Request for Information
WHOLE SLIDE IMAGER AND SOFTWARE
SUITE
RFI Due Date: November 30th, 2007 at 1pm (CST)
Created: 02/17/2016
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Section 1 Overview
1.1 Purpose for this Request for Information (RFP)
The intent of the Request for Information (RFI) is to solicit information for hardware and software required
that best meets the requirements of the University of Texas M.D. Anderson Cancer Center (M.D.
Anderson) Division of Pathology and Laboratory Medicine for a whole slide imaging system with digital
image management software, and possibly including image analysis software and tissue microarray
software, which will meet numerous use-cases in both the clinical and research setting. The highest
priority for the department at this time revolves around the following Use –cases:
1.1.1 – Slide/Image archival of referral cases that are sent to M.D. Anderson and then returned upon
completion of review
1.1.2 – Clinical intra-departmental specialist consultation for immediate diagnosis (Frozen sections)
1.1.3 – Biopsy slide archival for intra-operative decision support for frozen sections
1.1.4 – Immunohistochemistry controls for distributed viewing and rapid availability
1.1.5 – Permanent record of Immunohistochemistry stained slides ( in case of fading or loss of pigment)
for comparison with subsequent material.
1.1.6 - Archival of representative sections from all positive cases
1.1.7 – Conference support for tumor boards, allowing distributed teleconferencing
1.1.8 – Educational / teaching support
1.1.9 – Enterprise image management
1.1.10 - Other use cases
a) Tissue microarray
b) Image Analysis
1.2 M. D. Anderson Cancer Center Background Information
1.2.1 Mission
The mission of the University of Texas M.D. Anderson Cancer Center is to eliminate cancer in Texas, the
nation, and the world through outstanding programs that integrate patient care, research, and prevention,
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and through education for undergraduate and graduate students, trainees, professionals, employees and
the public.
1.2.2 Vision
We shall be the premier cancer center in the world, based on the excellence of our people, our researchdriven patient care and our science. We are Making Cancer History.
1.2.3 Core Values
Caring: By our words and actions, we create a caring environment for everyone.
Integrity: We work together to merit the trust of our colleagues and those we serve.
Discovery: We embrace creativity and seek new knowledge.
1.3 Laboratory Informatics Environment
1.3.1
Current Applications
The Division of Pathology and Laboratory Medicine, through its Laboratory Information services group
currently maintains its own data center (see below), help desk, and desktop support services running
multiple mission critical applications for the delivery of care at M.D. Anderson. PowerPath (v8.3, currently
upgrading to v9.1), IMPAC’s Anatomic Pathology system, manages the workflow and daily operations for
our laboratory for surgical pathology, cytopathology, dermatopathology, autopsy pathology, and parts of
the hematopathology services. Cerner’s Classic PathNet Laboratory Information System is used by the
Laboratory Medicine Department, for most areas of the laboratory, including Transfusion medicine. We
have recently initiated the project to replace Cerner for the Transfusion Medicine service with the
eProgressa platform from MAK-System. We are currently using a self-developed software for the HLA
laboratory. The Clinical laboratories will also be moving off of Cerner to SCC Soft Computer’s SoftLab,
and we are co-developing/enhancing the SCC Soft Computer’s SoftGene product for our Molecular based
laboratories. The hospital information systems include Siemens Invision (ADT) and a self-developed C#
.NET windows forms application EMR called ClinicStation. We currently use the Quovadx QDX™
Integrator (MDI Solutions, Toronto, CA) Interface engine in the enterprise We have also developed a
VB.NET windows forms application called PathStation which acts as a workflow integration platform, tying
together all of the relevant applications for the pathologists into a unified platform with single sign-on and
patient synchronization. Our dictation application (Winscribe), PowerPath, Cerner and ClinicStation are all
connected this way. Ideally, an image management application and potentially, the other software
applications related to WSI would be able to connect to our integration platform.
PowerPath’s uses a case-centric view of the data. As our mission critical system, it facilitates the workflow
for both the laboratories and the pathologists. We currently have the ability to store case relevant images,
although we don’t currently use this functionality for slide images. We are scanning case paperwork and
associating these images with the cases.
