Request for Proposal
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  • 1. Request for Proposal ePCR Software System Request for Proposal Electronic Patient Care Reporting Software System RFP # 1761 Date issued: February 24, 2009 ePCR Software 1 2.24.09 fnl
  • 2. Request for Proposal ePCR Software System TABLE OF CONTENTS Description Page 1. INTRODUCTION 1(A) Background, Introduction, and Service Area 3 1(B) RFP Purpose and Scope Summary 4 1(C) RFP Cover Sheet 5 1(D) RFP No Response Form 6 2. INSTRUCTIONS AND INFORMATION 2(A) RFP Timeline 7 2(B) Selection and Evaluation Team 8 2(C) RFP Contact 8 2(D) RFP Evaluation Criteria 9 2(E) Notices and Response Criteria 11 2(F) Non-Collusion Certification 13 3. SCOPE OF SERVICES 3(A) Expectations and Requirements 14 3(B) Data / Technology Standards 16 3(C) Training 18 4. QUESTIONS 4(A) Single Point of Responsibility/Accountability 19 4(B) General Questions 19 5. PRICING SCHEDULES 5(A) In-House System – Software License Fees 21 5(B) In-House System – Training 21 5(C) In-House System – Hardware (optional) 21 5(D) ASP Model – Provide your cost model for your hosted Application Software 22 5(E) Maintenance and Support, Upgrades and Service 22 5(F) Reimbursable Expenses (including Travel) 23 5(G) Other Expenses 23 6 and 7. Not Used 8. RFP RESPONSE SUBMITTAL CHECKLIST 24 Exhibit A – Logical Design 25 Exhibit B – Data Flows 26 Appendix A – Minimum CAD Dispatch Fields 27 Appendix B – Local RMS n use and NFIRS fields 28 Appendix C – NEMSIS 29 ePCR Software 2 2.24.09 fnl
  • 3. Request for Proposal ePCR Software System 1. INTRODUCTION 1(A) Background, Introduction and Service Area 1(A)1 Background SNOHOMISH COUNTY EMERGENCY MEDICAL SERVICES AND TRAUMA CARE COUNCIL (SCEMSTCC), a non-profit corporation of the State of Washington, is organized under RCW 70.168.120. The Council reports to the Snohomish County Fire Chiefs Associations and is composed of representatives from local fire departments, hospitals, private ambulance companies and other EMS affiliated organizations. 1(A)2 Project Introduction The Snohomish County Emergency Medical Services and Trauma Council seeks proposals from vendors who are capable of providing a web based electronic patient care reporting software system (ePCR). This system should interface with local 911 CAD dispatch systems and Fire Records Management Systems (RMS), while allowing user friendly data entry by working field personnel. Upon finishing transport to the hospital the software should allow for easy printing of the patient record and transfer of the record to the hospital based medical records system. The selected system should provide useable quality assurance reports and tools and the ability to export patient demographics to insurance billing agencies. 1(A)3 EMS Service Area Approximately 50,000 people are seen annually by Snohomish County Emergency Medical Service (EMS) providers. Most Snohomish County EMS providers are fire department based and have systems that provide Advanced Life Support and Basic Life Support levels. Almost all EMS provider agencies bill for transport services. Currently, EMS is dispatched through two 911 Dispatch Centers using Northrop Grumman PSI CAD systems. The Council is currently planning on updating the CAD system for both dispatch agencies in the coming two years; the successful ePCR system must be flexible and open to integration with the new dispatch system. The Council is also planning on implementing a new RMS system for Fire agencies. The successful ePCR system should be capable of exporting and importing data between the new Fire RMS system when selected and installed. It is expected that the new Fire RMS system will provide data in .XML and, optionally, Open Document Format format. EMS response is currently dispatched through two (2) 911 Dispatch Centers using Northrop Grumman PSI CAD systems. A few of the agencies dispatched use a tiered BLS/ALS response. ePCR Software 3 2.24.09 fnl
  • 4. Request for Proposal ePCR Software System 1(B) RFP Purpose and Scope Summary The Snohomish County Emergency Medical Services and Trauma Council is soliciting proposals from qualified vendors who offer an Application Services Module (ASP) based patient care reporting software system (ePCR). The Council will also entertain responses from those firms wishing to furnish an in-house electronic system. Proposals will include methodology for exchanging data through wireless technologies in various settings. Requirements include: • The system must interface with local 911 CAD dispatch systems, Fire Records Management Systems (RMS) • The system must allow efficient data entry by working field personnel. • After the EMS Unit has completed transport to the hospital, the software must allow for easy printing of the patient record and transfer of the record to the hospital-based medical records system. • The selected system must provide useable quality assurance reports and the ability to export patient demographics to insurance billing agencies. • The Council does not wish to receive proposals from firms proposing an integrated billing system. ePCR Software 4 2.24.09 fnl
