THE UNIVERSITY OF TENNESSEE HEALTH
SCIENCE CENTER
REQUEST FOR PROPOSAL# 10051929
Sealed Proposals Due
March 3, 2016 at 2:00 pm Central Time
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THE UNIVERSITY OF TENNESSEE HEALTH SCIENCE CENTER
REQUEST FOR PROPOSAL # 10051929
ITS ASSESSMENT FOR UTHSC CAMPUS
Issue Date:
February 2nd, 2016
Proposals Due:
March 3rd, 2016 at 2:00 pm CST
A.
GENERAL INFORMATION
1. Issuing Office/Contact Person
The University of Tennessee Health Science Center
Purchasing Services
847 Monroe, Suite 216
Memphis, Tennessee 38163
Contact Person: Michelle Newman
Phone: (901) 448- 7271
Fax: (901) 448-8028
Email: knewma13@uthsc.edu
This office shall be the sole point of contact for purposes of information concerning this RFP.
Questions should be directed to the contact person listed above.
2. UTHSC Overview
As the flagship statewide, public, academic health system, the mission of the
University of Tennessee Health Science Center is to bring the benefits of the health
sciences to the achievement and maintenance of human health, with a focus on the
citizens of Tennessee and the region, by pursuing an integrated program of education,
research, clinical care and public service. Employing more than 6,000 people on its
faculty, staff and not-for-profit corporation faculty practice groups, UTHSC
contributes more than $2.7 billion to the economy of Tennessee.
The University of Tennessee Health Science Center’s Memphis campus comprises six
colleges – Dentistry, Graduate Health Sciences, Health Professions, Medicine,
Nursing and Pharmacy – training the health care scientists and caregivers of
tomorrow. Core Memphis teaching hospitals include Methodist UT Hospital,
Regional One Health, Le Bonheur Children’s Hospital and the Memphis VA Medical
Center.
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Nearly 3,000 students are enrolled at one of the four major UTHSC campuses –
Memphis (main campus), Knoxville, Chattanooga or Nashville – as well as in a
myriad of health care-related facilities across Tennessee. UTHSC also offers a broad
range of postgraduate training opportunities. We also have approximately 300
students enrolled in one of eight online programs at UTHSC.
Statewide, approximately 1,200 residents and fellows receive training in 87 ACGME
(Accreditation Council for Graduate Medical Education) accredited training programs
through the UTHSC Graduate Medical Education Program. Fifteen of these programs
are under the auspices of the UT Graduate School of Medicine in Knoxville; 10 are
sponsored by the Chattanooga College of Medicine; and more than 50 programs are
organized from Memphis, including a family practice residency in Jackson,
Tennessee, and an internal medicine residency in Nashville. Public and continuing
education programs are offered throughout the state.
Accredited by the Southern Association of Colleges and Schools, UTHSC offers four
undergraduate and more than 30 graduate or professional degrees, and has more than
50 endowed professorships, including 19 Chairs of Excellence.
The Health Science Center’s six colleges reflect a broad spectrum of scientific
investigation. Pursuing basic science and clinical research with an emphasis on
translational research, UTHSC investigators are supported by both government grants
and private funding. In fiscal 2014, UTHSC generated more than $200 million in
sponsored programs, all source nonclinical grants and contracts. Of this total, faculty
received more than $80 million in external funding for research.
Clinically, UTHSC faculty practice groups contribute more than $300 million
annually to the statewide mission. These practice groups serve as the core faculty for
all of our partner teaching hospitals.
3. Introduction
As University of Tennessee Health Science Center (UTHSC) implements its strategic plan,
we must also consider what Information Technology Services (ITS) and programs we need to
support the general ITS research and academic computing need of the UTHSC campuses. An
ITS plan must be designed that will help us anticipate the future with an increased faculty
and student body and allows the University to plan for the infrastructure to support the
anticipated needs for academics, research and service.
The outcome of this request will be an external report that assesses ITS support and services
currently offered. It shall provide vital information for UTHSC to develop an ITS Master
Plan 2016-2020.
