ESBD_512004_1777911336881_Clinical Capital Planning and Equipment Formulary RFP SOW (Final).pdf

The University of Texas M. D. Anderson Cancer Center (MD Anderson)

Request for Proposal (RFP) Statement of Work (SOW) Clinical Capital Planning and Equipment Formulary Management Solution

Table of Contents

1. BACKGROUND AND OBJECTIVES

1.1. BACKGROUND

1.2. BUSINESS OBJECTIVES OF THE SYSTEM

2. SUMMARY OF REQUIREMENTS ........................................ 4-5

2.1. CORE SOLUTION SCOPE

2.2. MINIMAL SYSTEM/VENDOR REQUIREMENTS

2.3. ADDITIONAL FUNCTIONALITY/APPLICATION REQUIREMENTS

2.4. WORKFLOW AND IMPLEMENTATION EXPERIENCE

3. PRODUCT DEMONSTRATIONS AND SITE VISIT

4. OVERALL ASSUMPTIONS .................................................. 5-5

1. Background and Objectives

1.1. Background

The University of Texas M. D. Anderson Cancer Center (MD Anderson or MDACC) in Houston, Texas, celebrating eight decades of Making Cancer History™, is one of the world’s most respected institutions devoted exclusively to cancer patient care, research, education, and prevention. Created by the Texas Legislature in 1941 as a component of The University of Texas System, MD Anderson continues to rank among the nation’s top cancer hospitals in the U.S. News & World Report’s Best Hospitals survey for over 30 years.

MD Anderson was one of the first three federally designated comprehensive cancer centers by the National Cancer Act of 1971. Over 150,000 people annually seek care at MD Anderson. The team approach to cancer care, pioneered at MD Anderson, has been strengthened by consolidating specialty clinics into multi-disciplinary care centers that allow patients to receive more ambulatory care and treatment in a single location.

1.2. Business Objectives of the System

MD Anderson is seeking proposals from qualified vendors to provide a comprehensive, integrated solution for capital equipment procurement, capital asset lifecycle management, and multi-year capital budgeting. Our organization aims to modernize and standardize the way we source, purchase, track, and manage medical equipment and other capital assets across departments.

The selected firm(s) will be expected to offer both a platform approach including hardware, software, and/or services to facilitate visibility into current capital assets and future asset needs, data-driven budgeting and forecasting, improved operational efficiency and cross-departmental alignment, and a formulary to document and track standardized equipment and accessories selections.

The selected firm(s) is expected to deliver a unified platform that: supports lifecycle visibility and risk assessment of all capital assets. provides workflows for requests, approvals, budgeting, and sourcing, simplifies and standardizes communication with suppliers, provides robust analytics and reporting for leadership, clinical operations, supply chain, and finance, integrates with our existing financial, procurement, and asset systems. The solution should support both current-year operations and multi-year strategic capital planning.

The selected firm(s) will collaborate with MD Anderson stakeholders to:

• Provide detailed plan for deployment of technology including an outline of vendor project and implementation team as well as recommendations for MD Anderson team required to work with vendor collaboratively for successful system implementation

• Deploy technology related to capital planning and equipment formulary management

• Create tailored training curriculum for MD Anderson staff including but not limited to those who will access as a user but also stakeholders to the system

• Create tailored training programs to include roll-out and change management

• Engage with key internal stakeholders (IT, Clinical Infrastructure, Facilities, Clinical Engineering, and other operations)

• Integrate with existing technology platforms at MD Anderson

• Provide implementation and go-live support for a mutually agreed upon period

• Address other requirements as they arise

2. Summary of Requirements

2.1. Core Solution Scope

MD Anderson seeks a single technology vendor to manage hardware and software for Clinical Capital Planning and Equipment Formulary Management. MD Anderson defines Clinical Capital Planning as the strategic, evidence-based process of forecasting, prioritizing, and allocating financial resources for the acquisition, replacement, and maintenance of high-value medical equipment and technology. MD Anderson defines Equipment Formulary Management as the ability to optimize patient care, ensure safety, and control the costs by limiting the variety of devices to a curated, approved list.

