BEXAR COUNTY, TEXAS
RFP-27-06-059-SVC
DUE: July 10, 2007 @ 2:00 PM
Information Services
For
Real Time Location Systems
April 27, 2007
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.
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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
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teaching facility for the University of Texas Health Science Center at San Antonio.
The numbers of providers who work at UHS are outlined below:
Provider Type
Medical Faculty
House staff
Residents
Staff Nurses
Total Number
1,003
3,835
665
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
Beds (active)
Total Number in 2005
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:
University Hospital
UH
121,213
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University Health Center
–Downtown
University Family Health
Center - Southwest
University Family Health
Center - Southeast
University Center for
Community Health
University Family Health
Center – North
University Family Health
Center - Northwest
University Family Health
Center - Southwest
CareLink
Correctinal Healthcare
Total Encounters
Downtown
Southwest
Southeast
West
North
Northwest
Southwest
CareLink
Detention HC
124,405
49,920
54,985
59,953
27,911
9,725
54,985
130,896
101,149
674,157
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.
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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.
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
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1.2
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 from
scanning.
All servers and clients must be added to the UHS Windows 2003 Active Directory domain. If needed, a special
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.
Overview of the RTLS Project
Vendor Mandatory requirements:
.
 Must have extensive experience in assessing organizations and providing services in the development of systems
in the healthcare sector
 Must be able to provide a lab area within the San Antonio vicinity where UHS personnel can review vendor finds
and be able to conduct analysis and testing
 Must have a previous success track record in assisting healthcare organizations in the evaluation and creation of
IT initiatives
 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.
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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.
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:
Code
C
P
O
X
Description
Current product fully complies.
Not part of the current product but planned in a
scheduled release. Vendor shall indicate the
time frame when requirement will be available.
Optional capability that can be provided at an
additional charge, either as an optional feature,
3rd party option, or as a special order
development.
Requirement is neither available nor planned by
the vendor.
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Functional Requirements
Statement of Work:
Minimum project tasks
The Vendor Will;
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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.
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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.
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.
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TAB A.
Vendor Qualifications
Compliance
Status
A.1.
Comments
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
A.1.2.2. The company in general
A.1.3.
Identify the location and size of
the organization
A.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 market
A.7.2.
Identify why using your
company’s services over another
would benefit UHS
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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.
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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:

Name of Institution

Point of Contact’s Name and
Telephone Number

Period of Performance
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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.
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TAB B.
Vendor Configuration Response
Compliance
Status
B.1.
Comments
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
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Compliance
Status
B.1.3.
B.1.4.
Comments
Describe payment schedule to
include percentages/amounts due
at specific milestones including
under three scenarios:

Contract Signing

Completion of Installation

Completion of Product Acceptance

Other
Vendor shall describe any benefits
in pricing plan regarding potential
research, testing, site of
excellence, etc.
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Compliance
Status
B.2.
Comments
Assessment Plan Response
B.2.1.
Describe the assessment /
planning process, including the
number of vendor personnel you
will commit to having on-site / offsite 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 staffdays and expected duration), and
the 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.).
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Compliance
Status
B.2.4.
Comments
Vendor requirements from The
System. In order to meet the
above timeline, the vendor will
describe the commitments that it
needs from UHS including:

Number of
technical/administrative FTE's
with the skill sets required from
The System

Documentation required from
The System with milestones for
delivery
B.2.5.
Define the
requirements/responsibilities and
expectations of the individual on
the vendor's staff who will have
overall responsibility for the
deliverables.
B.2.6.
Provide detailed resumes of
personnel who would manage the
project as well as mini-bios of
those who would be assigned to
the day-to-day work depicting
qualifications and relevant
experience.
B.2.7.
Vendor will conduct weekly project
progress meetings for the duration
of the project to review progress
and pre-coordinate necessary
support activities.
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Compliance
Status
B.2.8.
The vendor is responsible for
taking meeting minutes and
distributing within 48 hours of the
meeting.
B.2.9.
Please describe the project team,
which would typically be used to
assess the RTLS and timeframe
included in your project plan.
Comments
B.2.10. Please include levels of effort,
anticipated issues, etc., please
provide a general schedule and a
proposed project plan that has
proven successful in previous
installations of UHS’ size.
B.2.10.1. Describe your specific project
approach and methodology for
this project.
B.2.10.2. Indicate by project phase ,
specific project deliverables
from past similar projects.
B.2.10.3. Outline any assumptions you
have made in preparation of
this RFP response.
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Compliance
Status
B.3.
Comments
On-Site Support
B.3.1.
The proposal shall include a list of
the facilities required for support
of this initiative, including:

Loading dock access

Material storage

Workshop space

Office space

Communications (LAN,
telephone, fax, etc.)

Shipping and receiving
department support

Other
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Appendices
Appendix I – Acronyms
The following table of description of the acronyms used throughout this RFP.
ADT
Admissions, Discharges, and Transfers
EMR
Electronic Medical Record
HIPAA
Health Insurance Portability and Accountability Act of 1996
HIS
Hospital information System
HL7
Health Level Seven
IHE
Integrated Healthcare Enterprise
PACS
Picture Archive and Communication system
RTLS
Real Time Location System
The System
University Health System
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UHS IT Strategic Plan
Appendix II – UHS Facilities List and Affiliates
University Hospital (UH)
4502 Medical Drive
San Antonio, TX 78229-4493
210-358-4000
University Health Center – Downtown (UHC-D)
527 N. Leona
San Antonio, TX 78207
210-358-3400
University Family Health Center – Southwest (UFHC-SW)
2121 S. W. 36th Street at Highway 90
San Antonio, TX 78237
210-358-5100
University Family Health Center – Southeast (UFHC-SE)
1055 Ada Street
San Antonio, TX 78223
210-358-5500
University Center for Community Health (UCCH)
701 S. Zarzamora
San Antonio, TX 78207
210-358-3400
University Health Center – North (UHC-N)
302 W. Rector
San Antonio, TX 78216
210-358-0835
University Health Center – Northwest (UHC-NW)
2140 Babcock Road, Suite 200
San Antonio, TX 78229
210-358-8820
Cancer Therapy & Treatment Center – (CTRC)
7979 Wurzbach
San Antonio, TX 78229
210-450-5050
Correctional Health Care Services
200 N. Comal
San Antonio, TX 78207
210-335-6260
UT Medicine (UTM)
4647 Medical Drive
San Antonio, TX 78229
210-592-0420
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UHS IT Strategic Plan
DECISION CRITERIA AWARD MATRIX
RFP for Real Time Location System
ADMINISTRATIVE
EVALUATION CRITERIA
Level of experience in
assessing healthcare
organizations and providing
services in the development of
systems in the healthcare
sector
Ability to provide a lab
environment for UHS to
conduct assessments and
testing at vendor facilities local
to UHS
A proven previous success
track record in assisting
healthcare organizations in the
evaluation and creation of IT
initiatives
A high degree of expertise in
the areas of wireless
technologies and RFID
TOTAL POINTS
Points
Vendor
Vendor
Vendor
40
20
20
20
100
FINANCIAL CRITERIA
$ CRITERIA
Proposal Score
Decision formula: Financial / Non Financial = Proposal Score
Last Update: February 12,
2016
Vendor
Vendor