#
Request for Proposal
Secure Mobile Messaging Solution for
Healthcare Provider Organization
Paste logo here
Paste logo here
[Type the company name]
#
RFP Name: <insert name>
RFP Number: <insert number>
Table of Contents
1. General Information and Background....................................................................... 2
2. Overview of Requirements ............................................................................................ 2
3. Questions ............................................................................................................................. 2
4. Schedule & Submittal Instructions ............................................................................. 3
5. Proposal Response and Presentation ........................................................................ 5
6. Scope of Work & System Requirements .................................................................... 6
7. Implementation and Support .................................................................................... 10
8. References ........................................................................................................................ 12
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
1
RFP Name: <insert name>
RFP Number: <insert number>
1.
G
eneral Information and Background
General Information & Background of ORGANIZATION.
Provide a summary of your company including:
Office location(s)
Incorporation (state)
Number of years in operation
Number of employees
Organization structure
Business functions (product/service lines)
2.
O
verview of Requirements
ORGANIZATION is accepting proposals from qualified firms to provide a secure,
robust, interactive, reliable, high-speed messaging solution to be used for secure
communications in a healthcare or related environment. The solution will be an
integral part of the internal communication processes at ORGANIZATION. The
system must be available to initiate and deliver messages 24 hours a day, 7 days a
week, 365 days a year.
3.
Q
uestions
All questions about this Request for Proposal must be submitted in writing and
delivered electronically to Name/email address on or before the required due date.
Written answers to the questions will be provided to all respondents of the RFP in
accordance with the schedule of events. Questions received after the deadline for
submitting questions will not be answered.
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
2
RFP Name: <insert name>
RFP Number: <insert number>
4.
S
chedule & Submittal Instructions
4.1.
S
chedule of Events
Task
Date
Initial mailing of RFP
Deadline for submission of questions (time w/time zone)
Deadline for submission of proposals (time w/time zone)
Contract award (estimated)
Date
Date
Date
Date
4.2.
S
ubmittal Instructions

COST TO PREPARE AND SUBMIT RESPONSES
All costs incurred in the preparation and submission of responses to the
RFP shall be the responsibility of the Respondent.

LATE PROPOSALS
Proposals received after the due date and time will not be
considered and will be returned unopened to the sender.
Regardless of the method used for delivery, Respondents shall be
wholly responsible for the timely delivery of submitted proposals.

PREPARATION
Proposals should be prepared in such a way as to provide a
straightforward, concise delineation of capacities to satisfy the
requirements of the RFP. Expensive bindings, color displays,
promotional materials, etc., are not necessary or desired.
Emphasis should concentrate on conformance to the RFP
instructions, responsiveness to RFP requirements, and on
completeness and clarity of content. All proposals and
accompanying documents become the property of
ORGANIZATION.

PROPRIETARY INFORMATION
ORGANIZATION should insert its standard proprietary information
policy.

PROPOSAL DELIVERY INSTRUCTIONS
Submit proposals and mark boxes or envelopes plainly as indicated
below:
ORGANIZATION
Person or department to
deliver to
RFP: Name/Number
Opening Date: Date
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
3
RFP Name: <insert name>
RFP Number: <insert number>
Address 1
Address 2
Address 3
Email Address
For: Secure Messaging System
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
4
RFP Name: <insert name>
RFP Number: <insert number>
5.
P
roposal Response and Presentation
5.1 Proposal Submittal Options

Hard-Copy Proposal: Each proposal response shall consist of (#)
binder(s)—submit one master, (#) paper copies, and (#) electronic copy
response in single document in Adobe PDF format only on a CD. Clearly
label and index binders with appropriate section and sub-section numbers
as referred to herein.

Email Proposal: Email a single copy of the proposal response to the
contact stated in section 4.5. The proposal response must be a single
document in Adobe PDF format only.
5.2 Format of Response
Label and include the following sections in the proposal. Number each page
individually and provide a table of contents:

Respondent Experience and Personnel – A description of the
respondent’s company, including the organization’s experience and
history with providing services to similar organizations.

Customer References – Provide three customer references by
completing the Customer Reference form in Section 12 of this RFP.

