Introduction



Patient Digital WallRequest for ProposalSeptember 29th, 2015Presented by:NYU Hospitals CenterTable of Contents TOC \o "1-1" 1.Introduction PAGEREF _Toc431290709 \h 32.Milestone Calendar PAGEREF _Toc431290710 \h 33.Required RFP Response PAGEREF _Toc431290711 \h 44.Proposal Due Date, Delivery Instructions and Communication PAGEREF _Toc431290712 \h 45.Proprietary Information, Non-Disclosure PAGEREF _Toc431290713 \h 56.Costs Incurred PAGEREF _Toc431290714 \h 57.NYUHC Reserves Right to Refuse Any and All Bids PAGEREF _Toc431290715 \h 58.Effective Period of Prices PAGEREF _Toc431290716 \h 59.Functional Requirements PAGEREF _Toc431290717 \h 610.Technology Requirements PAGEREF _Toc431290718 \h 911.Roadmap PAGEREF _Toc431290719 \h 1312.Professional Services and Customer Support PAGEREF _Toc431290720 \h 1313.Regulatory and Compliance PAGEREF _Toc431290721 \h 1414.Training PAGEREF _Toc431290722 \h 1515.Pricing PAGEREF _Toc431290723 \h 1516.Implementation Timeline PAGEREF _Toc431290724 \h 1517.Description of Company PAGEREF _Toc431290725 \h 1618.Past Performance and References PAGEREF _Toc431290726 \h 16IntroductionNYU Hospitals Center is undergoing a major transformation including the construction of the Helen L. and Martin S. Kimmel Pavilion, a new 830,000 square foot hospital that will offer state-of-the-art, patient-centered acute care with private rooms for all patients. Located within the Kimmel Pavilion is the Hassenfeld Children’s Hospital, a new 160,000 square foot child and family-friendly pediatric hospital.Central to the new Hospital will be the implementation of an interactive platform called the Patient Digital Wall that will facilitate communication, provide educational content, entertain and provide access to Hospital services.NYU Hospitals Center (NYUHC) is seeking a supplier with:Healthcare experience willing to manage and supply an enterprise solutionProven track record in delivering advanced services within regulated environmentsGuaranteed dedicated, high quality resourcesQuick turnaround times for requestsCompetitive pricingBring value to NYUHCMilestone CalendarThe following calendar of events is based on planned NYUHC activities and anticipated supplier delivery capabilities. It is presented for illustrative purposes only. These milestones will be reviewed as necessary at the time a contract is awarded to a Supplier.MilestonesDateTimeRFP Release DateSeptember 29th 2015Additional Questions dueOctober, 6th 201512:00 PM ESTAnswer to Suppliers dueOctober, 9th 20155:00 PM ESTResponses DueOctober, 30th 20155:00 PM ESTInitial EvaluationNovember 6th 2015Supplier Meetings/DemoTentative November 12th 2015Team to Produce Final Scope Document for PricingNovember 13th 2015Supplier to Provide Final PricingDecember 1st 20155:00 PM ESTAward RFPJanuary 15th 2016Required RFP ResponseSuppliers are required to submit their Proposal in the specified electronic format. Supplier will submit their entire RFP response and all completed forms electronically via e-mail with supplier’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.Proposal Due Date, Delivery Instructions and CommunicationAll Proposals are due by October 30th, 2015 no later than 5:00 P.M. EST.Send your complete electronic response via email to:ITSourcing@Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to ITSourcing@ only. Under no circumstances shall Supplier contact any employee of NYUHC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted.Proprietary Information, Non-DisclosureSupplier shall have no rights in this document or the information contained therein and shall not duplicate or disseminate said document or information outside the supplier's organization without the prior written consent of NYUHC.Costs IncurredAll costs incurred in the preparation of the Proposal shall be borne by supplier. By submitting a Proposal, supplier agrees that the rejection of any proposal in whole or in part will not render NYUHC liable for incurred costs and damages.NYUHC Reserves Right to Refuse Any and All BidsNothing in this RFP shall create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYUHC reserves the right to award portion of this bid. NYUHC reserves the right to adjust the evaluation criteria after finalizing the scope and pricing requirements after the supplier demo meeting. All bids governed by NYUHC standard Policy and Procedure and Terms and Conditions.Effective Period of PricesAll pricing Proposals by Supplier will remain fixed and firm until 12/31/2017Functional RequirementsIntroductionNYUHC is currently reviewing the capabilities for an interactive communications platform that serves as a patient education and entertainment system. This technology should transform the in-room TV into a simple-to-use interactive information, education, and entertainment municateThe Patient Digital Wall will serve to reduce the complexity in communication with and between the multiple care teams and patients and their families.Patient Care Plan and Journey Daily Care Plan with expected tests, procedures and timelinesProceduresTimelinesCare team profilesTracking of communication with Care