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UTHSC invites proposals for consulting services from firms with experience working with
Higher Education Universities to provide professional consulting and planning support for
the University to address the following issues.
Are UTHSC ITS areas organized efficiently/effectively to meet customer (students,
faculty/staff, etc.) needs? How should we be organized to effectively meet our client
needs now and for the future?
What benchmarks should we use to compare our services and quality to other campuses?
What are the perceptions of ITS on the UTHSC campus and how do we measure them in
a consistent manner to improve services?
What services do we offer now? What services should we consider not doing? What
services are we missing?
What are the best ways to manage the campus ITS inventory, replacement and refresh
programs?
What are the current core competencies and skills represented by the staff of the various
ITS areas? Where are our skill weaknesses? What are our skill strengths?
What staffing formulas should we use to adequately support the growth of the campus?
How should the campus manage the development and enforcement of ITS policies and
procedures? What governance strategies should we employ (including all committee
structures, etc.) to best deliver services and to set priorities, etc.?
Who assesses the ITS functions and makes decisions about priorities and how should this
work?
4. Deliverables
Assessment of ITS at UTHSC: We expect that the consultant will generate and submit a
comprehensive report that reviews, assesses and analyzes the current central and distributed
ITS and organization supporting the UTHSC mission, to review budget and staff, service
delivery, customer satisfaction and to identify opportunities for improvement.
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5. Background Information
The Technology Plan identifies “Goals for Technology Services” for the University. The
first series of goals addresses issues that affect the current “as is” state that the assessment
must address the following.
Provide reliable essential technology services for the UTHSC campus.
Adopt strategies to effectively communicate technology initiatives, plans, policies and
services.
Identify mission-critical “enterprise services” and provide a comprehensive, reliable,
stable technology environment for faculty, staff and students.
Develop, implement and communicate policies and procedures related to campus
technology.
Develop and communicate benchmarking and metrics data to evaluate current technology
services to document the level of service provided.
Develop (and support) a shared academic vision that allows the use of technology to not
only enhance and strengthen teaching, learning, scholarship and service but also allows
students to have access to learn technologies applicable to their discipline/major.
Develop (and support) a shared administrative vision that allows the use of technology to
enhance, strengthen and improve student and employee services and enables students and
employees to have individual access to needed services in a customer-oriented timely
manner.
Identify, evaluate, and adopt technologies that enrich student experience. This should
include addressing issues such as access to information, research and disciplinary
content, information literacy, and discipline-specific technologies.
Align instructional processes to provide seamless integration of non-duplicated and
access core University data.
Work with appropriate campus constituents to identify, prioritize, and coordinate and
respond to specialized technology needs of the academic and administrative departments
and individual users.
Investigate, implement and use appropriate creative technologies to support the
University’s strategic plan to assure UTHSC competitiveness.
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6.
Scope of Work
ITS Assessment
The successful proposer shall perform a review and assessment of the current state of the
UTHSC ITS operations for both the centralized and distributed ITS units within the
organization. Analysis and recommendations will be provided on each subtopic. The
review and assessment includes the following aspects.
Organizational/Leadership Assessment:
o Assess the leadership individually and as a team of the ITS operations.
o Is the organizational structure of the ITS Department within UTHSC
appropriate?
o Propose alternative structures that can be more efficient and effective.

