173024 - PACS RFR with Voice Dictation Image Sharing-10-27-2016.doc

PACS Voice Dictation & Image Sharing

RFR_173024

The Commonwealth of Massachusetts

Department of public health

HOSPITAL BUREAU

Address:

170 Morton Street, Jamaica Plain MA 02130

Contact Name:

Alison MacNeil, Director of Contracts Management

Telephone #:

(617) 971-3760

Fax #:

(617) 971-3854

Email:

alison.macneil@state.ma.us

Request for Response (RFR)

Document Title:

Picture Archiving and Communications System (PACS) with Integrated Voice Recognition Dictation and Imaging Sharing Solution August 31, 2016

COMMBUYS BID Number:

BD-17-1031-LSH00-LSH01-00000009641

DPH RFR Document Number:

173024 It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock, which is considered the official time of record.

This procurement is intended for the use of the Department of Public Health (DPH), including but not limited to all Department of Public Health operated facilities. It is the expectation that vendor contracted goods and/or services will be available to DPH and its entities in accordance with all original contract terms. This expectation notwithstanding, and excepting contract duration, both cost and performance shall be subject to negotiation where it provides a better deal or cost to the Department.

Whereas regulatory language includes the term contractor, readers of this document are advised that the terms contractor, vendor, and bidder have been used interchangeably.

Object Code J58

Activity Code 4807

1.1 Procurement Scope and Description

The Lemuel Shattuck Hospital (“the Hospital”) is soliciting qualified vendors for procuring a comprehensive Picture Archiving and Communications System (PACS), with an integrated Speech Recognition Dictation System and an Image Sharing Solution to serve the Medical Imaging Department of the Hospital pursuant to the provisions of this RFR.

Providing the system is integrable with the PACS, the Hospital will consider separate proposals for an Image Sharing Solution. However, special consideration will be given to vendors who can provide all three services.

Requested Services:

Option A

· PACS

· Integrated Speech Recognition Dictation

Option B

· Image Sharing Solution Proposals may be submitted for either A, B, or both A and B of the requested services. If bidding both A and B, bidders should submit one proposal, with a response and cost proposal for each service.

1.2 Background Information

The Lemuel Shattuck Hospital (LSH), located in Jamaica Plain, Massachusetts, is the primary provider of ambulatory and inpatient services for the Massachusetts Department of Public Health in the Metro-Boston area. As a fully accredited teaching facility, the Hospital provides a wide array of quality mental health, substance abuse, and human services. Infinitt provides the Hospital’s current PACS solution. Currently, the Hospital provides image interpretation for two other DPH facilities, namely Tewksbury State Hospital (TSH) in Tewksbury MA, and Pappas Rehabilitation Hospital for Children (Pappas) [formerly Massachusetts Hospital School] in Canton MA. Images acquired at each facility reside on the Lemuel Shattuck Hospital’s PACS server located at LSH in Jamaica Plain MA. TSH images are interpreted at LSH; Pappas images are interpreted at Tufts Medical Center via VPN connection.

Lemuel Shattuck Hospital is unique in that it provides a comprehensive set of services to some of the Commonwealth's most disadvantaged and needy clients. The Hospital offers a network of services that allows individuals with multiple diagnoses to be treated at one site. This continuum of care greatly improves service delivery and reduces costs by consolidation and managing care. The Hospital is also a contractor for health care delivery to the Department of Correction and, as such, must communicate health care information to clinicians sited at multiple locations in the State.

Clinical Components of Lemuel Shattuck Hospital Services

Medical and Surgical Care

· Acute Medicine team

· Transitional Year residency teaching program

· Five non-acute inpatient medical teams

· Intensive Care Unit

· Surgical services

· Full range of diagnostic testing

· On-site pharmacy

· Physical medicine and rehab (PT, OT, speech and language pathology, audiology, therapeutic recreation)

Ambulatory Services

· Goldfarb Primary Care Associates

· 25 clinics, including dental, urology, gynecology, orthopedics, and ophthalmology

· Ambulatory surgery

· Procedure suites and clinics for hemodialysis, gastroenterology, cardiology and chemotherapy

· Full radiology service (CT, MRI, mammography, fluoroscopy, etc.)