Teams Supplier Answer: Indicate your compliance with each requirement and document any exceptionEducateIn alignment with the mission and objectives of NYUHC, the Patient Digital Wall should enhance focus on the education of our patients and their families. The Patient Digital Wall will aid our Care Team in elevating the patients understanding of their conditions, planned procedures and post-visit care.Welcome Packet/OrientationSafety Protocol and InstructionsA full detail of patient medication intake will be available for patients and their families. Procedural/Surgical VideosAdvanced DirectivesStandard K-12 education web programming for childrenMust be available in multiple modalities and languages, including:EnglishSpanishChineseJapaneseEducation materials provided by 3rd party content Supplier, including the ability to interface with EpicSupplier Answer: Indicate your compliance with each requirement and document any exceptionEntertainNYUHC aims to accommodate all patient populations through the Patient Digital Wall’s entertainment features. The optimal solution would include the following capabilities:MoviesTelevisionGamesMusicEmailVideo ConferencingE-books/NewsCreate artwork/Display personal pictures and photosSupplier Answer: Indicate your compliance with each requirement and document any exceptionAccess to Hospital ServicesIt is crucial for NYUHC’s patient population to have seamless access to hospital services. The Patient Digital Wall should streamline this process by providing patients the option of communicating with multiple hospital services.Nurse Call integrationMeal room serviceBuilding services/facilities:Request room cleaningSubmit maintenance requestsPatient services:Medical recordsFinanceChaplaincyConcierge serviceAccess to NYUHC information guides:Transportation schedulingScheduling of proceduresDirectional mapPhone directoryIncoming announcements:Waiting to be transportedWaiting for a translatorVirtual gift shopSupplier Answer: Indicate your compliance with each requirement and document any exceptionSpecial Requirements for Pediatric HealthcareTo be able to support our younger patients, additional considerations should be taken into account:Personal body scanning tablet to identify source and causes of painSend family advanced notice before rounds to consider questionsAutomatic treatment/progress updates to family members who are not presentBio page for children to describe nicknames, likes/dislikesVoice control activationGrade level schoolworkInteractive games that can connect to patients in other rooms3D printing Art and DrawingSupplier Answer: Indicate your compliance with each requirement and document any exceptionTechnology RequirementsCentral to the experience will be a technology platform that will be able to provide communication capabilities, educational content and appropriate entertainment in an ergonomic environment. ArchitecturePlease provide an architectural overview of the solution, including those required to be in the patient room and any back end infrastructure requirements.The system must support multiple sites and locations. Please describe how the system scales to multiple facilities.What is your system licensing model (e.g. per user, per site, etc.) and how expandable is this?What programming languages and frameworks are used within your solution?What development methodology is used to build your solution?Please describe the data model used.Describe the hardware and software requirements for a full implementation of your solution.What operating system is the system running?How would major release updates/upgrades be handled? Provide the frequency of software updates and the method of delivery.Please identify any third party components.Please describe the integration architecture, including any middleware features that may be required.Describe the platform’s extensibility and how additional features and functionality can be added to the system either through updates, third party software or in house developed solutionsHow does the system integrate with content providers?Supplier Answer: Indicate your compliance with each requirement and document any exceptionDisplayLarge screen size (84”)Ability to partition the screenCompatibility with touch screen technologyMultiple language capability selectable by the patient and also as part of initial room configuration (see also section REF _Ref431137554 \r \p \h 9.3 above)Ability to display care team profilesControl:TabletsOptional control using bedside touch, phone, touch screen, voice, movement and sip and puff technologyOverride controls for nursingEnvironmental controlsAbility to set display preferencesNight time relaxationPrivacy buttonsAbility to transform phone tablet into remoteBandwidth scalabilityTrack usage and collect transactional data for analysis to support research on patient experience.Audio capabilities:Audio should be of high quality (similar to or better than Dolby 5.1 Surround Sound) and be fully controllable by the patientThe sound system should be integrated into any built-in room audio system (where applicable)Ability to control the color of the display