Purpose - Westchester Medical Center



REQUEST FOR INFORMATIONRadio Frequency Identification (RFID) Asset Management and Inventory Control SolutionRFI #: WHN-C-0037RFI Issue Date: Thursday, August 2, 2018Response Due Date: Friday, August 31, 2018Westchester Medical CenterMaterials Management DepartmentWestchester Medical CenterExecutive Offices at Taylor PavilionOffice of Legal Affairs100 Woods RoadValhalla, New York 10595Table of Contents TOC \o "1-3" \h \z \u 1.Purpose PAGEREF _Toc520975710 \h 32.Background PAGEREF _Toc520975711 \h 33.RFI Contacts PAGEREF _Toc520975712 \h 54.RFI Submission PAGEREF _Toc520975713 \h 65.Current Asset Management and Inventory Control PAGEREF _Toc520975714 \h 66.Volume PAGEREF _Toc520975715 \h rmation Requested from Vendors PAGEREF _Toc520975716 \h 78.Vendor Presentations PAGEREF _Toc520975717 \h 159.Confidentiality and RFI Ownership PAGEREF _Toc520975718 \h 1510.Summary PAGEREF _Toc520975719 \h 16PurposeWestchester Medical Center Health Network (“WMCHealth”) is issuing this Request for Information (“RFI”) to invite vendors to provide information about their radio frequency identification (RFID) asset management and inventory control solution that can be implemented in high-volume departments throughout WMCHealth, such a Cardiac Cath Lab, Interventional Radiology, and Operating Room / Perioperative Services, to provide cost savings from improved control of assets that are critical to the organization. The objective is to obtain a solution that will enable WMCHealth to: Have real-time visibility of inventory to help reduce waste, theft, and loss through accidental disposal;Reduce / eliminate delays in care by ensuring that supplies and equipment are available in the required quantity, condition, and location;Improve charge capture by minimizing manual entries;Improve patient and staff safety through alerts about expired and recalled items; Increase staff productivity and efficiency while minimizing labor costs;Simplify / optimize inventory data entry processes;Improve reporting capabilities.The issuance of this RFI does not constitute a commitment to issue an invitation for bids, request for proposals (RFP), a contract award, or pay any costs incurred by vendor in preparation of a response to this RFI. Any information received in response to this RFI will assist WMCHealth’s project team in finalizing the scope of work and requirements which may be used at a future date in the issuance of an RFP. Submitting a response to this RFI is not a guarantee in any way that a vendor will be selected for any subsequent RFP, nor does it preclude any vendor from responding to future procurement opportunities.BackgroundOverview of WMCHealth NetworkWMCHealth is a seven-hospital, 1,500 inpatient bed, regional medical system comprised of Westchester Medical Center located in Valhalla, New York (“WMCValhalla”), Mid-Hudson Regional Hospital of Westchester Medical Center located in Poughkeepsie, New York (“Mid-Hudson Regional Hospital”), the Bon Secours Charity Health System located in Rockland County, New York (“BSCHS”), and HealthAlliance of the Hudson Valley (“HealthAlliance”). WMCHealth provides care in nearly every adult and pediatric medical specialty and serves as a lifeline to the more than 3.5 million residents of the Hudson Valley region. The system includes a regional academic medical center, a children’s hospital, a community hospital, two inpatient behavioral health centers, homecare facilities, and other outpatient facilities. In addition, with a total workforce of over 10,000 healthcare professionals, including 2,800 physicians, WMCHealth is one of the region’s largest sources of employment.Overview of WMCValhallaWMCValhalla is located approximately 20 miles north of New York City adjacent to the Sprain Brook Parkway and is the Hudson Valley region's acute care and referral hospital. WMCValhalla is also an academic medical center and the primary teaching affiliate of the New York Medical College (NYMC). WMCValhalla cares for more than 120,000 patients each year and is the only facility in the Hudson Valley offering specialty services such as cardiac surgery, angioplasty, kidney, pancreas, liver, and heart transplant, regional neonatal, trauma, and burn services. As the region’s only tertiary and quaternary care facility, WMCValhalla also sponsors a hospital-based medevac helicopter service responding in minutes to accident scenes and carrying critical inter-hospital patient transfers throughout the region. WMCValhalla is a 652 bed acute care facility consisting of the following major components:The University Hospital is a 415-bed facility and occupies a 401,544 square feet seven-story tower. It provides an array of advanced care services to the seven-county region in the Hudson Valley, including transplant services, 72 intensive care beds in six distinct units, a burn center and a Level 1 Trauma Center.The Behavioral Health