REQUEST FOR PROPOSAL
Population Health Management System (PHMS) Enhancements
for
The University of Texas Medical Branch at Galveston
RFP No.: 16-033
Pre-Proposal Conference: Wednesday, January 27, 2016
Proposal Submittal Deadline: 3:00 PM local Galveston, Texas time, February 18, 2016
Prepared by: Cameron Guthier
Sr. Acquisition Specialist
Date:
January 21, 2016
TABLE OF CONTENTS
SECTION 1 - NOTICE TO RESPONDENTS ................................................................................................... 3
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
General ...................................................................................................................................................................... 3
Submittal Deadline .............................................................................................................................................. 3
Pre-Submittal Conference................................................................................................................................. 3
Silent Period ........................................................................................................................................................... 3
UTMB Contacts ...................................................................................................................................................... 4
Agreement Term ................................................................................................................................................... 4
Inquiries and Interpretations.......................................................................................................................... 4
Texas Public Information Act .......................................................................................................................... 4
Agreement Award Process ............................................................................................................................... 5
Criteria for Selection.......................................................................................................................................... 5
Respondent's Acceptance of Evaluation Methodology ....................................................................... 5
Commitment ......................................................................................................................................................... 5
Acquisition from Other Sources ................................................................................................................... 5
Historically Underutilized Businesses ....................................................................................................... 5
Group Purchase Authority .............................................................................................................................. 6
1.16
Awarded Vendor Disclosure Requirements for Contract Exceeding $1 Million………………………….7
1.17 Key Events Schedule……………………………………………………………………………………………………..7
SECTION 2 - PROPOSAL REQUIREMENTS ................................................................................................ 7
2.1
2.2
2.3
2.4
2.5
General Instructions............................................................................................................................................ 7
Preparation and Submittal Instructions ..................................................................................................... 7
Pricing and Delivery Schedule ........................................................................................................................ 9
Terms and Conditions ........................................................................................................................................ 9
Submittal Checklist .............................................................................................................................................. 9
SECTION 3 - GENERAL TERMS AND CONDITIONS............................................................................... 11
SECTION 4 - SCOPE OF WORK/SERVICE REQUIREMENTS ............................................................... 10
4.1
4.2
4.3
4.4
4.5
4.6
General ................................................................................................................................................................... 10
Minimum Requirements………………………………………………………………………………………………13
Scope of Work ..................................................................................................................................................... 12
Warranty .............................................................................................................................................................. 16
Personnel ............................................................................................................................................................. 15
UTMB’s Project Manager................................................................................................................................. 16
SECTION 5 - EXECUTION OF OFFER ........................................................................................................ 16
SECTION 6 - PRICING AND DELIVERY SCHEDULE .............................................................................. 22
6.1
Pricing Schedule ................................................................................................................................................ 22
SECTION 7 - RESPONDENT QUESTIONNAIRE........................................................................................ 23
7.1
7.2
7.3
7.4
7.5
Company Profile and Qualifications .......................................................................................................... 23
Staffing .................................................................................................................................................................. 24
Technical Proposal .......................................................................................................................................... 25
Quality Assurance ............................................................................................................................................. 26
Added Value ........................................................................................................................................................ 26
ATTACHMENT
RIDER 105 – BUSINESS ASSOCIATE AGREEMENT
SECTION 1 - NOTICE TO RESPONDENTS
1.1
General
The University of Texas Medical Branch at Galveston (“UTMB”) is accepting competitive sealed proposals to contract for
Enhancements to the Population Health Management System (PHMS) in accordance with the terms, conditions and
requirements set forth per Request for Proposal, RFP No. 16-033. This Request for Proposal (RFP) provides sufficient
information for interested parties to prepare and submit proposals for consideration by UTMB.
Respondents are encouraged to propose contractual arrangements offering the maximum benefit to UTMB in terms of (1)
total overall cost and (2) project management expertise. Applicability of educational, state and local government, and any
other available discounts should be strongly considered.
THIS RFP IS A SOLICITATION FOR PROPOSAL AND IS NOT A CONTRACT OR AN OFFER TO CONTRACT.
RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY
AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.
1.2
Submittal Deadline
UTMB will accept proposals until 3:00 PM local Galveston, Texas time, February 18, 2016.
1.3
Pre-Submittal Conference
All Respondents interested in submitting a proposal are invited to attend a Pre-Submittal Conference to be held in UTMB
Conference Room Clear Lake Center, Suite 110, located at 20738 Gulf Freeway, Webster, TX 77598 or via Conference Call.
The purpose of the conference will be to highlight important points in the RFP (due dates, required documents for proposal
submittal, etc.). Please have access to the RFP documents. Questions regarding the Scope of Work will not be addressed at
the conference; these types of questions should be posed per the instructions in Section 1.5 below.
Attendance at the conference is not required in order to submit a proposal, and attendance will not be a factor in evaluating
the proposals.
The conference will be from 1:30-2:30 PM CT on Wednesday, January 27, 2016.
You may access through any of the links below.
Attendance at the conference is not required in order to submit a proposal, and attendance will not be a factor in evaluating
the proposals. Please call (281) 338-6891 or (409) 502-8852 upon arrival, as the building is secure access only.
Join by phone
409-266-2120 (Galveston Main Campus Profile) English (United States)
877-226-9790 (Toll Free) (Galveston Main Campus Profile) English (United States)
Find a local number
Access Code: 6681218
1.4
Silent Period
UTMB is committed to ethical contracting standards and practices that help prevent a conflict of interest or the
appearance of a conflict of interest. UTMB shall have a “Silent Period” during this solicitation that limits
communication regarding this bid. All communication during this solicitation should involve the Purchasing
department and Respondents should not discuss any portion of this solicitation with any UTMB employee outside of
the Purchasing department during this time period.
The “Silent Period” shall begin with the issuance of this RFP and ends upon the execution of an Agreement(s) with
selected Respondent(s). During the “Silent Period”, Respondents shall refrain from conversations with any UTMB
employee, except purchasing department personnel, regarding this RFP. In addition, during the “Silent Period”,
Respondents should not give any gifts or any other items of value to any UTMB staff that may be affiliated with this
RFP.
Respondent(s) agree and understand that noncompliance with the “Silent Period” may result in
disqualification from this RFP.
1.5
UTMB Contact
Any questions or concerns regarding this Request for Proposal shall be directed to:
Cameron H. Guthier
Central Purchasing
301 University Blvd.
Galveston, Texas 77555-0905
Ph.:
281-338-7514
e-mail: caguthie@utmb.edu
UTMB specifically instructs all interested parties to restrict all contact and questions regarding this RFP to written
communications forwarded to UTMB Contact. UTMB Contact must receive all questions or concerns no later than
5:00 PM CT on Friday, February 5, 2016. University will have a reasonable amount of time to respond to questions or
concerns. It is UTMB’s intent to respond to all appropriate questions and concerns; however, UTMB reserves the right to
decline to respond to any question or concern.
1.6
Agreement Term
The term of this Agreement (“Agreement Term”) will begin when executed by both parties (“Effective Date”) and
continuing for a period of three (3) years, with the option to renew for two (2) additional one (1) year periods.
1.7
Inquiries and Interpretations
Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum
(amendment) and all parties recorded by UTMB as having received a copy of the RFP will be notified of the addendum; and
all addenda will be posted on the UTMB Bidding Opportunities Website. All such addenda issued by UTMB prior to the
time that proposals are received shall be considered part of the RFP, and the Respondent shall be required to consider and
acknowledge receipt of such in his proposal. Firms receiving this proposal other than directly from UTMB are responsible for
notifying UTMB that they are in receipt of a proposal package and are to provide a name and address to utilize in the event an
amendment are issued.
Only those UTMB replies to inquiries, which are made by formal written addenda, shall be binding. Oral and other
interpretations or clarification will be without legal effect. Respondent must acknowledge receipt of all addenda in Section 6
of this RFP (Pricing and Delivery Schedule).
