REQUEST FOR INFORMATION AND SPECIFICATIONS:
SMART INFUSION PUMPS
Request For Information
RFI #15-598805-CS
Date Issued: 11/25/15
Due Date: By 3 pm, Tuesday, Jan. 5, 2016
Submitted by the University of California
Davis Health System
This RFI is also available at: http://www.ucdmc.ucdavis.edu/supplychain
All questions regarding this RFI should be by email only and directed to:
Connie Stewart
UCDHS Purchasing Department
Email: cjstewart@ucdavis.edu
Questions should not be directed to any other University departments or staff. Material or
substantive information provided to any bidder, as a result of questions received, will be
provided to all bidders via an addendum to this RFI.
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Proposed Schedule of Events
Event
Date
Release of Request for Information
Receipt of Responders’ E-Mailed Questions by noon PST
UCDHS Response to Vendors’ Questions by 4pm PST
Receipt of Responders’ Reply to this RFI by 3pm PST
On-site demos (if requested)
Nov. 25, 2015
Dec. 4, 2015
Dec. 15, 2015
Jan. 5, 2016
To be determined
Vendor Inquiries
Inquiries regarding this RFI process and the functional or technical requirements of the proposed
systems must be emailed by noon PST on 12/4/15. The ONLY UCDHS contact person and address are
listed below. Questions must be submitted via email.
Connie Stewart
UCDHS Purchasing Department
E-mail: cjstewart@ucdavis.edu
All questions/inquiries by email
NOTE: DO NOT EMAIL ANY OTHER EMPLOYEE AT UCDHS REGARDING THIS RFI.
Vendor Reponses to RFI
Submit by email on or before 3 pm Pacific Time on Tuesday, Jan. 5, 2016 to:
Connie Stewart
UCDHS Purchasing Department
E-mail: cjstewart@ucdavis.edu
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INTRODUCTION
University of California at Davis Health System Profile
The University of California, Davis Health System (UCDHS) provides the organizational framework that
enables the University of California, Davis to fulfill teaching, research, patient-care and public service
missions. It consists of the School of Medicine (SOM), the UC Davis Medical Center (UCDMC), the UC
Davis Medical Group and several specific centers such as the UC Davis Cancer Center, the UC Davis
Children’s Hospital and the UC Davis M.I.N.D. Institute. Together they deliver primary, secondary and
tertiary care throughout inland Northern California. The UC Davis Medical Group, the health system’s
physician network, includes over 500 physicians and 150 areas of medical specialty geographically
dispersed in 25 locations.
UCDMC is one of five teaching hospitals operated by The Regents of the University of California.
UCDMC is a 619-bed, fully accredited hospital, which serves as the main clinical education site for the
UCD School of Medicine. Prior to its acquisition by The Regents in 1973, the hospital was owned and
operated by Sacramento County and served as the primary provider of health care to Sacramento’s
medically indigent population.
UCDMC is the sole Level 1 trauma center serving the Sacramento-Sierra area and the primary tertiary
care referral center for a 32-county area of more than five million residents. Each year UCDMC admits
approximately 32,000 inpatients, while its 150-plus clinics log more than 828,000 outpatients and
emergency visits.
Purpose of Request for Information
1.
To obtain detailed information from Bidders regarding their products and experience and
capabilities in successfully implementing these products as described in the scope of work.
2.
To obtain written proposal pricing structures, work plans and implementation schedules, and
proposed methodologies and approaches to be utilized.
3.
To solicit information that will enable UCDHS to compare and evaluate Bidder’s smart infusion
pumps in order to determine the optimal direction for the Health System.
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PROJECT SCOPE
UCDHS is requesting a solution for smart infusion pumps which includes the requirements stated
herein. Please provide a proposal which details your system, pricing and a proposed implementation
plan.
Vendor shall provide a solution(s) that will best meet the requirements of
UCDHS specified herein and include "life cycle" costing for a minimum of three
(3) year period.
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Response Conditions
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Notwithstanding any other provision of the RFI, Responders are hereby advised that this RFI is a
solicitation for information only and is not to be construed as an offer to enter into any contract
or agreement.
UCDHS shall have the unconditional and unqualified right to withdraw, cancel, or amend this
RFI at any time. Responders shall bear all costs associated with the preparation and furnishing
of responses to this RFI. All replies shall be firm for a period of 180 days following the reply
submission due date.
Responses to this RFI should be made according to the instructions contained herein.
UCDHS reserves the right to interpret or change any provision of this RFI at any time prior to
the submission date. Such interpretation or change shall be in the form of a written addendum
to this RFI. Such addendum will become part of this RFI and any resultant contract. Such
addendum shall be made available to each company that has received an RFI.