For reference, the following are the available software interfaces for PowerPath:
1. ADT Interface: Imports admission, discharge, and transfer information from hospital information
systems to PowerPath.
2. Results Interface: Transfers outbound results from PowerPath to other hospital information systems.
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3. Billing Interface: Minimizes the chance of incorrect billing and increases billing efficiency by sending
demographic and order information to the billing system. PowerPath can be used to manage either
global billing or professional and technical billing.
4. Referring Physician Master File Interface: Automatically updates PowerPath when changes to a
centralized physician database are made.
5. Inbound Orders Interface: Allows PowerPath to automatically receive orders, cancellations, and
number assignments from external information systems.
6. Ventana Stainer Interface: Transfers patient demographics and orders for a specific stain directly to
the staining machine.
7. Cassette Labeler Interface: Allows PowerPath to work directly with printers to automatically inscribe
blocks with labels upon order entry.
We currently are not using whole slide imaging in any clinical relevant business processes at this time.
Having said this, we do currently own 2 Trestle Robotic Microscopes which have been deployed in both of
our frozen rooms for remote consultation of staff members during frozen sections. This system includes a
gross camera setup in one room.
We do utilize image analysis systems. We have Applied Imaging’s ARIOL system (San Jose, CA), which
consists of a walk-away scanner with the ability to analyze 50 slides. The adjacent microscope comes
with lenses of 10, 20, and 40x. We have 5 stations located in various laboratories throughout the hospital
with the ability to add more. Currently, we use the system for IHC analysis of single section and TMA
immunostaining. Ariol has the ability to distinguish 4 color differences, along with their shapes. The
system is used to quantitate, separate, and analyze, digitally, the various measurements of color and
shape variation obtained with DAB and AEC. At the present time, we are not using the system for
immunofluoresence because we need upgrades, including a new camera. A second system is the
Biogenex iVISION & gVISION system (San Jose, CA), which is also is used to quantitate, separate, and
analyze similar to Ariol’s system, but has no shape classifier. Unfortunately, the company has offered
poor technical support. One strong point, however, is that the instrument is user friendly.
1.3.2 Laboratory Informatics: Server Hardware and Operations
The LIS data center houses over 52 servers, of which the overwhelming majority are Hewlett Packard
model servers. The center also hosts the Cerner PathNet system (OpenVMS). Implementation projects
for 2 new Unix (AIX & TRU64) systems recently kicked off: One system (Soft) will replace the Cerner lab
system, and will be comprised of 2 racks hosting 2 IBM P5 9117 570 servers. The second system will
consist of 1 rack with 2 HP Alpha ES45 servers for the MAK blood bank applications. The Cerner system
will be decommissioned and removed from the data center upon implementation of the Soft system. An
old home-grown legacy database, (data store) called Concurrent, is currently in the process of being
decommissioned with the data off-loaded into a new data warehouse, referred to as SPiDR (Shared
Pathology Information Data Repository) that we are developing in house using a Microsoft SQL platform,
.NET architecture, and Web services. An entire Citrix environment is also hosted from this data center
allowing thin client and cross platform support for laboratory applications distributed throughout the
campus. The systems are backed via an HP MSL 6060 tape library running Veritas software. This
system provides 12 Tb of data storage, non-compressed
The data center maintains an MGE COMET 80KVA/64KW UPS to maintain electrical protection. The
center also manages a Liebert chilled water-cooling system, which keeps the room temperature 63
degrees 24x7. The operations staff verifies this hourly. The data center floor is raised 1.5 ft. and all
wiring is managed under the floor, which is equipped with liquid sensors. The room is equipped with a
non-liquid fire suppressant system. Access to the data center is protected by a badge entry system,
currently limited to operators and server administrators. All other employees must get permission for
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entry. A second coded lock door inside the operations room also limits access to the data center. Only the
server administrators have the combination to this lock.
1.3.3 Networks
The core of the network is a Gigabit Ethernet using switches configured in a fully meshed topology. The
riser closets are connected via 100-base-fx (fiber optics running 100mbps speeds in full duplex). The
secondary closets are connected in the same manner. The individual desktops have 10mb switched ports
guaranteeing consistent performance across the entire network. All buildings on campus are connected to
the institution-wide Ethernet. Since coverage of the backbone is 100%, all applications can be accessed
from any location within M.D Anderson.