1.8
Texas Public Information Act
Respondent is hereby notified that UTMB strictly adheres to all statutes, court decisions and the opinions of the Texas
Attorney General with respect to disclosure of public information.
UTMB may seek to protect from disclosure all information submitted in response to this RFP until such time as a final
Agreement is executed.
Upon execution of a final Agreement, UTMB will consider all information, documentation, and other materials requested to
be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public
disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.). Respondent will be
advised of a request for public information that implicates their materials and will have the opportunity to raise any objections
to disclosure to the Texas Attorney General. Certain information may be protected from release under Sections 552.101,
552.110, 552.113, and 552.131, Texas Government Code.
1.9
Agreement Award Process
An award for the services specified herein will be made following a procedure using competitive sealed proposals. Proposals
will be opened publicly to identify the names of the Respondents, but will be afforded security sufficient to preclude
disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may
be made on the basis of the proposals initially submitted, without discussion, clarification, modification, or negotiation with
any of the Respondents or, at UTMB option, UTMB may discuss or negotiate all elements of the proposal with selected
Respondents. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be
established comprising the highest rated proposal(s). Further action on proposals not included in the competitive range will
be deferred pending an award, but UTMB reserves the right to include additional proposals in the competitive range if
deemed in the best interest of UTMB. UTMB reserves the right to award an Agreement for all or any portion of the
requirements proposed by reason of this request, award multiple Agreements, or to reject any and all proposals if deemed to
be in the best interests of UTMB and to re-solicit for proposals.
1.10
Criteria for Selection
The Respondent selected for an award will be the Respondent whose proposal, as presented in the response to this RFP, is the
most advantageous to UTMB. UTMB is not bound to accept the lowest priced proposal if that proposal is not in the best
interest of UTMB as determined by UTMB. UTMB personnel will evaluate proposals. The selection of the Seller for this
award will be based on, but not limited to, the factors listed below:







Company Profile and Qualifications
Staffing
Technical Proposal
Costs
Quality Assurance
Added Value
Proposer’s exceptions to the terms and conditions set forth in Section 3 of this RFP.
Upon completion of the initial review and evaluation of the proposals submitted, selected Respondents may be invited to
participate in oral presentations.
1.11
Respondent's Acceptance of Evaluation Methodology
Submission of a proposal indicates Respondent’s acceptance of the evaluation technique and Respondent’s recognition that
some subjective judgments must be made by UTMB during the assigning of points.
1.12
Commitment
Respondent understands and agrees that this Agreement is issued predicated on anticipated requirements for Enhancements to
the Population Health Management System (PHMS) and that UTMB has made no representation, guarantee or commitment
with respect to any specific quantity of such products and services to be furnished under this Agreement. Further Seller
recognizes and understands that any cost borne by the Seller, which arises from Seller’s performance hereunder, shall be at
the sole risk and responsibility of Seller.
1.13
Acquisition from Other Sources
UTMB reserves the right and may from time to time as required by UTMB's operational needs acquire Enhancements to the
Population Health Management System (PHMS) products and services products and services of equal type and kind from
other sources during the term of this Agreement without invalidating in whole or in part this Agreement or any rights or
remedies UTMB may have hereunder.
1.14
Historically Underutilized Businesses
UTMB has reviewed this RFP in accordance with the Texas Administrative Code Section (Title 34, Part 1, Chapter
20, Subchapter B, Rule 20.14) and has determined that subcontracting opportunities are not probable under this
solicitation.
If your company does intend to subcontract any portion of the work, your proposal must include a “HUB
Subcontracting Plan” (HSP.) The HSP Package, including the required forms and instructions, can be accessed via
the UTMB’s HUB Program website at http://www.utmb.edu/supplychain/hub/planform.asp
If you have any questions or need assistance please contact UTMB’s Manager of Supplier Diversity Programs/ HUB
Program Coordinator, Karen Gross, at (281) 338-8053, (409) 747-8000 or klgross@utmb.edu.
1.15
Group Purchase Authority
Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group
purchasing procurement method (ref. Sections 51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions
of higher education may therefore elect to enter into a contract with the successful Respondent under this RFP. In particular,
Proposer should note that UTMB is part of The University of Texas System (“UT System”), which is comprised of nine
academic and six health universities, described at http://www.utsystem.edu/institutions. UT System institutions routinely
evaluate whether an agreement resulting from a procurement conducted by one of its institutions might be suitable for use by
another, and if so, this could give rise to additional purchase volumes. As a result, in submitting its proposal in response to
this RFP, Proposer should consider proposing pricing and other commercial terms that take into account such higher volumes
and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase
contemplated by this RFP.
1.16
Awarded Vendor Disclosure Requirements for Contract Exceeding $1 Million
Eff ective January 1, 2016, TheUniversity of Texas System institutions, including UTMB, must comply with the "Disclosure of
Interested Parties" requirements mandated by HB 1295, as implemented by the Texas Ethics Commission. Briefly stated,
Contracts for goods or services exceeding $1million may not be executed by UTMB until the Awarded Vendor presents a
signed and notarized form disclosing interested parties to the Contract. The filing application and information can be accessed
at: https://www.ethics.state.tx.us/tec/1295-Info.htm
1.17
Key Events Schedule
Issue Request for Proposal :
Pre-Submittal Conference
Last Day to Submit Questions
Proposal Submittal Deadline:
Estimated Award Date:
January 21, 2016
January 27, 2016
February 5, 2016
February 18, 2016
April, 2016
SECTION 2 - PROPOSAL REQUIREMENTS
2.1
2.2
General Instructions
A.
Respondents should carefully read the information contained herein and submit a complete response to all
requirements and questions as directed.
B.
Proposals and any other information submitted by Respondents in response to this Request for Proposal shall
become the property of UTMB.
C.
UTMB will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for proposal
preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondents submit
proposals at their own risk and expense.
D.
Proposals, which are qualified with conditional clauses, or alterations, or items not called for in the RFP documents,
or irregularities of any kind, are subject to disqualification by UTMB, at its option.
E.
Each proposal should be prepared simply and economically, providing a straightforward, concise description of your
firm's ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content,
responsiveness to the requirements, and an understanding of UTMB's needs.
F.
UTMB makes no guarantee that an award will be made as a result of this RFP, and reserves the right to accept or
reject any or all proposals, waive any formalities or minor technical inconsistencies, or delete any item/requirements
from this RFP or resulting Agreement when deemed to be in UTMB's best interest. Representations made within the
proposal will be binding on responding firms. UTMB will not be bound to act by any previous communication or
proposal submitted by the firms other than this RFP.
G.
Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref.
Section 5). The returned form should indicate your company's name and include the words “No-Response” in the
right-hand column.
H.
Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of your
proposal.
Preparation and Submittal Instructions
A.
Respondents must complete, sign and return the attached Execution of Offer (ref. Section 5), Pricing Schedule (ref.
Section 6) and Respondent Questionnaire (ref. Section 7) as part of their proposal response. Proposal must be signed
by Respondent's company official(s) authorized to commit such proposals. Failure to sign and return these forms will
subject your proposal to disqualification.
B.
Responses to this RFP should consist of answers to required questions in Section 7. Please repeat the question in
your response and reference the question number corresponding accordingly. In cases where a question does not
apply or if unable to respond, reference the question number and indicate N/A (Not Applicable) or N/R (No
Response), as appropriate. Briefly explain your reason when responding N/R.
C.
Electronic Copy
An electronic Copy of the proposal should be provided in an Adobe Acrobat (.pdf) format. Please submit your
document as a properly converted PDF, not a scanned image saved as a PDF.
D.
Table of Contents
Include with the proposal a Table of Contents that includes page number references. The Table of Contents should
be in sufficient detail to facilitate easy reference of the sections of the proposal as well as separate attachments
(which should be included in the main Table of Contents). Supplemental information and attachments included by
your firm (i.e., not required) should be clearly identified in the Table of Contents and provided as a separate section.