Center offers 101 beds for inpatient and outpatient services for children, adolescents and adults. As part of its designated comprehensive psychiatric emergency program, the BHC hosts a Mobile Crisis Intervention Team, providing 24-hour emergency crisis service in the field, a psychiatric on-site emergency room and observation unit.The Maria Fareri Children’s Hospital is a 136-bed facility and occupies about 250,000 square feet in a three-story tower adjacent to the University Hospital. It is the only children’s hospital in the seven-county region and provides a full array of services to newborns and children requiring hospital services, including 49 neonatal intensive care beds and an 18-bed pediatric ICU.Overview of Mid-Hudson Regional HospitalMid-Hudson Regional Hospital (MHRH) includes 40 inpatient behavioral health, 50 chemical rehab and 10 detox, 125 medical/surgical and critical care and 18 physical rehabilitation beds. The hospital is a Level 2 Trauma Center serving the upper Hudson Valley.Overview of BSCHSBSCHS is a multi-state healthcare provider serving nearly a million people in the lower Hudson Valley, New Jersey and Pennsylvania. BSCHS has received national recognition, rankings and numerous awards for the level of care it provides including Distinguished Hospital Award for the top 100 hospitals by HealthGrades and Truven’s Top 100 Hospitals for Cardiac Surgery. BSCHS is comprised of Good Samaritan Hospital in Suffern, NY; Bon Secours Community Hospital in Port Jervis, NY; St. Anthony Community Hospital in Warwick, NY; a certified home health agency; two long-term care facilities; an assisted living/adult home facility and several other medical programs located throughout the region. The system employs more than 3,400 people, making it one of the area’s largest employers.BSCHS consists of the following major components:The Good Samaritan Hospital is 286-bed hospital providing emergency, medical, surgical, obstetrical / gynecological and acute care services to residents of Rockland and southern Orange Counties in New York; and northern Bergen County, New Jersey. The hospital also serves these communities as an Area Level II Trauma Center.The Bon Secours Community Hospital is a 122 bed facility providing cute care and medical/surgical services, including long-term care and behavioral health services.The St. Anthony Community Hospital is a 60-bed hospital serving the residents of Orange County, NY, Sussex and Passaic Counties in New Jersey. It has been a primary resource for emergency, quality medical and wellness care since 1939.The Mount Alverno Center is a New York State-approved adult home with an Assisted Living Program serving 85 residents.The Scherveier Pavilion is a 120 bed skilled nursing facility that provides 24-hour skilled nursing care and therapeutic and restorative programs including physical therapy, occupational therapy, and speech therapy.Overview of HealthAllianceHealthAlliance of the Hudson Valley is an integrated health care system committed to providing quality and compassionate medical care for our patients, their families and our community. We are dedicated to offering a full range of services and medical options, while strengthening the quality of your health care.The HealthAlliance of the Hudson Valley system is comprised of Mary’s Ave Campus, Broadway Campus, Margaretville Hospital, Mountainside Residential Care Center and Woodland Pond at New Paltz.HealthAlliance of the Hudson Valley is planned to undergo a consolidation, whereby a new bed tower will be constructed on its Mary’s Avenue campus. The Broadway campus will transform into a medical village that will focus on outpatient services. This is expected to be completed, tentatively, by 2019.RFI ContactsPlease refer all inquiries to:Patrice A. Gordon-PoyserSr. Corporate Contract CoordinatorIliana CarmonaCorporate Director of Contracts100 Woods RoadValhalla, NY 10595100 Woods RoadValhalla, NY 10595Patrice.Gordon@Iliana.Carmona@Vendors interested in responding to the RFI are encouraged to submit a Letter of Intent to the Designated Contacts by Wednesday, August 8, 2018. Letters of Intent shall be non-binding.All questions or requests for clarification should be submitted to the RFI Contacts by Wednesday, August 15, 2018.All questions and answers will be distributed to all respondents on Wednesday, August 22, 2018.RFI SubmissionRFI responses should be emailed to the RFI Contacts by Friday, August 31, 2018. Current Asset Management and Inventory ControlWMCValhalla currently has inventory management services through which a vendor provides inventory management for Cardiac Cath Lab, Neuroradiology and Vascular and Interventional Radiology and Pain Management. The services include access to, and use of, the vendor’s inventory tracking solution technology / software to collect certain inventory data such as product ordering, consumption, and device usage. The vendor