KRMC Broadband Consortium

Transcription

1 KRMC Broadband Consortium ~HCP 50400~ REQUEST FOR PROPOSALS KRMC RFP April 28, 2017, the Consortium Leader, is incorporated as a 235-bed not-for-profit hospital located in Kingman, Arizona. KRMC provides emergency as well as in-patient and out-patient services throughout the Mohave County, Arizona, region. As Consortium Leader, KRMC provides services to its members, including: educational programs for members, and network management. The connectivity provided will continue to build member capacity to electronically exchange health information and engage in telemedicine services. This is a growth-oriented project not intended to be time- or bandwidth-limited. Rather, the project is open-ended to allow continual growth and expansion of the network as new Consortium members are added or data needs dictate. Requested services. KRMC Broadband Consortium member (KRMC) requires Internet service at its Stockton Hill Road hospital facility, HCP Please refer to Table 1. The minimum bandwidth acceptable is 200Mbps (synchronous). KRMC requires 24x7x365 connectivity at 99.98% up time. The solution must be HIPAA-compliant at turn up. The end user site would be responsible for cross-connections within the respective data closets unless otherwise specified by advance mutual written agreement. The selected vendor will be responsible for all network hardware purchasing and maintenance in accordance with the site needs. The vendor shall provide network services in a manner that meets HIPAA telecommunications requirements. Contracting Provisions. The Healthcare Connect Fund provides an opportunity for HCPs to receive a significant subsidy relating to a wide range of eligible telecommunications products and services. However, the rules of the program demand that consortia, HCPs, and vendors adapt their standard processes and contracts to effectively take advantage of this opportunity. Based on KRMC Broadband Consortium s review of the Healthcare Connect Fund Order and associated FAQs, we intend to require that vendors comply with the following contracting provisions: a. KRMC Broadband Consortium prefers including Master Service Agreement (MSA) language with any selected vendors that allows the consortium to add new network participants at specified pricing at any time within the contract period. Without such an MSA, will need to undergo a new competitive bidding process every time a new participant wishes to join the consortium. To the extent that vendors are willing and able to include MSA language for a specific service area that meets the HCF requirements for specified pricing, proposals for such contract language are encouraged and will be considered. 1 Page

2 b. Unless otherwise noted, bids for service should be for an initial 60-month contract period with options to renew beginning as early as 29 days after the posting of Form 461. USAC rules provide for voluntary extension not to exceed 60 months. Therefore, bids must include the option for voluntary (non-mandatory) extension of the contract at the end of the initial term with the options of month-to-month, 12-month, 24-month, 36-month, and 60-month renewal periods. Any requirements for upfront charges should be clearly stated in all proposals. All costs must be disclosed and included in the bidder s response. c. Bidders must agree that KRMC will be billed for and be required to pay only the USAC specified HCP 35% co-pay amount. This provision must be incorporated in the contract terms at time of proposal. Variable Bandwidths. In those circumstances in which variable levels of bandwidth are being requested and quoted, vendors will be asked to incorporate the variable bandwidth levels and associated costs into the contract in order to allow HCPs to increase or decrease their bandwidth without the need to engage in a new competitive bidding process. Bandwidth Change. KRMC is seeking the ability to increase or decrease bandwidth speeds for the HCPs participating in its network. Vendors should describe how a level of service can be upgraded to provide a higher level of service in the future for HCPs that sign up initially for a particular level of service, but need to increase or decrease speeds during the contract period. Evergreen Contracts. KRMC Broadband Consortium wishes to maximize the opportunity to Evergreen contracts that results from this RFP. According to HCF FAQ language, A new contract entered into by an HCP or consortium as a result of competitive bidding will be designated as evergreen if it meets all of the following requirements: Signed by the individual HCP or consortium lead entity; Specifies the service type, bandwidth and quantity; Specifies the term of the contract; Specifies the cost of services to be provided; and Includes the physical addresses or other identifying information of the HCPs purchasing from the contract. Site and service substitutions KRMC Broadband Consortium reserves the right to substitute services amongst several sites in the current network and all future locations that the Consortium may require. KRMC Broadband Consortium also reserves the right to add or substitute sites and services as needed. Quality of Service (QoS) Not applicable. 2 P age