1.3.4 Imaging Workflow
No whole slide imaging workflow for clinical care is in place. We will require an integrated workflow within
our current case workflow to ensure that images of critical assets are obtained, stored, accessible,
secure, and retrievable.
1.3.5 Desktop PC Computing Standard (current)
M.D Anderson PC Workstation Standard
IBM compatible
Intel Core 2 duo 1.86 Ghz
1gb RAM memory
80 GB hard drive
Windows XP SP2
MS Office 2003 SP2
Lotus Notes client 5.0.11
Acrobat Reader 8.0
Trend Micro OfficeScan
Compaq DMI 5.01a3 (reads network settings and
helps monitor the workstation)
Internet Explorer 6.0 SPI
1.3.6 Internet/Intranet Security
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M.D. Anderson’s security mission is to ensure the integrity, confidentiality, and availability of critical
resources and assets while minimizing the impact of security procedures and policies upon business
productivity. Policies and operating procedures exist for Hardware security, Operating system security,
Identification and Authentication, Security Auditing, Information Access control, Network Security,
Telecommunications security, Encryption, Enterprise Anti-virus/Anti-spyware security, Email security,
Intranet/internet security, and Asset/Media security.
1.4 Institutional Statistics
2006
CATEGORY
ACTUAL
Inpatient Beds
512
Nursing Units (Inpatient and Outpatient)
46 (Inpatient19, Outpatient27)
Annual Inpatient Admissions
21,221
Annual Inpatient Days
155,551
Annual Outpatient Clinic Visits
927,441
Annual Operating Hours
50,917
Annual New Patient Accounts
22,000
Number of Protocols
1,081
Average length of stay for Inpatient
1.5
7.3 days
Department Statistics
2006
CATEGORY
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ACTUAL
Surgical Cases (S type)
50,233
Cytology Cases (C type)
24,789
Hematopathology Cases
(S/BM type)
20,813
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1.6 Vendor Instructions
Proposals must be summarized in a cover letter on the vendor’s letterhead, with a reference to this
Request for Information. The RFI must also be referenced on the outside of the envelope or package.
The response to this Request for Information must be received at the address no later than November
30th, 2007 at 1pm (CST), and in accordance with the instructions provided. It is the responsibility of the
vendor to insure that the Request for Information is received on time.
Vendors are specifically prohibited from contacting anyone at M. D. Anderson other than Lucy Calzada,
C.P.M. regarding this Request for Information. Failure to comply with this requirement could result in the
vendor being summarily disqualified from further consideration. Vendors may communicate with Dr
Michael Riben, MD in the Department of Pathology for coordinating demonstration/site visits within the
department.
This Request for Information is issued by:
Lucy Calzada
Sourcing Specialist, IS Sourcing / Contracts
Supply Chain Services
UT M. D. Anderson Cancer Center
lcalzada@mdanderson.org
713-794-5496
Your response to this Request for Information may be mailed or delivered to M. D.
Anderson Cancer Center Supply Chain Services Department
Delivery Address:
University of Texas M. D. Anderson Cancer Center
Attn: Supply Chain Services, 110507/lp,
1020 Holcombe Blvd., Suite 230
Houston, Texas 77030
1.7 M. D. Anderson Reserved Rights
Compliance with the terms and conditions of the Confidentiality Agreement or Vendor acceptance submitted
information relating to this RFI shall not bestow Vendor with any rights or expectations with respect to being
selected to perform the work or provide a solution described herein. M. D. Anderson reserves the right to:
1) Terminate discussions with any Vendor at any point without incurring liability or expense.
2) Reject without notice or explanation any or all RFI submissions, or any portion of an RFI, for any reason.
3) Return or reject unopened any RFI documents delivered after the RFI closing date and hour, or to the
wrong address.
4) Modify or amend any parts of the RFI documents prior to request of any proposal. Such modification or
amendment will be communicated to all Vendors who will be given the opportunity to modify or amend any
part of their submissions as a result.