  • 5. Request for Proposal ePCR Software System 1(C) RFP Cover Sheet Snohomish County Emergency Medical Services and Trauma Council RFP No. 1761 ePCR Software System Response Cover Sheet Yes No Has your company operated at least 1 year without interruption?   Has an owner of your company been convicted of a crime within the past 10 years?   Does any employee or official of the Council have any financial or other interest in your firm?   If selected, do you agree to execute a contract essentially the same in form as the sample contract attached as Section 7?   Does your company maintain insurance in amounts specified by Council contract? (if no, this does not necessarily eliminate vendor from submittal):   If no, describe differences: Are there any claims pending against this insurance policy?   If yes, describe Does your company maintain Professional Liability Insurance?   Has your company been in bankruptcy, reorganization or receivership in the last five years?   Has your company been disqualified by any public agency from participation in public contracts?   Is your company licensed to do business in the State of Washington?   Undersigned acknowledges that addenda _____ through _____ have been taken into account as part of this requirement. The undersigned hereby accepts the terms and conditions as set forth herein. The undersigned hereby accepts the terms and conditions as set forth herein. This page must be signed and dated by the vendor’s representative who is legally authorized to contractually bind the vendor. . FULL LEGAL NAME OF COMPANY TYPE OF BUSINESS  Corporation  Partnership (general)  Partnership (limited)  Sole Proprietorship  Limited Liability Company ADDRESS CITY/STATE/ZIP EMAIL ADDRESS: PHONE FAX NAME (PLEASE PRINT) TITLE SIGNED DATE SNOHOMISH COUNTY BUSINESS LICENSE TO BE OBTAINED ON AWARD. ePCR Software 5 2.24.09 fnl
  • 6. Request for Proposal ePCR Software System 1(D) RFP No Response Form Snohomish County Emergency Medical Services and Trauma Council RFP No. 1761 ePCR Software System No Response Form Dear Prospective Vendor: If you decide not to submit a response to this RFP, we would very much appreciate your completing and returning this form for our records. Reason for not submitting a bid in response to this solicitation: ______ FULL LEGAL NAME OF COMPANY ADDRESS CITY/STATE/ZIP EMAIL ADDRESS: PHONE FAX NAME (PLEASE PRINT) TITLE SIGNED DATE Thank you for your assistance. Please mail, email or fax this document to: SNOHOMISH COUNTY EMERGENCY MEDICAL SERVICES AND TRAUMA CARE COUNCIL (SCEMSTCC), Purchasing Division Attn: Marty Manegold PO Box 5008 Lynnwood, WA 98046-5008 mmanegold@ci.lynnwood.wa.us Fax: (425) 778-5632 ePCR Software 6 2.24.09 fnl
  • 7. Request for Proposal ePCR Software System 2. RFP instructions and information 2(A) RFP Timeline Day/Date Description Advertisement announcing RFP placed in Everett Herald and Tuesday, Daily Journal of Commerce. Announcement of RFP placed on February 24,2009 City of Lynnwood website. Notification of RFP availability to vendors via email and access to website. MANDATORY vendors’ conference to be held at Fire District #1, 12425 Meridian Avenue, Everett, WA 98208. It is Tuesday, acceptable for out of state (only) vendors to conference in via March 3, 2009 telephone although vendors are strongly urged to attend in 2:00 to 4:00 person. Please inform the RFP contact no later than February 27, 2009 if a conference call is needed. Written answers to applicable questions posed at vendors’ Friday, conference emailed to all known vendors. Addendum created March 6, 2009 and posted on City of Lynnwood website. Thursday, RFP responses due at 20525 60th Avenue West, Lynnwood, March 12, 2009 WA 98046, City of Lynnwood UMC. 2:00 p.m. Vendors’ responses will be analyzed and scored by the Friday–Thursday evaluation team. The total score will factor heavily into the March 13-19 Council’s decision as to which vendors will be considered 2009 finalists. Monday, A decision is made regarding which vendors will be finalists. March 23, 2009 All vendors will be notified of the Council’s decision. Wednesday, Finalists’ references may be contacted at the Council’s March 25, 2009 discretion. Thursday-Friday Finalist vendor presentations and demonstrations to be held at April 2-3, 2009 Fire District 1, 12425 Meridian Avenue, Everett, WA 98208 Thursday-Friday (Optional) Site visits to vendor site and/or vendor customer April 9-10, 2009 sites. Thursday, Award to apparent successful vendor is made subject to April 16, 2009 successful negotiation of terms and conditions. Notice of award to apparent successful vendor posted on website. Friday (Optional) Letter of Intent may be issued at the discretion of April 17, 2009 the Council Monday, Contract negotiations begin April 20, 2009 Monday, Development, implementation plans begun. April 20, 2009 ePCR Software 7 2.24.09 fnl