manages, hosts, and reports the data back to WMCValhalla. All data or information that the vendor collects and any tangible or intangible reports, studies, graphs, charts, presentations, etc., derived from the data remains the property of WMCHealth.The vendor maintains and updates software to ensure proper functioning and responds to reports of software malfunction within twenty-four (24) hours of being notified to diagnose and resolve any cause of malfunction. If resolution requires more time, the vendor provides a resolution plan within twenty-four (24) hours of being notified about any malfunction. The vendor uses up-to-date standard industry security protocols to minimize the risk of data loss or theft. The inventory management system only collects inventory transactions data; no patient information is collected.In addition to software, vendor provides hardware such as barcode readers / scanners. The vendor dedicated up to two hundred and forty (240) hours, at its sole cost and expense, for on-site implementation of the inventory management services. The vendor also provides sixteen (16) hours of on-site consulting and support per quarter, at its sole cost and expense. The hours are used for training as well as process and service improvement. Unused hours cannot be accumulated or rolled over to another quarter.While the vendor’s inventory management software has multiple functions, it is only used in the Cath Lab for inventory management. The software is used more extensively in the various Radiology departments to monitor par and inventory levels, identify products that are recalled, and track product usage by categories such as item type and procedure type.WMCValhalla and MHRH also have an agreement through which a vendor provides software for tracking the full chain of custody of biologic and non-biologic implants. The implants are stored in a total of ten (10) RFID Enclosed Intelligent Cabinets and three (3) Intelligent Freezers that were purchased from the vendor. The vendor provides custom programing services that include development of custom computer programs and installation, training and maintenance for the programs.In addition to the various types of scanning / tracking that are done in the Cath Lab and IR Departments at WMCValhalla and implants tracking at WMCValhalla and MHRH, scanning is done in various capacities throughout WMCHealth for inventory management and/or billing using different software, solutions, and solutions. This includes, but is not limited to, scanning for inventory consumption / management in WMCValhalla’s Main and OR Distribution; scanning in MHRH’s Main Distribution; scanning for cycle counting as well as PO and non-PO receiving and par management at BSCHS; and scanning items used per case in the ORs at HealthAlliance for billing purposes. Volume Below is data that shows the number of Cardiac Cath Labs, Operating Rooms, and Interventional Radiology rooms for the identified WMCHealth sites as well as total number of units that were scanned between May 2017 and May 2018. One thousand three hundred sixty-six (1,366) SKUs were scanned in the Cath Labs at WMCValhalla and eight hundred thirty-seven SKUs were scanned in Interventional Radiology to produce the total number of units reported in the table:SiteNo. of Cath LabsTotal Units ScannedNo. of ORsTotal Units ScannedNo. of IRTotal Units ScannedWMCValhalla743,118260433,294Mid-Hudson Regional007020Bon Secours Community Hospital000000Good Samaritan Hospital1014000St. Anthony’s Community Hospital000000HealthAlliance – Broadway107010HealthAlliance – Mary’s Avenue008010Information Requested from VendorsWMCHealth’s primary business objective is to obtain information from inventory management systems vendors regarding best practices in inventory management. Please provide responses to the following questions / deliverables in the spaces provided. Selecting “Customizable” as a response means that the solution can be customized to add the feature. Please provide additional documents as pany Name:Click here to enter text.Address:Click here to enter text.Contact’s Name:Click here to enter text.Contact’s Position:Click here to enter text.Phone Number:Click here to enter text.Email Address:Click here to enter text.Process FlowDescribe / provide the general process flow for the solution.Click here to enter text.Are there different process flows for high cost supplies such as devices, implants, stents? If yes, please describe.Click here to enter text.Is there a process flow for sterile processing? If yes, please describe.Click here to enter text.Is the user allowed to modify the point at which scanning occurs in the workflow?Click here to enter text.State where tags are usually placed on the scanned items.Click here to enter text.Provide a system architecture diagram.Click here to enter text.TrackingCan the system track / capture the following:Item