· Office-based opiate treatment (OBOT)

Correctional Health Care

· Secure 28 bed inpatient unit and secure outpatient treatment area

· Specialty clinics at correctional institutions

· Telemedicine in eleven medical specialties

Metro Boston Mental Health Units

· Five intermediate care psychiatry units

· Transitional Rehabilitation, Education and Employment program (TREE)

· Step-down site for court-ordered Bridgewater State Hospital discharges

Geriatric Evaluation and Care

· Ambulatory and inpatient services

· Diagnostic medical / psychiatric assessment and treatment Infectious Disease Care

· Multi-level immunodeficiency services, including HIV/AIDS

· CDC-recognized TB Treatment Unit for Massachusetts and New England states

· HIV/ID clinics at correctional institutions

· Co-infection clinic (HIV and HepC)

Homeless Services - Pine Street Inn (formerly hopeFound, Inc.)

· Shattuck Shelter – 115 emergency beds

· Substance abuse stabilization for homeless men

· Primary care for the homeless

· Community “Housing First” programs

· IMPACT employment services Other Campus Programs

· LARC residential substance abuse treatment for HIV/AIDS patients (Victory Programs, Inc.)

· On-site, non-profit, child day care center

· Methadone Assistance and Treatment (MAT) program (CSAC)

· Needle exchange van (AHOPE)

· Shattuck Partners, Inc. (non-profit)

· High Point Treatment Center

· Andrew House Detoxification Center

1.3 Project Overview

The Lemuel Shattuck Hospital is soliciting qualified vendors with the purpose of procuring a new web-based Picture Archiving and Communications System, otherwise known as PACS. Vendors will provide quotations for a PACS system with integrated Speech Recognition Dictation (Option A) and an Image Sharing Solution (Option B). Systems will include:

· Web-based user interface

· Specific clinical functionality (tools)

· Server(s) required to run the system

· Offsite system backups

· Ability to interface to and function seamlessly with our hospital information system (MEDITECH-Client-Server, current version 5.67, priority pack 8)

· A MEDITECH Interface for Orders and ADT using HL 7for the integration

· Ability to interface to and function seamlessly with multiple types of dictation systems (Digital Voice Integration and transcription service based) or offer an Integrated voice recognition system for radiology reporting

· Unlimited end user licensing

· End user training

· Speech Recognition Dictation (Option A) as described in Section 2.10

· Image Share Solution (Option B) as described in Section 2.11

· PACS Workstations as described in Attachment A

· 24x7x365 remote support including:

· All server side software upgrades to the latest version(s)

· Continuous monitoring and management of system Imaging Data

The following is a current list of the equipment in use and services provided in the Radiology Department at the Hospital.

FY 2016 Annual Statistics

Note(s):

(1) Images reside on the Lemuel Shattuck server.

1.4 Applicable Procurement Law

Executive Branch Goods and Services Applicable Laws

FORMCHECKBOX

FORMCHECKBOX

Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.5 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.6 Calendar Rule Type:

FORMCHECKBOX

1.7 Acquisition Method:

FORMCHECKBOX

Fee-For-Service

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Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

FORMCHECKBOX

Other: Additional equipment, accessories, supplies, and/ or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

1.8 Use of a Procurement by a Single or Multiple Departments:

FORMCHECKBOX

Limited User Contract – Restricted to Use by Issuing Entity Only: the Department of Public Health and all its entities.

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.9 Expected Duration of Contract:

Anticipated Initial Duration up to: 5 year(s) 0 months;

Anticipated Renewal Options: 2 options to renew for 1 year(s) each option

Final End Date of this Contract: 6/30/2024

1.10 Anticipated Expenditures, Funding or Compensation for Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options): $775,000 Check One (“X”):

Contract will have a Maximum Obligation

FORMCHECKBOX

Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

FORMCHECKBOX

No

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

OPTION A: PACS

2.1 Web-Based Image Distribution/Retrieval System (Multi-Modality)

1. Runs on a standard PC network configuration

2. Ability for client workstations to access the application over HTTPS using Microsoft Internet Explorer or Mozilla Firefox