  • 8. Request for Proposal ePCR Software System 2(B) Selection and Evaluation Team SNOHOMISH COUNTY EMERGENCY MEDICAL SERVICES AND TRAUMA CARE COUNCIL Stakeholders (SCEMSTCC) Locatio Name n Role City of Lynnwood Greg Macke Team Leader City of Lynnwood Paul Haugan Team Member Team Member Terry Peterson SNOCOM Everett Fire Russell Jack Department Team Member Marysville Fire Terry Matsumura Department Team Member Stanwood Camano Fire Team Member Darin Reid Department Fire District #7 Jeremy Yoder Team Member Fire District #1 Bob Eastman Team Member Lake Stevens Larry Huff Fire Department Team Member Snohomish Dr. Ron Brown County Medical Team Member Program Director City of Lynnwood Team Member / Marty Manegold RFP Contact 2(C) RFP Contact 19100 44th Avenue West Lynwood, WA 98036 Manager, Marty Manegold, C.P.M. Purchasing and PO Box 5008 Contracts Lynnwood, WA 98046-5008 mmanegold@ci.lynnwood.wa.us Phone: 425.670.5165 Fax: 425.778.5632 ePCR Software 8 2.24.09 fnl
  • 9. Request for Proposal ePCR Software System 2(D) RFP Evaluation Criteria An evaluation team composed of the members of the Selection and Evaluation Team listed in Section 2(B) and others will evaluate the RFP responses received from each vendor. Prior to the selection of the award to the apparent successful vendor, the Snohomish County Emergency Medical Services and Trauma Council reserves the right to conduct on-site visits of any vendors’ facilities and/or require any vendor to participate in a presentation to the evaluation team (and others) of the items contained in the RFP response and any other items deemed appropriate by the Snohomish County Emergency Medical Services and Trauma Council If an award is made as a result of this RFP, it shall be awarded to the vendor whose proposal is most advantageous to the Council with price and other factors including, but not limited to, Responses to the RFP questions; demonstrated technical ability and expertise; financial stability; reference calls and/or recommendations; memberships, licenses, ISO Certifications or any other applicable membership or certifications; presentations to the Council evaluation team and others (if applicable); on-site visits at vendor’s site (if applicable), product samples which the Council may, at its discretion, request as part of the RFP process; any additional criteria deemed appropriate by the Council which would lend itself to establishing the Service Provider’s viability to perform the work as outlined in this RFP. When determining whether a vendor is responsible, or when evaluating a vendor’s proposal, the following factors will be considered, any one of which will suffice to determine if a vendor is either not a responsible vendor or if the vendor’s proposal is not the most advantageous to the Council. 1. The ability, capacity and skill of the vendor to perform the contract or provide the service required. 2. The character, integrity, reputation, judgment, experience and efficiency of the vendor. 3. Whether the vendor can perform the contract within the time specified 4. The quality of performance of previous public and private contracts or services, including, but not limited to, the vendor’s failure to perform satisfactorily or complete any written contract. The Council’s termination for default of a previous contract with a vendor shall be deemed to be such a failure. 5. The previous and existing compliance by the vendor with laws relating to the contract or services. 6. Evidence of collusion with any other vendor, in which case colluding vendors will be restricted from submitting further bids on the subject project or future tenders. 7. The vendor is not qualified for the work or to the full extent of the RFP. 8. There is uncompleted work with the Council or others, or an outstanding dispute on a previous or current contract that might hinder, negatively affect or prevent the prompt completion of the work bid upon. ePCR Software 9 2.24.09 fnl
  • 10. Request for Proposal ePCR Software System 9. The vendor failed to settle bills for labor or materials on past or current public or private contracts. 10. The vendor has been convicted of a crime arising from a previous public contract, excepting convictions that have been pardoned, expunged, or annulled. 11. The vendor has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Vendors shall affirmatively disclose to the Council all such convictions, especially of management personnel or the vendor as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the Council’s sole option and discretion, for termination for default subsequent to award or execution of the contract. 12. More likely than not, the vendor will be unable, financially or otherwise, to perform the work. 13. At the time of RFP opening, the vendor is not authorized to do business in Washington State, is not registered as a vendor in Washington, or otherwise lacks a necessary license, registration or permit. 14. Such other information as may be secured having a bearing on the decision to award the contract. 15. Any other reason deemed proper by the Council. ePCR Software 10 2.24.09 fnl
