RFQ.pdf

Medical University of South Carolina

Request for Quote

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400028669 08/18/2025 Andy Champion 843-792-1300 champiow@musc.edu University Procurement 1 South Park Plaza Building 1, JB402 Charleston SC 29407

DESCRIPTION: Research Facility & Study Management Software

USING GOVERNMENTAL UNIT: MEDICAL UNIVIVERSITY OF SOUTH CAROLINA (MUSC)

SUBMIT YOUR OFFER TO THE FOLLOWING EMAIL: champiow@musc.edu

SUBMIT OFFER BY (Opening Date/Time): 08/27/2025 at 11:00 AM EST NUMBER OF COPIES TO BE SUBMITTED: One Electronic Copy via email to champiow@musc.edu

AWARD &

AMENDMENTS

If required by Code, Award will be announced on 09/03/2025.

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date.

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

N/A (Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

mailto:champiow@musc.edu mailto:champiow@musc.edu

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer)

HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement notices should be sent.)

Area Code - Number - Extension Facsimile

E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.)

(See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one)

ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

PAGE TWO (SEP 2009) End of PAGE TWO

SCOPE OF SOLICITATION

The Medical University of South Carolina (MUSC) is seeking quotes for a Research Facility & Study Management Software such as Calpendo, or equivalent. Calpendo is used as an example to set the standard for specifications and performance, not to limit competition. MUSC will have the final determination as the whether a product meets the equivalency.

INSTRUCTIONS FOR SUBMITTING A QUOTE

• Submit a signed Cover Page and Page Two with your quote. Your quote should include all other information and documents requested in this RFQ

• Individual signing quote must be authorized to obligate the submitting vendor.

• Bidder shall provide the lowest prices, exclusive of State and Federal Tax.

• A single award will be to the lowest responsible responsive quote.

• Bidder may submit quote via email to: champiow@musc.edu

• Payment terms will not be a factor in the award.

• Note to Vendor: By signing and submitting a quote, you are certifying under penalties of perjury that you do not have any liens as described in Section 12-54-120 of the S.C. Code of Laws 1976 as amended, relating to payment of taxes.

DRUG FREE WORKPLACE CERTIFICATION (JAN 2004)

By submitting an Offer, Contractor certifies that, if awarded a contract, Contractor will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. [02-2A065-1]

OPEN TRADE REPRESENTATION (JUN 2015)

By submitting an Offer, Offeror represents that Offeror is not currently engaged in the boycott of a person or an entity based in or doing business with a jurisdiction with whom South Carolina can enjoy open trade, as defined in SC Code Section 11-35-5300. [02- 2A083-1]

SCOPE OF WORK/SPECIFICATIONS

The Medical University of South Carolina (MUSC) is seeking quotes for a Research Facility & Study Management Software such as Calpendo, or equivalent. Calpendo is used as an example to set the standard for specifications and performance, not to limit competition. MUSC will have the final determination as the whether a product meets the equivalency.

Minimum Qualifications: Open to companies with experience working with academic healthcare institutions of a similar size and scope.

MUSC is not accepting quotes for bespoke or custom software.

The product will need to fulfill three main goals

1. Allow research staff to schedule visits and book the laboratories/resources in research centers.

2. Ability to run queries on these data for federal and institutional required reporting.

3. Track service fulfillment and facilitate billing.

General Specifications:

- Must be web-based frontend and be accessible by authorized users from within and outside the MUSC network.