3. Write to CD/DVD

4. Multi monitor display

5. 3 second image delivery

6. Multi-modality imaging record (folder) showing the entire patient history including:

a. Prior exams

b. RIS information, reports, notes, and scanned documents

7. Full fidelity, full resolution images on all PACS workstations

8. Ability to view zoomed images on workstation

9. Image manipulation

a. Window/level, zoom, pan, stack, triangulation

b. MIP/MPR & Optional 3D

c. Annotations, measurements, presentation states

d. Export of images as DICOM, JPEG format

2.2 Clinical Features

1. Scout tool and CT/ MRI localizer

2. Image display capability for Nuclear Medicine studies

3. Ability to link current and previous exams

4. Quality Assurance Extraction tools

a. Ability to extract data points for any type of exam for reporting purposes

5. Multi-modality imaging record showing the entire patient history

6. Workflow lists generated by

a. Modality

b. Combination of modalities

c. Physician specific

d. Ability to “subscribe” to special work-list/folder

e. Physician notification at logon for unread studies

7. Audit and reporting capability for HIPAA compliance

8. Image Processing / Functionality

a. Enhanced capability to visualize areas of different densities within the same image

b. Image enhancement capability

c. Ability to re-process raw data at the PACS workstation

d. Image navigation including ‘thumbnail’ views of all images with drag and drop functionality

e. Ability to accommodate access to images and voice activated report generation remotely

f. Comprehensive Cardiac Analysis with Cardiac CTA

i. Cardiac Functional Analysis

ii. Slab View

iii. Planar View

iv. Volume View

v. Cardiac CT Angio

vi. Calcium Scoring

9. Ability to reformat image data sets (Curved Linear reformat capability, MPR,MIP,VR,3D)

10. Ability to display color Doppler information from Ultrasound images

11. DICOM Modality Work-list Manager

a. Select studies from pick list

b. Receive "ORM" Order messages, in HL7, via TCP/IP

c. Convert Orders into the Modality Work-list Generator Database

d. Supply DICOM Modality Work-list to any modality that is capable of requesting and receiving work-list

12. Automatic study validation (order/demographic information)

13. Merge, split and study editing capability

14. Ability to scan documents into PACS

2.3 Interface / Platform Capability

1. Ability to link directly to an imaging study within the Meditech EMR or vice versa

2. Simple HTML based user interface

3. Based upon existing network infrastructure

4. Scalability up to 500 concurrent users

5. Open standard API and with flexible integration tools for HL7

6. Ability to accommodate any 3rd party voice recognition (VR) dictation platform to connect to and work seamlessly with the vendors’ PACS system

7. Integrated advanced visualization toolset (MIP/MPR/3D)

8. Capability for digital voice integration

9. Capability to retrieve prior DICOM based studies (CT, Nuclear Medicine, and Ultrasound) and integration with active patient imaging folder

10. Capability to generate CD/DVD with PC readable patient imaging studies

11. Unlimited modality connections, including 3rd party clinical software solutions

2.4 Licensing and Support

1. Unlimited end user licenses

a. Radiologists

b. Clinicians

c. Technologists

d. User defined limited view only access

e. CD burning

f. Document scanning

g. Unlimited DICOM connections from any source of DICOM images

h. Unlimited DICOM print connections

i. Unlimited DICOM push destinations

2. 24x7x365 system monitoring and live technical support

a. Include escalation point to senior manager if necessary

3. 99.99% monthly uptime on server hardware and software

a. Requires monthly reporting to the facility (documenting uptime)

b. Allows for pre-determined monthly maintenance (vendor must describe requirements if requesting monthly maintenance downtime)

c. Failure to meet monthly uptime requirements for greater than three (3) consecutive business days will result in a reduced payment (up to 5% of the total monthly cost) for the month during which the minimum downtime was not met

4. No separate maintenance fees

5. On-site hardware support in 4 hour

6. System software upgrades included

7. Vendor support via VPN (as described in Attachment D)

2.5 Disaster Recovery

Vendors must provide a complete, detailed description of their Disaster Recovery Plan (reference Attachment D, Security Plan, Contingency Planning and Disaster Recovery Planning).

