RFP #24NEA0191 Healthcare Education Management System

The purpose of this Request for Proposal ("RFP") is to acquire a Healthcare Education Management System for the Jacobs School of Medicine and Biomedical Science's office. Each proposal shall be with the understanding that, at a minimum, the successful bidder will be required to provide the services identified below, observing all applicable federal, state and local laws:

1. The vendor acknowledges all university data, including backup and archived, and implementation professional services will only be stored in datacenter within the continental United States.
2. Shibboleth or AD Federated Services (ADFS) authentication must be available and sufficient to authenticate all service modules or components (web applications, smart device apps, etc.).
3. The product (mobile or otherwise) must not cache or pass through any authentication credentials.
4. Data extraction must be in a readable file format upon termination of contract/service with UB.
5. Product offer must have the ability to import university data.
6. Product must distribute program evolutions, including but not limited to: student, faculty, session, resident, site, and course evaluations.
7. Product must maintain anonymity of completed evaluations.
8. Product must allow students to submit case logs to fulfill tracking of clinical experiences.
9. Product must allow reports to be pulled and downloaded on evaluation and case log data.
10. Product must allow data to be accessed via exports or api calls.

Scope of Services:

This Request for Proposal (RFP) solicits proposals from vendors who can provide a Healthcare Education Management System that will:

• Distribute all program evaluations, including student, faculty, resident, session, site, and course evaluations.
• Maintain anonymity of all completed evaluations
• Collect case logs from students to fulfill required clinical experiences
• Distribute course/clerkship and session schedules to students
• Distribute relevant course/clerkship and session information and documents to students, residents, and faculty
• Conduct a schedule lottery with strong schedule optimization capabilities/algorithm
• Collect and track attendance
• Enter and track grades and/or completion of course/clerkship requirements
• Deliver materials to students in a learning module format
• Upload and maintain an accurate and detailed curriculum inventory and map
• Send reminders and notices to students, residents, and faculty
• Gather and synthesize important information for MSPE letters
• Gather extensive reports on all aspects of the software solution, including reports important for LCME accreditation
• Potentially link to MedHub, the software solution used by Graduate Medical Education, so that residents can evaluate students and vice versa, and so that students and residents can be scheduled to the same service without the need to have all students, residents, and faculty in two different systems
• Provide product user manuals and other necessary documentation

Service-Disabled Veteran-Owned Set Aside: No

Minority Owned Sub-Contracting Goal: 17.9%

Women Owned Sub-Contracting Goal: 12.1%

Due date:04/10/2025 2:30 PM

2:30PM EST

Contract term: 5 years

County(ies): All NYS counties

Location: Downtown campus

Business entities awarded an identical or substantially similar procurement contract within the past five years:

Medhub