RFP 26-165 Bid Proposal Form (1).doc

BID PROPOSAL FORM

This Bid Proposal Form (the “Bid Proposal”), dated as of the date listed on the last page of this Bid Proposal, is prepared for Roswell Park Cancer Institute Corporation d/b/a Roswell Park Comprehensive Cancer Center (“Roswell Park”), by the bidder identified on the last page of this Bid Proposal (the “Bidder”) in response to the above referenced Request for Proposal (the “RFP”). Any defined terms in the RFP shall have the same respective meanings in this Bid Proposal. In compliance with and subject to the RFP, the Bidder hereby submits the following to Roswell Park:

1.0 Addenda. The following Addenda is/are hereby incorporated herein by reference (All Addenda issued by Roswell Park must be listed below – if no Addenda was issued by Roswell Park, state “None”):

2.0 Bidder’s Information. The following is general information regarding the Bidder’s business:

Title:

Phone: ( ) - , Ext.

Fax: ( ) -

Email:

Type of Business (Check All That Apply):

Corporation

Limited Liability Company

Partnership

*Certified NYS MBE

*Certified NYS WBE

Other (Specify):

*If the Bidder has checked a box above indicated with an asterisk, the Bidder must attach a copy of its associated Certification.

3.0 Pricing. Each Proposal must include a completed Price Sheet (attached to this RFP) and all corresponding quotation(s). Pricing must be comprehensive and all-inclusive, covering all products, services, implementation activities, and any other costs necessary to meet the requirements outlined in the RFP. 6. If Bidder holds a contract with the GSA, NYS OGS or Vizient, please include that information in your proposal.

4.0 Bidder’s Experience. Provide a detailed description of the Bidder’s experience in the supply, implementation, and support of comprehensive telemetry and patient monitoring solutions that enable continuous physiologic monitoring across inpatient care settings. Include relevant experience with system integration, including seamless connectivity to electronic health records (EHRs), clinical communication platforms, alarm management systems, and other interoperable healthcare technologies.

1. Provide three (3) customer references:

Company:

Title:

Phone: ( ) - , Ext.

Fax: ( ) - Email:

Company:

Title:

Phone: ( ) - , Ext.

Fax: ( ) - Email:

Company:

Title:

Phone: ( ) - , Ext.

Fax: ( ) - Email:

5.0 Additional Information (Optional). Describe any additional information/factors that are pertinent to the assessment of the Bidder and/or any desirable options, and corresponding pricing for such options (if applicable), that Roswell Park should consider (The Bidder may attach any supplemental documentation it deems necessary to better describe any additional information/factors/options. Such supplemental documentation shall not include any terms and conditions):

6.0 Bidder’s Offering. The Respondent is required to use this Proposal Form to respond to the RFP. Relevant sections of Section 6 (Scope of Request) of the RFP that require specific responses are restated below with fillable fields for the Respondent’s use. The Respondent must respond to each item, and no fields should be left blank. If, for example, the Respondent’s solution does not offer the functionality required under a particular item, the Respondent should include a statement to that effect in the associated field, rather than leaving the field blank. Provided that the Respondent substantively responds to each item, the Respondent may attach supplemental documentation if necessary to support or provide examples relevant to an item (e.g., a screen shot of a dashboard). Such supplemental documentation should be clearly labeled with the item number that it supports. Supplemental documentation may not include any terms and conditions.

6.1 Minimum Requirements (YES/NO):

6.1.1 FDA clearance for applicable devices and adherence to medical device standards.

6.1.2 The proposed solution must carry current UL and/or CSA certification for healthcare use, and the Respondent must provide supporting certification documentation upon request. The solution must also meet all applicable Joint Commission and CMS regulatory and accreditation requirements for use in a healthcare environment.

6.1.3 Ability to meet cybersecurity requirements.

6.1.4 Vendor must maintain uninterrupted availability of technical support, software updates, cybersecurity patches, replacement parts, and service coverage throughout the entire contract term, including any renewal periods, to ensure continued safe and effective operation of the equipment.

6.2 Bidder Response Requirements:

6.2.1 Workflows and Analytics:

6.2.1.1 Describe your proposed monitoring solution across continuous bedside monitors, telemetry packs, transport monitors, and central stations.

6.2.1.2 Explain the end-to-end clinical workflow, beginning with patient admission and device association, transitioning through ambulation, telemetry monitoring, and transport workflows, and concluding with discharge.

