request for proposal - moffitt cancer center web viewthe personalized medicine group would like the...

Anatomical Pathology RFP Moffitt Cancer Center1

1 Table of Contents2 Executive Summary.............................................................................................................................4

2.1 Moffitt Overview..........................................................................................................................4

2.2 Anatomical Pathology Overview..................................................................................................4

3 Request for Proposal Process..............................................................................................................4

3.1 RFP Purpose.................................................................................................................................4

3.2 RFP Contents...............................................................................................................................4

3.3 RFP Timeline................................................................................................................................5

3.3.1 Vendor Pre-Submission Conference....................................................................................5

3.4 Response Requirements..............................................................................................................5

3.5 Award Criteria..............................................................................................................................5

3.6 Scoring and Evaluation Criteria....................................................................................................6

4 RFP Questions and Required Solution Requirements..........................................................................6

4.1 Company Information..................................................................................................................6

4.2 Solution Overview........................................................................................................................7

4.3 Business and Functional Requirements.......................................................................................7

4.3.1 Pathology QA.......................................................................................................................7

4.3.2 Pathologists.........................................................................................................................8

4.3.3 Laboratory...........................................................................................................................9

4.3.4 Cancer Registry..................................................................................................................10

4.3.5 Tissue Core.........................................................................................................................10

4.3.6 Revenue.............................................................................................................................11

4.3.7 HIM....................................................................................................................................11

4.3.8 Health Data Services/DQS/BioInformatics.........................................................................11

4.4 Non-Functional Requirements...................................................................................................11

4.4.1 General Technical Requirements.......................................................................................12

4.4.2 Interfaces...........................................................................................................................12

4.5 Pathology IT Requirements........................................................................................................12

4.6 Reporting Requirements............................................................................................................13

4.7 Technical and Architectural Requirements................................................................................13


4.7.1 General..............................................................................................................................13

4.7.2 Application Servers............................................................................................................14

4.7.3 Database Servers...............................................................................................................14

4.7.4 Databases..........................................................................................................................14

4.7.5 Network.............................................................................................................................15

4.7.6 Workstations......................................................................................................................15

4.7.7 Integration.........................................................................................................................15

4.8 Security......................................................................................................................................16

4.8.1 Rating Information.............................................................................................................16

4.8.2 Risk Management Policies and Procedures........................................................................16

4.8.3 Network Security and Data Management..........................................................................16

4.8.4 Regulatory and Compliance Management.........................................................................17

4.8.5 Past Circumstances/Claims/Breaches................................................................................17

4.9 Maintenance and Support.........................................................................................................17

4.10 Implementation and Training....................................................................................................17

4.11 Pricing........................................................................................................................................18

4.11.1 Vendor Itemized Pricing.....................................................................................................18

Appendix 1 – Vendor Acknowledgement Form Intent to Respond.............................................................19

Appendix 2 – Supplier Diversity Utilization and Subcontracting Plan.........................................................20


2 Executive Summary

2.1 Moffitt Overview The H. Lee Moffitt Cancer Center & Research Institute (Moffitt), located in Tampa, Florida, began operations in 1986. As an academic and research medical center, Moffitt Cancer Center is the only National Cancer Institute-designated oncology research institute in Florida and one of the Southeast's leading cancer centers.

Comprised of an inpatient facility, ambulatory outpatient surgery center, ambulatory clinics, a cancer screening facility and research laboratories, Moffitt offers a sophisticated network of services and technologies that assure the citizens of its region convenient, cost-effective, high quality health care. Moffitt’s workforce is currently comprised of approximately 5300 employees, 700 medical residents, 600 volunteers, and 1000 students and interns.

2.2 Anatomical Pathology OverviewMoffitt is seeking an anatomical pathology and histology system that is specifically oncology focused, provides a robust QC segment for anatomical pathology correlation and workload monitoring, and provides a fully focused application for the intensive interactive nature of the pathology workflow.