price?Yes?No?CustomizableTissue?Yes?No?CustomizableMedications?Yes?No?CustomizableSurgical instruments?Yes?No?CustomizableLoaned / borrowed supplies?Yes?No?CustomizableCritically low items / inventory?Yes?No?CustomizableLot numbers, serial numbers, SKU?Yes?No?CustomizableNon-sterile instruments and trays?Yes?No?CustomizableItem / supply activity throughout the workflow?Yes?No?CustomizablePatient information such as medical record number?Yes?No?CustomizableCase cart management such as picking, utilization, and returns?Yes?No?CustomizableDates, such as date of implantation, supply usage, expiration date?Yes?No?CustomizableComplianceIs the system UDI compliant??Yes?No?CustomizableAre the RFID tags UDI, GDSN and GS1 compliant??Yes?No?CustomizableDoes the system help meet The Joint Commission regulations for tracking tissues and implants from receipt to final disposition??Yes?No?CustomizableCompatibility / InterfacingCan the system interface with:Cerner (including Siemens)?Yes?No?CustomizableLawson?Yes?No?CustomizableMcKesson Supply Chain Management ?Yes?No?CustomizableMcKesson Surgical Manager?Yes?No?CustomizableMedical Information Technology, Inc. (Meditech)?Yes?No?CustomizableMicrosystems’ SPM??Yes?No?CustomizableOnBase by Hyland?Yes?No?CustomizableReportingWhich standard reports are included?Click here to enter text.Does the system facilitate customizable reporting that allows the user to select data fields to be included? If yes, please list the formats in which the reports can be extracted / exported??Yes?No?CustomizableCan reports be scheduled to run automatically??Yes?No?CustomizableDoes the system include any “efficiency” report that provides information about opportunities for standardization, improvement, streamlining inventory, etc.??Yes?No?CustomizableIs there any report that allows comparison of physician utilization by procedure type??Yes?No?CustomizableCan the system report cost per case by physician and patient??Yes?No?CustomizableCan the system provide alerts for product expiration, recalls, and critically low items??Yes?No?CustomizableCan the system monitor pending orders??Yes?No?CustomizableCan the system identify backorders??Yes?No?CustomizableCan the system report inventory waste??Yes?No?CustomizableCan the system report if someone entered the system without reporting a transaction??Yes?No?CustomizableLabels / Tags and ScannersCan users create (customized) labels / tags??Yes?NoIs specialized equipment required to create the labels / tags? If yes, please describe.?Yes?NoClick here to enter text.If specialized equipment is required, will the equipment be included??Yes?NoWill a certain amount of bar codes and / or RFID tags be included with the solution??Yes?NoDo additional RFID tags have to be purchased from / through your company??Yes?NoCan the system read standard manufacturer bar codes??Yes?NoAre the scanners bar code based??Yes?NoAre the scanners hand-held??Yes?NoCan labels / tags be sterilized or cleaned in an autoclave and/or automated washer??Yes?NoWhat is the read-range of the tags?Click here to enter text.What information is encoded in the tags?Click here to enter text.Software FunctionalityCan pop-up screens be used without exiting current work??Yes?No?CustomizableAre shortcut buttons available to access other menus such as patient information, physician, and support services??Yes?No?CustomizableDoes the system have automated inventory control? If yes, how is product reorder triggered??Yes?No?CustomizableDoes the system provide par level suggestions at the location level??Yes?No?CustomizableCan the system provide inventory visibility at the Network, site, and department level??Yes?No?CustomizableWould a master database be maintained with all products? If yes, how would the database be updated and how frequently??Yes?No?CustomizableCan the software be updated at a Network level??Yes?No?CustomizableSecurityCan user categories be created with different credentials, i.e., tech, manager, super-user??Yes?No?CustomizableCan the system differentiate security level by field, page, or function??Yes?No?CustomizableIs any data stored, supported, and/or developed outside of the United States? If yes, please describe.?Yes?NoClick here to enter text.IT / Networking / DatabaseWill the system need to be installed on devices or, will it be internet-based, or both depending on the device??Installed Internet? based?BothWhat are minimum device hardware requirements?Click here to enter text.Is thick client required as a deployable MSI (using SCCM)??Yes?NoDoes the client installation require Local Admin rights??Yes?NoWhat are the supported OS versions? (e.g. Win 7 32bit, 64bit, etc.)Click here to enter text.What are browser version requirements (Supported IE versions, etc.)