Budget Assessment:
o Is it funded adequately and appropriately? Review all organizational unit
budgets on the campus that provide ITS to the campus broken down at the
cost center level. The University will provide the selected consultant detailed
funding information for all accounts for the past five years.

Benchmark Assessment:
o Identify appropriate ITS benchmarks used in higher education to establish best
practices among peer University.
o Compare UTHSC data with benchmarks and provide comments and
recommendations. Provide an analysis of how UTHSC ITS measures up to the
benchmarks. Benchmarks can include, but not be limited to, benchmarks
analysis provided in Appendix A.

Service Assessment:
o Identify the perceptions of the ITS provided to the campus by central and
distributed units. The consultant shall conduct interviews with key
stakeholders and customers. The consultant shall administer appropriate
surveys and focus groups to collect data and prepare a written report.
o Provide a five-year plan to measure and track ITS in a consistent manner.
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o Identify and report any issues affecting organizational efficiency and
effectiveness to meet customer needs that might be improved.
o Provide recommendations to improve ITS to the campus to include adding or
eliminating services.
o Identify and report ways to improve customer service by all ITS
organizational units.

Staff Assessment:
o Review the overall table of organization of ITS units on the campus, their
relationships related to units and their missions, etc. Make any
recommendations as appropriate.
o Review the assignment and duties of all existing staff and compare to existing
departmental/unit workload.
o Provide recommendations on staffing changes by reassignment, reductions or
identity specific new staff that may be required to meet current and near terms
requirements by organizational unit.
o Identify the core competencies in each ITS unit, Identify redundancies and
suggest ways to consolidate and reallocate staff.
o Identify a staffing formula to add staff as demand for services increases due to
both enrollment growth and faculty/staff growth. For example, when
enrollment increases 25% over five years, UTHSC wants to be able to identify
what additional staff is needed to maintain good ITS to the expanded student
body and where these positions should be located organizationally.
o Provide recommendations on qualifications of the CIO and other key ITS
personnel.
o NOTE: The consultant will be provided with an organizational chart of all ITS
staff in both centralized and distributed units along with related cost
information.
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
Governance Assessment:
o Review existing ITS governance to identify what policies and procedures are
in place.
o Recommend governance model(s) that include responsibility for the
development of specific policies/practices and procedures.
o Recommend governance strategies (including all committee structures, etc.) to
best deliver services and to set priorities.
Proposal Requirements
o References: The proposal shall include descriptions of the firm’s overall
experience in handling projects similar in size to this project. The proposal
shall provide at least three (3) separate Higher Education references listing
University name, address, telephone number, contact and summary of most
recent projects.
o Personnel: The proposal shall identify each member of the consultant’s staff
who will work on the project and the role each will perform and the hourly
rate charged for their services. A resume’ that provides background and
qualifications of each individual must be provided.
o Preliminary Work Plan: Based on the information contained in this RFP,
prospective consultants shall prepare a preliminary work plan identifying
point by point the specific tasks they have identified as necessary to
accomplish the objectives of the University. The plan shall provide a simple
step-by-step process the consultant proposes to use for the work.
o Schedule: The proposal shall include a schedule for the completion of the
project.
o Past Presentations and Reports: The proposal shall include a chronology of
presentations and reports that shall be provided to UTHSC. In addition, a
sample report of a similar project will be provided. All customer identification
information will be removed from the sample report.
o Compensation: The proposal shall include a fixed price sum for performing
the work associated with this project. All travel expenses will be reimbursed
at the JTR per diem rates as required by University Policy.
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Consultant General Guidance
The consultant shall provide recommendations within the Assessment for future ITS
support for UTHSC in the following areas: (This list is not all inclusive and the
consultant may offer additional suggestions and recommendations as appropriate.)

Identify the impact on UTHSC should manage and deal with innovation and
pilot testing of new media and technology.

Identify ITS to be considered for reduction or elimination with the least
impact on the campus or students,

Identify ITS that UTHSC should consider providing to improve the efficiency
of customers.

Assess overall ITS staff skill-set and provide recommendations to improve.

Provide training recommendations for ITS staff as well as ITS training for
University employees.

Provide funding model that addresses campus-identified requirements for ITS.

Review UT System ITS policies and UTHSC best practices to allow the
University to leverage ITS to support the campus mission.

Identify duplications of technical as well as ITS support functions with the
central and distributed ITS support organizations. Identify opportunities to
reduce duplication and cost.

Identify specific actions that ITS can take to better meet the expectations of
faculty staff and students.
RFP Submittal Requirements
The Proposed Schedule for IT Assessment included in this RFP specifies deadlines for
several aspects of this process.

Each vendor who intends to submit a proposal for this requirement must notify the
UTHSC Purchasing Department of their intent to submit a proposal by the date
indicated in the proposed schedule. Submit notice of intent via e-mail to
knewma13@UTHSC.edu.
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
All questions concerning the specifications of this RFP must be submitted in writing
to the e-mail address knewma13@UTHSC.edu by the deadline specified in the
proposed schedule.
Each response to this RFP must consist of a separate Technical Proposal and a separate Cost
Proposal.
Any cost data provided in the technical proposal will invalidate the proposal
Each proposer must submit one (1) original and one (1) flash drive of the Technical Proposal to
the University in a sealed package clearly marked:
“Technical Proposal in Response to UTHSC IT Assessment RDP” – Do Not Open
The original should be clearly marked.
Each proposer must submit (1) original Cost Proposal to the University in a separate sealed
envelope that is clearly marked.
The Technical Proposal shall identify the specific technical skills with a descriptions of
responsibilities of each individual and the percent of the total effort and the percent of effort over
all on the project.
Typical job titles to be used in the Technical Proposal. (Vendor should use their specific job
titles with descriptions of the major duties for each position.)
Practice Manager
Business Analyst
Solution Architect
Technology Architect
Project Management
Technical Proposal will provide the following information using the table provided in
Attachment 1.
Each proposer must submit one (1) original Cost Proposal to University in a separate sealed
envelope that is clearly marked.
“Cost Proposal in Response to UTHSC ITS Assessment RFP”
The Cost Proposal shall include a breakdown of the job titles with proposed hours and cost using
the table provided in Attachment 2.
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Additionally, estimated costs of any travel shall be provided. Such cost shall be described in
sufficient detail to enable UTHSC to ascertain the purpose, duration, and reasonableness of
proposed costs.
Proposal Evaluation
Each proposal will be evaluated by committee and scored points in the categories listed on the
UTHSC IT Assessment Evaluation Criteria included in this RFP. The technical portion of the
proposals will be evaluated and scored prior to the opening of the cost portion.