Scope of Work & System Requirements – Describe the approach to be
taken including, but not limited to, how the project will be organized,
number and types of staff involved. Complete the matrix and answer all
questions in Section 6 of this RFP and include them in section 5.4 of your
response.

Implementation Schedule – Provide a schedule of events that clearly
indicates the time sequence for tasks that are required to perform major
components of the implementation. See Section 7 of this RFP for more
detailed instructions.

Pricing – Provide pricing information. See Section 8 of this RFP for more
detailed instructions.

Additional Information – Respondent(s) may provide additional
information that is relevant to this proposal for consideration. Additional
information must be limited to two pages or less.
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
5
RFP Name: <insert name>
RFP Number: <insert number>
6.
S
cope of Work & System Requirements
6.1.
S
cope of Work

Provide a secure, robust, interactive, reliable, high-speed messaging solution to be
used for secure communications in a healthcare or related environment. The solution
will be an integral part of the internal communication processes at ORGANIZATION.
The system must be available to initiate and deliver messages 24 hours a day, 7
days a week, 365 days a year.

Using the Response Codes below please indicate if your system meets the system
requirements listed in the table in this section.
Response Code
Definition
1: Meets
Requirement
The requirement will be met by the core functionality of the system
proposed. This functionality is already operational at other sites.
2: Under
Development
Requirement will be met by software that is currently under
development, in beta test, or not yet released. Provide target
release date.
3: Minor Modification
Requirement will be met with minor modifications to existing
software. All work will be performed by the vendor and pricing must
be included. This work must be noted in the project plan and
schedule.
4: Major
Customization
Requirement will be met by major modifications to existing software
or by new custom software development. All work will be performed
by the vendor and any additional costs must be noted
5: Third-Party
Requirement can be provided through a third-party solution partner.
When responding with a 2, vendors must describe how the
functionality will be achieved and whether any set-up work will be
done by the vendor or customer.
6: Other Tools
Requirement will be met by the use of proposed software tools such
as a report writer, query language or spreadsheet. When
responding with a 3, vendors must describe how the requirement
should be met and whether the set-up work will be done by the
vendor or customer.
7: Not Available
Vendor cannot meet requirement.
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
6
RFP Name: <insert name>
RFP Number: <insert number>
Req. No
Requirement
Response
Code
Comments /
Explanation
6.2.
S
ystem Requirement
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
7
RFP Name: <insert name>
RFP Number: <insert number>
1.1. Feature requirements
1.1.1.
Send and receive secure
messages on mobile devices
1.1.2.
1.1.9.
1.1.10.
Send and receive secure
messages through the web
Send and receive secure
messages from mobile devices
to web and web to mobile
devices
Receive message
alerts/notifications
Ability to customize alert tones
Ability to receive backup email
and SMS notifications
See when sent messages have
been delivered and read
Search for and select message
recipients from directory
Send secure texts within groups
Ability to create distribution lists
1.1.11.
Send and receive images
1.1.12.
Send and receive files
1.1.13.
Send and receive videos
1.1.14.
Send and receive voice notes
1.1.15.
1.1.16.
Set message lifespan
Ability to recall messages once
sent
Set a custom status
Receive pages within solution
application
Other
1.1.3.
1.1.4.
1.1.5.
1.1.6.
1.1.7.
1.1.8.
1.1.17.
1.1.18.
1.1.19.
Please specify
1.2. Technical capabilities
1.2.1.
Does your solution require any
hardware on-premise?
1.2.2.
Does solution require server(s)
on-premise?
1.2.3.
Is solution cloud-based/SaaS?
1.2.4.
Is solution available greater than
98% of time?
1.2.5.
Are messages sent and received
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
If “Yes”, please
provide details
If “Yes”, please
provide details
8
RFP Name: <insert name>
RFP Number: <insert number>
1.2.6.
1.2.7.
1.2.8.
1.2.9.
1.2.10.
1.2.11.
1.2.12.
in real-time?
Is solution location agnostic?
Does solution permit messaging
to end-user mobile devices from
a PC and from a mobile device
to a PC?
Does solution work on Wi-Fi