3 Request for Proposal Process

3.1 RFP PurposeThis purpose of this Request for Proposal (RFP) is to review, select and implement a solution that will replace the current Anatomic Pathology module at Moffitt.

To provide pathologists and AP staff with a more robust and compatible application. To enable staff to utilize advanced tools for audits, workload staffing, utilization and QA correlation. To enable a higher processing rate for AP patient reporting thus enabling clinician to obtain vital

pathology reports on a timelier basis. To provide versatile backend technology to allow analysts to easily customize formats based upon

pathologists suggestions. Increase revenue as it relates to outreach business in pathology and market clinical services.

3.2 RFP ContentsThis RFP package includes the following documents and contents, which require response as part of the vendor’s proposal as indicated:

1. Request for Proposal (RFP) Document – requires response2. Vendor Acknowledgement Form (Appendix 1) - requires response


3. Supplier Diversity Utilization and Subcontracting Plan (Appendix 2) – requires response

3.3 RFP TimelineThis RFP shall be conducted under the following time line, which is subject to change only upon prior approval by the Moffitt Purchasing Department and granted to all vendors.

Event Date

Issuance of Bid 08/30/17

Return of Intent to Bid 09/06/17

Vendor Conference Call 09/18/17

Bid Packages Due from Vendors 10/06/17

Award of Bid TBD

On the date indicated above for ‘Bid Packages Due from Vendors’ in the timeline section of this RFP, your bid must be received, via e-mail, per the response requirements below, by no later than 2:00 p.m.

3.3.1 Vendor Pre-Submission ConferenceMoffitt will conduct a vendor Pre-Submission conference call to further clarify and discuss the requirements of this RFP on September 18, 2017 11:30am-12:30pm: 800-206-6032. Conference ID: 7457113.

3.4 Response RequirementsAll responses, proposals, communications, and correspondence required during the Request for Proposal process must be directed to:

Lori Perks Sr. Business Operations [email protected]

Your response should be provided in electronic format. All responses will be confidential.

Failure to adhere to this requirement may result in your organization not being considered.

3.5 Award CriteriaThe award of this Request for Proposal is subject to terms and conditions contained herein and any that will be developed by Moffitt during the Request for Proposal process to augment purchase order conditions of purchase.


mailto:[email protected]

Quality of service, pricing, products, and other terms of purchase will be an integral part of the decision selection process.

If you are awarded this bid, a guideline will be developed that will quantify, monitor, and provide a plan for cure of deficiencies which shall include, but not be limited to, reimbursement of personnel and administrative costs, monetary assessment for continual deficiencies, and possible cancellation of agreement.

We reserve the right to award this agreement in whole or in part to the vendor that can best meet Moffitt’s business needs.

H. Lee Moffitt Cancer Center assumes no responsibility and bears no liability for costs incurred by a Company in the preparation and submittal of a quote proposal in response to this RFP.

3.6 Scoring and Evaluation CriteriaArea Percentage Weight

Company Information/ Solution Information 5%

Functionality (Includes Requirements, Reporting and Integration) 40%

Technical and Architecture 10%

Security 10%

Maintenance and Support 10%

Implementation and Training 10%

Pricing 10%

Supplier Diversity Utilization and Subcontracting Plan 5%

TOTAL 100%

4 RFP Questions and Required Solution Requirements

4.1 Company InformationPlease provide the company name, address, city, state, zip code, telephone, and fax numbers.

Identify the name, title, address, phone and fax numbers, and e-mail address of the primary contact person for this RFP response/project.


Please provide details on the financial stability of your organization.

Please provide a brief overview of your company including number of years in business, number of employees, product and services offering, clientele market description, and any parent corporations if applicable.What attributes make your company an ideal partner for Moffitt Cancer Center?

4.2 Solution OverviewPlease provide an overview of the solution proposal.

Please give a brief overview of the product including date of first launch, major developments, and any previous ownership if applicable.What is your release schedule for major and minor product updates?

