Wake Forest Baptist Medical Center
Office of Strategic Sourcing
REQUEST FOR PROPOSAL (RFP)
For provision of
WIRELESS SITE SURVEY
For
WAKE FOREST BAPTIST MEDICAL CENTER
DEADLINE: Friday, December 4, 2015 3:00 PM EST
Wake Forest Baptist Medical Center
Office of Strategic Sourcing
Medical Center Boulevard
Winston-Salem, NC 27157
A. SCOPE OF REQUEST
Wake Forest University Baptist Medical Center, a nonprofit North Carolina corporation, herein referred to by the corporate
trade name of Wake Forest Baptist Medical Center (WFBMC), is one of the nation’s preeminent academic medical centers.
It is an integrated health care system that operates 1,004 acute care, rehabilitation and psychiatric care beds, outpatient
services, and community health and information centers. The Medical Center has 21 subsidiary or affiliate hospitals and
operates more than 120 outreach activities throughout the region, including satellite clinics, health fairs, consulting
services, and medical director services. It provides a continuum of care that includes primary care centers, outpatient
rehabilitation, and dialysis centers. Although its primary service area is a 24-county region in northwestern North Carolina
and southwestern Virginia, Wake Forest Baptist in the year ending June 30, 2010, served patients from 96 (of 100) North
Carolina counties, all 50 states, the District of Columbia, and several foreign countries.
On July 1, 2010, Wake Forest Baptist became a legally integrated Medical Center. Under this structure, WFBMC (through
its Board and consolidated management team) operates all aspects of Wake Forest Baptist Medical Center (also known as
North Carolina Baptist Hospital) and Wake Forest School of Medicine (also known as Wake Forest University Health
Sciences).
The system’s main components are: a. Wake Forest School of Medicine; b. Wake Forest Baptist Health, the integrated
clinical operations that includes Lexington Medical Center, Davie Hospital, Brenner Children's Hospital, physician practices,
and other clinical facilities; and c. the Piedmont Triad Research Park, which includes downtown research offices and
facilities.
WFBMC is a member of the Novation/UHC Group Purchasing Organization (GPO) and Amerinet GPO but also negotiates
locally when appropriate.
More information about WFBMC can be found at http://www.wakehealth.edu
B. ENTITIES TO BE COVERED BY PROPOSAL
For purposes of this document, WFBMC is defined primarily by the list of entities below. A full listing of all facilities which
must be covered by the scope of any proposal can be found in APPENDIX A. Submitted proposals must provide services to
all entities listed in APPENDIX A. WFBMC requires that equivalent service and financial programs be offered to all entities.
Respondents are expected to thoroughly explain in their proposal any exemptions or modifications requested to this
requirement.
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North Carolina Baptist Hospital
Brenner Children’s Hospital
Wake Forest School of Medicine
Wake Forest University Health Sciences
Lexington Medical Center
C. OBJECTIVE OF REQUEST FOR PROPOSALWFBMC is requesting proposals from qualified vendors for a proposal to
complete an RF predictive wireless site survey with physical RF validation for a WLAN at their Winston Salem Campus
location. The purpose of this survey will be to create a design for seamless use of Data/Voice/Video/RTLS wireless network
services in the 2.4GHz and 5GHz spectrums. The survey will determine the device and location requirements for
deploying a wireless 802.11a/b/g/n/ac WLAN solution for coverage meeting wireless best practice guidelines from Cisco.
D.
GENERAL INFORMATION
All respondents are expected to thoroughly review and conform to the specifications outlined in this Request for Proposal
(RFP). Failure to do so is at the respondent’s sole risk. It is the responsibility of the respondent to ask questions, request
changes or clarifications, or otherwise advise of any language, specifications, or requirements that appear to be ambiguous,
contradictory, or arbitrary. All submitted proposals must meet or exceed the mandatory specifications listed herein.
E.
RIGHTS RESERVED BY WFBMC AND RESTRICTIONS ON RFP PROCESS
WFBMC reserves the right to reject any or all proposals or any part thereof. WFBMC, in its sole discretion, reserves the right to
waive any irregularity or minor variance in any proposal received, including but not limited to obvious mathematical errors in
extension of pricing, failure to date the proposal, or failing to execute any certification not considered salient to price, delivery
or acceptance of an agreement award.