E.
Pagination
All pages of the proposal should be numbered sequentially in Arabic numerals (1, 2, 3, etc.) Attachments should be
numbered or referenced separately.
F.
Number of Copies
Submit one (1) electronic version in an Adobe Acrobat (.pdf) format. A signature must appear on the Execution of
Offer (ref. Section 5).
G.
Submission
One (1) electronic version of the proposal must be submitted and received in the UTMB Purchasing Department on
or before the time and date specified in Subsection 1.2 and e-mailed to:
e-mail:
Vendor.bids@utmb.edu
Instructions for e-mail proposals:
 Respondent is responsible for verifying receipt of e-mail by UTMB. Respondent may call the UTMB Contact
listed in Section 1.5 of this RFP.
 Proposal must be signed and in an Adobe Acrobat (.pdf) format, zip files are acceptable.
 Any e-mail response over ten megabytes (10MB) in size will be rejected.
 UTMB is not responsible for internet outages or other circumstances that may affect Respondent’s electronic
submission.
 E-mail submission MUST be sent to the address noted above in Section 2.2.G. Emails sent to the RFP
Contact in Section 1.5 will NOT be accepted.
NOTE: Show the RFP number and submittal date in the subject line of your e-mail.
1.
2.
3.
4.
H.
Late proposals properly identified will be returned to Respondent unopened. Late proposals will not be
considered under any circumstances.
The official time clock for emailed responses shall be the date and time received and stated on email in
vendor.bids@utmb.edu mailbox.
Telephone proposals are not acceptable when in response to this Request for Proposal.
Facsimile (“FAX”), mailed, couriered, or hand-delivered proposals are not acceptable when in response to
this Request for Proposal.
Alternate Proposal
UTMB may consider alternate proposals submitted by qualified responsive firms in determining an award.
Respondents submitting alternate proposals shall clearly identify any exceptions taken to the requirements listed
herein, and include a detailed description of the alternate(s) proposed. Respondent(s) may suggest additions to the
requirements with respect to scope of work or services performed. All such suggestions shall be clearly defined.
Alternate proposals shall be submitted as an attachment to your base proposal (RFP) package.
I.
Withdrawal or Modification
No proposal may be changed, amended, modified by telegram or otherwise, after the same has been submitted or
filed in response to this solicitation, except for obvious errors in extension. However, a proposal may be withdrawn
and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the
submittal deadline without approval by UTMB which shall be based on Respondent’s submittal, in writing, of a
reason acceptable to UTMB.
J.
Validity Period
Proposals are to be valid for UTMB's acceptance for a minimum of 180 days from the submittal deadline date to
allow time for evaluation, selection, and any unforeseen delays. Proposals, if accepted, shall remain valid for the life
of the Agreement.
2.3
2.4
Pricing and Delivery Schedule
A.
Respondent must complete Pricing and Delivery Schedule, Section 6
B.
Pricing reflects the full Scope of Work defined herein; inclusive of all associated cost for delivery, labor, insurance,
taxes, overhead, and profit.
C.
UTMB will not recognize or accept any charges or fees to perform this work that are not specifically stated in the
Respondent's proposal.
D.
Cash or prompt payment discounts will not be considered in determining an award. All payment discounts offered
will be taken, if earned and deemed in UTMB's best interest.
Terms and Conditions
The General Terms and Conditions (ref. Section 3) shall govern any Agreement issued as a result of this solicitation (RFP).
A.
All Respondents must comply with the requirements listed on any Notice to Respondents, Proposal Requirements,
Scope of Work/Service Requirements, and General Terms and Conditions herein. In the event there is a conflict
expressed in this document, interpretation will be in the following order of precedence:
1.
2.
3.
4.
B.
Scope of Work/Service Requirements
General Terms and Conditions
Proposal Requirements
Notice to Respondents
Respondents may offer for UTMB's consideration alternate provisions to the Terms and Conditions. Alternates
proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard
sales terms apply” or “will negotiate” are not acceptable. Respondent's silence as to the terms and conditions shall
be construed as an indication of complete acceptance of these conditions as written.
Such additional or attached terms and conditions, which are determined to be unacceptable to UTMB, may
result in disqualification of your proposal. Examples include, but are not limited to, liability for payment of
taxes, subjugation to the laws of another State, and limitations on remedies.
C.
2.5
By signing the Execution of Offer and submitting a proposal, Respondent certifies that any attached or referenced
terms, conditions, or documents are applicable to this procurement only to the extent that they do not conflict with
the statutes or Administrative Code of the State of Texas, or the advertised terms and conditions, and that they do not
impose additional requirements on UTMB. Respondent further certifies that the submission of a proposal is
Respondent's good faith intent to contract with UTMB as specified herein and that such intent to contract is not
contingent upon UTMB's acceptance or execution of any such attached or referenced terms, conditions, or other
documents.
Submittal Checklist
Firms are instructed to complete, sign and return the following documents as a part of their proposal submittal. Failure to
return these documents may subject your proposal to disqualification.
Respondents are instructed to complete, sign and return the following documents as a part of their proposal
submittal. If Respondents fails to return each of these documents with its proposal, then UTMB may subject
your proposal to disqualification.
2.5.1 Signed and Completed Execution of Offer (ref. Section 5)
2.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6)
2.5.3 Responses to Respondent's Questionnaire (ref. Section 7).
2.5.4 Signed and Completed originals of the HUB Subcontracting Plan Package, if applicable (ref.
Section 1.14)
2.5.5 Signed and Completed Addenda Checklist (ref. Section 6.1.4)
2.5.6 Signed and Complete W-9 Form
2.5.7 Copy of Respondent’s insurance certificate in accordance with limits stated in Rider 103 (or alternate Sample
Agreement)
SECTION 3 - GENERAL TERMS AND CONDITIONS
3.1
General
The terms and conditions contained in UTMB’s Rider 103. General Terms and Conditions
(http://www.utmb.edu/supplychain/purchasing/forms/GenTermsCond.pdf) or, in the sole discretion of
UTMB, terms and conditions substantially similar to those contained in Rider 103, will constitute and
govern any agreement that results from this RFP. If Respondent takes exception to any terms or
conditions set forth in Rider 103, Respondent will submit a list of the exceptions as part of its proposal
in accordance with Section 2.4 of this RFP. Respondent’s exceptions will be reviewed by UTMB and
may result in disqualification of Respondent’s proposals and non-responsive to this RFP. If
Respondent’s exceptions do no result in disqualification of Respondent’s proposal, then UTMB may
consider Respondent’s exceptions when UTMB evaluates the Respondent’s proposal.
SECTION 4 - SCOPE OF WORK/SERVICE REQUIREMENTS
4.1
General
The University of Texas Medical Branch (UTMB Health) has been at the forefront of educational,
research and clinical excellence since 1891. Throughout its history, UTMB has graduated more health
professionals than any other academic health center in the state and has made possible countless
research and patient care advances. Today, UTMB is undergoing robust revitalization and growth to
make its vision of a healthier future for our state and beyond a reality.
Established in 1891, UTMB is the state’s first academic medical center. UTMB is comprised of four
health sciences schools, three institutes for advanced study, a research enterprise that includes one of
only two national laboratories dedicated to the safe study of infectious threats to human health, and a
health system offering a full range of primary and specialized medical services including the recently
acquired Angleton-Danbury Medical Center and future UTMB sites throughout Galveston County and
the Texas Gulf Coast region. UTMB is a component of the University of Texas System and a member
of the Texas Medical Center, UTMB represents an incredible return on investment for the people of
Texas.