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5) Disqualify and reject any submission that is determined to be incomplete in any material respect.
Section 2—Scope of Work
2.1 General
The system proposed by the Respondent shall meet the requirements outlined herein. This section of the
RFI is divided general parts:
1.
General System Specifications
2.
Functional and Technical Requirements
The Respondent is asked to reply fully to each question and requirement in this section. RFI responses
may be considered as an addendum to the final contract with M. D. Anderson Cancer Center.
2.2 General
2.2.1 Equipment Acceptability
Equipment must be available for general sale or lease on the date specified for receipt of responses. The
minimum useful life span of the proposed equipment must be at least five years from the date of
acceptance. All equipment proposed shall be of the latest design, system organization, and technology.
The respondent is to provide equipment specifications.
2.2.2 Software Acceptability
All system and application software proposed and specified as currently available must be demonstrable
in a production environment or otherwise be so indicated. The degree of success of the software to meet
the requirements outlined in this RFI will be decided by M. D. Anderson
2.2.3 Vendor Questionnaire
The following sections present questions related to basic vendor information required by M.D. Anderson.
Please answer each question completely, concisely, and accurately. Incomplete answers will be
considered as “blank answers” and will be disregarded. For each response, indicate the number of the
question to which you are responding.
2.3
General System Specifications
2.3.1. GENERAL QUESTIONS
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2.3.1.1 VENDOR PROFILE
1) Provide the primary contact person for purposes of addressing issues related to this RFI.
a) Name
b) Title
c) Address
d) Phone Number
e) Fax Number
f) Email Address
2) Please give a brief outline of your corporate organization, including relevant controlling interest, controlled
companies, recent mergers or acquisitions, corporate philosophy and current strategic mission.
3) Provide a brief summary of your company and product offering including:
a) Number of years in your industry
b) Number of years serving the healthcare industry
c) Total number of employees
d) Name of hardware platform and software
e) Version of software
f) Total years hardware and software have been developed
g) Total number of client installations with proposed hardware/software solution(s),
h) Number of client installations in U.S.
i) Was the hardware/software internally developed or acquired from another source?
j) Describe any participation in healthcare standards groups (e.g. DICOM)
4) Please attach copies of any recent trade journal articles about your company, products or clients,
including relevant case studies and product brochures
.
2.3.1.2 DEVELOPMENT
1) Describe your company’s commitment to continued development and product enhancements as well as
how user enhancement requests are prioritized? What is your three-year plan for your current whole slide
imaging platform and software applications, as well as future development?
2) Describe the development /release cycle for the proposed products including feature prioritization and
user requests impact on product features.
2.3.1.3 CLIENT INFORMATION
1) Provide a partial client list indicating the client name, address, phone number, contact, installation date
and functionality/modules in production for currently installed users of the proposed system who reflect
the same business as M.D. Anderson Cancer Division of Pathology and Laboratory Medicine
2) Please provide a list of at least three clients for references. These clients should have used the system
for at least 1-6 months and have a similar profile to the division of Pathology and Laboratory Medicine at
M.D. Anderson. These references will be utilized by M.D. Anderson to evaluate the vendor’s performance
on matters such as client satisfaction, application and technical issues, implementation and client support,
training and responsiveness to issues. These references should be considered excellent users of the
products proposed. (Ideally, they should be using the proposed version or the preceding version, but
planning to upgrade to the proposed version)
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a) Client name, address, phone and contact
b) Type of laboratory?
c) Brief description of environment and system configuration
2.3.1.4 SYSTEM ADVANTAGES/BENEFITS
1) Provide examples of tangible benefits (Return on Investment) that have been documented by other
users/clients of your proposed system.
a) Where do your clients typically see cost savings/improvements (reduction of paperwork, reduction in
errors, etc…)? Please quantify if possible.
b) What methodology do you use to measure benefits? Please provide a sample.
2.3.2 HARDWARE AND SOFTWARE TECHNICAL
2.3.2.1 Solution Architecture
1) Describe your solution’s current architecture (Hardware device, software, client server, PC based, etc.)
and any expected hardware prerequisites or environmental prerequisites/site preparation.