UCDHS has, at its sole discretion, the unconditional and unqualified right to determine that a
time extension is required for submission of replies, in which case, a written RFI addendum
issued by UCDHS shall indicate the new submission date for replies.
Prior to the final submission date, any Responder may retrieve its information to make
additions or alterations. Such retrieval, however, shall not extend the final submission date.
Responders wishing to submit information in response to this request do so entirely at their
own expense, and submission of a reply indicates acceptance of the conditions contained in the
RFI unless clearly and specifically noted otherwise.
PUBLIC INFORMATION AND TRADE SECRETS--The California Public Records Act limits UCDHS’s
ability to withhold pre-qualification and bid data to trade secrets or records, the disclosure of
which is exempt or prohibited pursuant to federal or state law. If a submittal contains any
trade secrets that Responder does not want disclosed to the public or used by UCDHS for any
purpose other than evaluation of the Responder’s eligibility, each sheet of such information
must be marked with the designation “Confidential.” UCDHS will notify the Responder of any
request, by another party, to inspect such confidential information. Responder will have an
opportunity to establish that such information is exempt from inspection in any proceeding to
compel inspection.
All computer programs and data made available by UCDHS to Responders hereunder shall
remain the property of the UCDHS and shall be maintained, used, and disseminated in
accordance with the California Information Practices Act of l911, Civil code Sections 1798
through 1798.76, and the California Public Records Act, Government Code Section 6250
through 6260. All listings and all copies of listings that reveal names or identification numbers
of individuals, (i.e., employees, patients, etc.) shall be destroyed or returned to UCDHS.
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INFORMATION FOR FORMATTING PROPOSAL RESPONSES
Qualification Statement
The Qualification Statement must contain a description of the Bidder’s corporate qualifications, area of
expertise, and prior experience with providing systems and services similar to those described in this
RFI, including but not limited to the following.
1. Provide the Bidder’s name, address, telephone and fax numbers, and a contact name.
2. Describe the vision of your company and the strategic direction of product development
efforts, e.g., product development, functional enhancements, product architecture, target
market.
3. Please provide:
a. Product demonstration plan for end users to evaluate technology prior to vendor
selection.
b. Test scenarios or demonstration evaluation tools you have in place for your products.
c. Service and support manuals available for your pumps.
4. Please provide information for pricing for:
a. Owning versus leasing pumps.
b. Potential phased implementation of PCA  syringe  large volume (if applicable to
your company).
c. Software and maintenance agreements.
d. Provide pricing information for disposables including but not limited to IV tubing and
other items available in the company portfolio.
5. Please fill out the specification table beginning on the following page.
6. Please read and complete the Technology Evaluation Section on page 15 and complete all
attachments related to the evaluation.
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General Pump Requirements
LVP Pump
Syringe Pump
PCA Pump
How many channels are available?
How many channels can infuse simultaneously?
Is the system modular?
Is the IV tubing nonproprietary?
Will the system accept commercially available prefilled syringes from multiple vendors?
What are the dimensions & weight for each
pump/module?
Operation/Programming
What are the maximum and minimum flow rates in
mL/hr
What is the accuracy of the pump at the minimum
flow rate and at the maximum flow rate?
Is there a “Keep open” rate as low as 1 mL/hr. KVO
rate programmable?
Is the pump easy to program?
Can you review the entire program on one screen
before starting infusion?
Can you adjust the backlight of the screen?
Is the keypad backlit?
Is there a front screen lockout feature to preserve
settings? A restore feature to retrieve previous
infusion after pump is turned off?
Is there a standby mode?
For LVP, is there set-based free flow protection?
What features are available to lock or secure the
medication bag, syringe, or cassette?
Are special IV poles required? How many pumps
can be attached to each?
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Is there barcode functionality? If so, please
describe.
Alarms & Indicators
What is the visual cue when an infusion is running?
What is the visual cue when the program is beyond
soft limits of DERS?
What are the abandon, occlusion, air-in-line,
infusion complete, and other alarms that will sound
on the pump?
Which of the alarms above can be adjusted and
who can make the adjustment (e.g. user, biomed,
pharmacist)?
Are the alarm levels adjustable?
Are audible alarms mutable?
Are alarms distinguishable by sound?
Will the pump restart infusion if the alarms selfresolves?
“Smart Pump” Requirements
Describe your Dose Error Reduction System (DERS)
Which dosing modes are available in the DERS? (e.g.
mL/hr, mg/min, mcg/min, mcg/kg/min, units/hr)
Can you program “Keep vein open” rate within the
drug library?
How many DERS care areas/profiles can be created?
How many unique drug/fluid entries are available?