  • 11. Request for Proposal ePCR Software System 2(E) Notices and Response Criteria 2(E)1 Good Faith This RFP has been compiled in good faith. The information contained within is selective and subject to the Council’s updating, expansion, revision and amendment. 2(E)2 Right to Cancel The Council reserves the right to change any aspect of, terminate, or delay this RFP, the RFP process and/or the program which is outlined within this RFP at any time, and notice shall be given in a timely manner thereafter. 2(E)3 Not an Award Recipients of this RFP are advised that nothing stated herein, or any part thereof, or any communication during the evaluation and selection process, shall be construed as constituting, offering or awarding a contract, representation or agreement of any kind between the Council and any other party, save for a formal written contract, properly executed by both parties. 2(E)4 Property of the Council Responses to this RFP will become the property of the Council, and will form the basis of negotiations of an agreement between the Council and the apparent successful vendor. 2(E)5 Council not Liable for Costs The Council is not liable and will not be responsible for any costs incurred by any vendor(s) for the preparation and delivery of the RFP responses, nor will the Council be liable for any costs incurred prior to the execution of an agreement, including but not limited to, presentations by RFP finalists to the Council. 2(E)6 Council’s Expectations During the review of this document, please note the Council’s emphasis on the expectations, qualities, and requirements necessary to be positioned as an RFP finalist and successful vendor. 2(E)7 Waiver of Minor Administrative Irregularities The Council reserves the right, at its sole discretion, to waive minor administrative regularities contained in any proposal. 2(E)8 Single Response A single response to the RFP may be deemed a failure of competition, and in the best interest of the Council, the RFP may be cancelled. 2(E)9 Proposal Rejection; No Obligation to Buy The Council reserves the right to reject any or all proposals at any time without penalty. The Council reserves the right to refrain from contracting with any vendor. The release of this RFP does not compel the Council to purchase. The Council may elect to proceed further with this project by interviewing firm(s) well–suited to this project, conducting site visits or proceeding with an award. ePCR Software 11 2.24.09 fnl
  • 12. Request for Proposal ePCR Software System 2(E)10 Withdrawal of Proposals Vendors may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. To accomplish this, a written request signed by an authorized representative of the vendor must be submitted to the RFP Contact. The vendor may submit another proposal at any time up to the proposal closing date and time. 2(E)11 Non-Endorsement As a result of the selection of a vendor to supply products and/or services toe Council is neither endorsing nor suggesting that the vendor's product is the best or only solution. The vendor agrees to make no reference to the Council in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the Council. 2(E)12 Proprietary Proposal Material Any information contained in the proposal that is proprietary must be clearly designated. Marking the entire proposal as proprietary will be neither accepted nor honored. If a request is made to view a vendor’s proposal, the Council will comply according to the Open Public Records Act, chapter 42.17 RCW. If any information is marked as proprietary in the proposal, such information will not be made available until the affected vendor has been given an opportunity to seek a court injunction against the requested disclosure. 2(E)13 Errors in Proposal The Council will not be liable for any errors in vendor proposals. Vendors will not be allowed to alter proposal documents after the deadline for proposal submission. The Council reserves the right to make corrections or amendments due to errors identified in proposals by the Council or the vendor. This type of correction or amendment will only be allowed for such errors as typing, transposition or any other obvious error. Vendors are liable for all errors or omissions contained in their proposals. If, after the opening and tabulation of proposals, a vendor claims error and requests to be relieved of award, s/he will be required to promptly present certified work sheets. The RFP contact will review the work sheets and if the RFP Contact is convinced, by clear and convincing evidence, that an honest, mathematically excusable error or critical omission of costs has been made, the vendor may be relieved his/her proposal. After opening and reading proposals, the Council will check them for correctness of extensions of the prices per unit and the total price. If a discrepancy exists between a price per unit and the extended amount of any proposal item, the price per unit will control. The Council will use the total of extensions, corrected where necessary. 2(E)14 Bid Bond A bid bond may be required. 2(E)15 Performance Bond A performance bond may be required. 2(E)16 Response Information Information regarding this Request for Proposals, including any addenda, is available at www.ci.lynnwood.wa.us (see Purchasing / Bids and Awards), or contact Marty Manegold via e-mail at mmanegold@ci.lynnwood.wa.us. ePCR Software 12 2.24.09 fnl
