City of Long Beach. Request For Quote/Information Number TS For Emergency Patient Care Report System (EPCRs)

Transcription

1 Request For Quote/Information Number TS For Emergency Patient Care Report System (EPCRs) Release Date: August 3, 2012 Due Date: August 23, 3:00 pm For additional information, please contact:, See Page 5, for instructions on submitting proposals. Company Name Contact Person Address City State Zip Telephone ( ) Fax ( ) Federal Tax ID No. Signed Date Print Name & Title (RFQ #TS ) Page 1 of 9

2 TABLE OF CONTENTS 1. OVERVIEW OF PROJECT...E 2. ACRONYMS/DEFINITIONS...E 3. SCOPE OF PROJECT... F 4. SUBMITTAL INSTRUCTIONS... H ATTACHMENT A RFQ No. TS

3 The City will not be held responsible for information package mishandled as a result of the envelope not being properly prepared. Facsimile or telephone submissions will NOT be considered unless otherwise authorized; however, information package may be modified by fax or written notice provided such notice is received prior to the opening of the information package. 1. OVERVIEW OF PROJECT The, California, invites interested parties to submit vendor information for a possibility of providing an Emergency Patient Care Report system (EPCRs) for the City s Fire Department. 2. ACRONYMS/DEFINITIONS For the purposes of this RFQ, the following acronyms/definitions will be used: City May RFQ Shall/Must Vendor Vendor The and any department or agency identified herein. Indicates something that is not mandatory but permissible. Request for Quote/Information Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of an information package as non-responsive. Organization/individual submitting an information package in response to this RFQ. Organization/individual submitting a proposal in response to this RFP.

4 3. SCOPE OF PROJECT The, Department of Technology Services Bureau, is seeking to acquire an integrated Emergency Patient Care Report system (EPCRs) on behalf of the Fire Department. The purpose of this system is to allow first responders to share their in-progress securely within the organization while allowing for continuity of care using the wireless Internet residing on a ruggedized device to document patient care regardless of where the incident is located and provides a reliable patient care reporting system where failure is not an option at anytime. (Please note: It is mandated by the Federal State law that our medical health records be filed electronically by If you would like more information on the Federal law please google the following link: under section Health Information Technology page 17: Strategic (3): General (A) (ii) ) The purpose of this Request for Quote (RFQ) is to provide vendors with sufficient information to prepare and submit a quote to the. GENERAL The system will be public safety mission critical and must provide for 100% up time. (24/7) The EPCR system must integrate seamlessly with other systems within the City, as well as outside agencies. In addition the system must be scalable. The user interface must be simple, easy to use, interactive, and intuitive. The system must be turnkey, high reliability, and fully redundant with ability for future expansion. Ability for standard reporting, and / or ability to use off the shelf reporting tools such as Crystal or SQL reporting tools Timely installation, implementation and proven track record for the proposed system. The City is open to an off the shelf product as well as custom developed. The City is open to a hosted application MUST HAVE Fail-safe back up/program that does not rely on Internet connection to generate a Patient Care Report at time incident and can easily be retrieved and submitted at a later time/place when Internet connection is available. The application must be able to reside on a ruggedized device. Integrate with the City s COMMAND CAD Tiburon system to import patient s real-time data and assign the report to the appropriate stations. Integrate with the City s Zoll billing system. Integrate with State and/or County Regulatory reporting system. Ability to attached digital medical information to the application, such as EKG monitor information, medical images, etc. Integrate with local hospital s EMR system and/or have the ability to send data in a digital format/printable format to the receiving local hospitals and outside City s limits.