WFBMC will not pay for any information requested nor is it liable for costs incurred by the respondent in responding to this
request. Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal are
not necessary or desired.
Any discussion with WFBMC personnel, other than as listed as authorized contacts herein, regarding this RFP while the RFP is in
progress (from the time Respondent receives this RFP until final award is made) is strictly prohibited. Such contact and
discussion may result in disqualification of respondent’s proposal.
WFBMC is the sole owner of all data and information contained within the RFP document and accompanying attachments.
Respondent shall use this information exclusively to prepare a proposal. Respondent should not disclose this information to
any other firm or use it for any other purpose unless required by law or legal process.
F.
QUESTIONS OR CLARIFICATIONS
Any and all questions or clarifications regarding specifications, requirements, or the RFP process, should be directed solely to
Jonathan Kepley via email at jkepley@wakehealth.edu. Submit RFP questions by Friday November 20, 2015 12:00 PM EST .
Responses to questions will be answered via e-mail, and a copy of the response will be sent to all vendors solicited in the RFP.
G.
PARTICIPATION IN RFP
Responses to this RFP will only be accepted from Vendors invited to participate. WFBMC reserves the right to exclude any
response to this RFP from unsolicited Vendors. Vendors who may become aware of this RFP, that are not specifically invited to
participate, shall submit a formal request to participate to Jonathan Kepley by Friday, November 20, 2015 3:00 PM EST.
H.
PROPOSAL TERMS
Each respondent is responsible for ensuring that their bid is received at or prior to the date and time specified within this bid.
Failure to meet the proposed due date and time shall be grounds for rejection.
A respondent may withdraw or modify its proposal prior to the submission deadline. Proposals submitted prior to the
submission deadline may be modified or withdrawn only by written notice to WFBMC. Respondent may change or withdraw
their proposal at any time prior to the submission deadline; however, no oral modifications will be permitted. Any modification
to a proposal shall be contained in a sealed envelope, clearly marked with the RFP title and “Modification of Proposal” notation.
Proposals may not be withdrawn for a period of 30 days following the closing of the RFP on Friday, December 4, 2015 3:00 PM
EST. All proposals must be valid for at least 180 days from the due date.
I.
ADDITIONAL TERMS AND CONDITIONS
Contract Terms and Conditions, beyond those specified in the Requirements section(s) of this document, are not set forth.
Respondent is invited to propose additional Terms and Conditions of a final contract. These terms will be subject to review and
modifications (as approved by both parties) once proposals are received. Respondent will be permitted to withdraw their
proposal should parties not arrive at mutually agreeable terms.
Submitted RFP response (subject to negotiated revisions) should be expected to be referenced in a final executed agreement.
All statements, promises, and guarantees made in this RFP are considered binding and may be incorporated into a final
mutually signed agreement (should such an agreement be reached).
J.
REVIEW OF PROPOSALS
WFBMC intends to partner with one vendor. The awarded vendors will offer WFBMC the best financial and service package in
response to the requirements contained herein. WFBMC reserves the right to select among the proposals offered or to make
no award under this document, as determined most beneficial for WFBMC.
All proposals submitted shall become property of WFBMC and will remain confidential.
In considering the proposals submitted by each respondent, WFBMC will consider the following at a minimum and as
applicable: the ability, capacity, and skill of the respondent to perform; the character, integrity, and quality of respondent; the
quality of past performance by respondent; and the competitiveness of the respondent’s financial proposal.
WFBMC reserves the right to make the final decision on its choice of proposals. Appeals will be considered on a case-by-case
basis; however, the final selection of vendors rests solely with WFBMC.
K.
PREPARATION AND RETURN OF PROPOSALS
Respondents must review this RFP and reply with a formal signed proposal. ATTACHMENT A must be submitted with the
proposal and signed by a duly authorized representative of the respondent’s organization. Responses are due no later than
Friday, December 4, 2015 3:00 PM EST. Proposals must be submitted in a sealed envelope/package and mailed to the address
below. Proposals may also be hand carried to the Office of Strategic Sourcing located at Wake Forest Baptist Medical Center,
Piedmont Plaza II, 7th floor, Suite 702.