1. Online storage (minimum of twelve months)

2. All images stored on RAID 5

a. Provide cost for RAID 1 as an option

3. Automated off-site backup of images, database and configuration files (daily for differential and weekly for full back up)

4. Complete service restoration from a catastrophic hardware or software failure within 72 hours

5. Additional storage modules delivered until entire system is fully restored

6. Provide access to images during planned or unplanned downtime

2.6 Hardware

See Attachment A: Workstation/CPU Specifications for PACS

2.7 Security

Vendors are required to complete Attachment D – System Security Plan. Vendors are encouraged to include all other documentation that addresses security for the quoted system.

1. HTTPS 128 bit encryption

2. Studies stored only on server

i. Server located at Lemuel Shattuck

3. A secure process for performing weekly image backups for disaster recovery purposes

a. Describe image back up process (i.e. tape, Cloud, or both)

4. User activity audit trail

5. Auto log off

6. User authorization/authentication

7. Role based defined access

8. Security, Confidentiality, Audit Trails, and Controls - See Attachment D As part of our evaluation, in addition to Attachment D, the Hospital reserves the right to conduct security scans to determine if a proposed system contains vulnerabilities as cited in NIST SP800-44, link below:

(http://csrc.nist.gov/publications/nistpubs/800-44-ver2/SP800-44v2.pdf).

Finalists will be responsible for setting up a hosted demonstration system to be scanned for vulnerabilities (preferably, but not necessarily within the Massachusetts Access to Government Network (MAGNet)). The Hospital also reserves the right to remove the bidder from further consideration based on the results of this scan.

2.8 Remote Access, Security, Confidentiality, Audit Trails, and Controls The proposed systems must:

1. Provide encrypted communications between MAGNet and the vendor’s site, and provide safeguards from unauthorized access to the communications network and the Vendor’s host location(s).

2. Provide Web-based access-controlled through authentication of users, with the server locally based at Lemuel Shattuck Hospital.

3. Provide industry standard safeguards to prevent unauthorized system modifications.

4. Provide an industry standard mechanism for recording modifications to the central software.

5. Comply with all applicable privacy mandates of the Federal Health Insurance Portability and Accountability Act (HIPAA) legislation as described in the “HIPAA Administrative Simplified Regulations” (see CFR 160,162 and 164 and all applicable provisions of M.G.L. c. 66A (FIPA) as they Exist as of the date of Contract signing; Executive Order 504 at the link below:

http://www.mass.gov/courts/docs/lawlib/eo500-599/eo504.pdf

6. Comply with all applicable security requirements, including the federal HIPAA requirements, M.G.L. 93H, M.G.L. 93I, and all eight Commonwealth information security requirements listed as they exist as of the date of Contract signing.

7. Provide system encryption processes for data at rest are consistent with NIST Special Publication 800-111, Guide to Storage Encryption Technologies for End User Devices where encryption is required.

8. Provide system encryption processes for data in motion are those that comply with the requirements of Federal Information Processing Standards (FIPS) 140-2. These include, as appropriate, standards described in NIST Special Publications 800-52, Guidelines for the Selection and Use of Transport Layer Security (TLS) Implementations; 800-77, Guide to IPsec VPNs; or 800-113, Guide to SSL VPNs, and may include others which are FIPS 140-2 validated.

9. Provide access controls to data and system software through the use of:

a. Unique and encrypted username/password log-on for authorized users

b. Passwords that expire on a staggered schedule and can be changed at any time by designated users

c. Minimum password strength settings

d. Restriction of application and/or function within application to specific log-on (i.e., roll-based accounts)

e. Restriction of application and/or function within application to specific workstations

f. Hierarchical levels of access restricting access to data and function utilizing a “need to know” security system based on an individual user profile (e.g., inquiry-only capabilities versus global access to all functions).

