NYULMC Barcode Scanning System RFP
Barcode Scanning System
Request for Proposal
September 2nd, 2015
Presented by:
Strategic Sourcing
Supply Chain Management
NYULMC Barcode Scanning System RFP
RFP Barcode Scanning System
Objective
NYU Langone Medical Center is requesting proposals that will allow it to determine suitable Suppliers to enter into
a Statement of Work for a barcode scanning system for the NYU Langone Medical Center. The contracted
Supplier will be expected to provide both a) comprehensive services solutions (details for which are provided on
page 6) and b) competitive pricing structures, as related to individual Scope of Work (SOW) offered.
RFP Overview
Introduction
NYU Langone Medical Center invites you (the SUPPLIER) to submit a proposal in accordance with the
requirements, terms, and conditions in this Request for Proposal (RFP) to provide a barcoding scanning system
for various items. This RFP process is your opportunity to demonstrate your strong commitment to partnering with
the NYULMC and ensure high quality customer support services with competitive pricing.
This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your
service capabilities and initiatives. We encourage you to submit a proposal that is aggressively priced which will
exceed our expectations.
Background Information
NYU Langone Medical Center (NYULMC) is one of the premier academic medical institutions in the country. For
more than 155 years, it has been a leader in patient care, physician education, and scientific research.
Notwithstanding the Medical Center’s reputation as one of the country’s premier medical institutions, it recognizes
the benefits of a barcoding scanning system. The NYU Langone Medical Center requires high quality services
that can exceed our expectations when it comes to a scanning system in a secure manner. In an effort to
establish the best practice for this service, we are seeking your professional perspective to establish an efficient
system for scanning barcodes while we build our relationship.
Milestone Calendar:
Milestones
Date
Time
RFP Release Date
September 2nd, 2015
5:00 PM EST
Questions Due
September 10th, 2015
12:00 PM EST
Answers to Vendors Due
Proposal Due
September
14th,
2015
5:00 PM EST
September 21st, 2015
5:00 PM EST
Inquiries regarding information are to be directed to: Luis Qorri - Luis.Qorri@nyumc.org
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Bidder’s Note: All questions regarding interpretation or specifications must be submitted in writing to
Luis.Qorri@nyumc.org & Atul.Panchal@nyumc.org only. Under no circumstances shall vendors contact any
employee of NYULMC. Any dialogue initiated by the bidder not addressed to contacts above will result in an
immediate disqualification. Discussions on other business matters and not related to this RFP are permitted
Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with
vendor’s information and responses provided in the appropriate places therein. The required electronic
applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides
may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or
slides.
All inquiry requests must be submitted via email by Sept 10th, 2015 BY 12:00pm EST.
Proposals will be accepted up to the “due date” listed above, and no proposals may be withdrawn after the
required date and time for submission. Information that arrives after the requested due date will not be taken into
consideration. It is the responsibility of the Vendor to ensure that the information is submitted by the required time.
NYULMC shall not waive or extend this requirement for any reason. Submitted information shall remain valid for
seven hundred and thirty, (730) days from the proposal submission date. If the hospital determines that there is a
discrepancy in or omission from this RFP prior to or after the opening of proposals, an addendum will be issued to
all Suppliers that have submitted proposals.
Information Review:
Evaluation Criteria:
NYULMC will evaluate information based on the criteria listed below, on a rating scale of 1-5. The maximum
possible score for each criterion is shown below.
Criteria
Maximum Score
Pricing of Services
5
Ability to Meet Service Requirements
5
Scanning System
5
Quality of Delivery
5
Service Levels and Turn Around Time
5
Proposal Selection:
Following a complete evaluation of all proposals submitted, NYULMC shall begin negotiations with the selected
Supplier. Any business relationship or services engagement awarded is contingent upon NYULMC and Supplier
reaching mutually agreeable terms. Other Suppliers that have submitted proposals will be notified when
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negotiations have been completed. It is the intention of NYULMC to enter into a Statement of Work with one (1)
Supplier, by which any and all of the project scope (if awarded in NYULMC’s sole discretion) will be governed.