The Texas correctional managed healthcare system is structured on a series of contractual relationships
between Texas Department of Criminal Justice (TDCJ), Correctional Managed Health Care Committee
(CMHCC), and 2 state medical schools. TDCJ contracts with CMHCC to provide statewide oversight
and coordination of health services. The CMHCC in turn contracts with University of Texas Medical
Branch (UTMB) and Texas Tech University Health Sciences Center (TTUHSC) to provide physical,
mental, and dental healthcare to the prison population. Both universities subcontract with local
clinicians on an as-needed basis.
The TDCJ Health Services Division monitors the quality of care delivered by the contracted clinicians
via its Health Services Quality Improvement Program. Biennial operational reviews of prison health
facilities are conducted to ensure compliance with national and state standards and laws. Additionally,
the division investigates all medical-related grievances, reviews all prisoner deaths, and monitors the
incidence of communicable diseases.
The CMHCC is composed of 9 appointed members, including 3 public members and 2 representatives
from TDCJ, UTMB, and TTUHSC. Five members are physicians. Besides coordinating the contractual
provision of health services, the committee monitors the general quality of healthcare, resolves disputes
related to medical care, and implements the use of case management, utilization review, and other
managed care tools. The committee has the power to enforce compliance with contract provisions.
The TTUHSC service area includes the western portion of Texas (about 20% of the prison population);
UTMB serves the remainder of the population. UTMB primarily uses its own employees to provide
correctional health services; TTUHSC uses a mix of its own employees and subcontracted local
clinicians.
Primary care is provided at ambulatory clinics located in every TDCJ facility. Basic dental and mental
health services are also available at all but a few clinics. Additionally, infirmaries are located in 16
correctional facilities. More advanced levels of care are available at Hospital Galveston and several
regional medical facilities. Either the American Correctional Association or the National Commission
on Correctional Health Care accredits all medical facilities. Hospital Galveston has been awarded
accreditation with full standards compliance by the Joint Commission on Accreditation of Healthcare
Organizations.
A number of programs are available for inmates with special health needs, including those with chronic
diseases and psychiatric disorders. Chronic care clinics have been established to provide more effective
interventions for the in- creasing number of offenders with chronic diseases. Elements of chronic care
management include patient education, regular evaluations by a clinician, monitoring for medication
efficacy and compliance, and evaluation of laboratory tests. Interventions are based on evidence-based
practice guidelines and clinical protocols developed by a joint pharmacy and therapeutics committee.
The clinics provide care for patients with hepatitis C virus infection, essential hypertension, psychiatric
disorders, asthma, diabetes mellitus, HIV infection, and numerous other diseases and disorders.
Many inmates have a medical alert code, indicating a current or past history of a mental disorder.
Services available to this population include group and individual psychotherapy,
psychopharmacologic therapy, and crisis intervention counseling. Inpatient care is provided at
dedicated psychiatric facilities, Outpatient services are available at almost all ambulatory clinics.
Extensive use of telepsychiatry has also expanded treatment access and scope. As an alternative to
administrative segregation, TTUHSC implemented an inpatient pro- gram for mentally ill offenders
with a history of aggression. The Program for the Aggressive Mentally-Ill Offender uses cognitive
behavioral therapy to help inmates curb aggressive impulses. Texas also was one of the first states to
develop a model program for the mentally retarded offender.
Telehealth has been an integral component of healthcare delivery under the managed care model.
Besides general medicine and surgery, 28 specialty and subspecialty services are available via
Telehealth. Telehealth has proved to be especially effective for Texas’ sprawling prison system,
because it improves timely access to specialty care for offenders in remote locations. Telehealth also
has helped reduce the overall cost of transporting inmates over considerable distances for consultations.
UTMB deploys a correctional telehealth network that combines the videoconferencing capabilities of
telehealth with a customized electronic records management system (EMR). The technology enables
secure, comprehensive storage of medical records that can be readily accessed by clinicians at the
prisons and the hub site. Clinicians also have immediate access to the TDCJ formulary and disease
11
management guidelines. Utilization review and case management are facilitated by the fully digital
system, which also integrates a pharmacy management program to permit monitoring of compliance
with treatment guidelines.
4.2
Minimum Requirements
All respondents must address each of the minimum requirements in order to be considered for award.
Supplier’s solution must meet the following requirements:
4.2.1 Company Profile:
4.2.1.1
Supplier must have successfully completed project of similar scope
4.2.1.2
Supplier must have recent experience working in a federally regulated
environment. If requested, supplier must provide documentation showing your
experience with these types of environments within the past 3 years.
4.2.2 Staffing
4.2.2.1.
Supplier must have experience extracting and integrating data from various
databases
4.2.3 Technical Approach:
4.2.3.1
4.2.3.2
Solution must be scalable to accommodate future growth in both volume and
complexity.
System must comply fully with federally mandated Health Insurance
Portability and Accountability Act of 1996 (HIPAA).
4.2.4 Services and Support:
4.3
4.2.4.1
Supplier shall provide patches/updates to address security/compliance issues
identified in the core management system within 90 days of being notified of
the issue(s) by a customer or 3rd party entity.
4.2.4.2
Supplier shall provide the necessary technical support personnel to resolve
technical issues that arise during system implementation and after go-live. The
vendor/supplier must designate a single support individual or entry point (such
as a ticketing system) for submission of issues.
Scope of Work
The University of Texas Medical Branch at Galveston (UTMB) requests proposals from qualified and
experienced firms to provide Technical and Functional resources to assist UTMB in its Population
Health Management System (PHMS) Enhancement.
UTMB is seeking a contractor that can provide in-depth, accurate, and timely assistance in planning,
designing and upgrading the current Population Health Management System from an MS Excel
reporting system to a streamlined digital dashboard user interface system with customizable reporting
features.
The University of Texas Medical Branch (UTMB) and Texas Department of Criminal Justice (TDCJ)
have developed and implemented a Population Health Management System to provide fully integrated
health care solutions. As part of this multi-component Population Health Management System, the
CMC Dashboard was developed to collect, aggregate, and display health care related data to improve
12
patient outcomes, communicate to key stakeholders, identify opportunities for process improvement,
and monitor progress of patients and patient population against pre-set metrics.
The Population Health Management System incorporates a series of customizable dashboards using
aggregated and de-aggregated data from a central database. The dashboards provide real-time and
retrospective reports on disease prevention and management statistics, medication management, accessto-care statistics, specialty/ hospital services tools, and telehealth encounter totals. The dashboards can
be further customized for stratified comparison purposes such as:
 Unit Dashboards
o Patient lists related to disease prevention and management goals
o Identify patients and criteria
o Basic information designed to allow unit improvement
 Regional Dashboards
o More complex, allowing greater sorting criteria for disease prevention and
management data
o Greater flexibility, designed to examine data from multiple perspectives
The Population Health Management dashboards provide Corrective Action Thresholds (CATs) for
various disease states and clinical measures. If a patient, unit, or region drops below the CAT on the
dashboard Report the system is required to initiate Corrective Action Process (CAP) that includes the
following:



A Quality Improvement/ Quality Management meeting to discuss corrective actions
A corrective Action Plan prepared by the Unit Managers and approved by Regional Managers
Follow-up Tracking for six (6) months
Currently, the Population Health Management System analytical platform (dashboard component) is
utilized in conjunction with an internal UTMB/ TDCJ electronic medical record (EMR). The analytics
platform results are reported in rudimentary MS Excel spreadsheet. UTMB is seeking proposal to
outline system requirements and development of a functional prototype. The prototype will incorporate
a user-friendly interface and the ability to bolt onto or integrate with other EMRs via dedicated APIs or
other technology mechanism.
As support for the Population Health Management system, the solution should also incorporate a novel
meeting documentation efficiency management tool, which will help reduce operational costs
associated with constant printing and reprinting of meeting materials. The Digital Meeting Notebook
will also help achieve maximum operational efficiency by providing digital editing and document
storage and distribution.