Wake Forest Baptist Medical Center
Office of Strategic Sourcing
ATTN: Jonathan Kepley
Medical Center Boulevard
Winston-Salem, NC 27157
It is the sole responsibility of the respondent to ensure the on-time delivery of all RFP responses. Delays due to shipping errors
or delays will not be considered acceptable rationale for an untimely reply. These RFP responses may be refused at the
discretion of WFBMC.
Respondent must submit two (2) separately bound hard copies of their proposal and one (1) electronic copy (CD or flash
drive) to include, at minimum, the item(s) listed below. These items must be included in your proposal and submitted as a part
of your response, no later than Friday, December 4, 2015 3:00 PM EST.
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L.
Detailed responses to section M, along with confirmation of your capabilities and supporting documentation.
Detailed responses to section O, along with any supporting documentation.
Detailed responses to section P, along with any supporting documentation.
Detailed responses to section Q, along with any supporting documentation if applicable.
Attachment A, signed by a duly authorized representative from respondent’s organization.
Attachment B, providing at least three (3) customer references which we may contact. References must include
the name of the company/entity, length of service, contact person, and present address and phone number. Also
include the project dollar value and examples of identified issues and associated cost recoveries and/or cost
avoidance. Reference information shall be completed by filling out Attachment B in this RFP and returned with
your proposal.
FORMAT OF PROPOSAL
Greater detail, information, and supporting detail assists in the evaluation of responses. Elaborate format and binders are
neither necessary nor desired. Legibility, clarity, and coherence are more important. It is mandatory that each respondent
provides responses in the same numbering format as used in this RFP, so that responses correlate to the same section in
the RFP requirements. This will make the proposal more “evaluator friendly” to the team conducting the evaluation of the
proposals.
M. DESCRIPTION OF SERVICES TO BE PROVIDED
WFBMC currently supports their end user community with wireless services for network and access. Over
time, the growth in wireless devices has put a strain on the current environment and raises the risk of not
being able to support high quality consistent services. The purpose of this Request for Proposal is to solicit
services to conduct an assessment / survey of WFBMC’s wireless network in order to identify weaknesses and
gaps that will allow WFBMC to improve its services to its users.
The WFBMC locations to be surveyed are composed primarily of medical offices and patient rooms. The
buildings contain multiple floors, and the expected survey will take into consideration all directions of
signal strength to include bleed-through from floor to floor. The site survey results will determine the
optimal placement for the wireless access points as well as the type and placement of all antennas to ensure
100% coverage of the facility based on the 802.11a/b/g/n/ac wireless network standard for data/voice/RTLS
applications and Cisco best practices. The survey will further take into account the placement of existing
access points and will document additions or changes to the current wireless network to accomplish the
desired wireless coverage and throughput.
The project objectives are:
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
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Complete an RF predictive survey in WFBMC’s prime infrastructure for all the areas indicated in this
Request for Proposal to support Data/Voice/Video/RTLS wireless network services in both the 2.4GHz and
5GHz spectrums
Provide results of the surveys in the form of an overview summary, site documents with heat maps
for each floor, AP placement, and raw survey data
Gather information required to build the best design for optimal RFID coverage to include triangulation
of devices within three meters wherever possible
Design for RFID accuracy in an environment with a large volume of wireless devices
Design an AP layout with the information gathered and show AP placement on floor maps for
installation by ’s designee
Update existing maps in WFBMC’s Prime Infrastructure with proper wall attenuation and scale, as
needed
Assess the configuration of the current wireless network, its connections to the LAN, SSID configurations,
and wireless security
Make recommendations to maximize effectiveness of the WLAN
Provide documentation of AP placement and design to ensure ’s designees can configure the Wireless
LAN Controllers and Prime Infrastructure properly to support a separate infrastructure installation
project
DATA GATHERING
The following tasks are required to be conducted to gather all complete and sufficient information
related to the existing environment.
