50-H6901-25-CP282_061025 TeleTracking Technologies SS UNMH.pdf.PDF

UNM Proposed Sole Source Form – Rev 04/07/2021

Proposed Sole Source Purchase Form Pursuant to New Mexico Procurement law, the UNM Purchasing Department will post your completed form on the UNM Sunshine

Portal and the State of New Mexico Procurement website for 30 days prior to purchase of the goods/services.

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request: May 19, 2025 Requisition Number (If Applicable): n/a

Request Submitted by: Tristan D. Fin Title: Executive Director Clinical Informatics

Department: IT Email: Tfin@salud.unm.edu Phone 505-453-1238

Proposed Vendor: TeleTracking Technologies, Inc. Estimated Amount: $498,808.92 annually

Vendor Address: The Times Building

336 Fourth Avenue

Pittsburgh, Pennsylvania 15222

Term of Purchase: Initial Term of One (1) year, with the option to renew subject to NMSA 1978, Section 13-1-150

Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf Provide a basic description of goods/services to be provided:

The University of New Mexico Hospitals (“UNMH”) is looking to procure recurring services for its existing implementation of its TransferCenter, BetTracking, PreAdmiTracking and TransportTracking Software Systems and Software Support

Services, collectively hereinafter referred to as (the “BedManagement Software”) from Teletracking Technologies, Inc.

(“TeleTracking”) for renewal of the Licensed Software and ongoing maintenance and support to maintain the new and existing

Licenses, which includes, but is not limited, to Installation, Sublicensed Software, Maintenance, Software Support, Professional

Services, Training and Upgrades, etc.

Why is this purchase needed?

The Bed Management Software is a method to manage the placement of patients within the inpatient hospital environment as well as support the environmental services tracking of patient rooms.

This purchase is needed for the renewal of ongoing maintenance and support to maintain the Bed Management Software, which has been installed, configured, customized, used and already deployed within the UNMH environment, specifically, within the

Inpatient department, for more than 7 (seven) years and depend on it being maintained and supported

The impact of not renewing this Agreement will result in the loss of updates, security patches, technical support and training.

Due to UNMH’s anticipated workforce and/or market changes, this Sole Source may support multiple purchase orders and multiple contracts/contract addenda for implementation of additional functionality, additional license(s) and support fees and to extend the Term of an Agreement pursuant to NMSA 1978, Section 13-1-150 (“Multi-Term Contract”).

II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

☐ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

Teletrcaking is the proprietary developer of the Bed Management Software System for which the UNMH retains the license to use and for which Teletracking vendor is the sole owner of the Bed Management developed content. As the creators of the proprietary Bed Management Software System, Teletracking possesses unique knowledge and understanding of the applications which allows them to optimize its maintenance and support services. Teletracking is the only source for providing support, development and maintenance to its software products.

☐ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement) mailto:Tfin@salud.unm.edu http://purchase.unm.edu/department-information/comm-code-listing.pdf

☒ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)

This Sole Source includes the renewal of Software Support and Maintenance Agreement for the current Bed Management

Software, which has been installed used and already deployed within the UNMH environment and depends on it being maintained and supported by TeleTracking.

The proposed solution provides an upgrade path with the current vendor and thus knowledge of upgrade process and systems used for the upgrade. No other vendor has direct knowledge of the current system, the upgrade process, and the proposed system. The support needed for this critical upgrade will be best handled by the proposed vendor in supporting this required transition.

In addition, UNMH staff are already trained and familiar with the Bed Management Software System. The UNMH would endure significant training and implementation costs if it had to implement a new Solution. Also, the IT security measures to establish a new solution would cause a delay and interruption in patient services.

☐ Other Basis for Sole Source: Please describe below:

III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS

REQUESTED BELOW:

Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.

As the creators of the proprietary Bed Manager software modules, Teletracking possesses unique knowledge and understanding of the applications which allows them to optimize the maintenance and support for its Software that is already deployed and used at the UNMH. TeleTracking is the only source for providing maintenance to their software products.

Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.

Teletracking was awarded a Contract for its BedManagment Software via Request For Proposal RFP P236-13 (“RFP”).

Teletracking was the selected vendor in the RFP process, and its Software Solutions were implemented and configured within the UNMH environment. The sole source is for maintenance of the existing software or expansion of existing seats and license for existing software.

No other vendors were contacted as the disruption to patient care and potential costs associated with changing vendors would not be viable based on the ongoing use of this product.

List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.

No other vendors were contacted, as this is a renewal of Bed Management Software System that has already been implemented and used by UNMH and Teletracking is the only source for providing maintenance to their software products.

Purchasing competitive products would take a substantial amount of time to convert from one product to another with a great cost impact to UNMH. Switching to another vendor significantly impacts continuity of care and cost of changing vendors would significantly impact UNMH. In addition, production activity would be greatly affected as UNMH staff would be required to covert programs and training would be required.

Approved: _________________________________________________ Date: _________________________ Jeffrey Gilmore (Jun 6, 2025 11:09 MDT) 06/06/2025 https://secure.na2.echosign.com/verifier?tx=CBJCHBCAABAA90R4xQ6lCnv13Xdh1rAY7bBvKEIzHMFa

Teletracking_Bed Management Software System_Sole Source Justification_posted 05-19-2025 Final Audit Report 2025-06-06

Created: 2025-05-19

By: Jennifer Sanchez (jedsanchez@salud.unm.edu)

Status: Signed

Transaction ID: CBJCHBCAABAA90R4xQ6lCnv13Xdh1rAY7bBvKEIzHMFa

"Teletracking_Bed Management Software System_Sole Source Justification_posted 05-19-2025" History

Document created by Jennifer Sanchez (jedsanchez@salud.unm.edu) 2025-05-19 - 10:33:45 PM GMT- IP address: 206.192.168.19

Document emailed to Jeffrey Gilmore (jcgilmore@salud.unm.edu) for signature

2025-05-19 - 10:34:32 PM GMT

Email viewed by Jeffrey Gilmore (jcgilmore@salud.unm.edu) 2025-06-06 - 5:06:28 PM GMT- IP address: 206.192.168.17

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Document e-signed by Jeffrey Gilmore (jcgilmore@salud.unm.edu) Signature Date: 2025-06-06 - 5:09:54 PM GMT - Time Source: server- IP address: 206.192.168.17

Agreement completed.

2025-06-06 - 5:09:54 PM GMT