How many can be in each care area/profile?
Can you access multiple care areas or profiles on
the pump at the same time?
Will the pump prompt caregiver if infusing the same
drug on more than one line?
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How many characters are allowed per drug/fluid
entry name? Can tallMAN lettering be used?
Can soft and hard weight limits to be set within
each care area/profile?
Can a weight confirmation be required?
Are there any unique safety features for the PCA
n/a
pump?
How many clinical advisory/best practice alerts can
be programmed within the drug library?
Describe how a patient ID is associated with a
specific infusion pump/medication, and if multichannel, specific channel and medication.
n/a
CQI Data
How many event history data points are stored and
for how long?
How do you access CQI data?
Is the CQI data uploaded/downloaded wirelessly?
How many CQI reports are available? Can they be
scheduled to run automatically?
Is their integration with external reporting systems
available (Tableau, QlikView)?
Describe any CQI analysis services that can be
purchased?
Electronic Interface
Is there bi-directional interoperability available with
Epic?
If Epic interoperability is available, please describe
available functionality and safety features.
If Epic interoperability is not available, please
describe timeline for its creation or
implementation.
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How many Epic interoperability implementations
have been completed (list size of hospital)? How
many are scheduled? Please provide a reference list
of at least 3 clients, preferable within California.
Provide an estimate of the number of personnel
required to effectively maintain the pump library
programming, pump maintenance, and technical
implementation team.
Describe your compliance with the infusion pumprelated IHE PCD profiles including:
 Point of Care Infusion verification (PIV) (e.g.
infusion orders)
 Infusion Pump Event Communication (IPEC)
 Device Enterprise Communication (DEC)
 Alarm Communication Management (ACM)
Please provide IHE Integration Statements for your
product(s).
Power Source/Battery
What battery life indicator is visible on the pump
when plugged and unplugged? Describe any low
battery warnings that may sound.
Is there a warning alarm sound and easy to see
visual indicator to alert the care-giver of a battery
issue?
Is there residual backup memory that retains library
if the battery is depleted?
How long will the pump fully operate on a single
battery charge?
What is the battery recovery time to full charge?
How long is the power cord? Is there a transformer
in the power cord?
Can batteries be replaced by UCDHS Clinical
Engineering staff? Pump technician staff?
Provide battery specifications (chemistry, amp
hours, voltage, number of batteries).
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Is the power cord permanently attached to the
pump?
Miscellaneous
What is the most recent ECRI rating for each pump?
What pump tracking is available to ensure inventory
maintenance? (e.g. RFID)
What are the cleaning requirements for the pump?
What are the scheduled maintenance requirements
of the pump? (e.g. frequency, tasks)
Is the pump FAA certified?
Education/Service/Vendor Support
What is the vendor education/support prior, during,
& post go live for the following groups:
Nursing
Pharmacy
Clinical engineering
Information Technology
Is your pump software field upgradeable? If so,
how is this performed and by whom?
If there are variable levels of training that can be
purchased please describe and provide general
pricing structure.
Describe any drug library programming services
available for build, training, and education.
Describe what level of repairs can be completed by
in-house clinical engineering staff (after appropriate
training) and what types of repairs must be
completed only by factory personnel.
Networking
Are these pumps compatible with 802.11wireless
technology? Describe requirements.
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What wireless security protocols do you support?
The UCDHS wireless infrastructure is based on Cisco
products. Has your wireless system been tested on
a Cisco network? Describe any issues network
issues with your products and please list reference
sites.
What are the bandwidth requirements for each
pump? If channel dependent, for each channel?
How are wireless pumps authenticated to the
wireless network?
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TECHNOLOGY EVALUATION
The UCDHS IT Evaluation Process is a set of activities and procedures referring to the acquisition of
new applications, technology, or technology devices. It is the goal of the UC Davis Health System to
ensure new applications, technology, and devices adhere to current Information Technology, Clinical
Engineering, and Security standards to safeguard patient privacy, enable organizational efficiencies,
and provide overall protection of health systems assets.
Please complete the following questionnaires included with the RFI:
1. Preliminary Checklist
2. Technology Questions
3. Security Questions
These documents should be submitted as separate attachments. If a question does not apply to your
product, enter N/A. Certain IT functional areas may request a conference call to receive clarification on
answers if necessary.
Checklists and Questions attached to RFI must be completed and returned with response.
2. Checklist v2.0.pdf
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3. Technology
Questionaire v2.01.docx
4 Security
Questionaire v2.xlsx
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UC TERMS & CONDITIONS PER:
www.ucdmc.ucdavis.edu/supplychain/pdfs/uc-termsand-conditions-of-purchase.pdf
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