What is the software version of proposed solution? When is the next significant version expected to be released?Please list any industry awards that your solution has received, the awarding party, and the date received.Please indicate the total number of healthcare center/system implementations of the product in the last three years, the sizes of the clients and the number of users.

What are the key attributes that make your solution stand out in the market place as an ideal fit for this RFP and the goals Moffitt Cancer Center is trying to achieve?

4.3 Business and Functional RequirementsPlease provide a response to each functional requirement on whether or not your solution meets this capability and provide an explanation of why or why not, including context to the functionality your solution provides to meet this requirement.

4.3.1 Pathology QA

Req # DescriptionR1. Ability to correlate statistical analysis data and pathologist peer reviews via an

automated process.R2. Streamlined and automated correlation of events tool to capture sub-specialty programs.R3. Ability to capture valid statistics with different status types, i.e. completed, ordered, etc.R4. Additional discrete data fields to facilitate more comprehensive and meaningful QA

reports.R5. Ability to monitor/limit the total number of slides read by cytotech and cytopathologist

on any given day.R6. Ability to pull pending logs with different statuses.R7. Ability to capture / configure statistical data to include CPT and revenue codes. Also

ability to view other billing statistics.


R8. Document management: ability to import or link scanned documents to a case, which could stay internal to system or interface to EHR.

R9. Image management: ability to import or link gross images, microscopic images to a case.R10. Ability to document case notes (including non-chartable notes) in real time, and be able

to pull QA statistics based on specific notes.R11. Ability to track, view, and audit which staff member(s) view or alter the case including

corrected reports along different points of the process (pre-analytical and analytical).R12. Ability to pull and print official chart copies of case reports, to be able to print all cases

for one patient, and to be able to print a batch of sequential case reports.R13. Ability to provide pathology reports via an automated process to clients / contributors in

real time.R14. Ability to pull summary report that contains number of cases, number of slides, and

coded diagnoses, within a date range for each cytotech and cytopathologist.R15. Ability to autofax pathology reports at the provider level both on demand and through an

automated process.R16. Ability to have electronic correlation of gross findings.R17. Ability to automate correlation events before the sign-out process.R18. Ability to QA cytology against pathology

4.3.2 Pathologists

Req # DescriptionR19. Ability to acquire digital images at grossing stage and file images for reference based

upon unique case number identity.R20. Ability to capture time stamps at the major milestones of the AP process, from receipt of

specimens to when a pathologist has finalized review and findings are ready.R21. Ability to determine number of specimens, cases, slides and blocks per sub-specialty and

pathologist. Ability to accumulate or tabulate accurate statistics on workload.R22. Ability to determine if the individual pathologists are providing sufficient documentation

for proper coding and to provide feedback to pathologists for corrective actions in real time.

R23. Ability to view and display an image or PDF quickly without multiple clicks.R24. Ability to support and make images available during the grossing process, during case

review, and preparation for tumor boards.R25. Ability to incorporate digital images for case review requests via interface or file access

into a report.R26. Ability to use spellcheck functionality in the system and the ability to have a custom

dictionary for the individual user.R27. Ability to access a medical dictionary within the system.R28. Ability to save personal preferences within the application for each pathologist or user.R29. Ability to use and share macros easily and provide a list of available macros.R30. Ability to link historic results on patients such as cases signed out in previous AP LIS

systems.R31. Ability to copy/paste into the pathology reports from other pathology reports and other

sources.R32. Ability to display adequate case data while working on a patient - such as case history,


previous pathology reports, clinical lab results, cytogenetics, molecular testing results, etc.

R33. Ability to search/query in the LIS efficiently. Ability to search case reports of patients to identify specific diagnoses, number of cases, number of correlations, etc. Ability to search ‘over time’ such as cases by years for diagnoses, etc. over specific time periods

R34. Ability to review all case related functions and data in one window.R35. Ability to easily incorporate synoptic protocols within report. To include CAP cancer

protocol worksheets and custom protocols. Synoptic protocols must be discrete data.R36. Ability to quickly create or edit quick texts (macros) and synoptics.R37. Ability to electronically order all additional testing (histochemistry,

immunohistochemistry, molecular, other) on any case and at different phases to include multiple blocks, as needed, simultaneously.