Concept:
13
The Digital Meeting Notebook (DMN) will be a fully integrated meeting documentation editing and
distribution tool. The DMN will be compatible with most digital platforms including smart phones,
computers, and tablets. Product features include:
 Each meeting participant will be given a unique participant number
 Each meeting will be given a unique meeting number
 Upload documents associated to unique meeting or participant number
 Meeting scheduling via/ Outlook or iCalendar
 Meeting associated document distribution to participants (pre-meeting prep, intra-meeting revision,
and post-meeting final versions)
 Meeting associated document revision control and digital annotation
 Digital whiteboard annotation and capture
 Video conference compatible
4.3.1 Project Objectives and Scope:
4.3.1.1 Technical
A. Outline technical specifications and requirements to convert the legacy Population Health
Management System to enumerated enhancements
B. Develop functional PHMS 2.0 version that will incorporate the following elements:
a. New user interface
b. Database conversion to agreed upon standard
c. Legacy data normalization or transformation for capability to new data base structure
d. Reporting functionality with patient, unit, sub-regional, and region data presentation,
analysis, and comparison
e. Automatic alert function for Corrective Action Thresholds (at all levels)
f. Integration into Pearl electronic medical record (use by TDCJ)
14
“Bolt-on” capability to other EMRs (including EPIC) via dedicated API or other
technology mechanism
C. All related development code, development documentation, and user manual
g.
4.3.1.2 Project Assumptions
A. This is not a start from scratch project – this project will provide new technical and user
functionality to an existing used Population Management System.
B. UTMB development and IT staff will provide legacy knowledge and functional/ operational
consultation to the bid winner.
C. The end result of this project is a functional prototype and not a full commercial ready
product.
4.4 Warranty
In addition to the warranties set forth per the attached UTMB Standard Terms and Conditions, Seller
warrants all items against defects in materials, workmanship and quality.
A. Seller represents, warrants, and agrees that (a) it will use commercially reasonable efforts to
perform the Work in a good and workmanlike manner and in accordance with commercially
reasonable standards of Seller’s profession or business, and (b) all of the Work to be
performed will be of major United States urban areas under the same or similar circumstances.
B. Seller will call to UTMB’s attention in writing all information in any materials supplied to
Seller (by UTMB or any other party) that Seller regards as unsuitable, improper or inaccurate
in connection with the purposes for which the material is furnished.
C. Seller warrants and agrees that the Work will be accurate and free from any material defects.
Seller's duties and obligations under this Agreement will at no time be in any way diminished
by reason of any approval by UTMB nor will Seller be released from any liability by reason of
any approval by UTMB, it being agreed that UTMB at all times is relying upon Seller's skill
and knowledge in performing the Work.
D. Seller will, at its own cost, correct all material defects in the Work as soon as practical after
Seller becomes aware of the defects. If Seller fails to correct material defects in the Work
within a reasonable time, then UTMB may correct the defective Work at Seller’s expense.
This remedy is in addition to, and not in substitution for, any other remedy for defective Work
that UTMB may have at law or in equity.
4.5 Personnel
Seller will maintain a staff of properly trained and experienced personnel to ensure satisfactory
performance under this Agreement. Seller will cause all persons connected with the Seller directly in
charge of the Work are duly registered and/or licensed under all applicable federal, state and local,
laws, regulations, and ordinances. Seller will assign to the Project a designated representative who will
be responsible for the administration and coordination of the Work. Seller will furnish efficient
business administration and coordination and perform the Work in an expeditious and economical
manner consistent with the interests of UTMB. The key personnel that are submitted in your response
are considered essential to the work being performed under any resultant contract. Before removing,
replacing, or diverting any of the specified personnel, the Contractor shall (1) notify the UTMB Project
Manager reasonably in advance and (2) submit justification (including proposed substitutions) in
sufficient detail to permit evaluation of the impact on the resultant contract.
The Contractor shall make no diversion without the UTMB Project Manager’s written consent;
15
provided that the UTMB Project Manager may ratify in writing the proposed change, and that
ratification shall constitute the UTMB Project Manager's consent required by this clause.
The list of specified personnel may, with the consent of the contracting parties, be amended from time
to time during the course of the contract to add or delete personnel.
4.6
UTMB’s Project Manager
All the work performed hereunder shall be scheduled, coordinated, reviewed and approved by the
UTMB’s Project Manager(s). The Project Manager(s) shall decide all questions, which may arise as to
the fulfillment of any work performed by Seller, and his/her determination and decision thereon shall
be final and conclusive. An alternate will be identified to perform this function when the UTMB
Project Manager(s) is not available.
While Project Management will be collaborative and shared to a certain extent, it is expected that
UTMB will have a single resource under its direction to provide Project Management across all
modules. It is expected that a UTMB resource(s) will be partnered with a vendor resource to perform
“Team Lead” activities. It is UTMB’s desire that its functional personnel will be heavily utilized
wherever possible (fit gap, testing, etc.) to enhance knowledge transfer and for future sustainment of
the project and its deliverables.
SECTION 5 - EXECUTION OF OFFER
RFP NO.: 16-033
THIS SECTION MUST BE COMPLETED, SIGNED AND RETURNED IN ITS ENTIRETY WITH
RESPONDENT'S PROPOSAL. FAILURE TO SIGN AND RETURN THIS SECTION WILL RESULT
IN THE REJECTION OF YOUR PROPOSAL.
By signature hereon, Respondent represents and warrants the following:
1.
Respondent acknowledges and agrees that (1) this RFP is a solicitation for a proposal and is not a
contract or an offer to contract; (2) the submission of a proposal by Respondent in response to this RFP
will not create a contract between UTMB and Respondent; (3) UTMB has made no representation or
warranty, written or oral, that one or more contracts with UTMB will be awarded under this RFP; and
16
(4) Respondent will bear, as its sole risk and responsibility, any cost arising from Respondent’s
preparation of a response to this RFP.
2.
Respondent is a reputable company that is lawfully and regularly engaged in providing products and/or
performing the services.
3.
Respondent has the necessary experience, knowledge, abilities, skills, and resources to provide the
products and/or perform the services.
4.
Respondent is aware of, is fully informed about, and is in full compliance with all applicable federal,
state and local laws, rules, regulations and ordinances.
5.
Respondent understands (i) the requirements and specifications set forth in this RFP and (ii) the terms
and conditions set forth in the Agreement under which Respondent will be required to operate.
6.
If selected by UTMB, Respondent will not delegate any of its duties or responsibilities under this RFP
or the Agreement to any subcontractor, except as expressly provided in the Agreement.
7.
If selected by UTMB, Respondent will maintain any insurance coverage as required by the Agreement
during the term thereof.
8.
All statements, information and representations prepared and submitted in response to this RFP are
current, complete, true and accurate. Respondent acknowledges that UTMB will rely on such
statements, information and representations in selecting the successful Respondent. If selected by
UTMB, Respondent will notify UTMB immediately of any material change in any matters with regard
to which Respondent has made a statement or representation or provided information.
9.
Respondent will defend, indemnify, and hold harmless UTMB, The University of Texas System, the
State of Texas, and all of their regents, officers, agents and employees, from and against all claims,
actions, suits, demands, costs (including, but not limited to reasonable attorneys' fees), damages, and
liabilities, arising out of, connected with, or resulting from any negligent acts or omissions or willful
misconduct of Respondent or any agent, employee, subcontractor, or supplier of Respondent in the
execution or performance of any contract or agreement resulting from this RFP.
10.
Pursuant to Sections 2107.008 and 2252.903, Government Code, any payments owing to Respondent
under any contract or agreement resulting from this RFP may be applied directly to any debt or
delinquency that Respondent owes the State of Texas or any agency of the State of Texas regardless of
when it arises, until such debt or delinquency is paid in full.
17
11.
Respondent offers and agrees to provide the products and/or furnish the services to UTMB and comply
with all terms, conditions, requirements and specifications set forth in this RFP.
12.
Respondent affirms that it has not given or offered to give, nor does Respondent intend to give at any
time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip,
favor or service to a public servant in connection with its submitted proposal.
13.