Each proposer must enter in the space provided on the UTHSC ITS ASSESSMENT
EVALUATION CRITERIA the page number in their proposal that corresponds to
each evaluation section.
Upon completing the evaluation of the technical proposals, the University will decide if
presentations will be requested of the top scoring proposers.

If required, the presentations will be no more than ninety (90) minutes in length
(including time for questions).

Presentations must address the requirements of the RFP.

The final part of the evaluation will be the opening and scoring of the cost portions of the
proposals.
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APPENDIX A: Potential Benchmarks to be used to compare UTHSC ITS to Peers
ITS spending as percent of total revenues
ITS spending as percent of operating expenses
ITS spending per student
ITS spending per faculty and staff
ITS employees as percent of total University employees
ITS staffing distribution University employees vs. contract employees
ITS spending distribution capital and operations;
ITS spending distribution – personnel, hardware, software, outsourcing, other
Percent spending distributions by support area:
o Finance & Administration
o University ITS Management
o Applications Maintenance
o Applications Development
o Voice Network
o Data Network
o Help Desk
o Data Center
o Media Classroom Support
o Client and other
Percent spending distributions by staff distribution
o Finance & Administration
o University ITS Management
o Applications Maintenance
o Applications Development
o Voice Network
o Data Network
o Help Desk
o Data Center
o Media
o Client and other
Security spending as a percent of total ITS spending
Security FTE as a percent of ITS FTE
Outsourcing spending as a percent of ITS spending
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Proposed Schedule of Events for ITS Assessment
Schedule of Events
University Issues RFP
Acknowledgment of Receipt and Intention
Due from Vendors
Written Comments/Questions Due from
Vendors to the University
University responds to Vendors Written
Comments/Questions
Sealed Proposals Due
Time Line 2016
February 2, 2016
February 12, 2016
February 12, 2016
February 18, 2016
March 3, 2016
at
2:00 p.m. CST
University to Complete Technical Proposal
Evaluation
Select Vendor(s) Presentation(s) (if required
by University)
University Opens Cost Proposal and
Calculates Scores
University Issues Intent to Award Letter and
Opens RFP Files for Public Inspection
Award of Contract
Deliverables
March 10, 2016
March 16, 2016
March 21, 2016
March 25, 2016
April 4, 2016
June 30, 2016
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UTHSC ITS ASSESSMENT EVALUATION CRITERIA
The following information shall be provided. While not assigned points in the evaluation, failure
to provide the information may result in the proposal being deemed nonresponsive. Answers to
some of the questions may be utilized in determining, along with other pertinent information, if
the proposer is responsible.
A.1.
Describe the Proposers form of business (i.e. individual, sole proprietor, corporation, etc.)
A.2. Provide the name, title, mailing address, phone number and email address of the person
UTHSC should contact regarding this proposal.
A.3. Provide a statement of whether there have been any mergers, acquisitions, or sales of the
Proposer’s company within the last ten (10) years, and if so, an explanation providing the
relevant details.
A.4. Provide a statement of whether the Proposer or any of the Proposer’s employees, agents,
independent contractors, or subcontractors have been convicted of, pled guilty to, or pled nolo
contendere to any felony, and if so can provide an explanation of the relevant details.
A.5. Provide a statement of whether there is a pending litigation against the Proposer and if
such litigation exists, provide an opinion of counsel as to whether the pending impact will impair
the Proposer’s performance in any contract that may result from this RFP.
A.6. Provide a statement of whether in the last ten (10) years the Proposer has filed (or had
filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or
undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if s
an explanation providing relevant details.
A.7. Provide a statement of whether there are any pending Securities Exchange Commission
investigations involving the Proposer, and if such are pending or in progress, provide relevant
details. Also, include an opinion of counsel as to whether the pending investigation will impair
the Proposer’s performance in any contract that may result from this RFP.
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UTHSC ITS ASSESSMENT EVALUATION
CRITERIA
Proposer Name
Evaluator
Proposal Page #
that meets this
requirement (to be
added by Proposer)
Section B - Qualifications and Experience
B.1. Provide a brief descriptive statement
indicating the Proposer’s credentials to deliver
the services sought under this RFP.
B.2. Indicate how long the Proposer has been
performing the services required by the RFP to
include the total number of years in business.
B.3. Indicate the number of employees, the