R38. Ability to import completed electronically ordered additional testing details into the report.

R39. Ability to automatically incorporate appropriate methodology statements and disclaimers as necessary.

R40. Ability to pull list of cases based on user criteria, i.e. pathologists, date range, specimen type, contributor, etc.

R41. Ability to drop in different signature lines (attestations) for each pathologist, and be able to distinguish if it was done with a trainee or not.

R42. Ability to incorporate location (CLIA #, address) into report based on pathologist location at the time of sign out.

R43. Ability to automatically print hard copy of gross descriptions when completed by PAs.R44. Ability to limit case access based on hierarchy with security preferences.R45. Ability to integrate with Pathology Summary Mpage in the flowsheet (Cerner

PowerChart) to review chart during sign out.R46. Ability to produce comprehensive reports: to include original final diagnosis and all

associated ancillary test results (cytogenetics, FISH, molecular, flow cytometry, other). It is necessary for all these results to be automatically incorporated into the comprehensive reports.

R47. Ability to save draft of pathology report without exiting the reporting application. Or individual case.

4.3.3 Laboratory

Req # DescriptionR48. Ability to use the AP LIS for accessioning.

Real time accessioning with information pulled from Cerner, and be able to customize what is required at different times. Ability to pull different details from Cerner into Histology vs. Cytology cases.

R49. Ability to provide automated inventory management for (send-out) referral tests and pathology reviews/personal consultations.

Ability to provide alerts to staff when blocks and/or slides that have been sent out have not been returned to MCC. Also to be able to provide alerts to staff when blocks and/or slides need to be returned to external contributor.


R50. Ability to edit a case in the accessioning module or order module after a case has been verified.

Ex: Surgeons may correct data such as body site from L to R and would like to be able to correct the data in the pathology system.

R51. Ability to provide an audit trail for archived cases (e.g. checking cases in and out for patient care, teaching purposes, and research reasons).

R52. Ability to generate automatic notifications in real time when new orders are placed by the pathologists and direct these orders to appropriate benches/workstations.

R53. Ability to view results on screen without having to print it when pulling lists or data.R54. Ability to generate multiple container/aliquot labels as necessary at the time of

accessioning, not limited by number of specimens. (Cytology).R55. Ability to enter case specific information, such as contributor address, at the time of

accession. This information must flow directly to appropriate subsection of report. Ability to edit this information in real time as necessary and at different phases.

R56. Ability to customize verification of tasks for laboratory processes, to include auto-verification of multiple tasks, verification by scanning of barcodes, and / or manual verification.

R57. Ability to provide advanced barcodes with sufficient data. Ability to read linear and 2D barcodes.

R58. Ability to track specimens, slides, and blocks from receipt until sign out in the new AP system.

4.3.4 Cancer Registry

Req # DescriptionR59. Integration with Cancer registry: All the key pathological findings are used for data

elements such as histology, grade, tumor size, lymph node involvement, isolated tumor cells, circulating tumor cells, stains, prognostic indicators etc. Pathologic TNM staging is based on the pathology report. (Sandy to send list of discrete data fields).

R60. Pre-defined CAP developed electronic cancer checklists (protocols) that map to the Cancer Registry’s NAACCR format.

R61. Use of SNOMED CT (Clinical Terms) nomenclature.R62. Integration with Voice Over in a discrete manner.R63. TNM staging – to be discrete so that it can map into the physician staging tool.

4.3.5 Tissue Core

Req # DescriptionR64. Capability for grossing description to include gross diagnosis, histology, size, amount and

location.R65. More discrete fields in path report (Discrete annotation of each piece of tissue/block

described in the pathology report that would pull in the gross diagnosis, histology, size, amount and location.)

R66. Linkage of path report data to clinical tissue blocks (FFPE). (Recording of specific diagnosis for each specific block or tissue in the report).