A corporate Respondent certifies that it is not currently delinquent in the payment of any Franchise
Taxes due under Chapter 171, Tax Code, or that the corporate Respondent is exempt from the payment
of such taxes, or that the corporate Respondent is an out-of-state corporation that is not subject to the
Texas Franchise Tax, whichever is applicable. A false certification will be deemed a material breach of
contract and, at UTMB's option, may result in termination of any resulting contract or agreement.
14.
Respondent hereby certifies that neither Respondent nor any firm, corporation, partnership or
institution represented by Respondent, or anyone acting for such firm, corporation or institution, has
violated the antitrust laws of the State of Texas, codified in Section 15.01, et seq., Business and
Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the proposal
made to any competitor or any other person engaged in such line of business.
15.
Respondent certifies that the individual signing this document and the documents made a part of this
RFP, is authorized to sign such documents on behalf of Respondent and to bind Respondent under any
agreements and other contractual arrangements that may result from the submission of Respondent’s
proposal.
16.
Respondent certifies as follows:
"Under Section 231.006, Family Code, relating to child support, Respondent certifies that the
individual or business entity named in the Respondent’s proposal is not ineligible to receive the
specified contract award and acknowledges that any agreements or other contractual arrangements
resulting from this RFP may be terminated if this certification is inaccurate."
17.
Respondent certifies that (i) no relationship, whether by blood, marriage, business association, capital
funding agreement or by any other such kinship or connection exists between the owner of any
Respondent that is a sole proprietorship, the officers or directors of any Respondent that is a
corporation, the partners of any Respondent that is a partnership, the joint venturers of any Respondent
that is a joint venture or the members or managers of any Respondent that is a limited liability
company, on one hand, and an employee of any component of The University of Texas System, on the
other hand, other than the relationships which have been previously disclosed to UTMB in writing and
(ii) Respondent has not been an employee of any component institution of The University of Texas
System within the immediate twelve (12) months prior to the Submittal Deadline. All disclosures by
Respondent in connection with this certification will be subject to administrative review and approval
before UTMB enters into a contract or agreement with Respondent.
18
18.
By signature hereon, Respondent certifies that an award of a Agreement to Respondent will not violate
Section 2155.006, Government Code, prohibiting UTMB from entering into a Agreement that involves
financial participation by a person who, during the previous five years, has been convicted of violating
federal law or assessed a penalty in a federal civil or administrative enforcement action in connection
with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a
result of Hurricane Rita, Hurricane Katrina, or any other disaster occurring after September 24, 2005.
Pursuant to Sections 2155.004 and 2155.006, Government Code, Respondent certifies that Respondent
is not ineligible to receive the award of or payments under the Agreement and acknowledges that the
Agreement may be terminated and payment withheld if these certifications are inaccurate.
19.
Respondent certifies its compliance with all federal laws and regulations pertaining to Equal
Employment Opportunities and Affirmative Action.
20.
Respondent represents and warrants that all products and services offered to UTMB in response to this
RFP meet or exceed the safety standards established and promulgated under the Federal Occupational
Safety and Health Law (Public Law 91-596) and the Texas Hazard Communication Act, Chapter 502,
Health and Safety Code, and all related regulations in effect or proposed as of the date of this RFP.
21.
Respondent certifies that, except for restrooms and wash rooms and one (1) or more lactation rooms
each of which is segregated on the basis of sex: (1) it does not maintain or provide for its employees
any segregated facilities at any of its establishments and that it does not permit its employees to
perform their services at any location under its control where segregated facilities are maintained; (2) it
will not maintain or provide for its employees any segregated facilities at any of its establishments; and
(3) it will not permit its employees to perform their services at any location under its control where
segregated facilities are maintained. A breach of this certification is a violation of the Equal
Opportunity clause. The term “segregated facilities” means any waiting rooms, work areas, rest rooms
and wash rooms, entertainment areas, and transportation or housing facilities provided for employees
which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion,
sex, or national origin, because of habit, local custom, or otherwise. Respondent further agrees that,
except where it has contracts prior to the award with subcontractors exceeding $10,000.00 which are
not exempt from the provisions of the Equal Opportunity clause, Respondent will retain the
certifications for each one of its subcontractors in Respondent’s files, and that it will forward the
following notice to all proposed subcontractors (except where the proposed subcontractors have
submitted identical certifications for specific time periods):
NOTICE
TO
PROSPECTIVE
SUBCONTRACTORS
OF
REQUIREMENTS
FOR
CERTIFICATIONS OF NONSEGREGATED FACILITIES - A Certification on Nonsegregated
Facilities must be submitted prior to the award of any subcontract exceeding $10,000.00 which is not
exempt from the provisions of the Equal Opportunity clause. The certification may be submitted either
for each subcontract or for all subcontracts during a period (i.e. quarterly, semiannually, or annually).
Respondent understands that the penalty for making false statements regarding the subject matters of
this Section is prescribed in 18 U.S.C. 1001.
22.
Respondent confirms that neither Respondent nor its Principals are suspended, debarred, proposed for
debarment, declared ineligible, or voluntarily excluded from the award of contracts from State of Texas
or United States (“U.S.”) federal government procurement or non-procurement programs, or are listed
in the List of Parties Excluded from Federal Procurement or Non-procurement Programs
(http://www.epls.gov/) issued by the U.S. General Services Administration. “Principals” means
officers, directors, owners, partners, and persons having primary management or supervisory
responsibilities within a business entity (e.g. general manager, plant manager, head of a subsidiary,
division or business segment, and similar positions). Respondent will provide immediate written
notification to UTMB if, at any time prior to award, Respondent learns that this certification was
erroneous when submitted or has become erroneous by reason of changed circumstances. This
certification is a material representation of fact upon which reliance will be placed when UTMB
executes this Agreement. If it is later determined that Respondent knowingly rendered an erroneous
19
certification, in addition to the other remedies available to UTMB, UTMB may terminate this
Agreement for default by Respondent.
23.
Respondent acknowledges that UTMB is prohibited by federal regulations from allowing any
employee, representative, agent or subcontractor of Respondent to work on site at UTMB’s premises or
facilities if that individual is not eligible to work on federal healthcare programs including Medicare,
Medicaid, or other similar federal programs. Therefore, Respondent will not assign any employee,
representative, agent or subcontractor that appears on the List of Excluded Individuals issued by the
United States Office of the Inspector General (“OIG”) to work on site at UTMB’s premises or
facilities. Respondent will perform an OIG sanctions check quarterly on each of its employees,
representatives, agents, and subcontractors during the time the employees, representatives, agents, or
subcontractors are assigned to work on site at UTMB’s premises or facilities. Respondent
acknowledges that UTMB will require immediate removal of any employee, representative, agent, or
subcontractor of Respondent assigned to work at UTMB’s premises or facilities if the employee,
representative, agent, or subcontractor is found to be on the OIG’s List of Excluded Individuals. The
OIG’s List of Excluded Individuals may be accessed through the following Internet website:
http://exclusions.oig.hhs.gov/
24.
Respondent covenants and agrees that as required by Section 2155.4441, Texas Government Code, in
performing its duties and obligations under any resulting agreements and other contractual
arrangements, Respondent shall purchase products and materials produced in Texas when such
products and materials are available at a price and delivery time comparable to products and materials
produced outside of Texas.
25.
Respondent will and has disclosed, as part of its proposal, any exceptions to the certifications stated in
this Execution of Offer. All such disclosures will be subject to administrative review and approval prior
to the time UTMB makes an award or enters into any contract or agreement with Respondent.
26.
Seller is familiar with and in full compliance with the Texas Hazard Communication Act and will
provide either (1) a Material Safety Data Sheet (“MSDS”) for each product Seller, its employees,
agents or subcontractors brings on UTMB’s premises, or (2) a statement of exemption if the product is
not covered by the Texas Hazard Communication Act.
27.
