Health

University Family Health Center - Northwest

Northwest

9,725University Family Health

In addition to the major centers of outpatient clinical activity outlined above, there are approximately

twenty single-office entities plus two Federally-Qualified Healthcare Clinics that participate in the

outpatient clinical activity at University Health System

1.1.4 Hospital Information System

The System’s Information System (HIS) is GE(IDX) It is used throughout the enterprise for patient admission,

registration, and discharge

1.1.5 Physician Order Entry/Electronic Medical Record

Eclipsys Sunrise XA has recently been installed as the clinical information system and order entry system (POE/EMR)

and is extensively integrated with equipment and ancillary services The official order status tracking is done by the

POE/EMR

1.1.6 Imaging Modalities/Radiology

The System has a variety of imaging modalities within the enterprise supported through a Picture Archive and

Communication System (PACS) from Fuji (Synapse) In addition to the plain film modalities, the digital modalities

include: computed radiography, direct capture radiography, MRI, computed tomography, nuclear medicine, ultrasound,

angiography, DEXA, and secondary capture via film digitizers

UHS IT Strategic Plan

1.1.7 Laboratory

The System uses Cerner HNA Classic 306 (PathNet) as the laboratory system

1.1.8 Pharmacy

University Health Systems utilizes three pharmacy systems, two for inpatient and one for outpatient; Cerner

MSMeds/Cardinal Pyxis and Cerner Millennium respectively

1.1.9 UHS Wide Area Network

The System has a Gigabit Ethernet backbone throughout the hospital system with gigabit connections to all of the

clinics supporting 10 or more connections

1.1.10 University Hospital LAN

The current network LAN infrastructure is Ethernet using the TCP/IP protocol All end devices are 100 MB Ethernet

Servers connect to the core using 100 MB or 1 GB Wireless networking utilizing 802.11a/b/g is available throughout

the organization

1.1.11 Internet Access

Internet access is through 8 T-1 links to a service provider utilizing BGP protocols

1.1.12 Workstation/Server Environment

The current enterprise platform structure is completely distributed Personal computers running Microsoft Office XP

and Internet Explorer 7.0 are standard Antivirus software is required on all workstations and servers Applications

are served by Windows 2000/2003, and AIX servers Applications on the workstations are installed and distributed

centrally using Prism deployment packages The current mail system is Exchange with Outlook 2003 Office 2003 is

standard for the organization

Server need to know information:

 Tivoli Storage Manager v.5.3 installed on all application servers needing data backed up

 HP Proliant server hardware are the UHS standard Any non-standard hardware is normally supported at the vendor’s expense

 All Windows servers are required to be centrally updated with Microsoft updates using UHS Microsoft WSUS

 All Windows servers are required to be centrally monitored with UHS Microsoft Operations Manager (MOM) version 2005

 All servers and clients must be able to run the latest anti-virus from McAfee Directories may be excluded fromscanning

 All servers and clients must be added to the UHS Windows 2003 Active Directory domain If needed, a special

UHS IT Strategic Plan

OU may be provided for servers

 Remote access to servers is provided via Site to Site VPN with the vendor or via terminal services

 Juniper IVE is the SSL VPN solution Microsoft terminal services is the required connection medium to the servers Remote access must be granted by the client (The System) on a case by case basis by enabling and disabling a Windows Active Directory user account supplied to the vendor

1.2 Overview of the RTLS Project

Vendor Mandatory requirements:

 Must have a high degree of expertise in the areas of wireless technologies and RFID

A vendor that does not have expertise or experience in this area should not apply

2 Proposal Format

Vendors are to prepare their proposals on the presumption that the System has no previous knowledge regarding

their proposed services or products The vendor can provide company information, marketing literature, and product

literature, but the vendor’s proposal must specifically address the requirements and provide pricing to be considered

for this contract

UHS IT Strategic Plan

The proposal must include the vendor’s response to the functional requirements in the Functional Requirements

section of this RFP Vendor shall provide a response for each requirement Requirements that are titles have been

blocked and no response is necessary Each response shall provide a response code indicating the status of the

response, along with an explanation of the response or in some cases just a response code Coding explanations are

as follows:

C Current product fully complies

P Not part of the current product but planned in a

scheduled release Vendor shall indicate the time frame when requirement will be available

O Optional capability that can be provided at an

additional charge, either as an optional feature,

3rd party option, or as a special order development

X Requirement is neither available nor planned by

the vendor

Functional Requirements

Statement of Work:

Minimum project tasks

The Vendor Will;

UHS IT Strategic Plan

- Meet with users and parties of interest within University Health System to draft high level system requirements