10. Remote Access - all vendor interactions with medical devices/systems must honor the key principle that every user who connects to MAGNet from the Internet must be individually identifiable, and must secure communications with a certificate provided by the Commonwealth (using SSL VPN). Vendors should review the Enterprise Remote Access Policy via the link below:

http://www.mass.gov/anf/research-and-tech/cyber-security/security-for-state-employees/security-policies-and-standards/enterprise-access-control-policy.html

2.9 System Integration and Training

1. On-site applications training for all radiologists and clinical staff

a. Five (5) Application Days

b. Analysis of current workflow

2. Ongoing Web-based refresher training available for duration of the contract

3. RIS/HIS HL7 Mapping (ADT, Orders and Results Mapping)

4. The hospitals currently have a PACS system with multiple years of stored images, annotations, etc. The vendor must import these images, notes, and annotations into the new system for continuity of care. Please provide a detailed process explanation of how this will be accomplished.

5. Conversion of the existing patient ADT information from the current PACS system

OPTION A: INTEGRATED SPEECH RECOGNITION DICTATION

2.10 Integrated speech recognition system for radiology reporting to include:

1. Complete and seamless integration with PACS

2. Ability to navigate PACS via voice command(s) for image manipulation or creating a report

3. Ability for any combination of self-edit vs. back-end editor workflow

4. Ability to choose between free form dictation and standardized reports

5. Ability to create and e-sign reports or defer to editors for voice dictation file

6. Ability to auto fax or manually fax reports to providers

7. Ability to auto print to designated printer

8. Ability to send reports via HL7 interface to Meditech EMR (electronic medical record)

9. Ability to view images and dictate reports from remote locations via web access

10. Implementation & training

OPTION B: IMAGE SHARING SOLUTION

2.11 Image Share System that includes/offers:

1. Ability to send and receive radiology images via a cloud based system using DICOM

2. Ability to upload images from CD/DVD

3. Remote access via web based application

4. Secure backup of data (daily off-site)

5. HIPAA compliant

6. Redundant data center

7. Upload and view of images within 5.0 sec or less

8. Upload and import exams into PACS within 5.0 sec. or less

9. Audit logs

10. User controlled “permissions” for providers to connect and share exams / reports

11. Role based user accounts

12. Customizable notifications

13. Full and seamless integration with PACS (examples of various systems will be provided)

14. Encryption at rest and in motion-customer specific

15. Hardware (vendors must provide two distinct quotes for:

a. On-site hosted solution

b. Server specifications for installing their system on VMWare servers located in the State’s Datacenter in Chelsea, MA.

16. Implementation & training

2.12 Additional Requirements

Vendors must meet the following requirements (not all requirements pertain to both Options):

1. Bidders must demonstrate their ability to interface to Meditech, Client Server HIS, 5.66, priority pack 8 or higher.

2. Bidders must be able to demonstrate that they are currently interfaced to a client/customer using Meditech, client server, 5.66, priority pack 8 or higher for admission, discharge, and transfers (ADT), Orders, and Reports.

3. Vendors must offer a server(s) on site (Lemuel Shattuck) solution.

a. The vendor will propose an all-inclusive fee per study that will include equipment, installation, and maintenance of all back-end infrastructure (servers, storage, Operating Systems, etc.) in the Lemuel Shattuck Datacenter in Jamaica Plain, MA. The other DPH hospitals will utilize this infrastructure in a hub and spoke fashion. The vendor should also detail the plan required to maintain their system over the life of the contract, e.g., anticipated additional storage, any upgrades, etc.

4. Demonstrated ability to interface / integrate to 3rd party speech recognition platforms (i.e. Dragon based) and transcription service based systems (i.e. M*Modal, LifeImage, etc.) or offer an integrated speech recognition system.

5. Upon request of The Hospital, the vendor aggress to replace (refresh) all hardware (servers and workstations) at the end of the initial five (5) year contract period.

6. The vendor agrees to replace hardware deemed non-functional during the contract period.

7. Ability to deliver hardware, provide technical set-up, clinical end user training, and bring system to go-live-state within ninety (90) days after receipt of order (PACS/Dictation & Image Share Solution).

8. Vendors will be required to provide demos of their PACS, Speech Recognition & Image Share Solution systems. Demos may take the form of on-site at the Hospital and or at a vendor customer location (within Massachusetts).

