CITY OF MOBILE. Purchasing Department and Package Delivery: Government Plaza 4th Floor, Room S Government St Mobile, Alabama 36644

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1 Typed by: Mailing Address: P. 0. Box 1948 Mobile, Alabama (251) run Buyer: CITY OF MOBILE Purchasing Department and Package Delivery: Government Plaza 4th Floor, Room S Government St Mobile, Alabama Please quote the lowest price at which you will furnish the articles listed below BID SHEET This is Not an Order READ TERMS AND CONDITIONS ON REVERSE SIDE OF THIS PAGE BEFORE BIDDING DATEo9/08/2014 BID NO DEPARTMENT FIRE Commoditie$. to be..delivered F.O.B. Mobile to: As ~pecitiea This bid must be received and stamped by the Purchasing office not later than: 10:30 AM, Wednesday, September 24, 2014 Bid on this form ONLY. Make no changes on this form. Attach UNIT PRICE EXTENSION QUANTITY ARTICLES any additional information required to this form. UNIT Dollars Cents Dollars Cents COMPUTER SOFTWARE (Records Management System) The City of Mobile is requesting bids for a hosted Turn-Key electronic Fire and EMS data collection and billing solution to replace Alabama epcr, ZOLL FIRE RMS, and the current billing software per the attached specification. This solution must include software, system training and services that will result in an integrated Fire and EMS Records Management System. System must provide Secure Code on a Secure Server with redundancy In multiple secure data centers. Must identify plan for Security and Redundancy. Must comply with HIP AA laws. State system to be provided: Total bid price $ per Year A technical demonstration may be required on September 26, 2014 or September 29, If so, an appointment will be scheduled after the bid has been opened. This demonstration will include tests of performance, functionality, integration and ease of use. Business License may be required. See Item #14 on reverse of this page. This bid form must be signed and returned with your bid and bid bond on or before the opening date and time as stated above. TOTAL RETURN ONE SIGNED COPY OF THIS BID IN ENCLOSED ENVELOPE State delivery time within days of receipt of P.O. Firm Name Typed Signature We will allow a discount % 20 days from date of receipt of goods and correct invoice of completed order. By

2 1. All quotations must be signed with the firm name and by an authorized officer or employee. 2 Verify your bid before submission as it cannot be withdrawn or corrected after being opened. In case of error in extension of prices, the unit price will govern. 3. If you do not bid, return this sheet and state reason. Otherwise, your name may be removed from our mailing list. 4. The right is reserved to reject any, or all quotations, or any portions thereof, and to waive technicalities if deemed to be in the interest of the City of Mobile. 5. This bid shall not be reassignable except by written approval of the Purchasing Agent of the City of Mobile. 6. State brand and model number of each item. All items bid must be new and latest model unless otherwise specified. 7. If bid results are desired, enclose a self-addressed and stamped envelope with your bid. (All or None bids only) 8. Do not include Federal Excise Tax as exemption certificate will be issued in lieu of same. The City is exempt from the Alabama and City sales taxes. 9. PRICES ARE TO BE FIRM AND F.O.B. DESTINATION UNLESS OTHERWISE REQUESTED. 10. BID WILL BE AWARDED ON ALL OR NONE BASIS UNLESS OTHERWISE STATED. 11. Bids received after specified time will be returned un-opened. 12. Failure to observe stated instructions and conditions will constitute grounds for rejection of your bid. 13. Furnish literature, specifications, drawings, photographs, etc., as applicable with the items bid. 14. Vendor May be required to obtain City of Mobile Business License as applicable to City of Mobile Municipal Code Section For Business License inquiry contact the Revenue Department at (251) or cityofmobile.org/taxes.php. 15. If a bid bond is required in the published specifications, see below: Each Bid Shall be Accompanied By A Cashier's Check, Certified Check, Bank Draft Or Bid Bond For the Sum Of Five (5) Percent Of The Amount Bid, Made Payable To The City Of Mobile And Certified By A Reputable Banking Institution. All Checks Shall Be Returned Promptly, Except The Check Of The Successful Bidder, Which Shall Be Returned After Fulfilling The Bid. 16. Contracts in excess of $50,000 require that the successful bidder make every possible effort to have at least fifteen (15) percent of the total value of the contract performed by socially and economically disadvantaged individuals. 17. All bids/bid envelopes must have the bid number noted on the front. Bids that arrive unmarked and are opened in error shall be returned to vendor as an unacceptable bid. 18. If successful vendor's principal place of business is out-of-state, vendor may be required to have a Certificate of Authority to do business in the State of Alabama from the Alabama Secretary of State prior to issuance of a Purchase Order. Vendors are solely responsible for consulting with the Secretary of State to determine whether a Certificate is required. See Please note that the time between application for and issuance of a Certificate of Authority may be several weeks. 19. Vendors do not need a City of Mobile Business License or Certificate of Authority from the Alabama Secretary of State to submit a bid, but will need to obtain the Business License and Certificate of Authority, if applicable, prior to issuance of a Purchase Order.

