RFI: TLA/CG
Section 2: Scope
Request for Information (RFI)
Scope of Work
CORE LABORATORY TOTAL LAB AUTOMATION
FOR
UNIVERSITY OF TEXAS M.D. ANDERSON CANCER CENTER
Section 1 – Overview
Some of the issues facing clinical laboratories today include an increased demand
for technically advanced services (molecular diagnostics), demands for better
turn-around-time (TAT), continued increase in test volumes, reduced
reimbursements from testing, decentralized testing with the growth of POCT,
technical staff shortages, and administrative pressures to lower operating
expenses. An avenue open to clinical laboratories to address cost containment is
through automation (sectional or total laboratory automation). The reported and
documented benefits by many of the clinical laboratories that have incorporated
automation in their work processes have been reduced labor costs, standardized
processes, increased productivity and efficiency, improved TAT, and a reduction
in laboratory errors.
The Division of Pathology & Laboratory Medicine (P&LM) is requesting vendor
information on robotic/ automation products to assist the Division in making an
informed decision on how to proceed with Total Lab Automation. P&LM will
work proactively with hospital administration and the clinical staff to improve the
clinical laboratory’s service mission.
Once the RFI is completed, an additional competitive bidding process will result
in the selection of supplier(s) for automation of the Core Clinical Laboratory.
This process will occur in the August-September 2007 timeframe. The selected
supplier(s) will provide the lab with the products and services needed to automate
it processes. This automation will include process improvement from PreAnalytical steps/Preparation thru specimen storage.
The requirement for suppliers to be considered for a contract includes:
 Productivity and efficiency gains including efficiencies that can be
sustained (e.g., reduction in cost/unit, improved quality and service levels)
 TAT improvements including throughput, level-loading capabilities
 Quality and error reduction improvements including specimen integrity
checks
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RFI: TLA/CG
Section 2: Scope
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Instrument compatibility with line including interchanging instruments,
connectivity, software upgrades, CLSI standards compliance.
Flexibility of automated line including scalability, capacity, volume, and
test mix.
Processor, Data Center, Track, Centrifuge, and Storage Center availability
and capabilities.
Physical requirements and layouts
Suppliers should submit information about robotic and automation systems which
addresses these requirements, as well as, prepared to provide P&LM personnel
with a presentation that details each of these requirements.
Section 2 – Overview of The University of Texas M.D. Anderson Cancer Center
Since 1944, more than 800,000 patients have turned to M. D. Anderson for cancer
care in the form of surgery, chemotherapy, radiation therapy, immunotherapy or
combinations of these and other treatments. This multidisciplinary approach to
treating cancer was pioneered at M. D. Anderson. Because they focus only on cancer,
experts here are renowned for their ability to treat all types of cancer, including rare
or uncommon diseases. This year, more than 79,000 persons with cancer will receive
care at M. D. Anderson, and about 27,000 of them will be new patients.
Approximately one third of these patients come from outside Texas seeking the
research-based care that has made M. D. Anderson so widely respected. More than
11,000 patients participated in clinical research exploring novel therapies and
diagnostic tests in 2007, the largest such program in the nation. M. D. Anderson
holds accreditation from the Joint Commission on Accreditation of Healthcare
Organizations (JCAHO).
At M. D. Anderson, important scientific knowledge gained in the laboratory is rapidly
translated into clinical care. M. D. Anderson now ranks first in the number of grants
awarded and total amount of grants given by the National Cancer Institute. M. D.
Anderson holds nine NCI Specialized Programs of Research Excellence (SPORE)
grants. The research program is considered one of the most productive efforts in the
world aimed solely at cancer. During 2006 M.D. Anderson received over
$400Million dollars to funding Research.
M. D. Anderson employs more than 16,000 people and enjoys a volunteer workforce
of more than 1,600 volunteers who provide more than 290,000 hours of service each
year. Faculty, staff and volunteers are dedicated to the core values of Caring,
Integrity and Discovery. Together, they work toward fulfilling the M. D. Anderson
mission of eliminating cancer as a major health threat. The size of the institution has
increased about 50 percent in size in the last five years. The physical plant includes
an in-patient pavilion with 520 beds, clinical research buildings, outpatient clinic
buildings, a faculty office buildings and a patient-family hotel.
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RFI: TLA/CG
Section 2: Scope
Section 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, prevention, and through education for undergraduate
and graduate students, trainees, professionals, employees, and the public.
Section 2.2 – Vision
We shall be the premier cancer center in the world, based on the excellence of our
people, our research-driven patient care and our science. We are Making Cancer
History®.
Section 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.
Section 3 – Submission of Information
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Supplier should submit 10 copies of applicable information in 3 ring binders.
Supplier should submit any supporting documents that discuss the technology and
functionality your company can offer (i.e. brochures, pamphlets, scientific
literature, etc.).
Section 3.1 – Pricing
Supplier should submit general pricing associated with equipment and services in your
bid package. This pricing information will only be used for informational and financial
purposes, such as, ROI and budgeting. MDACC will not use this pricing information is
selecting a supplier. There will be a formal bidding process at a later date to acquire
pricing to be used in the selection of a supplier for contract. Supplier should submit
contract options available; including:
 Lease Options
 Purchase Options
 Servicing Options
 Piloting (testing) Options
Section 4 – Evaluation Period
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RFI: TLA/CG
Section 2: Scope
M.D. Anderson technical personnel will review all information submitted during this RFI
process and select a supplier(s) to bring in for additional evaluation. Suppliers selected
will be those suppliers that meet the technical requirements decided by MDACC
technical personnel.
Section 5 – Obligation
Neither the transmission of this RFI to a prospective Supplier(s), nor the acceptance of a
reply, implies any obligation or commitment by MDACC to enter into any contract or
undertake any financial obligations with respect to this RFI. Additionally, any financial
expenses incurred during the preparation of any response to this RFI will be the sole
responsibility of the respondent. After evaluation of all proposals, MDACC intends to
conduct an evaluation and discussion with the Supplier(s) considered best qualified to
meet its requirements. MDACC reserves the right to reject any or all proposals whenever
such actions are in its best interests.
Section 5.1 – Process and Selection Decision Date
Suppliers should be aware that this process is a 2 step approach and this initial RFI is for
informational purposes only. In the future, MDACC will post an official bid, at which
time; suppliers will submit formal proposals in more structured and competitive
environment.
MDACC plans to select a supplier in a timely manner. It is our intention to have a final
supplier selected by October 2007.
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