2) If you are planning any significant changes, please describe your solution’s future architecture.
3) Please describe the configuration requirements of the solution in detail. Include requirements for
operating system, disk capacity, main memory, communications, peripherals and any other additional
requirements for software or hardware.
2.3.2.2 Imaging Device and Hardware
1) Which hardware platform(s) does your software solution currently run on and which do your recommend?
2) What are the hardware prerequisites for the installation of your product (server, desktop)? Does the
vendor have to support and install all equipment necessary to make the system perform to
“specification”?
3) What are the physical space requirements for the hardware device? Please include dimensions and
weight of the device.
4) What microscopic lenses come standard with your device? Are additional lens available? If
Immunoflourescence is supported, which microscope lenses are available?
5) What is the scanning region for the imager? ( please list possible dimensions)
6) What size slides does the imager support? Will it support whole mount slides or slides of unusual
shape/size?
7) Does the machine support bulk slide loading? How many slides can be loaded? Does the machine have
true “walk-away” functionality?
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8) What is the maximum spatial resolution possible with your imager?
9) What Image formats does the imager support? What is the default image format? What is the
approximate image size?
10) Does the imager support DICOM image formats? Are you involved in the DICOM W26 for a DICOM
Pathology Image standard?
11) What type of room requirements are necessary (cooling, ventilation, lighting etc)?
12) What is the recommended power supply?
13) What type of scanning technology does the imager use (Tile and stitch/continuous line scan and /lensarray)?
14) What is the average speed for scanning at 2x, 10x, 20x, and 40x?
15) What is the average load and un-load time for each slide on the device in multi-slide mode?
16) Does the imager have bar-code reading capability?
17) Can the device be integrated with a laboratory information system?
18) What interfaces currently exist for the device?
19) Is there a programming API to control the device from third party applications?
20) Can the device be monitored remotely? Is there an email or paging capability to alert on-call personnel?
2.3.2.3 Image Management Software
1) What are the names/versions of your proposed Image Management Software? Briefly describe each
module’s function.
2) If no image management software is included, please list software packages that currently support the
Imager device.
3) Please describe any limits that the software application might have (number of concurrent users, number
of printers, number of imagers etc.)
4) Which operating system(s) does your Image management application run on?
5) What database systems does your image management system work with?
6) Do you have any synchronization capability with third party applications? (For example, a messaging API
that allows synchronization with the laboratory information system- this is similar to how PACS system
stay in sync with RIS applications)
7) What are the software prerequisites for the installation of your product?
8) Can your image management software connect to more than one device?
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9) Can the image management software populate metadata directly from information that resides in the LIS?
based on a barcode?
10) Does the Image management software allow custom data metadata fields for images?
11) Describe the image manipulation capability?
12) Describe image conversion or editing capabilities in the image management software
13) Describe the Image search capabilities. Can users search on all metadata fields? Is there a complex
search builder? Can custom data fields be searched?
14) Describe the API available for programmatically interacting with the client applications?
15) Does your software solution support HL-7 compliant format? If so, what HL-7 version? Are there any HL7
version restrictions?
16) Describe your experience/support for interfaces and interface engines? Have you developed interfaces
with Impac PowerPath or Siemens Invision (ADT) Were they inbound or outbound from your software?
Would you support development with these vendors if required/desired?
17) Does the application allow web access to galleries?
18) Describe functionality that supports conferencing. Can slides be grouped for presentation?
19) Can the image management application be accessed through a Citrix server configuration?
20) Can the software support teleconferencing?
21) Does the software support multiple scanning devices? Can scanning devices be located on the network?
22) Does the software support export of images in multiple formats? What formats are supported?
23) Can multiple “instances” of the image management database be used by a single imager?
24) Does the software support image versioning?
25) Can the software you support work with our currently owned devices?
2.3.2.4 Image Analysis software (potential use case)
1)
What software is used for Image analysis?
2)
Describe software capability in regards to rare event detection, Immunohistochemistry algorithms,
multi-stain separation and quantitation
a. IHC nuclear?
b. IHC cytoplasm?
c.
Membrane?
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d. Color deconvolution?
e. Co-localization?
f.