number of clients and the location of offices of
the Proposers organization.
B.4. Provide a narrative description of the
proposed project team and its organizational
structure. List its members and include resumes.
B.5. Indicate whether the Proposer intends to
use subcontractors and if so, provide the contact
information of the proposed subcontractors and
a description of the scope and portions of the
work the subcontractor will perform.
Total of Section B
Section C - Technical Approach
C.1. Provide a proposed schedule for the project
to include key milestones
C.2. Provide a narrative description of the
technical approach planned for gathering the
required information and compiling
assessments in the six (6) categories of
assessment (Budget, Inventory, Benchmark,
Service, Staff and Governance).
Total Section C
Section D - Demonstrated Performance of
Similar Services
D.1. Provide a narrative description of specific
similar projects which the proposer has
completed. Include issues that were
encountered and how they were resolved.
D.2. Provide customer references for three (3)
accounts similar in size and scope with Higher
Education Universities which the proposer has
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Maximum
Points
150
400
completed within the past five (5) years. Each
reference shall include address, name, and title
and telephone number of the Higher Education
University who would be knowledgeable of the
project. A brief description of the service
provided and periods of services and the costs
of the service should be provided.
Total Section D
Total Technical
Section - Cost
The entire proposal including proposed cost
shall remain valid for at least 120 days after the
time designated for receipt of proposals. All
monetary amounts shall be in U.S. currency.
Points will be determined by dividing the
evaluation costs into the lowest evaluated costs
then multiplying the result by the total points
allocated for costs.
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150
700
300
Attachment 1: Technical Proposal Table
Job Title
% of Effort Total
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% of Effort on Site
Attachment 2: Cost Proposal
The cost proposal must be in a separate sealed envelope marked “UTHSC ITS Assessment Cost
Proposal”
ITS Assessment Cost Proposal Table
Job Title
Hours
Hourly Cost
% of Effort
Total Cost
Estimated Cost of Reimbursable Costs $________________
(Attached breakdown and description of Reimbursable Cost)
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Attachment 3: Attestation Form
THE UNIVERSITY OF TENNESSEE
ATTESTATION RE PERSONNEL USED IN CONTRACT PERFORMANCE
REQUEST FOR QUOTATION COLLECTIVE NUMBER 10051929
ITEM OR SERVICE:
CONTRACTOR LEGAL ENTITY NAME:
FEDERAL EMPLOYER IDENTIFICATION
NUMBER:
(or Social Security Number)
In compliance with the requirements of Chapter 878, Tennessee Public Acts of 2006, the Bidder
hereby attests that, if awarded this bid requirement, the Bidder shall not knowingly utilize the
services of an illegal immigrant in the performance of the Contract or Purchase Order and shall
not knowingly utilize the services of any subcontractor who will utilize the services of an illegal
immigrant in the performance of the Contract or Purchase Order.
SIGNATURE & DATE: _______________________________________________
Notice: This attestation MUST be signed by an individual empowered to
Contractually bind the Contractor.
TITLE: ________________________________________________
NOTE: The bidder should enter the company’s legal name and Federal Employer Identification
Number or Social Security Number in the appropriate space and then sign and date this form.
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The University of Tennessee Health Science Center
Request for Proposal # 10051929
ACKNOWLEDGMENT OF RECEIPT AND INTENTION
Please complete this form as soon as possible and fax to the number indicated below.
This is to acknowledge receipt of Request for Proposal# 100519296 for UTHSC dated ,
February 2nd, 2016. Acknowledgement form is due on February 12th, 2016. Sealed proposals are
due March 3rd, 2016 at 2:00 p.m. Central Time.
Check one:
Our firm intends to submit a proposal and hereby requests to receive any addenda or
other correspondence related to this RFP.
Our firm does not intend to submit a proposal and does not wish to receive any
addenda or other correspondence related to this RFP.
Firm Name
Mailing Address
Contact Person
City, State Zip
Signature
Phone Number
Date
Fax Number
Email address
Website
PLEASE FAX or email THIS ACKNOWLEDGMENTBY TO:
The University of Tennessee Health Science Center
Purchasing Services Office
Attention: Michelle Newman
Fax No. (901) 448-8028
Email:
knewma13@uthsc.edu
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Attachment 4 Labels
The University of Tennessee,
Memphis
The University of Tennessee,
Memphis
SEALED PROPOSAL
TECHNICAL PROPOSAL
For
SEALED PROPOSAL
COST PROPOSAL
For
RFP 10051929
RFP 10051929
ITS Assessment
ITS Assessment
DUE March 3, 2016
DUE March 3, 2016
2:00 P.M. CENTRAL TIME
2:00 P.M. CENTRAL TIME
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