?Click here to enter text.Which network features does the solution require?Click here to enter text.Will the system require special settings or features other than those that are usually required on a standard network? If yes, please explain.?Yes?NoClick here to enter text.What are Java requirements (Include specific versions supported)?Click here to enter text.What are browser add-in requirements? Click here to enter text.Are vendor-supplied browser add-ins downloaded automatically upon first use??Yes?NoWhat are browser security requirements (GPO settings, trusted sites, SSL certificates)?Click here to enter text.What are additional workstation software requirements (e.g. ActiveX, add-ons, plug-ins, .Net framework)?Click here to enter text.Please explain restrictions (if any) to this application (thick client or web-based) running in a Virtual Desktop Infrastructure (i.e. VMWare Horizon View) environment.Click here to enter text.Please explain restrictions (if any) to this application (thick client or web-based) running in a Citrix XenApp environment.Click here to enter text.Please explain restrictions (if any) to this application running thick client as a virtualized application (i.e. VMWare AppVolumes or ThinApp).Click here to enter text.Describe web-based plug-in or downloadable client and use-case.Click here to enter text.Describe web server and use case.Click here to enter text.Describe any special printer hardware requirements.Click here to enter text.Describe specific requirements to support printing.Click here to enter text.Will any users need to access the thick client application from desktops (which are virtual) located on any nurse stations or from the Emergency Department??Yes?NoWill any users need to access the application from workstations on wheels (WOWs) or from ED carts??Yes?NoWill devices need to be wired, wireless, or both??Wired?Wireless?BothWhich handheld scanners does the system support?Click here to enter text.Can the system span multiple networks across subnets??Yes?NoAre there limits to the number of devices on a subnet??Yes?NoWhat are the networking requirements for each piece of hardware, i.e., port numbers?Click here to enter text.How much data will the system send across the network for any single transaction?Click here to enter text.How much power does the system usually require?Click here to enter text.Does the system require UPS at the user station level??Yes?NoCan the system support dynamic and statics IP addressing??Yes?NoDoes the database use SQL services??Yes?NoWhich other SQL services, if any, is required?Click here to enter text.What kind of security and permissions are required on the database?Click here to enter text.Does the database have encryption??Yes?NoIs database licensing included or will it have to be purchased separately??Included?SeparateDoes the system include data archiving??Yes?NoDoes the system allow creation of test environment??Yes?NoWill the servers store any PHI??Yes?NoIs there a way to purge PHI in a test environment??Yes?NoDoes the system have HIPAA logging capabilities??Yes?NoDoes the system support VMWare for virtualization??Yes?NoAre there firewall and antivirus restrictions??Yes?NoHow often are updates released?Click here to enter text.Will the servers be FDA regulated??Yes?NoImplementation, Support, and TrainingPlease provide a sample transition and implementation plan and schedule.Click here to enter text.How much on-site training and support will be provided during implementation?Click here to enter text.What type of ongoing support services will be provided?Click here to enter text.Is there internet-based support??Yes?NoWhat are the help desk hours?Click here to enter text.Will WMCHealth’s account be assigned to a dedicated support representative??Yes?NoWhat is the average downtime per month?Click here to enter text.What are the available service options during downtime?Click here to enter text.Accounts ReceivableDoes the system allow manual account entry? ?Yes?No?CustomizableCan the system automatically post charges for supplies to patients’ accounts??Yes?No?CustomizableCan the solution integrate with multiple systems in various departments to post charges to patients’ accounts??Yes?No?CustomizableDoes the solution allow credit to be posted to patients’ accounts if an item was inaccurately scanned and charged to an account??Yes?No?CustomizableCan items be scanned for investigational purposes without being charged to a patients’ account??Yes?No?CustomizablePatient SafetyCan the solution identify implanted items, supplies, and equipment that have been recalled??Yes?No?CustomizableCan scanning devices be decontaminated easily for repeated use??Yes?NoCompany Differentiators / ReferencesWhat distinguishes your company from other companies that provide radio frequency identification (RFID) asset management and inventory control solution?Click here to enter text.How does your company sustain high levels of customer satisfaction?Click here to enter text.Does your company offer formal user group networking sessions or conferences?Click here to enter text.What percentage of clients renews / maintains their