3 Network IP services should support: (As a requirement, the vendor must be able to guarantee that the requested services are included in the SLA/contract for each connection that will be made. If the parameters cannot be met after the point of implementation, KRMC Broadband Consortium reserves the right to terminate any and all contracts, based on the fact that services are not being met as specified.) 1. Specified bandwidth (trunks) for each site and hardware necessary 2. Administrative network security policy and operational requirements for data transport that meets HIPAA security requirements of State, Federal, and Tribal regulations and statutes. 3. Support for standards-based encryption protocols. 4. Requirements defined for common technical standards and operational procedures to maintain system reliability, relevant parameters include: i) An average end-to-end delay of less than (<) 60 millisecond. ii) Provide less than (<) 0.1% packet loss. iii) Provide less than (<) 20 millisecond jitter (delay variance). iv) Provide greater than or equal to 99.98% network availability. Proposed system testing and acceptance provisions will be required on all bid proposals. KRMC reserves the right to work with vendors to develop appropriate test and acceptance criteria for a specific installation or configuration, to be defined and accepted by both parties prior to contract initiation. Service-level Agreements (SLA). Bidders shall submit their proposed SLA information for this service and detail their ability to meet KRMC Broadband Consortium requirements. The submitted SLA shall reference the following minimal elements and corresponding requirements: 1. Up Time: KRMC Broadband Consortium requires guaranteed uptime of 99.98%. State the guaranteed uptime Vendor can offer. 2. Latency: The measured latency within KRMC Broadband Consortium and Vendors Network must be less than 60 Milliseconds Port-to-Port. 3. Response Time: KRMC Broadband Consortium desires a minimum of 30-minute initial response time and two hour on-site time, if required. State the standard initial response time and on-site time for reported troubles. 4. Planned Network Maintenance: KRMC Broadband Consortium requires 72 hours or more advance notice prior of planned network maintenance. State the standard notification Vendor provides to customers for planned network maintenance. Vendor must describe their standard maintenance window. 5. Scheduled Network Outages: Specify when and how often there are scheduled network outages in order to perform maintenance and/or upgrades. 6. Escalation: List Vendor s NOC initial point of contact and trouble escalation procedures. 7. Security Incidents: List any programs in place specifically for monitoring and resolving security incidents. 8. Credit Allowances: Vendor must provide a listing of the credit allowances and/or refunds that may be assessed based upon service outages. Examples: If service was unavailable for 5 minutes, state the refund amount. If the service were unavailable for 30 minutes state that refund amount. Implementation Schedule Description. Any network build-out that is required by the responding bidder is preferred to occur without disruption to patient care. Please include a plan with timeline, and address ability to meet project timeline goals. Identify circumstances that may create project delays. 3 P age

4 Start-up Date. Actual service startup must be within 30 calendar days of contract award. Include a timeline for each location with date service could be available to the HCP if beyond 30 days. Vendor Requirements. 1. The Vendor must submit a detailed overview of the proposed network, and how the Vendor proposes to implement the installation, testing, and handoff of the new service. 2. The Vendor must detail the process on the method to accomplish the HCP incremental change of bandwidth and the respective change in billing process. 3. The Vendor must detail the process for issuing reimbursements for lost service. 4. All installation charges resulting from the implementation of this and all other fees and taxes or other charges must be imbedded in the monthly rate. KRMC Broadband Consortium will pay no other costs other that the costs submitted on the RFP Bid Submittal form. Payment. Vendors submitting bids should be aware that the payment process for the HCF may not reflect Vendor s current billing practices. Contracted Vendors will bill the KRMC Broadband Consortium via, Attn: Accounts Payable, 3269 Stockton Hill Rd, Kingman, AZ for all contracted services. KRMC Broadband Consortium will have a separate invoicing arrangement with each participating HCP through which HCPs will contribute their 35% share plus their fair share of network administration, management, and equipment costs. Vendors will be required to incorporate payment term contract language that is consistent with the above process and guarantees the Vendor will comply with the requirements of the Healthcare Connect Fund. Bidders must agree that KRMC will be billed for and be required to pay only the USAC specified HCP 35% co-pay amount. Invoicing Practices All bid proposals must understand and acknowledge USAC invoicing requirements and formats. Bidder will conform to invoicing procedures and processes as promulgated by USAC. Any successful bidder(s) is required to have a current Service Provider Identification Number (SPIN) as required by the Healthcare Connect Fund Order. Service Providers with existing SPIN numbers must submit a FCC Form 498 to renew their eligibility. A SPIN number may be obtained by contacting the Universal Services Administrative Company ( All costs may not qualify for HCF funding. It is critical that accurate, detailed cost information should be provided for all portions of the bid proposal. In order to obtain funding for the services and equipment being requested through this RFP, the Consortium is subject to the rules and regulations of the FCC Healthcare Connect Fund program. Vendors must meet all program requirements. Once KRMC Broadband Consortium has submitted its Form 461, this RFP will be posted to the USAC website. More information on bidding and posting rules can be found at: connect/default.aspx. 4 P age

