RFR 173024_Bidders Conference Summary-11-8-16.doc

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES

DEPARTMENT OF PUBLIC HEALTH

LEMUEL SHATTUCK HOSPITAL

Paul D. Romary

Executive Director

Lemuel Shattuck Hospital – General Surgical Services Pre-Bid Summary

Lemuel Shattuck Hospital: PACS with Integrated Voice Recognition Dictation and Imaging Sharing Solution

RFR 173024

Pre-bid Meeting Summary

28 September 2016 – 10:00AM 170 Morton Street Jamaica Plain, MA 02130

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Attendees Introductory Comments Bidder Q&A Summary

Attendees

Introductory Comments

Alison MacNeil, Director of Contracts

Alison MacNeil welcomed the bidders to the pre-bid meeting for the provision of a comprehensive Picture Archiving and Communications System (PACS), with an integrated Speech Recognition Dictation System and an Image Sharing Solution. It was explained that the purpose of the bidders’ conference was to provide bidders with an opportunity to ask questions and develop a better understanding of the Hospital and its goal to deliver quality healthcare services.

Ms. MacNeil reviewed the procurement calendar and discussed the Commonwealth’s Prompt Payment Discount (PPD) program. The PPD program becomes available when vendors offer a discount based on the assumption that the Hospital will pay their bills faster to receive lower prices and is a contributing factor in the evaluation of overall value. Bidders must either offer a prompt payment discount or agree to receive payment in 45 days from receipt of invoice.

Payment via EFT was also discussed. Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Bidders were informed that the EFT account must accept credit and debit.

The Supplier Diversity Program Plan Form (SDP), formerly known as the Affirmative Market Program (AMP), was reviewed. The SDP was established in 2010 to promote supplier diversity in public contracting. The program instituted policies to encourage the award of state contracts in a manner that develops and strengthens certified Veteran, Minority, and Women Business Enterprises (M/WBEs). It is the Supplier Diversity Office’s mission to increase business opportunities for M/WBEs. The SDP Plan is worth 10% of the evaluation. Bidders need to partner with a certified SDP vendor and commit a percentage of the contract total to that certified vendor. To find certified vendors to partner with, bidders should use the link on the SDP form to access the State’s List. A contract cannot be awarded without an approved SDP.

For clarification purposes, the Hospital will make one award for Option A, PACS with Integrated Speech Recognition, and one award for Option B, Image Sharing Solution. Please note that this could be the same vendor.

David Olverson, Director, EHS IT

Mr. Olverson stressed the importance of security and informed bidders that they should be prepared for the scanning of boxes. Bidders should expect to house the servers at Lemuel Shattuck Hospital, 170 Morton Street, Jamaica Plain. The server(s) housed at Shattuck Hospital will service all satellite sites, namely Tewksbury State Hospital and Pappas Rehabilitation for Children.

Thomas Nash, Director of Clinical Support Services Thomas Nash provided an overview of the RFR. He discussed the reason behind the two options. Mr. Nash discussed the requirements for new hardware and an optional hardware refresh after the initial term of the contract.

Bidders Questions and Answers Q.

How many terabytes will be migrating from Infinitt?

A.

5TB

Q.

What is the estimated cost of the PACS Meditech interface?

A.

The quoted cost for the PACS interface suite is $25,100.

Summary

Bidders were reminded of their responsibility to check Commbuys, the Commonwealth’s electronic procurement system and to address all correspondence to the RFR’s primary contact, Alison MacNeil. Participants were thanked for their time and the meeting concluded.

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