  • 13. Request for Proposal ePCR Software System . 2(F) Non-Collusion Certification Snohomish County Emergency Medical Services and Trauma Center RFP No. 1761 ePCR Software System NON-COLLUSION CERTIFICATION I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for this bid/quote, and is in all respects fair and without collusion or fraud. The below signed vendor has not divulged to nor discussed or compared his/her proposal with other vendors and has not colluded with any other vendor or parties to proposal whatsoever. Note: No premiums, rebates or gratuities to any employee or agent are permitted either with, prior to, or after any delivery of materials and/or services. Any such violation will result in the cancellation of any resultant contract and/or return of material as applicable. Company Name: ______ Mailing Address: City-State-Zip: _____ Date: Authorized Signature: ______________________________ (written) Authorized Signature: ________________________ (typed / printed) Title: ___________________________________________________________________ ePCR Software 13 2.24.09 fnl
  • 14. Request for Proposal ePCR Software System ePCR Software 14 2.24.09 fnl
  • 15. Request for Proposal ePCR Software System 3. SCOPE OF SERVICES Vendor shall submit a response to each item in the below Scope of Services. Responses shall be formatted as indicated in Section 8 of this document. 3(A)1 Expectations and Requirements 3(A)1.1 The ePCR software system shall be web based and shall minimize the duplication of data entry. Capable of being hosted on tablet PC(s), the front end user interface shall permit rapid entry of critical data as part of the work flow during an EMS incident. Drop down, radio buttons and other standard programmed user functionality shall be used to enhance the data entry process. Council will also entertain responses from those firms wishing to furnish an in-house electronic system. 3(A)1.2 Interface with the County dispatch CAD systems shall allow auto- population of designated ePCR data fields and provide users a selection of the working incidents. 3(A)1.3 Interface with individual department’s RMS system shall allow auto- population of designated NFIRS data fields. (See Exhibit A) 3(A)1.4 The software shall be NEMSIS compliant with the option to adopt WEMSIS (Washington State DOH) data fields as needed. The ability to export this data shall be automated and agency accessible and programmable. 3(A)1.5 The proposal shall include descriptions on the techniques and needed technology to allow ePCR users to have connectivity to the CAD and RMS systems. The system shall allow for real time connectivity for those agencies with access to wireless internet, and shall allow for post incident database upload for those agencies that do not have access to wireless internet access. The ideal system would have the capability of auto sync when in range of wireless, or off line synchronization when not in range without manual intervention of responder personnel (store and forward technology). 3(A)1.6 Off line database sync’ing and data upload shall be accomplished through a standard USB 2.0, Firewire Wireless 802.11 b,g,n or similar protocol. The ideal system shall also be compatible with the new USB 3.0 specification currently under review. 3(A)1.7 The proposal shall include descriptions on the technologies needed to achieve connectivity in the field or from wireless access points and which of these technologies (if any) could be provided by your company.. 3(A)1.8 The ePCR software shall allow administrators to set record completion and closure (locking) criteria. ePCR Software 15 2.24.09 fnl
  • 16. Request for Proposal ePCR Software System 3(A)1.9 Industry standard software security systems shall be in place to protect HIPAA and PHI information. Data encryption shall meet the HIPPA and PHI security standards. A minimum of 156bit encryption is required. The vendor shall provide an overview of how their security model meets the standards as required by both HIPAA and PHI including, but not limited to, the need for two factor authentication if necessary. Biometric authentication is an acceptable solution; please provide background information on your solution if proposed. 3(A)1.10 The ePCR shall contain the designated demographic and insurance fields necessary to provide exportable billing data. The system shall also be capable of adding and subtracting fields quickly. The vendor shall provide the process and procedures for their proposed solution to this request. 3(A)1.11 The ePCR shall be both printable and electronically transferable as a PDF. The PDF export shall be compatible back to Adobe Acrobat version 7 and shall encompass all versions after V 7.0 3(A)1.12 The ePCR shall interface with common ECG/defibrillator systems to capture in-therapy and monitoring data from the device. 3(A)1.13 The system shall provide standardized reports and allow for ad hoc data subset reports for Fire Administrators and Medical Control/QA staff. The reporting system shall not be proprietary but shall be based on currently available reporting software such as Crystal Reports and/or SQL Reporting Services. The database shall be open to the extent that reporting query’s can be built and accessed on demand. Further, the reporting sub system shall provide reports in Adobe .PDF, Microsoft Word, Microsoft Excel (if requested), plain text and other normally available export formats. 3(A)1.14 It is desirable to have visual informatic and data mining tools that allow administrators to analyze information in various formats. 