5 Bidding Instructions Specific to This Section. A deadline for bid submissions will be 28 days after the posting of the Form 461 on the USAC web site. Program rules require the Form 461 and RFP to be posted for a minimum of 28 days, meaning that at a minimum a contract could not be signed until the 29th day after posting of the RFP. Bid proposals must be received at at the address specified below, no later than 5:00 p.m., MST, 28 calendar days from the date of posting of this RFP on the USAC website. This receipt deadline requirement is a mandatory requirement and is not subject to waiver by KRMC or Kingman Hospital, Inc. No bid proposals will be accepted after the date and time specified. A late bid proposal will be returned unopened to the bidder. No bid proposal will be accepted by telephone, electronic mail, or facsimile. The proposal receipt deadline is for actual receipt at. Whether sent via postal mail or other service, Bidder must arrange to assure their proposal arrives by the deadline set forth above. Bid proposals must be ed or otherwise physically delivered to the following address: Jim May 3269 Stockton Hill Rd Kingman, Arizona (928) JMay@azkrmc.com All bidders must understand and acknowledge USAC invoicing requirements and formats. Bidder will conform to invoicing procedures and processes as promulgated by USAC. Successful Bidders are required to have a current Service Provider Identification Number (SPIN) as required by the Healthcare Connect Fund Order. Service Providers with existing SPIN numbers must submit a FCC Form 498 to renew their eligibility. A SPIN number may be obtained by contacting the Universal Services Administrative Company ( Proposal Evaluation Any and all costs incurred by Vendors in preparing and submitting a proposal are the Vendor s responsibility and shall not be charged to KRMC or reflected as an expense of the resulting contracts. Proposed Vendor responses will be based on the following: Cost (35 points) One Vendor Solution (35 points) Prior Experience, Including Past Performance (30 points) The selection will be based on all factors indicated in this section, and may not go to the lowest bidder if cost is outweighed by a combination of other features in the winning vendor s bid. The point scale listed above will determine the most cost-effective solution for KRMC Broadband Consortium s members. 5 P age

6 KRMC Broadband Consortium reserves the right to select bid proposals which, in the sole judgment of KRMC Broadband Consortium most nearly conforms to the specifications set forth herein. KRMC Broadband Consortium reserves the right to waive any and all issues of form or presentation in considering bid presentations for acceptance or rejection, if, in the sole opinion of KRMC Broadband Consortium such waiver is in the best interests of the project. KRMC Broadband Consortium is not responsible for any costs incurred by a Vendor related to the preparation or delivery of the bid proposal, or any other activities carried out by the Vendor as it relates to this RFP. Changes in applicable laws and rules may affect the award process or any resulting contracts. Vendors are responsible for ascertaining pertinent legal requirements and restrictions. Vendors are encouraged to visit the official FCC website pertaining to the Healthcare Connect Fund, at: The selection decisions made by KRMC Broadband Consortium and reported to USAC under this RFP are final, and appeals or re-submissions will not be considered. KRMC Broadband Consortium reserves the right to issue any resulting order with the Vendors whose proposal, in the judgment of the group, most nearly conforms to the specifications and will best serve the needs of KRMC Broadband Consortium participant members included in this request. KRMC Broadband Consortium is not obligated to accept any proposal received. It may accept proposals in whole or in part, or may reject any and all proposals. RFP CONTACT: Jim May IT Infrastructure Manager/Architect 3269 Stockton Hill Rd Kingman, AZ JMay@azkrmc.com (928) P age

7 Table 1. Location Address Bandwidth [HCP 49937] 3269 Stockton Hill Rd Kingman, AZ Mbps Minimum (Synchronous) END OF DOCUMENT 7 P age