5 Fully HIPAA and PHI compliance for data storage. Fully comply with NEMSIS standard for record submission to state and local government. NEEDED FEATURES Screens need to be similar to the current LBFD Patient forms or with a similar design for ease of use and ease of training. Ability to create a unique form number for each response form Populate / create forms when call information comes thru the CAD system Scratch pad option allowing notes taking with fingertips E-signature capable to capture the first responder and patient s signatures. Full administrative control i.e. o Add or delete personnel, o Sets access levels o Config tables o Documents who was the reviewing supervisor of the incident o Allows administrators to set record completion and closure (locking) criteria o Can provide additional custom forms such as insurance information and medical release. o Provides updates and revisions by wireless download and documents compliance o Can provide any local policy information to be accessed in a PDF format On-Site training and training manuals Support after the initial set-up on any upgrades, revisions, and modifications Background on Long Beach Fire Department Fire Department Detail Information Incident calls total for ,588 (Medical - 41,868) 23 Fire Stations 3 Fire Marine Safety Stations BLS Program EMS Program Fire Communications Center - 20 civilian dispatch personnel - 5 call taker positions/radio Dispatchers - 4 supervisors position (constant staffed) - 2 administration terminals - 13 dispatch terminals

6 4. SUBMITTAL INSTRUCTIONS 4.1 Vendors shall submit one (1) original information package marked ORIGINAL and four (4) identical copies plus one (1) electronic version on a compact disk, DVD or flash drive as follows: Attn: Michelle King Information package shall be clearly labeled in a sealed envelope or box as follows: REQUEST FOR QUOTE NO.: TS 12-XXX FOR: Emergency Patient Care Report System (EPCRs) 4.4 Information package must be received no later than 3:00 PM, Friday, August 23, Information package that do not arrive by the specified date and time WILL NOT BE ACCEPTED. Vendors may submit their Information package any time prior to the above stated deadline. 4.5 The information package should be presented in a format that corresponds to and references sections outlined and should be presented in the same order. Responses to each section and subsection should be labeled so as to indicate which item is being addressed. 4.6 Information packages are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFQ. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFQ instructions, responsiveness to the RFQ requirements, and on completeness and clarity of content. 4.7 Descriptions on how any and all equipment and/or services will be used to meet the requirements of this RFQ shall be given, in detail, along with any additional information documents that are appropriately marked. 4.8 The information package must be signed by the individual(s) legally authorized to bind the vendor. 4.9 If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the information package and specific references made to the tab, page, section and/or paragraph where the supplemental information can be found.

7 Attachment A RFQ Questions Question Company Information 1. Company name 2. Company address 3. Company web page 4. Main products/services 5. Main market/customers 6. How many years has your company been in business? 7. Are there any written materials available that describe the product features, functions, usage, installation, warranty, maintenance and technical specifications of the proposed system? If yes, please provide. 8. How many installed EPCR systems do you currently have? 9. How many of the installed systems have been operational for more than one year, two years? 10. How many installed systems in the state of California? How many of comparable size to Long Beach? Answer 11. Do you provide 24/7/365 software support? If so, what are your standards/guarantees for response time? 12. Do you provide on-site training (both user and support)? 13. Do you have a User s Group? If yes, how many members? Can you supply the agenda from your last User s Group meeting? 14. Based on your experience, how long does your average implementation take?

8 15. On a typical installation, how many resources are needed by the customer to support implementation? 16. What makes your company stand out from the others in your field? References 1. List other Fire Depts using your system 2. Provide the number of users; desktop and mobile. 3. Provide population size of clients 4. Provide number of transactions 5. Provide list of three references most closely applicable to CLB's size and complexity that we can contact Product Info 1. Describe your Product including Modules and features 2. Do you support a hosted or outsourced option? 3. Please include specific hardware (server and workstation) requirements 4. Can your product meet the requirements listed in this RFQ? If no, please specify. 5. Please describe the products or services that are already delivered to customers today, and could be comparable to what is requested in this RFQ 6. What documentation can you provide demonstrating best practices utilized by your system? 7. Is your system customizable or configurable? What are the limitations to customization and user configuration? 8. Provide a list of standard and optional product features.

9 Cost (The City acknowledges that these are only estimates and not considered binding quotes.) 1. Provide an estimated cost for software licensing. 2. Describe licensing methodology (e.g. Users, Organization, etc.) 3. Provide estimated cost for the application 4. Provide estimated implementation services costs. 5. What is a typical implementation timeline? General Requirements Define any service (s) and/or unique feature(s) of the proposed system, which would warrant it being selected by the City instead of any competitor s system.