subscription for the radio frequency identification RFID asset management and inventory control solution described in this proposal?Click here to enter text.Has your company provided products and/or services to any hospital within WMCHealth Network? If yes, please state the name of the Hospital and the products and/or services.Click here to enter text.Provide references for three (3) customers that are currently using the products / services described in this proposal and state the length of time the products and/services have been provided. Please include the company’s name and address as well as a contact person along with their position, phone number, and email address. Please state if we may contact the references directly or if contact has to be coordinated through your pany Name:Click here to enter text.Address:Click here to enter text.Contact’s Name:Click here to enter text.Contact’s Position:Click here to enter text.Phone Number:Click here to enter text.Email Address:Click here to enter text.Length of Business:Click here to enter text.Direct Contact:?Yes?NoCompany Name:Click here to enter text.Address:Click here to enter text.Contact’s Name:Click here to enter text.Contact’s Position:Click here to enter text.Phone Number:Click here to enter text.Email Address:Click here to enter text.Length of Business:Click here to enter text.Direct Contact:?Yes?NoCompany Name:Click here to enter text.Address:Click here to enter text.Contact’s Name:Click here to enter text.Contact’s Position:Click here to enter text.Phone Number:Click here to enter text.Email Address:Click here to enter text.Length of Business:Click here to enter text.Direct Contact:?Yes?NoCompensation / PricingPlease provide your company’s financial model for the products / services described in this proposal.Click here to enter text.How would pricing vary if the solution would require a lot of customization to meet WMCHealth’s needs?Click here to enter text.Please describe any incentives or price breaks that are offered based on business volume, timeliness of payment, rebates, etc.Click here to enter text.Is your company willing to provide the proposed pricing for the initial term of the agreement? If yes, please state pricing for an initial term of three years and five years. Click here to enter text.What is the typical ROI in the first year and over five years of using the products / services? Please provide ROI examples.Click here to enter text.Does your company guarantee performance for the entire term of the agreement?Click here to enter text.Vendors are encouraged to make recommendations and provide additional information if it is determined, based on their experience, that such recommendations and information may be beneficial to WMCHealth.Vendor PresentationsWMCHealth may request vendors to provide a presentation of some of the functionality described in this RFI. All costs associated by such presentations will be borne by the vendor. Confidentiality and RFI OwnershipThis RFI is both confidential and proprietary to WMCHealth. Confidential, trade secret, or proprietary materials must be clearly marked and identified as such upon submission by the vendor. Vendors must provide specific justification as to why disclosure of particular information in the response would cause substantial injury to the competitive position of the vendor.Properly identified information that has been designated confidential, trade secret, or proprietary by the vendor will not be disclosed except as may be required by the Freedom of Information Law or other applicable state or federal laws.? In the event that the WMCHealth determines that the law requires that confidential information be disclosed, the WMCHealth will notify the vendor so that it may take whatever steps it deems appropriate.WMCHealth reserves the right to (a) withdraw the RFI in its entirety or in part at any time, in its sole discretion; (b) seek clarifications and revisions of responses; (c) require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of the Vendor’s response; and (d) change any date set forth in this RFI. Vendors agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of WMCHealth.Vendors shall not include or reference this RFI in any publicity or marketing materials without the prior written consent of WMCHealth. Vendors must accept all of the foregoing terms and conditions without exception. All responses to this RFI will become the property of WMCHealth and will not be returned.SummaryTHIS IS A REQUEST FOR INFORMATION ONLY to identify sources that can provide inventory management services. The information provided in the RFI is subject to change and is not binding on WMCHealth. WMCHealth has not made a commitment to procure any of the services discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become the property of WMCHealth and will not be returned. ................
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