Immunoflorescence?
g. Z-stack capabilities
h. Are you able to merge two images?
3)
Describe the location of image processing – is it done on the server or on the desktop workstation?
4)
Do images need to be transferred to client pc workstations for all analysis functions? What is the
average wait time for image availability?
5)
Is there an API for programming custom algorithms or connecting third party applications?
(i.e…ImagePro Plus)
6)
What tools are available for masking specific areas and the like?
7)
Does the software support color quantitation? With the Ariol system, we are able to analyze 4 colors at
the same time. Does your system support more than 4 color separators?
8)
Does the software support shape quantitation? Again, with the Ariol, we are able to separate shapes
according to spot width, width, compactness, roundness, and axis ratio. Are you able to do the same
or even more?
9)
Please describe ROI selection tool set? Can manual ROI be performed?
10)
Please describe any Result reporting functionality? What formats are supported? Does the user have
the ability to create and format a custom report with our logo on it?
11)
Can results be exported in other data formats (XML?)
12)
Concerning immunoflourescence, The software support the ability to graphically distinguish and
separate different fluorescent colors and measure them?
2.3.2.5 Tissue Microarray Application Software (Possible use case)
1) Please give an overview of the systems capability with regard to designing tissue microarrays, analyzing
tissue microarrays, and manipulating data captured.
2) What type of database is used to associate data with digital image files? How large are the files, on the
average, and what is the storage capacity of the database?
3) Describe the automation capabilities with regard to Image analysis?
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4) Do you support the Association of Pathology Informatics sponsored tissue microarray data exchange
standard?
5) Can “virtual” TMA slides be constructed from numerous stored TMA slides? Would we be able to analyze
them as a group, as well as individually?
6) Can a user access “serial sections” images associated with cores in a TMA? The Ariol has this feature
now. It is called slide link.
7) Can “spot” images be compared across TMA slides?
8) Are you able to interact with the application at all times, adding notes, surgical numbers, etc. regardless
of what step you are at during the workflow?
9) Does the software support the ability to circle selected areas of interest or mask areas that are not
wanted?
10) Does the image software support TMA spot annotation?
2.3.2.6 Client Workstations
1) What are the minimum and recommended workstation specifications? Describe the computing
requirements of all proposed user workstations. Please include all recommended hardware and software
requirements (e.g. desktop operation system(s), RAM requirements, etc.)
2) Does the application support cross-platform utilization?
3) What third party software, if any, must be present on client workstations?
4) Would your software allow teleconferencing and consultation on a typical institutional PC?
2.3.2.7 PRODUCT CUSTOMIZATION
1) Can your product be customized? If so, please explain who can customize: M.D. Anderson or vendor?
2) What specific parts of your product can be customized? Explain if customization will affect on-going
product support and upgrade considerations.
2.3.2.8 USER INTERFACE
1) What user interface standards does your products use (Windows forms, browser-based, java webstart)?
2) Will the application work in a “minimized” mode?
3) Does your product permit basic windows functionality such as cut, copy, drag and paste?
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2.3.2.9 DATABASE/FILE STRUCTURE
1) Please describe the file structure or database management system (DBMS) used with your proposed
solution. Include whether your DBMS is relational, object-oriented, or other.
2) Does the user with appropriate access have access to all data stored in your database? (ODBC?) If not,
what data is restricted from being accessed?
3) Describe the extent to which the format of patient inquiries or reports can be tailored to the needs of your
customers.
4) Does your DBMS support SQL queries? Is the data model available to the customer?
5) Please describe any system capabilities for the import or export of data by users. Include supported file
formats and level of user expertise required (general user, IT personnel, DBA, etc.)
6) Does your system have the ability to set priorities for different accesses of the database? By user? By
type of request (canned or dynamic)? By data being requested?
7) Explain the capability for adding storage capacity.
8) Does your system architecture support a clustered environment?
2.3.2.10 REPORT GENERATION AND TOOLS
1) Does your system have an ad-hoc report writer utility with access to all databases and data elements?
Identify any third party software that reports can be run from (e.g. Crystal Report Writer Tools).
2) Please describe your reporting capabilities. How much technical knowledge is required for a general user
responsible for analytical reporting?