3(A)1.15 The system shall allow data to be exported so as to be used by other report and statistical software. It is expected that the successful vendor, at minimum, shall provide data export in .xml format. Other integration and export services shall include Web Services and Open Document Format (ODF). Systems built around proprietary data formats or proprietary access will not be accepted for evaluation or bid. 3(A)1.16 The ePCR database shall searchable and sortable and shall be built around a fast searching algorithm to minimize wait time during critical response periods. 3(A)1.17 The ePCR database will allow for outcome data from hospital based records. 3(A)1.18 The system shall have an administrator module that allows the designated system administrator or their designee to add users, manage security, and to perform normal database and application maintenance such as backups, compression, clean up, compacting, restoring, encrypting and index ePCR Software 16 2.24.09 fnl
  • 17. Request for Proposal ePCR Software System updates. These tasks shall be as automated as possible but shall provide the administrator basic management of the processes and administration of the system. 3(A)1.19 The system is expected to be built around the Microsoft SQL database platform. If another platform is recommended the vendor shall provide the basis for the recommendation and the advantages that will accrue for the Council with the other database. 3(A)1.20 The system shall be built around a single sign on (SSO) entry. 3(A)1.21 The system shall integrate with or export data to ESRI ARCGIS format in either Arc 9.X or ARC SDE format. 3(A)1.22 The database proposed for this system shall not be proprietary to the system but shall be a commercially available database. The database structure shall also have the capability of integrating with data warehouse/business intelligence applications such as Cognos/IBM, SAS, Oracle or Microsoft 3(A)1.23 The Council is accepting proposals for both ASP (Application Service Provider - hosted) models and for locally installed systems. The proposer shall include the reasoning and justification for which ever business model they are proposing plus the hardware requirements as necessary. The Council reserves the right to choose the most appropriate model that benefits the Council the best. 3(A)1.24 It is desirable that the selected system have end-user’s bulletin board and message page. 3(A)1.25It is desirable that the selected software provide a status system for each record from origin to archiving. 3(A)1.26 Please list the hardware that is certified to work with your product. 3(A)1.27 It is desirable that the selected software be able to capture and record electronic signatures. 3(A)1.28 It is desirable that the selected software have customizable user forms for insurance, medical release and care exchange. 3(B)1 Data/Technology Standards 3(B)1.1 Web Browser The system will be used extensively on Tablet PC computers using standard Windows XP (SP2), Operating system, Tablet PC Version. The system shall operate transparently and seamlessly on Windows Internet Explorer version 6, 7 and 8. The system shall optionally operate seamlessly with other web browsers such as Mozilla, Firefox, Opera, Safari and Google Chrome. If not certified with ePCR Software 17 2.24.09 fnl
  • 18. Request for Proposal ePCR Software System these browsers please list compatible and non-compatible browsers and provide your position on future compliance. 3(B)1.2 Hardware Performance Standards The Council has adopted a minimum 1Ghz processor standard with 2 megabytes of memory and 40 G had drive for the Tablet PC computers. Please provide your minimum hardware specifications for operations and your recommended hardware specifications for maximum performance of your proposed system. 3(B)1.3 Connectivity Standards The Council uses Verizon, Sprint and ATT Wireless Air Cards for access to the Internet. In addition Netmotion is used for connection persistence management. Please provide confirmation that your proposed system works with this basic configuration and that database connectivity issues such as latency or data corruption do not exist. The system shall automatically reconnect to the database if the connection is dropped and assure that no data has been lost or corrupted during the lost connection event. 3(B)1.4 Data Integration/Transport Requirements The attached diagrams show the basic connectivity and interrelationship of the various systems in the Council. Data flows between systems will not be homogenous (see Exhibit B). Some will flow one way, some will flow both ways. The system shall be flexible enough to handle single direction data flows and multi-direction data flows. ePCR Software 18 2.24.09 fnl
  • 19. Request for Proposal ePCR Software System 3(C)1 Training: Contractor will provide training to Trainers, the System Administrator, and Users as follows: 3(C)1.1 Trainers: A total of 20 hours is allotted for “train the trainer” training and offered as four (4) hours of training on five (5) different occasions to ensure all county user agencies can send one (1) to two (2) people. 3(C)1.2 System Administrator: Up to a total of eight (8) hours is allotted for training conducted for the individual responsible for the System Administrator duties covering such subjects as assigning security levels and system passwords. ePCR Software 19 2.24.09 fnl