The price to be paid by UTMB will be that contained in Seller's quote, bid or proposal, which Seller
warrants to be no higher than Seller's current prices on orders by others for goods or services of the
kind covered by this Agreement for similar quantities to similar customers under similar conditions. In
the event Seller breaches its warranty, the prices will be reduced to Seller's current prices on orders by
others or, in the alternative, UTMB may cancel this Agreement without liability to Seller.
NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE
INFORMATION THAT GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS.
UNDER SECTIONS 552.021 AND 552.023, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND
REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO
HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH INDIVIDUALS
THAT IS INCORRECT.
20
Complete the following:
VIN No:
_____________________________________________________
FEI No:
_____________________________________________________
If Sole Owner:
SS No:
_____________________________________________________
If a Corporation:
State of Incorporation: ______________________________________________
Charter No: _______________________________________________________
Submitted By:
_______________________________________ __________________________________________
(Company Name)
(Authorized Signature)
_______________________________________ __________________________________________
(Street Address)
(Printed Name/Title)
_______________________________________ __________________________________________
(City, State, Zip Code)
(Date)
_______________________________________ __________________________________________
(Telephone Number)
(Facsimile Number)
_______________________________________
(E-mail)
21
SECTION 6 - PRICING AND DELIVERY SCHEDULE
Proposal of:
___________________________________
(Company Name)
To:
The University of Texas Medical Branch at Galveston
Ref.:
__________________________
RFP No.: 16-033
Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the
undersigned proposes to furnish the Implementation Services as required per the aforementioned documents in
accordance with our company’s Cost Proposal set forth Section 6.1 as summarized below:
6.1
Pricing Schedule
Provide a Cost Proposal that clearly defines all cost to be billed to UTMB by your company to perform the
work indicated in Section 4 and proposed under your Technical Proposal. Only fixed cost bids will be
considered; however, we require a detailed line item budget outlining the components and transparency of the
fixed cost total.
6.1.1 Billable Rates
A. Please provide your company’s billable rates for each classification of personnel that you have
identified as performing work for this Project or you anticipate may be required to perform on this
Project.
B. Reference your DIR Contract number, TXMas Contract and/or any other State or Federal
government contract number and indicate if the pricing in this response is consistent with that pricing
or if it is a lower price.
C. Please indicate that you agree that reimbursement for travel, lodging and per diem will be in
accordance with the rates, rules, regulations and guidelines established by the State of Texas.
____ Agree
____Disagree (if disagree please provide explanation)
D. Invoicing and Payment: Please indicate how you plan (frequency) to bill for the work performed
E. Other Costs: Please indicate any other cost you plan to bill or be reimbursed to perform this work
otherwise not identified above.
F. Should other UT System health institutions elect to enter into agreements for the products
and services offered on this RFP, the prices would be expected to reduce as additional UT
System health institutions are added. How would your company envision this pricing
scenario?
6.1.2 Delivery and Implementation Schedule
If awarded the contract we agree to commence work within ________days after contract execution and
complete all work within ___________days after work commencement consistent with our project
schedule submitted in response to Section 7.4, Technical Proposal
22
6.1.3 Payment Terms
The following payment term options and discounts are quoted (UTMB’s suggested payment terms are
2%/10 NET 30):
Net 30 days
_________%
Net 15 days
_________%
Net 10 days
_________%
Respondent may offer additional payment term options and discounts for UTMB to consider.
6.1.4 Addenda Checklist
Receipt is hereby acknowledged of the following addenda to this RFP. (initial if applicable)
No. 1 _____
No. 2 _____
No. 3 _____
No. 4 _____
Respectfully submitted,
By: _____________________________
(Authorized Signature)
Date:
___________________________
SECTION 7 - RESPONDENT QUESTIONNAIRE
Respondents are requested to submit a complete response to each of the below listed items and assessed by the
corresponding scoring criteria noted. Responses requiring additional space should be brief and submitted as an
attachment to your proposal package. Please reference each response by its item number indicated below,
reference Subsection 2.2, Paragraph B.
7.1 Company Profile and Qualifications
1.
Number of years in Business: __________
a.
Type of Operation: Individual: _____ Partnership: _____ Corporation: _____
Government: _____
b.
Number of Employees: __________
c.
Annual Sales Volume: __________
2.
State that you will provide a copy of your company's audited financial statements for the past two (2)
years, if requested by UTMB.
23
3. Provide a Financial rating of your company and any documentation (such as a Dunn and Bradstreet
analysis) which indicates the financial stability of your company.
4. Is your company currently for sale or involved in any transaction to expand or to become acquired by
another business entity? If yes, please explain the impact both in organizational and directional terms.
5. Provide any details of all past or pending litigation or claims filed against your company that would
affect your company's performance under an Agreement with UTMB.
6. Is your company currently in default on any loan agreement or financing agreement with any bank,
financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for
resolution.
7. Does any relationship exist whether by relative, business associate, capital funding agreement or any
other such kinship exist between your company and any UTMB employee?, if yes, please explain.
8.
Provide a customer reference list of no less than three (3) organizations with whom Respondent
currently has contracts with and/or has previously provided database development and conversion, data
normalization, and user interface development and deployment; academic institutions preferred.
Reference list to include, company name, contact person, and telephone number, e-mail address,
description of the services provided including a listing of the applications/modules installed, and the
dates services (begin and end date) were performed.
9.
Provide a customer reference list of all clients with whom Respondent currently has contracts with
and/or has previously provided database development and conversion, data normalization, and user
interface development and deployment within the past five (5) years. Reference list to include,
company name, contact person, and telephone number, e-mail address, description of the services
provided including a listing of the applications/modules installed and versions, and the dates services
(begin and end date) were performed.
7.2 Staffing
1.
Provide a high-level description of the key personnel who will be responsible for the management of
UTMB’s account if your company is awarded contract. Include organizational and reporting hierarchy
relating to their duties and responsibilities.
2.
Provide organizational chart /staffing model proposed for delivery of Services. Include a job
description and qualifications for each position proposed.
3.
Please provide the résumé's and qualifying experience of the key personnel who will be assigned to
UTMB's project if your company is awarded a contract. At a minimum, your response should include
the résumé's for the Project Manager, Technical Lead and Functional Leads for each application.
Resume' s must be standardized and summarized for each individual proposed indicating their training
and work experience relating to database development and conversion, data normalization, and user
interface development and deployment; projects worked on in the past 3 years and their
role/responsibilities on the project. NOTICE: The key personnel that are submitted in your response
are considered essential to the work being performed under any resultant contract. Before removing,
replacing, or diverting any of the specified personnel, the Contractor shall (1) notify the UTMB Project
Manager reasonably in advance and (2) submit justification (including proposed substitutions) in
sufficient detail to permit evaluation of the impact on the resultant contract.
The Contractor shall make no diversion without the UTMB Project Manager’s written consent;
provided that the UTMB Project Manager may ratify in writing the proposed change, and that
ratification shall constitute the UTMB Project Manager's consent required by this clause.
24
The list of specified personnel may, with the consent of the contracting parties, be amended from time
to time during the course of the contract to add or delete personnel.
4.
How do you measure and evaluate staff performance; how often?
5.
Describe business partners in the industry that work with your company and may be leveraged to
deliver the services or to expand the services that would be available to UTMB. Please include
descriptions of the services that each business partner can deliver and how.
6.
Will any subcontractors be required to provide any of the services requested in this RFP? If yes, please
identify them and the role they will play.
7.
Please describe how you have utilized minority and women owned businesses in the delivery of
services under past contractual relationships? Describe how you envision minority and women owned
businesses will play a part if UTMB enters into a contract with your firm to provide the Services under
this RFP?
8.
How frequently do you substitute planned members of your team before a project starts?