NYULMC reserves the right to:
Waive any irregularities or informalities in proposals;
B) Accept or reject any and all proposals or portions thereof in NYULMC’s sole discretion;
C) Amend the current RFP or if necessary issue a new RFP
D) Take other action as deemed appropriate.
Project Award Structure
Due to the size and complexity of the entire scanning system, NYULMC will award this project to one (1) Supplier.
The responses provided herein will allow NYULMC to make the most informed decision from both a Cost
Efficiency and Quality Services perspective.
Scope of Work
The following provides a framework for the range of comprehensive service solutions that NYULMC expects
the Supplier to provide in the execution of the services:
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Integration with NYU program.
NYU Specific Barcoding numbers
Any specifications required from your perspective when creating barcoding numbers specific to NYU
Scanning barcodes on MRO items
Ease of use for End User
Automatic adjustment of Inventory
Turnaround Time for issues
This project is specific to items associated with Maintenance, Repair and Operation (MRO). These items are
stored in a central stockroom and currently have NYU specific barcoding labels on them. The scope of work is to
enable scanning of these barcodes, and integrating into the current inventory management software.
Pricing for Barcode Scanning System
Please include applicable rates (per unit cost, per service required) in the embedded document below:
Item
Cost of Software
Cost of Implementation
Ongoing Maintenance Services
All Inclusive (software, hardware, training)
Cost per Barcode
Cost
All In Cost
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Project Specific Inquires
Barcode Scanning Process:
Please describe the end-to-end process and programming used for scanning barcodes.
Scheduling:
Define proposed timelines to scan barcodes and provide a sample implementation plan (based on the information
provided).
On Time Service:
Please provide your qualifications and reliability to provide on time service to the NYULMC without the need to
extend the timeline set for a barcode scanning system. Please include guaranteed uptime of barcoding system
and turn around time to assist troubleshooting any issues that may arise
Barcoding Specification:
Describe the various capabilities that can be used to scan barcodes specific to NYU barcoding numbers.
Keying and Reporting:
Describe the various capabilities that can be used to track and report all the barcoding numbers.
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Internal / External References:
Please provide three references to attest to your qualification and availability to provide a barcoding scanning
system to the NYULMC. Internal references are encouraged to be included.
Supplier Representative:
Describe the supplier representative’s qualifications and availability to the NYULMC.
General Inquiries
Value Added Programs:
Provide detailed information on any value-added programs and services that would identify savings opportunities
in labor, online storage, scanning volume and services to NYULMC.
Strategic Partnerships:
Please describe how a strategic partnership with your company will be beneficial to the NYULMC.
Communication:
NYULMC requests communication reports that are used to determine both quality and efficiency within a project’s
life span (i.e. Cost reports and Timeline completion reports), that can, among other things, explain or identify any
variances that may impact a particular project. Please briefly describe your ability to provide.
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Additional Information:
Please provide any other additional information that the NYULMC should know about you.
Standard Terms and Conditions
Recordkeeping
Books and records of Hospital’s purchases and services shall be made available, upon demand, in an easily
accessible manner for a period of three (3) years from the end of the agreement term (including renewals) to
which they pertain, for audit, examination, excerpts and transcriptions by the Hospital, state, and federal
representatives and auditors.
Audits
Hospital may conduct audits to validate costs and compliance with agreement terms and conditions. Hospital will
allow a reasonable timeframe for Supplier to prepare files for an audit. Supplier will correct audit findings
immediately or within 30 days following notification of the errors.
Regulatory Agencies
Supplier shall operate in accordance with all applicable laws, ordinances, regulations and rules of federal, state
and local authorities. Hospital officials may inspect Supplier’s facilities.
Upon request from Hospital, Supplier shall provide:
A letter of guarantee of compliance with regulations, and the latest facility inspection forms and comments from
applicable federal, state, and local agencies.
Insurance
Supplier shall maintain all necessary and proper insurance for the duration of the work to be performed, including
Comprehensive General Liability Insurance and Property Damage Insurance, Workers Compensation Insurance
and Automobile Liability Insurance. Supplier shall provide certificates of insurance upon request. Should any
required insurance be cancelled before the expiration date, the issuing company will mail 30-days written notice to
the Hospital.
Taxes
Hospital is a tax exempt organization. Hospital will provide Tax ID upon request.
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