6.2.1.3 Describe available clinical analytics and reporting capabilities used to evaluate the effectiveness of the patient monitoring program, including alarm metrics (e.g., alarm volume, missed alarms, and response times) and patient outcome measures related to clinical deterioration, such as code blues, unplanned ICU transfers, and sepsis-related mortality.

6.2.1.4 Describe how hardware and software updates are managed, including frequency, any associated charges, and the hospital’s responsibility to accept them.

6.2.1.5 Detail all required and recommended disposables and accessories associated with the solution.

6.3 Experience & Product Maturity:

6.3.1 Describe the maturity of each proposed hardware and software component, including initial commercial release date, current version, major enhancements, and any components released within the past three years.

6.3.2 Provide the number of acute care hospital implementations for each major component of the proposed solution, including the number of customers currently using the proposed version.

6.3.3 Identify any proposed components that are in limited release, controlled availability, pilot deployment, or otherwise not generally available, and describe any associated limitations or risks.

6.3.4 Describe the customer experience transitioning from prior versions or platforms to the proposed solution. Include typical requirements for hardware replacement, retraining, workflow changes, downtime, integration updates, and associated costs. Provide three acute care customer references that have transitioned to the proposed platform and describe lessons learned and how disruption was minimized.

6.4 Bedside Physiological Monitoring:

6.4.1 Provide the specifications of the continuous bedside monitor, including screen sizes, modules, mounting, battery operation, ingress protection, and cleaning/disinfection guidance.

6.4.2 Describe the proposed solution's compatibility with Masimo RD Set® sensors, including supported sensor types, any hardware or software requirements, limitations, required modifications, associated costs, and whether full pulse oximetry functionality is maintained.

6.4.3 Describe the solution’s capability for 5‑lead ECG, SpO₂, respiration, non-invasive blood pressure (NIBP), and temperature across required care areas.

6.4.3.1 Include support for foley/continuous temperature monitoring, automatic population of results into the EHR, and available add-on modules such as end-tidal CO2 monitoring.

6.5 Telemetry Monitoring:

6.5.1 Describe the device size, weight, cable requirements and how the device is worn or carried. Include specifications for ingress protection and cleaning/disinfection guidance.

6.5.2 Describe battery management, including the typical battery life under normal operation, alerts that are generated for low battery or device failure, and how batteries are changed and recharged.

6.5.3 Can the telemetry device continue transmitting patient data when the patient leaves the nursing unit?

6.5.4 Describe visual and audible alerts available on the telemetry device.

6.5.5 Describe the process for pairing and unpairing telemetry devices during patient admission, transfer, and discharge.

6.5.6 Explain how waveforms and events are reviewed documented, interpreted, and stored, including retention periods, retrieval capabilities and any capacity limitations.

6.5.7 Do telemetry strips automatically populate into the EHR? If yes, describe the workflow, format and any user actions required.

6.5.7.1 Export formats (PDF, DICOM, native), auto‑attach to EMR, and manual review/attestation.

6.6 Central Monitoring Stations:

6.6.1 Describe the central monitoring capabilities for bedside physiologic monitoring and telemetry monitoring. Indicate whether both can be supported on a single platform and explain any differences in functionality between monitoring types.

6.6.2 Describe the central monitoring configuration, including whether centralized workstations are required, optional, or available in a hybrid deployment model.

6.6.3 How does the central monitoring station support patient surveillance, including:

6.6.3.1 Maximum number of patients displayed per screen

6.6.3.2 Multi-unit and enterprise-wide patient views

6.6.3.3 Patient grouping and filtering options

6.6.3.4 Customizable display layouts

6.6.3.5 Data retention, search, and retrieval functionality

6.6.4 What centralized surveillance workflow capabilities are available, including:

6.6.4.1 Alarm notification, acknowledgment, and escalation

6.6.4.2 Patient assignment and monitoring management

6.6.4.3 Remote alarm silencing or pause functionality

6.6.4.4 ECG strip printing, storage, and documentation

6.6.4.5 User roles, permissions, and audit tracking

6.7 Alarm Management & Mobile Alerting:

6.7.1 Can alarms be routed to mobile devices, pagers, or nurse call systems? If yes, describe the supported platforms (iOS/Android), device types (e.g., Vocera, Ascom, Zebra, iPhone), and integration capabilities.

6.7.2 Describe alarm configuration capabilities, including audible alert and threshold settings, delays, suppression rules, escalation workflows, and notification routing from a mobile device.

