ESBD_362491_1718206823969_RFPCount RD_6.7.24_ Final.pdf

The University of Texas

MD Anderson Cancer Center (MD Anderson)

Request for Proposal (RFP) Statement of Work (SOW)

Inventory Count Services

Table of Contents

1. Background and Objectives

1. Background

The University of Texas MD Anderson Cancer Center (MD Anderson) is one of the world's most respected centers devoted exclusively to cancer patient care, research, education and prevention. Primarily located in central Houston in the Texas Medical Center, MD Anderson is part of The University of Texas System. MD Anderson is committed to providing enterprise solutions that meet the needs of multiple stakeholders and demonstrate stewardship of MD Anderson resources, while providing an IT infrastructure and support model.

MD Anderson Cancer Center releases this Request for Proposal (RFP) to identify a provider of inventory counts.

2. Business Objectives of the System

MD Anderson is seeking a provider of inventory counts that can be performed at different times including point-in-time for year-end, mid-year, and counts for inventory system implementations.

2. Summary of Requirements

1. Solution Scope

MD Anderson is seeking a provider who can perform counts across med/surg areas and clinical lab areas:

• Par supply rooms

• Inventory storerooms

• Procedural Pods

• Procedural rooms

• Consignment products

MD Anderson Operational Data:

Provided below is a snapshot of the supply area locations and inventory values that require counting on a periodic basis or as needed. The supply area locations will continue to grow as we expand the use of a new inventory management system.

2. Minimal System/Vendor Requirements

The minimum requirements of the vendor and tools used are as follows:

• Count supplies in identified areas

• Provide an electronic count file that can be imported to Inventory Management system as soon as the counts are performed and verified (raw data needs to be available same date count is performed)

• Collect GTIN codes, for applicable products

• Identify expired products

• Report inventory value by area

• Reporting and analytics

• HIPAA compliant

• Supplier has successfully conducted service at comparably sized healthcare institution with similar, or larger, number of patient care areas.

• Supplier will be able to provide both implementation and post go-live support maintenance.

• Supplier will be able to provide a system with best practice on security, data integrity and cyber prevention.

3. Additional Functionality/Application Requirements

Additional functionality desired include, but is not limited to the following:

• Dashboard portal providing account specific inventory data and analytics

• Easy to navigate and use by clinical staff and materials management staff

• Counts for perpetual inventory areas available electronically for upload as close to finalizing the counts as possible.

4. Supplier Requirements

• Supplier must assign a representative who has account management experience working with healthcare clients.

• Texas vendor registration is required. Effective January 1, 2022 under Texas Senate Bill – SB475, any cloud-based software solution provider will need to be TX Ramp certified. For more information, please visit:

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.

5. Work Requests

• MD Anderson may submit a written work request (“Work Request”), which may be via e-mail, to supplier requesting inventory count services under this https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp agreement. Each Work Request will contain the following information:

Request Date, Services to be performed, Areas to be counted, Start Date, and End Date. Upon receipt of a Work Request, supplier will select the Resources that are appropriate for the Services requested. Nothing in this Agreement shall require MD Anderson to send Work Requests to Contractor, and nothing in this Agreement shall require Contractor to submit Resources for a Work Request. The Parties may enter into a Work Order, as described below.

6. Work Order

• Contractor will collaborate with MD Anderson to generate a mutually agreed Work Order for any Services requested. Each Work Order will include at least the following information: (i) the scope of work and specific services to be performed as the Services; (ii) the estimated budget for the Services, (iii) fee schedules and any travel reimbursement details, established in accordance with Rider 102; (iv) any agreed starting and finishing dates and payment schedule for the Services to be performed under the Work Order; (v) the MD Anderson Project Coordinator; and (vi) any other information or terms specific to the Services that are not addressed in this Agreement.

• Contractor shall provide the Services to MD Anderson pursuant to each Work Order that is entered into during the term of this Agreement.

• Each Work Order and any subsequent modification or extension of an existing Work Order must be approved in writing by authorized Contractor and authorized MD Anderson personnel. The MD Anderson Project Coordinator identified in the Work Order will provide such approval, and the Work Order must be signed by authorized MD Anderson project coordinator.

Nothing in this Agreement requires either party to enter into any Work Order.

3. Product Demonstrations

After an initial review of RFP responses, MD Anderson may identify a short list of vendors for onsite or Zoom presentations and product demonstrations. If onsite presentations are allowed, they will take place in Houston, Texas. Some questions from the RFP will be extended and used as a basis for presentations.

4. Site Visit

After the initial short list of vendors has been identified and they have completed their product demonstrations, a final list of vendors from that short list may be identified. MD Anderson may request site visits for the final list of vendors.

5. Overall Assumptions

• The selected vendors will be expected to:

o Demonstrate financial stability and remain in business.

o Provide services that are free of errors or deficiencies and are of the standard and quality prevailing among similar businesses of superior knowledge and skill, to be evaluated by MD Anderson through acceptance criteria.

o Provide qualified and experienced resources that will be screened by, and available to, MD Anderson throughout the duration of the award(s).