3) Can clients do ad hoc reporting without vendor assistance? Can non-IT users utilize the ad hoc reporting
tool? What type of special training is needed for your report writer tool?
4) Are standard reports included with the proposed system? (Please provide a list of all standard reports,
and up to 5 sample reports if possible) Can the customer modify these standard reports?
5) Can reports be scheduled to print at a specific location at a specific time?
6) Are we charged any additional costs for extra services in relation to this?
7) Do you customize reports or do you have a program in place to allow the user to implement and generate
their own reports?
8) If the vendor is required to develop and deploy reports, is there a one time charge or an on-going service
charge?
2.3.3 DATA STORAGE
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1) State the recommended disk space for data storage.
2) How long are image files saved on the system? Can image files be archived?
3) Is a storage area network (SAN) technology an option for storage and archival of image files and data
files?
4) Is there a default naming convention for files? Is this human-readable? Can the default naming
convention be customized by location, user, or project?
5) Which storage platforms, if any, do you recommend?
6) Can image files be archived and retrieved? Would we have the ability to archive and restore image and
text files to our own server and/or to an individual external hard drive to be used with the client software?
7) Is encryption employed during storage or transfer of files?
8) Do you recommend any particular external hard drives for client desktops to support application use?
Which brands?
2.3.4 SECURITY
1) Describe the security features available in your proposed system: levels of security? Data and time stamp
for transactions? Audit transaction logs? Encryption and authentication protocols?
2) Does the system log all activity to provide a complete audit trail of the specific user, function accessed,
date/time and data changed?
3) Does an audit capability exist for your system that documents a chronological record of user events at an
application level, (e.g. logon, logoff, password change, creation, deletion, opening/closing files, program
initiation, actions by system operators/administrators/security) against the system? (Please provide a
sample audit report if possible)
4) Describe the audit process within the system related to failed attempts to access data or unsuccessful log
– on attempts?
5) Describe audit trail data storage and retrieval tools available within the system (e.g. data retention
periods). Are the audit trail records only available to the appropriate system administrators?
6) Does your audit capability allow for the system administrator to determine compliance with existing
policies and operational procedures?
7) Does the system provide security controls to restrict access by:
a) Application module
b) Online function
c) Screen within a function
d) Data element
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e) Terminal ID/location
f)
User ID
g) Definable user groups (i.e. a particular lab has access to certain files)
8) Can system administrators both easily update and access all user privileges?
9) Can one user be signed on to multiple terminals simultaneously (using the same user ID/password)?
10) Can one user be signed on to multiple terminals simultaneously to open & analyze the same file?
11) Does the system have a “time out” feature that automatically signs off a user if a workstation has been left
unattended for a defined period? Is this customer definable? Can the time be modified?
12) Describe how the password and security code file is maintained on the system. Is it encrypted? How is it
secured against unauthorized access?
13) Describe the requirements governing password creation (e.g. static, dynamic, length-minimum 7-8
characters, disallowed words, difference from ID, etc.), reset and expire date available within the system.
14) Does the system support Triple DES 128-bit encryption, the M.D. Anderson standard?
15) Indicate if your product is/will be compliant with the following HIPAA application security requirements:
a) Access Controls
b) Audit Controls
c) Data Authentication
d) Entity Authentication (including unique ID’s, Automatic logoff)
2.4 IMPLEMENTATION
1) Provide a sample implementation plan indicating the tasks required, the party responsible for each task
(client, vendor, other), the approximate time required to complete each task, and the relative sequence of
tasks. Will you commit to on-site personnel for go live, if needed?
2) Specify the client resources needed to successfully install your system.
3) Does the system arrive at the client site configured and pre-loaded with software?
4) What type of installation validation test plan is required?
2.5 SUPPORT, PERFORMANCE, AND ONGOING SYSTEM MAINTENANCE
AND UPGRADES
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2.5.1 SUPPORT
1) Describe hardware and software support options available? Indicate the location of your service office(s)
nearest to Houston, Texas, and its responsibilities. Is both on-site and remote access support available.
2) Specify the availability of support? (Times, days, etc?)