R67. Inherent slide and/or FFPE block inventory system. fields for gross Dx, histology, size, amount and location with check out/check in capability that provides an audit trail ability to place a reserve online list of all requested reservations ability to block specimens from checkout match blocks to available protocols (this may have to happen in Labvantage) records specific diagnosis for each block and/or links to path report fields for recording how much specimen is used and how much tumor is left

integrates with LabVantage Biobanking (need more detail on this process from Ron Jenks)

R68. More robust search functionality. Currently have to “print” a list of eligible cases, go through them to select the ones that meet the needs. This is in part due to lack of discrete reporting as described above.

4.3.6 Revenue

Req # DescriptionR69. Capability of sending final report sign-off message to Cerner so Pro fees are generated.R70. Ability to tie performing location to technical and professional billing.

4.3.7 HIM

Req # DescriptionR71. System should have transcription module with synoptic reporting templates accessible to

documentation specialists.R72. Ability to make discrete field mandatory.R73. Administrative capabilities to resolve access issues.R74. Development of discrete synoptic templates.R75. Copy and Paste word text without issues to synoptic reporting or transcription.R76. Integrates with Shorthand.R77. Inherent Pathology medical dictionary or Integrates with Stedman's Medical Dictionary.R78. Integration with Cerner EMR.

4.3.8 Health Data Services/DQS/BioInformatics

Req # DescriptionR79. Discrete inclusion of molecular resultsR80. Ability to customize system as needed (integrate or add TCC consent indicator)R81. Linkage of path report data to clinical tissue blocks (FFPE)R82. Link sample ID to tissue and reportR83. Ability to provide discrete data to feed into data warehouseR84. Integrate with Cerner to auto populate the path staging module and perhaps flow

automatically into CNExT.R85. Integration with VoiceOver (pathology voice recognition software) or some other type of

voice recognition software includedR86. Pre-defined CAP developed electronic cancer checklists (protocols)


R87. Include an inventory of the FFPE blocks

4.4 Non-Functional RequirementsPlease provide a response to each non-functional requirement on whether or not your solution meets this capability and provide an explanation of why or why not, including context to the functionality your solution provides to meet this requirement.

4.4.1 General Technical RequirementsReq # Description

NF1. Ability to provide timely and thorough support for system issues with predefined SLA.NF2. Overall intuitive and streamlined system with minimal clicks and steps to accomplish

tasks.NF3. Ability to have as many of the values available as discrete data as possible.NF4. Continued utilization of Cerner accession number.NF5. ODBC connection if cloud solution.NF6. Must be able to meet and accommodate industry staging standards for all diseases and

what we are required to report (I.e. AJCC criteria for solid tumor and IPI for Heme).

4.4.2 Interfaces

Req # Description

NF7. Ability to interface with Cerner (Moffitt’s EMR) and Cerner PathNet.NF8. Ability to have bidirectional interface with Ventana Vantage .NF9. Ability to interface with Virtuoso and other whole slide imaging systems.NF10. Ability to interface hospital finance systems i.e. Soarian and Patient Keeper.NF11. Ability to interface with pathologist’s scheduling software for allocation of cases.NF12. Ability to interface with DAKO staining systems.NF13. Ability to interface with VoiceBrook.NF14. Ability to interface with either a Foreign System Interface and/or a Health Information

Exchange network.NF15. Ability to interface to LabVantage Molecular diagnostic system and other

LIMS/software utilized in other lab areas.NF16. Ability to interface with HRI and other Moffitt databases.NF17. Ability to interface/work with Thermo Fisher PrintMates and SlideMates.NF18. Ability to interface with Cerner Staging Tool.NF19. Ability to conform to HL7 Interface message specs.NF20. Ability to support the Cloverleaf interface engine.NF21. Ability to integrate with digital pathology systems.NF22. The Personalized Medicine group would like the ability to integrate with the CGAC

database.NF23. Ability to integrate with Labvantage Biobanking. (Needed for Tissue Core and Health

Data Services/DQS/BioInformatics).NF24. Ability to interface with Magview.NF25. Ability to integrate discrete data with the pathways tool.NF26. Ability to interface with Bayscribe.