networks?
Does solution work on cellular
networks?
Can users access solution via
web portal/PC?
Please list all mobile devices
(including tablets) supported by
solution from which a user can
access the application
Please provide architectural and
workflow diagrams for solution
N/A
N/A
Please specify any
operating system
and browser
limitations
Please specify
Please attach to
submission
1.3. Administrative Controls Requirements
1.3.1.
Does your solution contain an
administrative portal?
1.3.2.
Can administrators set system
locks at an organization level?
1.3.3.
Can administrators set system
locks at a user level?
1.3.4.
Are administrators able to
add/delete/modify/suspend
users?
1.3.5.
Does solution allow
users/administrators to set
message lifespans?
1.3.6.
Can administrators wipe any
user account without wiping that
user’s entire device?
1.3.7.
Does solution support the use of
a number pin for authentication?
1.3.8.
Can administrators use Active
Directory with solution?
1.3.9.
Are administrators able to
interact with MDM systems
through solution?
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
9
RFP Name: <insert name>
RFP Number: <insert number>
1.4. Integration Requirements
1.4.1.
Does your solution support
Active Directory integration?
1.4.2.
Does solution support MDM
system integration?
1.4.3.
Does solution support EMR
integration?
1.4.4.
Does solution support phone
system integration?
1.4.5.
Does solution support on-call or
other scheduling software
integration?
Does solution support
integration with other clinical
systems and departments (e.g.
lab, pharmacy, etc.)?
Does solution support answering
service integration?
1.4.6.
1.4.7.
1.4.8.
If “Yes”, please
provide details
If “Yes”, please
specify which
providers
If “Yes”, please
specify which
providers
If “Yes”, please
specify which
providers
If “Yes”, please
specify which
providers
If “Yes”, please
provide details
If “Yes”, please
specify which
providers
If “Yes”, please
provide details
Does solution support any other
3rd party system integrations?
1.5. Security Requirements
1.5.1.
Is your solution HIPAA
compliant?
1.5.2.
Are messages encrypted in
transit?
1.5.3.
Are messages encrypted at
rest?
1.5.4.
How is data encrypted? Please
specify which areas are
encrypted (e.g. user passwords,
message contents, etc.)
1.5.5.
Can unique user names or
numbers be assigned to each
account?
1.5.6.
Is there a default inactivity timeout for the application?
1.5.7.
Do you have a data backup plan
in place?
1.5.8.
Do you have a disaster recovery
plan in place?
Please provide
details
N/A
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
Please provide
details
Please provide
details
Please provide
details
10
RFP Name: <insert name>
RFP Number: <insert number>
1.5.9.
Do controls exist to safeguard
your facility and equipment from
unauthorized use or theft?
Do controls exist to safeguard
access
to your data
center?
Have you been associated with
any HIPAA Security Rule
violations?
Have you implemented
safeguards to protect ePHI?
Please provide
details
1.5.13.
Do you regularly perform
security risk assessments?
Please provide
details
1.5.14.
Have you performed a self or
external evaluation of your
operations in accordance with
HIPAA Security Rule?
Please provide
details
1.5.10.
1.5.11.
1.5.12.
Please provide
details
If “Yes”, please
provide details
Please provide
details
6.3.
A
udit Logs

P
rovide an overview of the audit log functionality of your solution. Please
address the following questions
o
H
ow is audit log secured?
o
H
ow is audit log sent to client?
o
H
ow is audit log stored by client?
o
W
hat data is included in audit log?
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
11
RFP Name: <insert name>
RFP Number: <insert number>
7.
I
mplementation and Support
7.1 Implementation Process
Describe your solution’s implementation process including:




Support service during implementation
User and administration training process
Timeline for implementation
Maximum/minimum number of users supported by solution
7.2 Support System
Provide a detailed description of your support system for the proposed solution.
Additionally, describe policies/procedures for the following:



Update and maintenance process
Support documentation
Problem resolution process
8.
R
eferences
Provide three references from healthcare clients that have implemented your
proposed messaging solution. Please include:



Client name and address
Contact name and phone number
Products and services installed and length of product or services in place
.
Secure Mobile Communication Solution for Healthcare Provider Organization
Sample Request for Proposal (RFP)
12