9. Lemuel Shattuck Hospital may host additional studies from its satellite facilities.

a. Tewksbury Hospital (TSH)

b. Pappas Rehabilitation Hospital for Children (PRHC)

c. Western Massachusetts Hospital (WMH)

10. If a specification is mandatory and the Bidder feels they cannot meet the mandatory specification, but proposes an alternative, bidder shall provide a thorough description of how the proposed alternative achieves the equivalent or better performance. The Procurement Management Team (PMT) shall be the sole judge of whether a proposed alternative achieves equivalent or better performance and will be accepted in lieu of a mandatory requirement. Alternatives that are not identified as alternatives, or alternatives offered after the due date for responses to this RFR, shall not be considered.

11. For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR.

4.0 Contract Invoicing

4.1 Invoicing Requirements

Vendors will bill monthly and include the following backup documentation:

1. Number of imaging studies transmitted into PACS

a. by facility and modality (CT, Mammography, etc.)

b. includes exams imaged and images downloaded from CD/DVD

2. Number of imaging reports dictated

3. Number of imaging studies received and sent via Image Share (via Cloud and or upload from CD) Bidders may include a sample invoice for the Awarding Authority to review.

4.2 Performance Measures

At any time during this contract, the Hospital reserves the right to negotiate changes to the original contract, performance specifications and performance measures, consistent with the terms of this RFR and upon reasonable notice to the awarded vendor.

4.3 Performance Monitoring

In addition to the reporting requirements described in the General RFR Section 3 and in the Service Elements, the Hospital may monitor the awarded vendor’s compliance through desk reviews of information submitted by the vendor including a review of the vendor’s submission of payment invoices, compliance with any corrective action plans, etc. Additional specific reporting elements will be mutually determined at the beginning of the contract period and adjusted as necessary throughout the contract.

4.4 EFT

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see COMMBUYS Bid Solicitation, File Attachments Section for this form. (See also Section 7.2.5).

Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system.

5.0 Submission Requirements

5.1 Cost Response

A rate agreement will result from this procurement. In order for the Hospital to make a fair evaluation or your proposal and cost comparison, bidders must use Attachment C to submit their Cost Response. In addition, bidders are asked to provide a transparent fee structure showing how the fees are structured and the services included.

As part of their proposal submission, bidders will submit a fee per study, which will be the net price. Net Price is the final, delivered price the hospital will pay to a vendor per study. Price will remain fixed for the initial 5-year contract term. Costs that are not specifically identified in the Bidder’s Response, and accepted by the Hospital, will not be compensated.

Quotations must be responded to in the following manner:

1. All-inclusive fee per study, billed monthly, for the initial contract (five years) that includes the cost of:

a. Storage

b. Access

c. Licensing (unlimited end users)

d. Hardware (Servers) located at LSH

e. Hardware (PACS workstations with service, repair and maintenance for the duration of the contract)

i. Subsequent contract extensions beyond the initial five (5) years will include a complete hardware refresh for PACS servers and PACS workstations (at the discretion of the Hospital)

f. Meditech interface to Client Server HIS

i. License to Interface ADT, Orders and Reports with a MEDITECH Client/Server System

ii. Radiology Orders, Patient Demographic Changes and Reports transmitted via HL-7 messaging protocol from the MEDITECH Client/Server and accepted by PACS

g. Training

h. Maintenance

i. Support 24x7x365

j. System upgrades

Bidders should identify (Attachment C), by line item, the individual costs that make up the fee per study, e.g.

· PACS image storing and access

· PACS 24x7 Support (on-site and remote)

· System Security Patching as part of monthly maintenance

· Implementation

· Hardware (please differentiate PACS servers from PACS workstations)

· Training

· Dictation

· Image Share solution

· Includes capability to send and receive images

· Server(s)

· Training

· Support

NOTE: The awarded vendor agrees to pay the entire cost(s) of the Meditech interface directly to MEDITECH or their designee (currently EMC).