- The application needs to use MUSC Single Sign-On for user authentication

- The application may be hosted by the vendor, or by MUSC

Study Participant Management:

- Must maintain a list of study participants

- Participants may be enrolled in more than one research study

Study Management:

- Must maintain a list of research studies

- Each research study is associated with a Principal Investigator (PI) (i.e., PI name, institution, college, department), an Institutional

Review Board (IRB) number, and funder information (i.e., funder name, grant number, start/end dates)

- Must include robust mechanisms to support study participant management to include:

o Master participant database o Ability to select participants from the master database and enroll participants in specific studies o Ability to track enrollment of participants across multiple studies (e.g., study name, enrollment date, participant start/stop date for each study, reporting on assessments/study procedures in which each person participated) o Ability to provide a list of all participants enrolled in a study Must be able to develop study-specific research visit schedules with related assessments (ex: Visit 1 to include blood draw and MRI; Visit 2 to include EEG and 6-minute-walk test, etc.)Ability to schedule both research resources (e.g., MRI, instrumented treadmill, MRI) and room reservations within the same scheduling system, and related to specific study visits (see the bullet above) – more details in the Room and resource management section below.

Room and Resource Management:

- The application must maintain a list of all rooms and resources that can be scheduled.

- Must support categorization of the resources (e.g., when there are multiple units of the same piece of equipment, they would all be assigned to the same category)

- Certain resources may be tied to a specific room/space. In this case, booking that resource should also block all other resources tied to that room from being booked by other studies.

- Certain resources may be tied to another resource, in which case booking one of them should also book the other.

- Ability to schedule both research resources (e.g., MRI, instrumented treadmill, MRI) and room reservations within the same scheduling system, and related to specific study visits (see the bullet above) – more details in the Room and resource management section below.

- Must have the ability to see these combination scheduling of resources/room simultaneously on a calendar, and must be able to “block move” schedule resources/rooms on the calendar from one time or day to another without having to cancel the original reservations and rebuild them.

User Management:

- The application must be able to maintain a list of all users

- System administrators must be able to add users, assign permissions and revoke access

- User permissions must exist on multiple levels (e.g., super users, front-end users, reporting user, able to restrict access to user-specific studies, etc.)

- Users must also be allowed to schedule outside the context of a study (e.g. for testing equipment rather than for a research visit).

- The application must include communications capabilities to email all or part of the user database (based on their role, such as all

PIs, Research Coordinators, study-specific affiliations, etc.) to facilitate communication when resources are unavailable for maintenance, for required federal reporting, etc.

Appointment Management:

- Users may schedule appointments for studies for which they have appropriate permissions

- Must have the ability to configure the system to designate users that can directly book resources/rooms, and designate users that can book requested resources/rooms but which require center approval before confirming those appointments

- Users may also schedule ad hoc appointments that are unrelated to a specific study

- Must be able to schedule appointments without associating them with a room or resource. Appointments may be associated with one or more staff members.

- For research visits, appointments will be associated with a participant, a study, and a time point

- The application must have a user-friendly interface for adding appointments by frontend users and for viewing the availability of resources/rooms (or seeing that resources/rooms are not available)

- Once an appointment is created, the application must send a calendar invite (e.g. in .ics format) to the user that created the appointment and to all staff members associated with the appointment.

- When an appointment is modified or canceled, the application must send updated calendar information to users.

Data Queries and Report Generation:

- The application must provide a way to query the database and generate reports – this includes building custom reports.

- Data queries may be prepared by system administrators and then shared with users, or written directly by non-administrators.

- If the bidder can implement this in a user-friendly way, queries may also be prepared through a graphical user interface.

- Some example reports needed are:

o Resource utilization by each research study within a given time period o Utilization of each resource category by each research study within a given time period o Number of unique research participants that visited our center within a given time period o Number of visits run by our center within a given time period – in total and by category (e.g. assessment or intervention visits) o Number of hours each resource was used during a give time period

Customer support:

Successful bidder must provider timely customer service over the life of the contract.

- Must have a customer support portal or support e-mail for ticket tracking and status updates.

Additional Desired Features:

- Ability to upload and update data elements either via direct database queries, or via API calls

- Ability to attach documents to a study configuration (e.g. study protocol, CRFs, etc.)

Successful bidder must assist with product implementation as outlined above, and guide through the process of gathering any requirements necessary to optimally implement the system.