NF27. Ability to interface with CNet (Research IT).NF28. Ability to interface with MedMined.NF29. Ability to interface with OnCore (Research IT).NF30. Ability to interface with StemLab (Research IT).NF31. Ability to integrate with MDI to Vantage slide and cassette labelers.

4.5 Pathology IT RequirementsReq # Description

NF32. Technical charges should be tied to specimen typeNF33. Specimen labels to include specimen sourceNF34. System should support both hardwired and wireless printers with the same label formatNF35. Ability to map to existing Pathology mPage and other clinical provide mPagesNF36. Must be able to import and display all historical dataNF37. Ability to capture how much specimen is submitted and how much is usedNF38. Integrate ancillary test results into the path reportNF39. Ability to aggregate data from multiple lab systems systems (e.g., HLA, Gen lab,

LabVantage)NF40. Integration with Atlas Outreach

*(this may not be needed if reports are being sent to Cerner)

4.6 Reporting RequirementsReq # Description

RR1. Ability to run comprehensive and meaningful reports from discrete data fields.RR2. Ability to support synoptic reports.RR3. Ability to generate a "Workload Productivity" report on demand, as needed (ad hoc

report). The information required in this report would include # of cases reviewed and respective interpretations by case. Further, it would need to be tracked at the sub-specialty level.

RR4. Ability to have saved reports that can be run monthly or on demand, for volumes, statistics, etc.

RR5. Ability to generate custom queries.RR6. Ability to use a report review type app to review signed out cases, review complete

report, review all orders placed (by who/when) and review charges placed/sent.RR7. Ability to search system through archived discrete data and through natural language

searches.RR8. Ability to create and customize standard reports for QA purposes ad hoc.

e.g.; workload / productivity / TAT / patient demographics, etc.

4.7 Technical and Architectural Requirements

4.7.1 General1. Please describe the solution architecture:


2. Do you have architectural diagrams and technical specifications that we can review? If so, please provide along with RFP response.

Include all system components (Application/database servers, authentication, network, database, interfaces, browsers, desktop, reporting, etc.)

3. If solution is cloud or remote hosted, what is the length of data retention? Is the application and/or database environment single or multi-tenant? If multitenant, what security controls are in place to protect against information breaches? If agreement is discontinued, do we have the ability to download all of our data?

4.7.2 Application Servers4. What application server platforms do you support?

Windows Server 2012 Virtual Machine (VM) ____ Windows Server 2012 R2 (64-bit) Virtual Machine (VM) ____ Windows Server 2012 (Physical Only) ____ Windows 2008 ___ Other _______________________

o If other please explain why ___________________________

5. What anti-virus do you support? Sophos ____ Other __________________

o If Sophos is not supported, please provide documentation for exceptions__________________

4.7.3 Database Servers6. What application server platforms do you support?

Linux 5.x ____ Linux 6.x ____ AIX 6 ____ AIX 7 ____ Windows 2008R2 ____ Windows 2012R2 ____ Windows 2008 ____ Other: ________________________

o If other, please explain: __________________________

7. What anti-virus do you support? Sophos Other __________________

o If Sophos is not supported, please provide documentation for exceptions __________________


4.7.4 Databases8. What database platforms do you support?

Oracle 12.x ____ Oracle 11.2.x – Standard, Enterprise Editions ____ Oracle 11.1.x – Standard and Enterprise Editions ____ SQL Server 2012 ____ SQL Server 2014 Standard & Business Intelligence, and Enterprise Editions ____ SQL Server 2008 ____ SQL Server 2008 R2 ____ Other:_________________________


4.7.5 Network9. Server network connection:

How many Network Interfaces are available? ____ How many Network Interfaces are required? ____ Network Interfaces:

o 10 Mbpso 100 Mbpso 1 Gbpso 10 Gbps

Copper Fiber

10. What wireless standards do you support? 5GHz 802.11a/n/ac ____ 2.4GHz 802.11b/g/n ____ Other _______________________

o If other please explain why ___________________________11. What authentication methods do you support?