  • 20. Request for Proposal ePCR Software System 4. QUESTIONS Please provide your responses as indicated in the RFP Response Submittal checklist in Section 8. 4(A) Single Point of Responsibility/Accountability 4(A)1. The Council’s expectation is to have a single point of contact, i.e. a single point of authority and a single contracting entity for this project. This is of a critical nature for this RFP; a contract will NOT be awarded to a vendor who does not have this single point of accountability. Indicate your understanding of and compliance with this requirement. 4(B) General Questions 4(B)1 Do you meet our business size requirements? We prefer not to represent more than 30% of any vendor’s total revenue. 4(B)2. How many years has your company been in business? How long have you been providing patient care software? What is your company’s primary line of business? 4(B)3. Provide a brief overview of your company (furnish your business philosophy, mission statement, management structure, organization chart, etc.). 4(B)4. How many employees do you have? What is the total years’ experience your employees have in this profession; what is the average? 4(B)5. State the type of ownership of your company. Give the State and date of your incorporation if applicable. List headquarters and regional / full-service office locations, and website address. 4(B)6. Provide the key contact name, title, address, telephone and fax numbers. Also identify the person(s) authorized to contractually bind the organization. Provide resumes for owners and key sales personnel. 4(B)7. Please attach your audited annual reports or certified financial statements for the past three (3) years. Include your auditor’s certifying opinion on the financial statements. 4(B)8. Are you wiling to share these financial reports with us on an ongoing basis to allow us to verify your fiscal stability? 4(B)9. Please provide credit references to demonstrate your company’s future viability. Please include your Dun & Bradstreet number (D-U-N-S number). ePCR Software 20 2.24.09 fnl
  • 21. Request for Proposal ePCR Software System 4(B)10. Please provide status of any current or pending litigation against your company that might affect your ability to deliver the services that you offer. 4(B)11. Do you anticipate that your company will be acquired in the foreseeable future? Is your company planning to acquire any other companies? If yes, please provide the names of the companies and the nature of the business. 4(B)12. Include names of three (3) current customers (title and phone numbers) that have had installations similar to that described in this RFP and a letter of recommendation from each. 4(B)13. Please include reference names of former customers, if any, (title and phone numbers) and the reasons for disengagement of your services. 4(B)14. What type of insurance coverage do you carry? Describe the amount of coverage. 4(B)15. Are you on either the Federal debar list or your home state debar list? ePCR Software 21 2.24.09 fnl
  • 22. Request for Proposal ePCR Software System 5. Pricing SCHEDULE The equipment, labor, software and training prices below MUST remain firm for one (1) year after award. The Council will entertain negotiations to determine any price adjustments for the next biennium. Any price adjustments through the life of this agreement will be mutually agreed upon in writing prior to the adjustment. 5(A) IN-HOUSE SYSTEM – Software License Fees Item Description # of Price per Total Price Items Item 1 2 3 4 5. Vendor may add additional lines as needed 5(B) IN-HOUSE SYSTEM - Training – also indicate training that will be at no additional charge Item Description # of Cost per Total Price hours hour 1 Train the trainer - 5 classes of 4 hours 20 hours each class 2 System Administrator training 8 hours 5(C) IN-HOUSE SYSTEM – Hardware (optional) Item Description # of Cost per Total Price Items item 1 2 3 4 5. Vendor may add additional lines as needed ePCR Software 22 2.24.09 fnl
  • 23. Request for Proposal ePCR Software System 5(D) ASP Model – Please provide your cost model for your hosted application software Item Description # of Cost per Total Price items item 1 2 3 4 5. Vendor may add additional lines as needed 5(E) Maintenance and Support, Upgrades and Service Provide Annual Maintenance costs. If discounts are available for multi-year support agreements, please provide this information regarding the length of term and the net discount percentage. Please also ensure that your prices below are firm for at least one (1) year after award of the contract. Item Description Discount Length of Total Price % term 1 Full maintenance: supporting hardware and software 8 a.m. to 5 p.m., Monday – Friday with four (4) hour on site response 2 Full maintenance: supporting hardware and software seven (7) days a week, 24 hours a day, with four (4) hour on site response 3 What is your plan for emergency response in case of critical failure? Do you have an emergency response plan with one (1) hour or less response? If so please explain and include pricing. If not, so indicate. 4 If the Council chooses time and materials coverage, what is the rate for standard business hours and after hours? State your definition of business hours. 5 Will your company support a maintenance contract that covers core components only (e.g. servers, software, switch’s and common control cards) with no peripherals, or station sets? 6 Propose the maintenance you believe would best serve the Council. ePCR Software 23 2.24.09 fnl