3) What is the pricing policy for support (Straight percentage of initial cost / year, flat fee/user, etc)
4) What mechanisms are available for tracking, analyzing, and reporting calls and problems reported by a
client?
5) Do you provide ongoing support for customers that do not have the most recent upgrade?
6) What is the maximum length for a support contract without price increases
7) What is the minimum allowable support contract? (i.e., 1 yr, 2yr, 3 yrs etc.)
2.5.2 MAINTENANCE/UPGRADES
1) Identify the terms of your maintenance contract. Do costs include future enhancements and
developments? If not, please describe the conditions and terms under which enhancements and new
releases are available to current users of your system?
2) How do you notify customers that the upgrades are available and where to get the documentation of the
upgrade contents?
3) What is the process for upgrading software and hardware? How long does a software upgrade usually
take? How frequently are upgrades delivered?
4) If the customer wants an enhancement, do they have to wait for a system-wide upgrade?
5) Indicate whether the respondent will guarantee upgrade compatibility of the proposed system with future
releases of the software, for a minimum of five years.
(a) ___Yes
(b) ___No
(c) If no, explain.
8) Provide information on the typical maintenance tasks that must be performed.
a) List the typical tasks that must be performed.
b) How often are they required?
c) How long do they take?
d) Does the system need to be taken down to perform the tasks?
e) Are there other circumstances when the system must be scheduled for downtime?
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9) Describe the number and type of IT resources typically required or recommended for optimal
maintenance and support of your system for a typical customer of our size? Identify any specific skills
required beyond those provided by your typical training.
2.5.3 SYSTEM PERFORMANCE
1) Describe any performance monitoring tools that are recommended?
2) Describe the system’s ability to detect and respond to abnormal conditions within the system (e.g. alarm,
auto-shutdown, restart, etc.) Describe the average downtime for daily, weekly and monthly processing?
Do you recommend hardware or software redundancies which minimize downtime,
2.5.4 BACKUP/RECOVERY
1) Does the system provide incremental backups as well as full backups?
a) ___Yes
b) ___No
2) Describe data file backup procedures and provisions, including features of the system that minimize the
impact of scheduled and unscheduled downtime.
3) Is the system available to end-users during the backup process? If not, indicate the length of time the
system is unavailable while the backup routine is running?
4) Describe the system downtime schedule for maintenance (maintenance includes preventive
maintenance, installation of new versions of software etc…)
5) Describe in detail how your recovery procedure works? Does your recovery system recover all images,
selected area files, databases, text files, data files etc?
2.6 TRAINING
1) Describe the training that will be required for the system manager? For end users?
2) Identify the types of training recommended and duration (Online, CD, Computer Based, Videos, Printed
Materials etc).
3) Identify the location and associated cost structure ( Fee/site, Fee/ person, Fee/day etc)
4) DO you offer training for each upgrade?
5) Indicate options to support a “train-the trainer” approach and potential cost savings of utilizing this approach.
6) Does your product have on-line help?
a) By category?
b) By screen?
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c) By data field?
d) Is help pre-defined? Can help be customized by user?
SECTION 3 – CONTRACT INFORMATION
3.0 CONTRACTUAL/WARRANTY SPECIFICATIONS
1) Describe your company’s position on including each of the following items in the final contract:
a) Scheduled installation dates for all hardware and software
b) Negative incentives for not meeting implementation dates
c) Availability dates for software under development
d) Provisions for cancellation by either party and penalties for cancellation and/or failure to perform
e) A guarantee for the overall performance of your system (for example maximum downtime and maximum
acceptable response time)
f)
Identification of modifications necessary to customize your system to meet the requirements of M.D.
Anderson.
g) Timeframes in which modifications will become available
h) Training schedule
i)
Names and resumes of personnel to be assigned to the installation
j)
Right for M.D. Anderson to demand component replacement
k) Cap on implementation fees
4.0 ADDITIONAL INFORMATION
Please add any additional information that has not been addressed above. This is not a required section.
However, if there are features or functions regarding the Technical Operating Environment/Architecture
not already addressed in this section that are a significant competitive advantage for you, or are
particularly well suited for M.D. Anderson, please use this space to elaborate.
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