3 BID CONTINUATION SHEET Page of QUANTITY Bid on this form ONLY. Make no changes on th 1s form. Additional in- UNIT PRICE EXTENSION ARTICLES formation to be submitted on separate sheet and attached hereto. UNIT Dollars Cents Doll1rs Cents Page 2 of3 Training can be accomplished in one of the City's Computer Training rooms, which are equipped with 11 student computer terminals. All vendors will be required to provide verification of enrollment in the E-Verify program. Additional information may be found at If the successful vendor's principal place ofbusiness is out-of-state, vendor may be required to have a Certificate of Authority to do business in the State of Alabama from the Secretary of State prior to issuance of a Purchase Order. Vendors are solely responsible for consulting with the Secretary of State to determine whether a Certificate is required. See: Please note that the time between application for the issuance of a Certificate of Authority may be several weeks. Upon notification, vendor will have 10 business days to provide the Certificate of Authority and the E-Verify numbers to the Purchasing Department before award can be completed. (Vendors will possibly need to pay the expedite fee to meet this requirement because application is not sufficient. We must have a copy of the certificate with your Company ID number). Vendors do not need a City of Mobile Business License or Certificate of Authority from the Alabama Secretary of State, nor the E-Verify for certification to submit a bid, but will need to obtain the Business License and Certificate of Authority verification and/or provide thee-verify Certification, if applicable, prior to issuance of a Purchase Order. Exact quantities to be purchased can not be determined at this time. RETURN ONE SIGNED COPY OF THIS QUOTATION IN ENCLOSED ENVELOPE - - TOTAL READ ABOVE INSTRUCTIONS BEFORE QUOTING Firm Name _ By We w ill allow a discount % 20 days from date of rece ipt of goods and correct invoice of compl eted order.

4 BID CONTINUATION SHEET Page of QU ANTITY ARTICLES Bid on this form ONLY. Make no changes on this form. Additional in- UNIT PRICE EXTENSION formation to be submitted on separate sheet and attached hereto. UNIT Dollars Cents Doll rs Cants Page 3 of3 Pricing to be firm for a one-year period from date of award. At the option of the City of Mobile and the successful vendor, the award of thi bid may be extended for two (2) additional one-year periods. Base Bid Price on a Projected 35,000 Annual Runs. THIS BID WILL BE AWARDED ON AN ALL OR NONE BASIS. For additional information contact: Anne M. Foley@ (251) purchasing@cityofmobile.org RETURN ONE SIGNED COPY OF THIS QUOTATION IN ENCLOSED ENVELOPE - TOTAL READ ABOVE INSTRUCTIONS BEFORE QUOTING Firm Name By We will allow a discount % 20 days from date of rece ipt of goods and correct invoice of completed order.