when switched into standby mode to match the room décorAbility to specify the color of the bezel to match the room décorSupplier Answer: Indicate your compliance with each requirement and document any exceptionNetworkPlease describe any dependencies and/or integration with the existing wired or wireless infrastructure? If none exist, is there any hardware that is required and what is the cost of the hardware and licenses (proprietary and non-proprietary)? Identify the minimum and ideal components wired or wireless components required to efficiently operate.What wireless Suppliers does your solution interoperate with? List Suppliers and respective solutions that have been verified to work with your solution. Include minimum and recommend versions of associated components. (please provide in tabular form in excel)How does your solution influence network performance? What network variables could impact your solution’s performance?How do you guarantee that the system will not adversely be impacted by other devices on the network?How do you guarantee that the system will not interfere with any medical equipment?If new infrastructure is required, what are the cabling requirements for the equipment (power, Ethernet, cable, IPTV, etc.).(please provide in tabular form in excel)Supplier Answer: Indicate your compliance with each requirement and document any exceptionSecurityGiven the nature of such a system, can you describe in detail how your system is hardened against malicious attacks?What rights/capabilities/responsibilities do system administrators have? Are there multiple levels of administrator privileges?Does the solution interact with directory services like Active Directory, Kerberos, LDAP or RADIUS? If so, list level of integration and functionality.Would remote access be required to support the implementation? If so, describe in detail what would be required.Please describe in detail the log messages generated by the solution. Does your solution integrate with SIEM solutions such as Loglogic?Can you give examples on how customers used your log messages to identify attempted network, system or application intrusions via your solution? In each case, how were the customers notified?Supplier Answer: Indicate your compliance with each requirement and document any exceptionSystems IntegrationPlease describe how you would integrate into the Epic EMR (eg My Chart, Whiteboard patient care plan, etc)Does the system have the ability to integrate into a Unified Communications system?Does the system have the ability to integrate into clinical alerting systems? Describe integration capabilities for:Real-time location services (RTLS)Nurse callAlert/Alarm managementDescribe compatibility and integration with NYUHC- and patient-supplied mobile devices. What platforms are supported?Supplier Answer: Indicate your compliance with each requirement and document any exceptionOperational RequirementsDescribe the management capabilities for the solution, especially on how multiple instances can be centrally managed.What monitoring and alerting capabilities exist to proactively and reactively notify staff of any issues?Default and customized reports should be made available for usage, performance, etc. Access to any management interface should be secured with strong authentication and authorization controls, including directory integration and role-based access controls.NYUHC requires 24x7, one (1) hour response remote support for the solution and on-site support is required within four (4) hours.The Supplier is expected to provide the option of receiving automated alerts either from the components themselves or from a “call home” feature in order to insure proactive detection of potential failures and shipment of replacement parts.Please describe what training would be required for NYUHC technicians to adequately support the environment, including configuring and managing the system. See also section REF _Ref431140717 \r \p \h 14 below.Supplier Answer: Indicate your compliance with each requirement and document any exceptionSoftware and LicensingAll software, firmware and licenses necessary to achieve full functionality needs to be included. Specify terms and level of coverage for all components.All software update services need to be included in the service contract, including firmware updates and any other software related to the solution.Supplier Answer: Indicate your compliance with each requirement and document any exceptionRoadmapPlease provide product roadmaps for the next 12 and 24 months.Professional Services and Customer SupportDescribe your professional services practice.Describe your experience in providing these types of services. Highlight company strengths as it relates to the request from NYUHC.What personnel will be involved in delivering both direct and indirect services?Are you capable of providing implementation and on-site management services for your solution?Briefly describe your experience in implementing similar solutions, including:How you provided support to the company to implement such solutions and outline any road blocks you encountered and how