802.11i (RSN) ____o WPA2-EAP(TTLS,TLS,PEAP) ____

WPA2-PSK ____ WPA-PSK ____ WEP ____ Other _______________________


4.7.6 Workstations12. What internet browsers do you support?

IE11 ____ Chrome ____ Other__________________

o If other please explain why ___________________________13. What Operating Systems do you support?

Windows 7 Other: ____________________

o If other, please explain why _____________________


14. What anti-virus do you support? Sophos Other __________________

o If Sophos is not supported, please provide documentation for exceptions__________________

15. How much memory is needed to support the application?

4.7.7 Integration16. What methods do you provide for interfacing to other systems?

API ____ ETL ____ FTP ____ HL7____ Other:_________________________

o If other please explain ___________________________

17. Have you done any inbound, outbound, or bi-directional interfaces to the following systems: (Please provide detail)

Soarian Financials RadNet (Cerner) PathNet (Cerner)

4.8 Security

4.8.1 Rating Information1. Will the application collect, receive process, transmit, store or maintain any of the following confidential

information: Personally Identifiable Information (PII) or Protected Health Information (PHI)? (Y/N) Protected Health Information (PHI)? (Y/N) Credit/ Debit Card Data/ Bank Account #? (Y/N) Intellectual Property/ Moffitt Business Information? (Y/N) Personally Identifiable Information (PII)? (Y/N)(Customer Info, SSN, License#, Employee/HR info, etc.)

4.8.2 Risk Management Policies and Procedures2. Does the applicant employ a Chief Security Officers/IT Security Person?

Name of Privacy officer? Name of Security officer?

3. Do you have any of the following written Policies/Procedures? Include the date of last revision? Privacy Policy? Network Security Policy? Acceptable Use Policy?

4.8.3 Network Security and Data Management4. Do you employ encryption for the following:

Data in transit? (Y/N)If yes, type used?

Data at rest? (Y/N)If yes, type used?


Date of last 3rd Party Penetration Test? Date of Last 3rd Party Privacy Compliance Audits? Would Moffitt data be stored by the applicant’s sub-contractor?

If yes, name? Will applicant be responsible for system maintenance? (Y/N)

If yes, is there a system patch policy? (Y/N)If yes, frequency of vulnerability scan and patch cycle?

Will you allow Moffitt to audit your security controls?

4.8.4 Regulatory and Compliance Management5. Do you have incident response plan and procedures? (Y/N)6. Are you required to obtain Sarbanes-Oxley (SOX) Type I or Type II Audits?

If yes, date of last audit?

4.8.5 Past Circumstances/Claims/Breaches7. Is your company involved in an Active breach investigation? (Y/N)8. Have you ever had a regulatory proceeding or investigation? (Y/N)

If yes, give details.9. During the past 5 years have you had any privacy breach incident or complaint? (Y/N)10. During the past 5 years have you had any complaints or litigation pertaining a Network Security or Privacy

Breach? (Y/N)

4.9 Maintenance and Support1. Describe the organization and structure of your technical support services.2. Describe the support levels/tiers provided by the vendor.3. What are the methods for contacting technical support?4. What are the standard support hours and Service Level Agreements (SLAs)?5. Please estimate the number of FTE’s that we will need to assign to the solution for product support? Please

provide detail, roles recommendations, and number of resources per role.6. What is the upgrade process and approach for major release upgrades? What is the typical upgrade

implementation duration for a client of comparable size and complexity?7. What is your change control process? What communications are provided in advance of changes?8. What is your ability to retain historical data and perform data archival? Please provide detail9. How are customer requests for enhancements and customizations handled?10. Do you track or survey your clients on the services you provide? If yes, please provide the overall average client

satisfaction scores or other examples of how you measure client satisfaction.11. Describe the ongoing system support provided by the vendor.