7.3 Technical Proposal
Please provide a Technical Proposal that clearly defines your Company’s capabilities and experience in
delivering Population Health Management System (PHMS) Enhancements meeting UTMB’s objectives and
requirements described and set forth in this RFP, Section 4. Your technical proposal should demonstrate: (i)
your understanding of the project scope, the services required by UTMB, and how you plan to deliver these
services at UTMB; (ii) your understanding of UTMB’s environment and its objectives for this initiative; and
(iii) your ability to perform the work.
a. Please provide a brief but sufficiently detailed narrative describing your approach for performing
the work. Your narrative should explain the various tasks, dependencies, risks or benefits in
approaching an upgrade including any pre-implementation planning activities that should be
performed by UTMB before engaging your company to perform the work. Your response should
identify and explain key assumptions you made in preparing your response. Please explain how
your approach and model for implementation minimizes risk and controls costs.
b. Describe the various technology, tools, methods, and training that you will provide to UTMB
and/or that will be used in the delivery of the Services and expertise your company will bring to
the project and how they will be of benefit in the accomplishment of the project.
c. Based on your experience and the information provided to you in the RFP, please provide a
detailed Project Plan that demonstrates your understanding of all tasks to be performed. Your Plan
must define: (i) the various phases of the project from "design" to "go-live"; (ii) a schedule for
each project phase and the lapsed time from commencement to completion; (iii) a complete listing
of resources by Job Category (e.g., G/L Functional Lead) to be furnished by your company and to
be provided by UTMB during each phase and hours assigned to the project during each phase; (iv)
functional and technical resources you require to be furnished by UTMB for each phase and
estimated hours of availability/assignment per each phase; (v) listing of key/critical decisions that
must occur during each phase; and (vi) list any and all assumptions and dependencies.
d. With the exception of staffing, provide a listing of any and all other resources (e.g., space,
furnishings, equipment, etc.) to be furnished by UTMB during the term of this Project
e. Describe your proposed approach for developing and maintaining technical and end-user
documentation, systems and operational documentation, system configuration documentation, and
procedural documentation, including manuals, quick reference guides, tutorials, online help, and
other techniques as appropriate.
f. Provide a listing of all deliverables that will be furnished by your company to UTMB under this
Project.
g. Start Date: Please indicate the earliest start date (in days) your company can commence work after
an award of a contract
h. Describe the Services specifically excluded but available on an additional fee basis
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7.4 Quality Assurance
1.
Describe your company's quality assurance program, what are your company’s requirements, and how
are they measured?
2.
Explain your scope control procedures. We are particularly concerned about controlling project ‘Scope
Creep’.
3.
Please describe the strategies as to how project scope can be successfully managed and changes
minimized.
4.
Describe how you would manage issue resolution within the project and between your company and
UTMB.
5.
Describe your post implementation user support model.
6.
Describe how your company will support UTMB during the term of this agreement in the form of
periodic meetings, emails, industry announcements, etc.
7.
Describe any relationship your company have had with UTMB and/or any other relationships your
company have had with other State of Texas agencies.
7.5 Added Value
1.
What difficulties do you anticipate in serving UTMB and how do you plan to manage these? What
assistance will you require from UTMB?
2.
Provide a list of any services not specified in this RFP that your company will provide to UTMB.
3.
Provide details regarding any special services/benefits offered or advantages in UTMB selecting your
company.
4.
Environmental Sustainability – Please complete the following
A. What Policies are in place to monitor and manage your supply chain regarding environmental
issues? Please check the items that apply.
We apply environmental criteria when making purchasing decisions.
We purchase “green” (recyclable, reusable, non-toxic, bio-degradable, and made from 100% postconsumer recycled materials) supplies, products and materials.
We specify sustainable products and or locally manufactured products
We specify products using Electronic Products Environmental Assessment Tool (EPEAT)
standards
We partner with sustainable suppliers or utilize suppliers who share in the sustainability
commitment
Our Director of Sustainability is researching industry best procurement practices
B. What type of sustainable packaging/shipping materials do you use? Please check the items that
apply.
Our packaging/shipping materials are recyclable
Our packaging/shipping materials are reusable
Our packaging/shipping materials are bio-degradable
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Our packaging/shipping materials are made from 100% post-consumer recycled materials
C. Does your company have a Green Transportation Plan for your operation? Please check the items
that apply.
We encourage carpooling, public transportation, and using other alternative modes of transportation
We subsidize public transportation for employees
We are developing a Green Transportation Plan
We have an established Green Transportation Plan (Describe below)
We offer flexible hours, telecommuting or a compressed work week
We utilize teleconference, video conference, WebEx or GoTo Meetings
We purchase carbon offsets
We own electric, hybrid, or E-85 fueled vehicles
We rent hybrid vehicles
D. What does your company do to minimize the environmental costs associated with shipping? Please
check the items that apply.
We are evaluating what the company can do to minimize the environmental costs associated with
shipping
We combine deliveries with customer visits
We consolidate deliveries
We use bike couriers for local delivery
We utilize electronic communications and electronic transfer of documents. E-mail, fax and
Portable Document Format (PDF)
We use eco-friendly courier’s packaging/shipping materials that include post-consumer waste
recycled materials and are recyclable
Our packaging and shipping materials are reused until they eventually get recycled
We have established a sustainability plan that minimizes the need for shipping (Describe below)
We update mailing lists to minimize unwanted mailings
We specify products that can be purchased within a 500 mile radius of the delivery location
E. Does your company have an environmental policy statement? Please check the items that apply.
We are developing an environmental policy statement
Our environmental policy statement consists of a commitment to promote environmental
stewardship
Our environmental policy statement describes our company’s Sustainability Initiative
We have formed an oversight committee to ensure the success of our environmental policy
Our environmental policy statement describes how our company explores opportunities to work
with communities, governments and non-governmental and professional organizations to help
articulate, teach and advance the principles of sustainability
F.
Has your company ever been cited for non-compliance of an environmental or safety issue? Please
check the item that applies.
No, my company HAS NOT been cited for non-compliance of an environmental or safety issue
Yes, my company HAS been cited for non-compliance of an environmental or safety issue
G. What programs do you have in place, or planned for promoting resource efficiency? (i.e. an
environmental or waste audit)? Please check the items that apply.
We recycle consumables, reduce waste and practice energy reduction when possible
We are developing a recycling program
We utilize a formal energy management system
We are a member of various environmental organizations
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We have formed a Sustainability Committee to identify sustainable solutions for our company
We have a company-wide Recycling Program
Our Director of Sustainability initiates and supports sustainability efforts
We have performed an environmental or waste audit
We are recognized by peers and environmental organizations for providing leadership in
sustainability
We are a carbon-neutral company
H. Does your company have web-based materials available documenting your “Green” initiatives?
Please check the items that apply.
We are developing web-based documentation of “Green” initiatives
Our website includes “Green” reference information
Our website contains an environmental policy statement
Our website includes materials that document company’s “Green” initiatives
Our website contains our company’s Sustainability Report
I.
If you are providing a product, does the manufacturer of the product that you are
bidding/proposing have an environmental policy statement? Please check the item that applies.
No, the manufacturer of the product that I am bidding/proposing DOES NOT have an
environmental policy statement
Yes, the manufacturer of the product that I am bidding/proposing HAS an environmental policy
statement
J.
If you are providing a product, has the manufacturer of the product that you are bidding/proposing
ever been cited for non-compliance of an environmental or safety issue? Please check the item that
applies.
No, the manufacturer of the product that I am bidding/proposing HAS NOT been cited for noncompliance of an environmental or safety issue
Yes, the manufacturer of the product that I am bidding/proposing HAS been cited for noncompliance of an environmental or safety issue
K. Has an environmental life-cycle analysis of the product that you are bidding/proposing been
conducted by a certified testing organization, such as Green Seal? Please check the item that
applies.
No, an environmental life-cycle analysis of the product that I am bidding/proposing HAS NOT been
conducted by a certified testing organization, such as Green Seal
Yes, an environmental life-cycle analysis of the product that I am bidding/proposing HAS been
conducted by a certified testing organization, such as Green Seal.
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