50-U6900-25-CP033_012225 CNet SS.pdf.PDF

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

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request 12/4/23 Requisition Number (If Applicable) 177916240 Request Submitted by: Auvergne Taylor Holly, CTR Title Cancer Registry

Manager Department Quality Programs, UNM Cancer Center Email atholly@salud.unm.edu Phone 505-925-0197

Proposed Vendor C/NET Solutions – product is CNExT Amount Year 1 - $20.344.81 Year 2 - $21,870.63 Year 3 - $23,182.88 Total – $65,398.32

Vendor Address 2000 Center St STE 308 Berkeley, CA 94704-1223

Term of Purchase

3 year renewalC

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:

Cancer Registry Software

Why is this purchase needed?

We need this commercial registry software as the proprietary software we did use, which was provided to us by the New Mexico Tumor Registry was no longer available for use as of 9/2017.

Currently the data collection requirements of the Tumor Registry are governed by several outside agencies. The American College of Surgeon’s (ACOS) Commission on Cancer (COC) is an accrediting body of the UNM Cancer Program and has a manual devoted to data elements, definitions and requirements that must be met in order to successfully maintain accreditation. New Mexico law requires that data be reported to the state Central Registry, the New Mexico Tumor Registry (NMTR). NMTR is a Surveillance Epidemiology and End-Results Reporting (SEER; which is part of the National Cancer Institute (NCI)) registry and as such is required to comply with the SEER definitions, data elements and rules; therefore, we must meet these requirements also, as SEER is a national database. And another major player in standard setting for tumor registries is the North American Association of Central Cancer Registries (NAACCR). The required data elements and definitions sometimes vary across these agencies.

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

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

http://purchase.unm.edu/department-information/comm-code-listing.pdf

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

• CNExT has Open Database Connectivity (ODBC) which allows for real time queries on the back end of the database. They will share the data dictionary and assist in building SQL statements for back end queries at no additional charge.

• CNExT is the only software being considered that offers the abstractor the ability to select a context-specific reference source to view online as you abstract. The Smart Help system displays the coding manuals in the abstracting screen next to the data field being coded. Coding manuals follow along with the abstractor displaying the code manual page appropriate to the field being coded. As the abstractor moves from one field to the next, the selected reference automatically brings up the area in that reference manual for that data field for the abstractor to view as the abstract is being completed. By simply clicking on a different reference, the abstractor can switch references for that data field. This access is available for the ACOS manual current and older versions (accessed based on date of diagnosis/date of implementation); SEER manual; NAACCR manual; Multiple Primary/Histology Manual; American Joint Cancer Committee (AJCC) Staging Manual; Hematopoietic Database;

and Social Security Death Index data for older cases (as allowed within US government restrictions). This facilitates accessing needed information without having to open each of these manuals online, or in hardcopy, and searching for the needed data field. There are no additional fees related to this feature. None of the other products we reviewed have this same feature. As an academic center, we are committed by MOU to training new Tumor Registrars to prepare them for the certification exam. The context-specific help is critical in the training process.

• Built-in Multiple Primary/Histology (MP/H) tool that leads the abstractor through a series of questions to arrive at a decision about the correct number of primaries and the correct histology codes.

• Smart Site Specific Factors defaults that are determined by primary site/histology combinations.

• AJCC Staging forms incorporated into the software with point and click insertion of TNM codes.

• Death Match is included at no additional charge

• The Cancer Alert System (CAS) can interface with any pathology system using HL7 messaging and contains a dictionary of cancer-related terms that can be modified by the customer to fit the case identification criteria of their organization. The ICD-10 list built into CAS is also customizable.

• Pathology and ICD-10 messages can be permanently attached to the case in CNexT and reviewed later while in the case abstract. In addition to the ability to customize abstracts in general, abstracts can also be customized to the preference of a particular staff member or to a specific primary site, or to a particular task (i.e. casefinder, followup, abstractor, navigator, researcher, quality control, etc)

• Security tool that can control discrete levels of access to software features and functions (ie casefinder, i.e. casefinder, followup, abstractor, navigator, researcher, cancer committee chair, etc)

• Font type and size can be changed within the abstract to suit the user

• As the developer of the edits engine tool that other vendors and state cancer registries use, CNexT is expert in edits that maintain quality of the data. Normally for the NCDB Call for Data, cancer registries are required to run their data through an external GenEdits program prior to submission. Their internal edits have met the requirements of the NCDB so well that they do not require this additional step be performed by CNExT customers.

• The annual fees cover unlimited software support and includes toll free phone numbers and web-based support. Assigned technical support extends beyond the day to day use of software features. Our assigned support techs have the ability to trouble shoot installations, databases, network connectivity issues which means the customer does not go to a general support pool when more technical expertise is required to resolve an issue. This extended tech support is specific to CNExT.

• Also specific to CNExT it is possible to include AKAs (also known as names; other names (first and last) that the patient has used) in the Patient Search. While other software programs available offer the ability to document AKAs within the abstract or in supplemental/user-defined fields, the ability to include AKAs in the Patient Search feature and have them display on the screen that results from the Patient Search, is not currently offered by the other vendors. This means the difference between separate, disconnected, documentation of a patient’s primary tumors and having all data for one patient with multiple tumors, connected in our database. We have documentation for over 50,000 tumors spanning 1967-part of 2015.

When working on a long-term breast cancer quality review a number of years ago, it became obvious that though we are a tertiary care center, a large number of our patients are seen here over a long span of time and often have name changes with marriages, divorces, and re-marriages. During this quality review for other purposes, many patients were identified in our database that had information on multiple tumors that were not linked/connected, each under different names. It is so much easier to identify this when the Patient Search function includes and displays AKAs as not all sources used to identify potential cases have the most current, or correct names for patients.

• Also, CNExT is the only cancer registry software to include training videos on demand, to assist with training. All other companies have recorded teleconferences.

☐ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)

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

Once the database of more than 50,000 cases is converted, there is a multiyear contract available.

☐ 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.

Please see II for a complete description of the features that set this software apart from the others. Especially because we are committed to training new abstractors to become certified as tumor registrars, this is the only registry software geared for training applications as well as meeting all other regulatory requirements.

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.

A national search of cancer registry databases revealed that there are 4 companies in the United States that are available currently. An extensive look at all 4 databases was done by a team of certified tumor registrars and the Quality Program Manager.

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

ERS – CRStar – Did not offer manuals (that are needed to code) within the software that can be referenced.

Oncolog - Did not offer manuals (that are needed to code) within the software that can be referenced.

Elekta – Metriq - Did not offer manuals (that are needed to code) within the software that can be referenced.