  • 24. Request for Proposal ePCR Software System 5(F) Reimbursable Expenses (including Travel) Alternate A: This contract includes no reimbursable expenses. Alternate B: This contract includes the following reimbursable expenses which will be reimbursed at cost: Type of Expense Maximum $$ Per Item Cumulative $$ Maximum Parking Meals Travel 5(G) Other Expenses Vendor must list below any and all charges, expenses, and/or costs to be incurred by the Council that are not included in other areas of this section. Failure to specifically and thoroughly enumerate such items may be a cause for disqualification. Type of Expense Cost per unit Total Cost ePCR Software 24 2.24.09 fnl
  • 25. Request for Proposal ePCR Software System 8. RFP RESPONSE SUBMITTAL CHECKLIST Vendor shall submit a response in the following format 1. Vendor shall create one original response (labeled “original”) with original signature (See Tab 1) and 10 (ten) identical copies (for a total of eleven (11) responses). 2. The original and each of the ten (10) identical copies shall be submitted in its own three-ring binder of sufficient size to contain the response. 3. The original and each of the ten (10) three-ring binders shall be sent to the procurement contact at the address shown in Section 2C, on or before the due date shown in Section 2A and in a box of sufficient size to hold all the responses. 4. In addition to the copies specified above the Vendor MUST include a CD of the entire response which shall be placed inside the front cover of the original response. 5. The RFP name must be shown on the lower left-hand corner of the box. 6. The original and each of the ten (10) copies shall be indexed with tabs as follows: Tab 1 1(B) Statement of understanding of requirements Tab 2 1(C) RFP Cover Sheet Tab 3 2(F) Non-Collusion Certification Tab 4 3(A)1 Expectations and Requirements. List items 3(A)1.1 through 3(A)1.28 separately and indicate your firm’s abilities to meet these expectations and requirements for each item as Available, Not Available, or Under Development Tab 5 3(B)1 Data/Technology Standards. List items 3(B)1.1 through 3(B)1.4 separately and indicate your firm’s abilities to meet these expectations and requirements for each item as Available, Not Available, or Under Development Tab 6 3(C)1 Training. Acknowledge your firm’s ability to perform training as indicated in this section Tab 7 4(A) Single Point of Responsibility/Accountability. Indicate your understanding and compliance with this requirement Tab 8 4(B) General Questions. Answer the questions 4(B)1 through 4(B) 15 in the order given, being certain to clearly label each answer referencing the appropriate question number. Tab 9 Pricing Schedules: 5(A), 5(B), 5(C), 5(D), 5(E), 5(F), 5(G) ePCR Software 25 2.24.09 fnl
  • 26. Request for Proposal ePCR Software System This checklist is intended merely as an aid to the Vendor in providing a response to this RFP. The Vendor retains the sole responsibility for accuracy and completeness of the response. ePCR Software 26 2.24.09 fnl
  • 27. Request for Proposal ePCR Software System EXHIBIT A Logical Design ePCR Fire RMS Service Provider 911 - CAD Legend Legend Subtitle Symbol Count Description Hospital RMS Tablet 1 computer Printer 4 Server Wireless 3 access point 1 Terminal Field User 1 Printer 1 Comm-link.16 ePCR Software 27 2.24.09 fnl
  • 28. Request for Proposal ePCR Software System EXHIBIT B Data Flows Data Sharing Directional EMS Field User View Fire Administration Fire – 911 CAD ` Medical Program Director ePCR Server ` Fire RMS Billing Public Health Services State EMS Hospital Systems APPENDIX A ePCR Software 28 2.24.09 fnl
  • 29. Request for Proposal ePCR Software System Minimum CAD Dispatch Fields 1. Incident Number 2. Date of Incident 3. Creation Time of Incident 4. Unit ID 5. Date of Unit Dispatched 6. Time Unit Dispatched 7. Date Unit Enroute 8. Time Unit Enroute 9. First Unit to Arrive on Scene 10. Date Unit On Scene 11. Time Unit On Scene 12. Date of Unit Initiated Transport 13. Time Unit Initiated Transport 14. Date of Unit Transport Complete 15. Time Unit Transport Complete 16. Date of Incident Closed 17. Time of Incident Closed 18. Geographic Zone/Map Grid 19. Initial Dispatch Code 20. Final Dispatch Code 21. Priority Code 22. Station Jurisdiction 23. Address of Incident ePCR Software 29 2.24.09 fnl
  • 30. Request for Proposal ePCR Software System APPENDIX B Local Records Management Systems in Use and NFIRS Fields 1. FDM 2. SunPro RMS 5.0 3. Zoll Data Systems 4. Fire Med Net WebFirs 5. Emergency Reporting 6. Filemaker Pro custom program 7. NFA NFIRS 8. Firehouse ePCR Software 30 2.24.09 fnl
  • 31. Request for Proposal ePCR Software System APPENDIX C NEMSIS National Highway Traffic Safety Administration (NHTSA) EMS Division NEMSIS Data Dictionary Version 2.2.1 ePCR Software 31 2.24.09 fnl