2.2. Minimal System/Vendor Requirements

The minimum requirements of the system/vendor are as follows:

• Procurement and Equipment Sourcing o Access to a centralized marketplace or procurement interface for researching, comparing, and sourcing medical and facility equipment o Ability to communicate and collaborate with suppliers through a structured, trackable platform o Support for on-contract, off-contract, new, refurbished, demo, and alternative-equipment sourcing o Configurable workflows for purchase requests, approvals, quoting, and contracting o Ability to load, manage, and enforce organizational purchasing standards and formularies

• Capital Asset Lifecycle and Inventory Management o Centralized asset registry covering all capital equipment across clinical, IT, facilities, and infrastructure departments o Ability to track lifecycle data: age, depreciation, maintenance history, risk, utilization, and planned replacement o Fleet intelligence or risk-based prioritization to identify high-risk or high-value equipment needs o Tools for long-term planning, replacement strategy, and compliance-driven tracking o Flexible workflows for capital request intake, routing, prioritization, and governance decision-making

• Capital Budgeting, Forecasting and Financial Planning o Multi-year capital planning and budget forecasting tools o Scenario modeling, risk scoring, prioritization, and asset replacement planning o Real-time budget tracking, expenditure visibility, and reporting o Integration with procurement, financial, and asset management systems o Automated or semi-automated budget generation and refresh cycles

• Data Analytics, Dashboarding and Decision Support o Dashboards for leadership, department managers, and supply-chain/finance teams o Comparative equipment analytics, pricing intelligence, lifecycle insights, and supplier performance o Audit trails for all procurement and capital-management actions o Reporting on spend, variance, budget vs. actuals, fleet health, and capital cycle projections o Exportable custom reports (PDF, Excel)

2.3. Additional Functionality/Application Requirements

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

• Optional modules, hardware, and/or features/function to support other MD Anderson use cases o Ability to offer standard integration approaches, including application program interfacing (API), API or other access AI model metadata o Predictive analytics for equipment failure and replacement cycles o Inventory reduction programs o Real-time price benchmarking

2.4. Workflow and Implementation Experience

• Implementation project management with clear milestones and deliverables

• Migration of existing asset and procurement data into the platform

• Department-level onboarding and configuration (clinical, finance, supply chain, IT, facilities, etc.)

• Ongoing technical support, product updates, and system maintenance

• In-depth training for end-users, administrators, and executives

• Change-management support to ensure adoption

3. Product Demonstrations After a preliminary review of RFP responses, MD Anderson may identify a short-list of vendors for presentations and detailed product demonstrations. The presentations will take place in Houston, Texas and/or virtually. Some questions from the RFP may be extended and used as a basis for presentations. Short-listed vendors will receive an agenda and guidance to prepare for the presentations and ample time at the end for an audience Q & A session.

4. Overall Assumptions The selected firm(s) will be expected to:

• Demonstrate financial stability, experience with specialty and academic institutions like ours, and remain in business

• Demonstrate openness to collaborate or co-develop new, cutting-edge capabilities

• Meet cybersecurity, uptime, storage of MD Anderson data, and network requirements deemed necessary by MD Anderson

• Meet quality measures deemed necessary by MD Anderson

• 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 weighted acceptance criteria

• Provide qualified and experienced resources that will be screened by MD Anderson team prior to the start of the project and dedicated to service MD Anderson throughout the duration of the award(s)

• Demonstrate flexibility when new requirements are requested by MD Anderson

• MD Anderson will retain ownership of Works Created in accordance with any agreement between the parties in connection with the award or multi-awards

• For cloud-based solutions, the selected supplier must comply with Senate Bill 475 –

Texas Risk and Authorization Management Program (TX-Ramp) Certification. For more information, please visit: https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.

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