- Provide an up to date project timeline

- Develop scenarios and criteria for testing and compliance of 2 -3 systems based on input derived from the system requirements

- Will conduct testing and evaluating of systems and provide recommendations based on a focus on the clinical care environment of the University Health System

- Arrange for hosting of systems at vendor facilities for University Health System to be able to attend and assess the functional conformance of each product

o Train the users in techniques used to evaluate the functional criteria from the scenarios

o Supply functional scenarios for each system vendor at least 5 days prior to the demonstration but not more than 15

- Provide an evaluation report

Any additional items the vendor feels important to the overall success of evaluating RTLS are welcome and should be

included in the overall proposal

Deliverables

The objective of this effort is a systematic approach to evaluating RTLS There are 4 main deliverables:

1 Define RTLSs requirements reflective of the UHS environment

2 Create evaluation and criteria that both The system and vendor will use for evaluation

UHS IT Strategic Plan

3 Conduct functional demonstrations and conduct assessments of applicable RTLSs that both vendor and The System will participate in

4 A well developed document that reflects an evaluation report providing information on the products evaluated

This report should contain the information regarding user scored functional conformance, evaluation criteria, architectural feasibility, integration concerns, interoperability in the healthcare environment and cost data

Compliance

A.1 Descibe the

organization’s service

A.1.1 Provide an overview description

of your firm including years in business, scope of services provided, location of offices, and other information pertinenet to establishing your general qualifications for an assignment

of this nature

A.1.2 Identify the size of:

A.1.2.1 The group allocated to IT

projects of this type

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A.1.2.2 The company in general

A.1.3 Identify the location and size of

the organizationA.1.4 If applicable Identify business

partners your solution uses to provide the total solution

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A.2 Describe the company

strengths and history in analyzing

and developing organizational IT

systems

A.3 Describe the company

history and expertise in analyzing

and developing organizational IT

systems for the healthcare sector.

A.4 Describe the companies

personnel history and experience

that would typically be developing

and conducting the proposed

analysis and testing.

A.5 Provide client references

making sure to align the references

with sites that are similar to the

UHS enterprise.

A.6 Provide company/product

literature highlighting the company

stability and formal product

literature.

A.7 Define the differentiators

of your company’s solution in the

market

A.7.1 Identify when this service was

introduced to the US marketA.7.2 Identify why using your

company’s services over anotherwould benefit UHS

UHS IT Strategic Plan

A.7.3 Identify what differentiates and

distinguishes your coompany’s product/solution from your competition

A.7.4 Explain why your firm is best

positioned to support this project

UHS IT Strategic Plan

A.8 Indicate the total number

of clients that have used your

services for similar request Past

year? Past three years?

A.9 Explain your experience

level working with clients in the

“Healthcare” environment

Describe your experience working

with clients similar to The System.

A.10 Provide a synopsis of

work accomplished in the private

sector during the past 18 months

for similar or related work This

synopsis shall use the following

format:

A.10.1 Basic Contract Information

Provide a short listing of private sector contracts in reverse chronological order of award using the following tabular formats:

Telephone Number

UHS IT Strategic Plan

A.10.2 Technical Scope Provide a

narrative for each contract cited above Include a brief technical description or scope of work, complexity, objectives achieved and an explanation of any problems or delays encountered and corrective action taken

UHS IT Strategic Plan

Compliance

B.1 Pricing Plan

B.1.1 Provide a listing of all costs

associated with your response(s), including any other costs

necessary to achive the desired goal All costs NOT included in this section will NOT be allowable and must be absorbed by the vendor

This may be provided as an attachment

B.1.2 All costs should be presented in an

easy-to-read tabular format

Those services that cannot be quantified should include an estimated range based on a completed similar project Costs that require specification and itemization by unit include:

B.1.2.1 Other anticipated costs not

paid to vendor but required for assessment and plan

UHS IT Strategic Plan

Compliance

B.1.3 Describe payment schedule to

include percentages/amounts due

at specific milestones including under three scenarios:

B.1.4 Vendor shall describe any benefits

in pricing plan regarding potential research, testing, site of

excellence, etc

UHS IT Strategic Plan

Compliance

B.2 Assessment Plan

Response

B.2.1 Describe the assessment /

planning process, including the number of vendor personnel you will commit to having on-site / off-site during the assessment, testing, and the period of time

B.2.2 Describe the activities for each

on-site / off-site staff member

B.2.3 Provide a work plan indicating the

tasks required, the party responsible for each task (UHS, vendor, other), the time required

to complete each task (both days and expected duration), andthe sequence of tasks Also, specify customer resources needed to successfully accomplish your task (e.g., information systems and administration staff-hours, required skill levels, etc.)