6.0 Evaluation Criteria

6.1 Mandatory Specifications

The PMT will review each response to determine if it satisfies all RFR mandatory submission requirements outlined in Sections 2 and 5. Any response that does not meet the submission requirements may be considered non-responsive and may be disqualified without further evaluation.

6.2 Contract Requirements (ability to meet technical and clinical specifications) - 30 (Thirty) Award Points are available for this section.

A Vendor must be able to meet all the requirements or propose alternatives. Points will be awarded on the quality and usefulness of any alternatives proposed.

6.3 Compensation Structure/Pricing - 50 (Fifty) Award Points are available for this section.

The lowest price per study that is deemed all-inclusive will be awarded maximum points.

6.4- Supplier Diversity Program Plan – 10 (Ten) Award points are available for this section.

Vendors will not receive points unless they submit a complete and meaningful SDP Plan online with their Bid. No Contract can be awarded until a meaningful SDP Plan is in place.

The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document found on the COMMBUYS Bid Solicitation; File attachment section. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation; File Attachments Section.

Bidders responding to this RFR must submit a Supplier Diversity Program Plan (SDP). This plan must be developed by the awarded vendor and approved by the Hospital. Failure to comply with this contract requirement may result in disqualification. The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

6.5- References – 10 (Ten) Award points are available for this section.

Ability to provide at least three (3) client (customer) references, at least one (1) of which has been electronically interfaced (for ADT, orders and results) to the vendor for a minimum of one (1) year. Maximum points will be awarded to vendors successfully demonstrating multiple current interfaces to Meditech, client server, 5.66, priority pack 8 or higher.

6.6- Prompt Payment Discounts (PPD)

Commonwealth payments are issued through EFT 45 days from invoice receipt unless a Prompt Payment Discount is offered. All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount.

Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system.

The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation; File Attachments Section. If a Vendor does not offer a Prompt Pay Discount and there is no statutory or legal exemption, the vendor will be paid within the 45-day payment cycle in accordance with the Commonwealth’s Bill Paying Policy.

7.0 Estimated Procurement Calendar

The following timeline will be used for this selection process. All times are in Eastern Standard Time (EST) unless otherwise indicated.

RFR Release Date RFR released to prospective bidders via COMMBUYS Monday, August 29, 2016

Intent to Propose Statement of Receipt, Authority, and Intent to Propose” (Attachment B) due by fax or e-mail by 5PM Wednesday, September 7, 2016 by 5PM

Bidders’ Conference Pre-bid conference, 10:00AM -12Noon followed by Hospital tour, if desired Wednesday, September 28, 2016 10AM

Lemuel Shattuck Hospital 170 Morton Street, Jamaica Plain, MA 02130

Deadline for Questions All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar.

Wednesday, October 5, 2016 by 5PM

Alison MacNeil

Director of Contracts Management Alison.macneil@state.ma.us

Deadline for Answers

All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Wednesday, October 19, 2016 by 5PM

The BID Opening Date

(Deadline for Submission of Response) All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

Friday, November 18, 2016 by 5PM

Deadline for Forms that require Ink Signatures (See Instructions for Submission of Responses below for further instruction.)

Upon notification of award, Forms requiring ink signatures are due within two (2) weeks.

8.0 Instructions for Submission of Responses

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year, and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock, which is considered the official time of record.

COMMBUYS Item Screen Vendors submitting quotes with “No Bid” checked in the item screen will not be eligible to enter into a contract with DPH. “No Charge” must be checked or a dollar amount entered in the Unit Cost Field. The “No Charge” selection will not be construed by the Purchaser to mean an offer to provide services or products at no charge.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this, the submitter is attesting that he or she is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that he or she has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in must be in a .zip format.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document (e.g. Company Name _ RFR Number _Doc Name).

9.0 RFR Attachments

The forms listed on the COMMBUYS Bid Solicitation for this RFR must be submitted with your response where indicated.

Attachment A Hardware specifications Attachment B Statement of Receipt, Authority, and Intent to Propose

Attachment C Vendor Response Form Attachment D System Security Plan Attachment E Vendor References To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

10.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· An online job aid on “Creating a Quote in COMMBUYS for DPH; Standard RFRs”

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.