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Perform a passive survey to gather information about the current RF environment including the existing
APs, rogue APs, noise levels, and interfering devices
Gather wall attenuation and building scale information
Identify the type of ceilings and building infrastructure for installation planning
Identify the wired network infrastructure and LAN equipment for installation planning
DESIGN AND VALIDATION
Site Walkthrough
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Conduct a passive survey and spectrum analysis through the entire survey area, gathering information about
the existing wireless environment, the noise levels, and interfering devices
Collect wall attenuation and building scale information
Review the wired network infrastructure and LAN equipment for installation planning
o Determine if additional switches are needed to support any proposed new APs
o Review the network configurations to determine if configuration changes to the LAN are
needed such as QoS or VLANs
o Document findings
Review the current SSIDs and security configurations
o Identify and document how they are currently configured
o Determine if changes should be made to the existing configurations
o Document findings
Wireless Design
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Import WFBMC’s provided map(s) into WFBMC’s prime infrastructure
Scale the floor plans based on information gathered from interviewed parties or during the site survey
Create a design for an 802.11a/b/g/n/ac data/voice/RTLS application wireless network.
o It is required that coverage be a minimum of -65 db from outer wall to outer wall within each facility
in the 5Ghz spectrum
Based on Cisco high-density WLAN best practices, ensure the design optimizes coverage and proper
RF cell overlap in support of data transmissions for data/voice/RTLS applications
Confirm proper antenna and access point selection
Place proposed new APs on the maps named as "New AP"
Design
Validation

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Complete a 100% physical verification of AP coverage using Cisco APs and wireless survey tools
o 80% of validation to be determined by Respondent based on best practices
o 20% of validation to be designated by WFBMC personnel covering known areas of concern
Validate wall attenuations
Validate location-to-map scale
Test wireless coverage from floor to floor, if applicable
Adjust design as needed based on test results
Validation and coverage shall be guaranteed for a minimum of 90 days post validation acceptance. Any
changes within this timeline will be at the expense of the Respondent.
Documentation
The chosen respondent will review all data collected as part of their services and create a Wireless
Network Design document. They will also compile reports on the current wireless environment and on
reportable findings during the validation. In addition, all the raw data collected will be provided to WFBMC
ITS staff in common electronic formats.
Final documentation will consist of:

Wireless Network Design
o
o
o
o
o
o
o
o
o
Existing device model and count
Recommended changes to the environment broken out by area
Current LAN device available to support additional APs
Recommended new wireless devices by area
Recommended LAN switches to support new wireless devices
Number of APs needed by area
Heat maps showing where the APs should be placed and estimated coverage
Designations of new APs to be shown as "New AP"
Designations of relocated existing APs to be shown as "Moved" if applicable
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Reports
o
o
o
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Current wireless environment SSID coverage by area
Current wireless environment channel coverage by area
Validation reports
Raw Data collected
Review and Completion Meeting
As the final deliverable from this effort, the selected respondent will schedule and lead a meeting
with WFBMC‘s stakeholders and walk through the wireless design and report deliverable. Should any
questions be brought up d uring the review, the respondent will address them directly or document
them for follow-up if needed. After satisfactory review of the design has been completed, all gathered
documentation will be provided to WFBMC in electronic format (and paper were appropriate). Upon
verbal acceptance and agreement by WFBMC, ta project acceptance document will be provided and
reviewed and signed off by WFBMC accordingly. This sign-off will represent the close of the project with the
exception of the validation post installation of the new design
N. DEFINITIONS
AP – Access Point
LAN – Local Area Network
QoS – Quality of Service
RF – Radio Frequency
RFID – Radio Frequency Identification
RTLS – Real Time Location System
WLAN – Wireless Local Area Network
O. RESPONDENT QUALIFICATIONS AND OVERVIEW
The purpose of this section is to determine the ability of the respondent to perform services described
herein. Respondent is to provide detailed responses and supporting detail for each of the qualifications
listed below. Respondent shall describe and offer evidence of their ability to meet each of the
qualifications or statements listed below by citing previous related practice experience:
1. Describe your formal relationship between your organization and Cisco (i.e., Partner status)?
2. Describe the qualifications of the individuals that will be assigned to perform the work
indicated
3. Has this work been done by this organization for a Hospital/Medical Facility previously?
i. If so, provide applicable references
4. Is your company publicly or privately held?
5. Where are your corporate Headquarters based?
6. Is your company considered a HUB?
WAKE FOREST BAPTIST MEDICAL CENTER
REQUEST FOR PROPOSAL
Wireless Site Survey
P. BID REQUIREMENTS AND SPECIFICATIONS
The following are the individual requirements that WFBMC requires from the awarded vendor. The
vendor is to provide a response to each specification and explain how they will achieve each
requirement. Products or services that are not provided as core to the offering (no additional cost) must
be specifically indicated as such and associated pricing provided.