5 A. Introduction 1. Project Background Mobile Fire Rescue Department provides Emergency Services in the City and Police Jurisdiction ofmobile, AL. 2. Goals and Objectives A turn-key electronic EMS data collection solution to replace Alabama epcr and the current billing software. B. Statement of Requirements 1. Participant Eligibility OrganizationalReguirements 1) Vendor must have a production-ready epcr product currently in use by at least twenty-five (25) customers. 2) Vendor must have at least five (5) years of documented experience with services equivalent or similar to those requested by Mobile Fire. 3) Vendor must have provided and implemented an epcr solution to at least ten (10) organizations of similar size and scope to Mobile Fire. 4) Vendor must have provided and implemented an epcr solution for at least three (3) organizations of similar size and scope to Mobile Fire within the last three (3) years. 5) Vendor must have at least one customer with similar size and scope in the state of Alabama. Functional Requirements 1) Must be COTS (Commercial Off The Shelf) 2) Must be remote hosted and cloud based. 3) Must provide online/offline functionality. 4) Must currently be NEMSIS v2 Gold compliant with a NEMSIS v3 roadmap. 5) Must include an administrative back end for reporting and QA purposes. 6) The epcr solution must be available on desktops and mobile devices. 7) Must have a fully integrated billing component. 8) Must have a paperless exchange solution with receiving facilities that has been working for three (3) or more years. 9) Must deploy HIP AA best practice administrative, physical, and technical safeguards. 1 0) Must be able to export necessary data to the State of Alabama. 11) Must be able to integrate with Mobile Fire and MCCD Integraph version 9 CAD.

6 12) Must integrate with Philips cardiac monitors. 13) Must be able to operate on Mobile Fire's Getac hardware using Windows 8.1 and have flexibility for other modem tablet devices using other operating systems. 14) Must have a fully integrated NFIRS reporting component, or the ability to deliver a fully integrated NFIRS reporting component prior to May ) Must have HL7 version 3 exchange capabilities in order to provide EMRJHIE integration in the future. 2. Response to Technical Specifications Technical Specifications Bids will be evaluated for compliance with the following technical specifications listed below. 1) Describe how the solution imports CAD data into the epcr. 2) What form of data entry and documentation does the solution use? (Free text, check boxes, drop down menus, etc.) 3) Does the solution offer both a mobile and internet-based platform? 4) Can patient care reports be completed and accessed from any computer with an internet connection? 5) Describe how the solution provides online/offline capabilities. 6) Describe the process for hospitals/receiving facilities obtaining paperless access to the patient care reports for those patients transported to their facility. 7) Describe how validation tools work to ensure all required information is captured. 8) Describe system security for user authentication. 9) Describe backup protocols to ensure no loss of data. 1 0) Describe how the solution offers integrated reporting capabilities that include spatial analysis reporting. 11) Describe how work is automatically saved at predetermined intervals without the need to select a "Save" button. 12) Describe how the proposed solution records vital signs, medications, and proceduresincluding time stamps. 13) Describe how data is transferred from the cardiac monitor to the epcr. 14) Describe how medical protocols can be integrated into the epcr. 15) Describe how electronic signatures are captured in the proposed solution. 16) Define the administrator-defined password management policies (password length, complexity, expiration, lockout policies, etc.)

7 17) Describe the Quality Assurance capabilities of the proposed solution. 18) Describe the ability to message individual crew members for the purpose of feedback for quality assurance purposes. 19) Describe the ability to attach scanned documents to individual PCRs. 20) Describe the approach and timeline for providing a fully integrated NFIRS reporting solution. 21) Describe how the epcr solution integrates to the billing solution. The billing solution must use a common database with the epcr solution without import or translation of data. 22) Billing solution must have the ability to export billing data to Excel and PDF. 23) Provide detail of the billing system and whether the system is third party or proprietary. 3. Implementation Plan Vendor must provide a detailed implementation plan for the proposed solution. This plan must include detailed methodology including: estimated timeframe, overview of project phases, and assumed responsibilities. 4. Training Plan Vendor must provide a plan for training that includes the following: 1) Overview of proposed training plan including options for onsite or offsite training. 2) The role of the Vendor in the training process. 3) The role of Mobile Fire Department in the training process. 4) The lmowledge transfer strategy proposed to prepare MFD staffto maintain the system. 5. Maintenance and Support The Vendor must specify the nature of any post-implementation and ongoing support provided, including: 1) Post-implementation support 2) Telephone support (hours of operation, 24/7 availability, etc.) 3) Delivery method of future upgrades and product enhancements including historical frequency of upgrades. 4) Availability of user groups in general, and public sector user groups in particular, and their geographic areas. 5) Problem reporting and resolution procedures. 6) Bug fixes and patches. 7) Other support (e.g., on-site, remote dial-in, and lmowledge base).