6.7.3 How does the system support alarm prioritization and categorization (e.g. critical, high, medium, and informational)?

6.7.4 What features are available to reduce alarm fatigue, including advanced filtering, smart alarms, secondary notification rules, and workflow optimization tools?

6.7.5 Describe any predictive analytics, early warning scores, or clinical decision support capabilities that assist in the early identification of patient deterioration.

6.8 Implementation, Training, and Support:

6.8.1 Provide a detailed implementation plan and timeline with milestones, delineating vendor and hospital roles and responsibilities.

6.8.2 Provide a comprehensive training and education plan that includes:

6.8.2.1 Training methods (e.g., instructor-led, virtual, simulation, and e-learning).

6.8.2.2 Role-based training requirements for nurses, telemetry technicians, super-users, biomedical/clinical engineering staff, and IT staff.

6.8.2.3 Recommended training schedule related to implementation and go-live.

6.8.2.4 Training duration for each user group.

6.8.2.5 Competency validation and post-go-live support.

6.9 HTM - Warranty, Maintenance and Lifecycle:

6.9.1 Disclose any known product recalls, safety alerts, field safety notices, FDA actions, or other regulatory notifications involving the proposed product/model or related product line within the past five (5) years. Include the date, reason for the action, affected models/serial numbers, corrective action taken, and the current status.

6.9.2 Detail expected product lifecycle for the proposed solution, including warranty terms, preventive maintenance requirements, parts availability, and end of life notifications with upgrade paths.

6.9.3 Clearly identify any equipment limitations, functional constraints, unavailable features, excluded clinical capabilities, or requirements for additional hardware, software, modules, licenses, or third-party systems to achieve the stated functionality.

6.9.4 Describe your service level agreements including uptime guarantees, calculation of uptime formula, response times, resolution times, and associated penalties/service credits for non-compliance.

6.9.5 Provide your technology refresh strategy, including options for system upgrades or replacement at years 5–10 without major capital reinvestment.

6.9.6 Describe your spare parts supply chain, including local inventory availability, lead times, and contingency plans for backorders or global supply disruptions.

6.9.7 Detail the level of access provided to the Roswell Park biomedical/HTM team, including service manuals, critical parts list, diagnostic & PM/calibration tools, and permissions for in-house maintenance.

6.9.8 Explain how service data (PM, breakdowns, parts usage, uptime) will be shared and integrated with our Technology Management System-Computerized Maintenance Management System (TMS-CMMS), including reporting dashboards and analytics.

6.9.9 Provide a contingency plan to ensure uninterrupted patient monitoring during system failures, including availability of loaner units, redundancy, and failover mechanisms.

6.9.10 Provide a structured service technical training program HTM/Biomed Engineers, including initial service training, refresher cycle on system upgrades, or major software/hardware changes, associated training costs, and the credentialing/certification process. Identify all tools, specialized equipment, diagnostic software, parts, and other resources required for HTM/Biomedical Engineering staff to independently perform preventive maintenance (PM), first-level service, and, where applicable, full maintenance and repair support.

6.9.11 Provide a detailed lifecycle support plan for the proposed system, including guaranteed parts availability, software support, and obsolescence management strategy for a minimum of 10 years.

6.9.12 Define the scope of your comprehensive service agreement, explicitly listing all inclusions and exclusions (e.g., batteries, telemetry transmitters, modules, accessories, backup units, extended labor coverage hours etc.).

6.10 Interoperability & EMR Integration:

6.10.1 Identify which data elements can be exchanged between the monitoring system and the EHR.

6.10.2 Describe how patient demographics, location, and ADT information are synchronized.

6.10.3 Describe ECG strip and waveform workflows: export formats (PDF, DICOM, native), auto attach to EMR, and manual review/attestation.

6.10.4 Explain how patient-monitor association occurs and how mismatches are prevented.

6.10.5 Prior to data being committed to the EHR, does the system allow users to review, edit, or reject device-generated data?

6.10.6 If the organization changes EHR platforms during the equipment lifecycle, describe any limitations, dependencies, required modifications, vendor support, implementation requirements, timeline, and associated costs for migrating interfaces, integrations, and data to the new EHR.

Roswell Park reserves the right to award to one or more Bidders, as deemed necessary, to best meet the functional, operational, and service requirements outlined in this RFP.

7.0 Bidder’s Acknowledgment. The Bidder hereby warrants that the information provided herein and the documentation attached hereto is true and accurate as of the date set forth at the beginning of this Bid Proposal.

(Bidder)

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