1. The contract term is 1 year. Agreed upon pricing structure will remain firm for the duration
of the agreement. Either party may terminate the agreement by providing 90 days written
notice. The agreement will not automatically renew after the initial contract term.
Meets Specification?  YES
Explain:
 NO
2. Vendor is required to report immediately to WFUBMC any activity that might affect the
business relationship between their company and WFBMC (i.e. any material claims or
federal/state exclusions which may adversely affect vendor’s ability to provide the goods or
services requested in this RFP). Include any pending litigation, for or against your company.
Meets Specification?  YES
Explain:
 NO
3. Vendor must be a current Cisco Partner in good standing.
Meets Specification?  YES
Explain:
 NO
4. Vendor must have on staff at least one CCIE (Cisco Certified Internetwork Engineer) in the
discipline of Wireless.
Meets Specification?  YES
Explain:
 NO
Meets Specification?  YES
Explain:
 NO
Q. ADDITIONAL VENDOR OFFERINGS
Provide any additional offerings that would increase the value of any relationship with WFBMC
through improved services or reduced costs to WFBMC (include fee-for-service and no additional
charge offerings).
WAKE FOREST BAPTIST MEDICAL CENTER
REQUEST FOR PROPOSAL
Wireless Site Survey
ATTACHMENT A
RESPONDENT SIGNATURE FORM
The form below must be signed by a duly authorized officer of respondent and must
accompany your proposal. Signature below provides your guarantee that all statements made
in your proposal response are accurate and being offered without obligation or other precondition to Wake Forest Baptist Medical Center.
Authorized Signature: ________________________________________ Date: _____________
Printed Name: ________________________________________________
Title: ________________________________________________________
Company Name: ______________________________________________
Mailing Address: _______________________________________________________________
Telephone: (______) ____-________ Email: ____________@______________
Licensed to do business in the State of North Carolina?  YES
 NO
Is your business listed on the Office of Inspector General's (OIG) List of Excluded Individuals /
Entities?  YES
 NO
WAKE FOREST BAPTIST MEDICAL CENTER
REQUEST FOR PROPOSAL
Wireless Site Survey
ATTACHMENT B
LIST OF REFERENCES
List three (3) references to which you have supplied products/services within the last three (3)
years. At least one of the references should be an Academic University or Medical Center site.
Organization Name: __________________________________________________________
Address: _____________________________________________________________________
Contact Person: _______________________________________________________________
Contact Telephone: _ (______) ____-________ Contact Email:
___________@______________
Time period services provided:
Description of services provided:
Organization Name: __________________________________________________________
Address: _____________________________________________________________________
Contact Person: _______________________________________________________________
Contact Telephone: _(______)____-________ Contact Email: ___________@______________
Time period services provided:
Description of services provided:
Organization Name: __________________________________________________________
Address: _____________________________________________________________________
Contact Person: _______________________________________________________________
Contact Telephone: _(______)____-________ Contact Email: ___________@______________
Time period services provided:
Description of services provided:
WAKE FOREST BAPTIST MEDICAL CENTER
REQUEST FOR PROPOSAL
Wireless Site Survey
APPENDIX A
LIST OF COVERED FACILITIES / ENTITIES
Facility Name
Street Address
City
State
Acute Care Entities
Wake Forest Baptist Health (inclusive of all
buildings and departments located on the
“Hawthorne Hill” campus)
Medical Center Boulevard
Winston-Salem
NC
Brenner Children’s Hospital
Medical Center Boulevard
Winston-Salem
NC
Lexington Medical Center
250 Hospital Drive
Lexington
NC
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