NYULMC Digitizing Documents RFP



NYULMC Digitizing Documents RFPDigitizing DocumentsRequest for ProposalJuly 16, 2015Presented by:Strategic SourcingSupply Chain ManagementRFP NYULMC DIGITIZINGObjectiveNYU Langone Medical Center is requesting proposals that will allow it to determine suitable Suppliers to enter into a Statement of Work for scanning folders and documents to create digital copies for the NYU Langone Medical Center. The contracted Supplier will be expected to provide both a) comprehensive services solutions (details for which are provided on page 6) and b) competitive pricing structures, as related to individual Scope of Work (SOW) offered. RFP OverviewIntroductionNYU Langone Medical Center invites you (the SUPPLIER) to submit a proposal in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) to provide digitizing services for boxes, which generally include, among other things: folders, documents, and forms of various types. This RFP process is your opportunity to demonstrate your strong commitment to partnering with the NYULMC and ensure high quality customer support services with competitive pricing.This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your service capabilities and initiatives. We encourage you to submit a proposal that is aggressively priced which will exceed our expectations.Background Information NYU Langone Medical Center (NYULMC) is one of the premier academic medical institutions in the country.?For more than 155 years, it has been a leader in patient care, physician education, and scientific research. Notwithstanding the Medical Center’s reputation as one of the country’s premier medical institutions, it recognizes the benefits of digitizing document. The NYU Langone Medical Center requires high quality services that can exceed our expectations when it comes to digitizing documents in a secure manner. In an effort to establish the best practice for this service, we are seeking your professional perspective to establish an efficient system for digitizing documents while we build our relationship. Milestone Calendar:MilestonesDateTimeRFP Release DateJuly 16, 20155:00 PM ESTQuestions DueJuly 24, 201512:00 PM ESTAnswers to Vendors DueJuly 28, 20155:00 PM ESTProposal DueAugust 4th, 20155:00 PM ESTInquiries regarding information are to be directed to: Luis Qorri - Luis.Qorri@Bidder’s Note: All questions regarding interpretation or specifications must be submitted in writing to Luis.Qorri@ & Atul.Panchal@?only. Under no circumstances shall vendors contact any employee of NYULMC. 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 permittedVendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with vendor’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.All inquiry requests must be submitted via email by July 24th, 2015 BY 12:00pm EST.Proposals will be accepted up to the “due date” listed above, and no proposals may be withdrawn after the required date and time for submission. Information that arrives after the requested due date will not be taken into consideration. It is the responsibility of the Vendor to ensure that the information is submitted by the required time. NYULMC shall not waive or extend this requirement for any reason. Submitted information shall remain valid for seven hundred and thirty, (730) days from the proposal submission date. If the hospital determines that there is a discrepancy in or omission from this RFP prior to or after the opening of proposals, an addendum will be issued to all Suppliers that have submitted rmation Review:Evaluation Criteria:NYULMC will evaluate information based on the criteria listed below, on a rating scale of 1-5. The maximum possible score for each criterion is shown below.CriteriaMaximum ScorePricing of Services5Ability to Meet Service Requirements5Digitizing Facility5Quality of Delivery5Service Levels and Turn Around Time5Proposal Selection:Following a complete evaluation of all proposals submitted, NYULMC shall begin negotiations with the selected Supplier. Any business relationship or services engagement awarded is contingent upon NYULMC and Supplier reaching mutually agreeable terms. Other Suppliers that have submitted proposals will be notified when negotiations have been completed. It is the intention of NYULMC to enter into a Statement of Work with one (1) Supplier, by which any and all of the project scope (if awarded in NYULMC’s sole discretion) will be governed. NYULMC reserves the right to:Waive any irregularities or informalities in proposals;B) Accept or reject any and all proposals or portions thereof in NYULMC’s sole discretion;C) Amend the current RFP or if necessary issue a new RFP D) Take other action as deemed appropriate.Project Award StructureDue to the size and complexity of the entire digitizing document service, NYULMC will award this project to one (1) Supplier. The responses provided herein will allow NYULMC to make the most informed decision from both a Cost Efficiency and Quality Services perspective.Scope of Work The following provides a framework for the range of comprehensive service solutions that NYULMC expects the Supplier to provide in the execution of the services:Number of boxes to be digitized (and forms/pages per box)Number different types of formsQuantity of forms per typePages of forms per typeLocation of the boxes (centralized vs. decentralized)Any specifications required from your perspective when creating digital copies (specifics around tagging, etc.)There are 6574 boxes that contain 156,317 files in storageDocuments will be in a centralized locationPricing for Digitizing Document ServicesPlease include applicable rates (per unit cost, per service required) in the embedded document below: ItemCostScanning Cost per BoxScanning Cost per ImageScanning Cost per Form Any Service and/or Prep Charge per BoxAny Service and/or Prep Charge per ImageAny Service and/or Prep Charge per FormCost for TransportationCost for Document DestructionIndexing CostPhysical Document Storage Cost per YearAny Additional CostsAll In Cost Project Specific InquiresDigitizing Document Processes: Please describe the end-to-end processes and programming used for digitizing documents.Facility Locations: Please provide the address location(s) for the facility or facilities which will be used to digitize documents for NYULMC.Scheduling:Define proposed timelines to digitize documents and provide a sample implementation plan (based on the information provided).On Time Service:Please provide your qualifications and reliability to provide on time service to the NYULMC without the need to extend the timeline set for digitizing document services.Keying and Inventory:Describe the various capabilities that can used to inventory all the various forms so it can be searchable by form.Internal / External References: Please provide three references to attest to your qualification and availability to provide document shredding services to the NYULMC. Internal references are encouraged to be included. Supplier Representative:Describe the supplier representative’s qualifications and availability to the NYULMC.General InquiriesValue Added Programs:Provide detailed information on any value-added programs and services that would identify savings opportunities in labor, supplies, transportation, storage, and services to NYULMC.Strategic Partnerships:Please describe how a strategic partnership with your company will be beneficial to the munication: NYULMC requests communication reports that are used to determine both quality and efficiency within a project’s life span (i.e. Cost reports and Timeline completion reports), that can, among other things, explain or identify any variances that may impact a particular project. Please briefly describe your ability to provide.Additional Information: Please provide any other additional information that the NYULMC should know about you.Standard Terms and ConditionsRecordkeepingBooks and records of Hospital’s purchases and services shall be made available, upon demand, in an easily accessible manner for a period of three (3) years from the end of the agreement term (including renewals) to which they pertain, for audit, examination, excerpts and transcriptions by the Hospital, state, and federal representatives and auditors.AuditsHospital may conduct audits to validate costs and compliance with agreement terms and conditions. Hospital will allow a reasonable timeframe for Supplier to prepare files for an audit. Supplier will correct audit findings immediately or within 30 days following notification of the errors.Regulatory AgenciesSupplier shall operate in accordance with all applicable laws, ordinances, regulations and rules of federal, state and local authorities. Hospital officials may inspect Supplier’s facilities.Upon request from Hospital, Supplier shall provide:A letter of guarantee of compliance with regulations, and the latest facility inspection forms and comments from applicable federal, state, and local agencies. InsuranceSupplier shall maintain all necessary and proper insurance for the duration of the work to be performed, including Comprehensive General Liability Insurance and Property Damage Insurance, Workers Compensation Insurance and Automobile Liability Insurance. Supplier shall provide certificates of insurance upon request. Should any required insurance be cancelled before the expiration date, the issuing company will mail 30-days written notice to the Hospital.TaxesHospital is a tax exempt organization. Hospital will provide Tax ID upon request. ................
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