they were resolved.What integrations partners have you successfully worked with previously in healthcare environments? Identify the key owner in your organization who is ultimately responsible for ensuring the success of this implementation.Describe your proposed implementation methodology, including:Timeline for implementation, key milestones and datesOrganizational chart defining each employee’s responsibilitiesSpecify all individuals who will be responsible for implementation, their functions and responsibilitiesProvide a detailed management plan and outline of the proposed workflow and any requirements to deliver servicesOutline the required NYUHC team members required for a comprehensive deployment and approach for engagementBased on past and successful experience who do you recommend be the champion and/or sponsor for the solution and why?Describe your communication methods and processes. Identify key points of contact necessary in the performance of this agreementWhat types of standard or ad hoc reports do you provide detailing project status?What service guarantees do you offer?What penalties have you incurred in the past year?Describe your customer support practice, including details on how the platform would be supported once implemented (see also sections REF _Ref431139641 \r \h 10.6 and REF _Ref431140330 \r \p \h 10.7 above)Supplier Answer: Indicate your compliance with each requirement and document any exceptionRegulatory and ComplianceHow do you manage reporting for the Joint Commission and other regulatory agencies?How does your solution help the organization meet the following regulatory and industry standards? (Identify specific examples and include other regulatory entities your product adheres to and/or have experience with):The Joint CommissionHIPAA (Health Insurance Portability and Accountability Act)HITECH (Health Information Technology for Economic & Clinical Health Act)CMS (Centers for Medicare and Medicaid Services)FDA (Food and Drug Administration)CCHIT (Certification Commission for Healthcare Information Technology)State specific requirements and mandatesDo you have any pending law suits? If so, please explain.Supplier Answer: Indicate your compliance with each requirement and document any exceptionTrainingDescribe technical and administrative training.Describe end user training materials that have been used successfully.Supplier Answer: Indicate your compliance with each requirement and document any exceptionPricingPlease provide pricing information in the enclosed Attachment. All hardware, support and services should also be included for a five (5) year agreement.Please see the enclosed Attachment A to provide your pricing informationImplementation TimelineImplementation will be over multiple phases:Issue RFPReceive responses backFinal decisionPrototype running and operational in mockup center 509905200025Description of CompanyThe designated supplier shall have provided privileged access services and solutions to the public for a minimum of three (3) years. The supplier will offer a comprehensive package for all service’s as specified in this RFP to all NYUHC facilities. Please provide:The company’s full name, address, main telephone and appropriate contact information including e-mail address.A brief historical perspective on your company (years in the business, growth via mergers and acquisitions, key industry innovations)What are your company values? Describe your corporate culture. Explain how you differentiate yourself from your competition.Describe the full range of services your company offers and the corresponding rates. Include all services that will be available and all expenses that we would incur under this agreement.List office locations and specific responsibilities of each.Please provide an overview of your company’s growth over the past five years.Provide audited financial statement for the two fiscal years immediately prior to this one.What percentage of your business is in healthcare?What is your company’s Epic experience and differentiators with Epic?Past Performance and ReferencesProvide at least three (3) references of past deployments of similar solutions in a healthcare setting of similar size and scope of NYUHC. For each reference please include the following:Healthcare organization name, contact name, title, address and telephone number.Describe the relationship and services provided.If you cannot provide at least one healthcare reference of a similar size and scope of NYUHC, please explain and indicate the largest installation you have performed. Provide current and past account information, of similar size and configuration. Include:A current, long-term customerA current customer implemented in the past 18 monthsA former customer terminated within the past 18 months and reasoning for termination other than consolidationFailure to provide suitable references to NYUHC will result in the Supplier’s bid being rejected without further consideration.Supplier Answer: Indicate your compliance with each requirement and document any exception ................
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