8 6. Bid Format Section 1: Organizational Information Provide specific information concerning the Vendor in this section, including the legal name, address and telephone number of your company and the type of entity (sole proprietorship, partnership, or corporation and whether public or private). Include the name and telephone number of the person(s) in your company authorized to execute the proposed contract. Include responses to the Organizational Requirements. Section 2: Functional/Technical Requirements Provide specific responses to the Functional Requirements and Technical Specifications. Section 3: Project Approach Provide a description of the methodology developed to perform all required services. This schedule should contain specific milestones and dates of completion which will be used to set schedules. Also identify the extent of Department personnel involvement deemed necessary. The Implementation Plan, Training Plan, and Maintenance and Support plan should be addressed in this section. Section 4: Cost of Service The Bid shall clearly state ALL of the costs associated with the project, broken down by category of products and services, and all ongoing costs for recommended or required products and services, such as maintenance. The project costs must broke out and include all expenses that will be charged to the Department, including but not limited hourly rates for labor, software costs, software maintenance costs, implementation fees, and all expenses, including travel, meal reimbursement, hotel per diems, taxes, etc. Failure to clearly identify all costs associated with the Bid may be cause for rejection.

9 OPTION 1: Please include an option with vendor to provide a lease for 60 Getac Fll 0 tablet computers configured as below. FLA103 Intel i5-4300u 1.9GHz Processor, 3MB Cache, 4GB DDR3 RAM, 128GB SSD, 800 NITs LumiBond Touchscreen Display, Dual batteries, 5MP rear camera, web camera, AC Wireless, Bluetooth, 461F Ready, -21C, IP65, WIN7 64-bit Pro, 3 Year B2B, F-WIN8P64 Win8 Professional 64bit, F-8GB Upgrade RAM to 8GB (50 unit minimum) F-EPBCR Expansion port- 1D/2D barcode reader (50 unit minimum- choose only one expansion port option) F-DUAL Dual Screen I Digitizer & Multi-touch (50 unit minimum) GVKFOl Havis Vehicle Dock & Replication (DC adapter sold separately) GDCOOl LIND 12-16V DC vehicle adapter/charger GSPOO 1 Fll 0 Screen Protector with AG & AR Technology Monthly Lease Price for 60 Units: OPTION 2: F-4600U CPU Upgrade Intel Core i7-4600u (50 unit minimum) Additional Cost for Upgrade of 60 Leased Units:

10 .., THE CITY OF MOBILE, ALABAMA PURCHASING DEPARTMENT Potential bidders are responsible to check this site for any ADDENDUMS that are issued. It is the responsibility of the BIDDER to check for, download, and include with their BID RESPONSE any and all ADDENDUMS that are issued for a specific BID published by the City of Mobile. Failure to download and include ADDEND VMS in your BID RESPONSE may cause your bid to be rejected. This is a sealed bid. Any responses faxed or ed will be rejected. This is a sealed bid. Any response must be submitted in a sealed envelope with the bid number and bid opening date on the outside of the envelope. Any response that arrives improperly marked or with no bid number and opening date on the outside of the delivery or express package and opened in error will be rejected and not considered. It is the responsibility of the bidder to insure that their bid response is delivered to and received in the Purchasing Department before the date and time of the bid opening. Be sure to read the Terms and Conditions. All bids are F.O.B. Destination unless otherwise stated. Be sure to sign your bid! Package/Bid Delivery Address: Purchasing Department 205 Government St. Room S408 Mobile, AL (Request First Delivery) P.O. Box 1827 MoBILE, ALABAMA