4.10 Implementation and Training1. Please provide your general implementation strategy for a health system installation of comparable size and

complexity.


2. What is your recommended implementation model/approach and methodology for Moffitt Cancer Centers? Please include details on the following:

Expected implementation length End User resource requirements and count for the implementation IT and functional analyst resource requirements and count for the implementation Project Management resource requirements for the implementation Please provide a list of the vendor personnel roles and count required to implement this project Approach to Analysis Approach to Design Approach to Build Approach to Testing Approach to Go-Live and Go-Live Support and resource requirements Please provide an overview of the installation schedule. Include major tasks and their

duration/staffing/major deliverables.

3. Please describe the documentation and training that will be available to Moffitt users and a training outline. What is the standard model for training the implementation team? What is the standard training model for the end users at time of go-live? What is the standard training durations for each.

4. Does your company provide staff for the implementation directly or subcontract to partner firms? Please describe and list any proposed subcontractors, if any, and the scope of work they would perform.

4.11 PricingWhat is your licensing/cost structure, types of licenses, length of license term, and license fee structure?How are changes (additions, reductions) to the numbers of licenses handled? Ex. Are True-ups performed? (i.e. yearly evaluation of end users/licenses to payment tiers)

4.11.1 Vendor Itemized Pricing

The vendor must provide a proposal with maximum cost for the project based on the project as described herein. To the extent desired, additional recommendations and services or options may be included as additions to the project on an optional basis. These optional items shall be priced separately from this Request for Proposal.

This section must include all costs associated with acquisition, implementation, and ongoing operation of the proposed system as well as any necessary conversions, interfaces, and customizations. Provide complete information regardless of whether it is specifically requested.

Note: To facilitate the cross evaluation of vendor proposals, vendors must propose a complete hardware/system software configuration and should not assume the use of existing computer hardware infrastructure. Consideration of utilizing the existing hardware/system software will occur during contract negotiations.

Moffitt Cancer Center will most likely request more details regarding your cost proposal during our proposal evaluation process. Moffitt understands that the actual costs will be detailed in the standard system contract. Provide a breakdown of the firm's rates, fees and charges for services; by phase and for total project, and a proposed payment schedule. Include estimates of any travel expenses to be charged as part of the project and typical return on investment (ROI) information, if available. Any payment/purchase alternatives, purchase versus licensing, etc.


Appendix 1 – Vendor Acknowledgement Form Intent to Respond

Vendor Acknowledgement FormIntent to Respond

SUBMIT TO:Lori [email protected] (Fax)

RFP NUMBER: 18-02-SSP

RFP TITLE: ANATOMICAL PATHOLOGY

VENDOR NAME and MAILING ADDRESS: INTENT TO BID: Yes ______________

No _______________

(If unable to bid, indicate reason below)

TELEPHONE NUMBER:

FACSIMILE NUMBER:

VENDOR’S AUTHORIZED CONTACT FOR RFP

NAME

E-MAIL

Please let us know how you heard about this RFP:

__ Notified by Purchasing

__ Community or MWBE Organization

__ Monitoring Moffitt Website

___ Advertisement

___ Other:


SUPPLIER DIVERSITY INFORMATION

Is your firm a “Minority, Women-Owned, Veteran, Service Disabled Veteran-Owned Business Enterprise” defined as a business concern engaged in commercial transactions and is a least fifty-one (51%) percent minority, woman, veteran, service-disabled veteran-owned, and whose management and daily operations are controlled by such persons?

Yes ________________________ No ____________________

Is your firm certified as a “Minority, Woman, Veteran, or Service Disabled Veteran-Owned Business Enterprise”? If yes, please provide the name of the certifying entity and certification dates:

Name of Certifying Entity ______________________________

Certification Date Begins _______________ ______________ Ends _____________________________

I certify that this response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this response and certify that I am authorized to sign this response for the vendor and that the vendor is in compliance with all requirements of the Request for Qualifications.

__________________________________________________________ ________________________________________________Signature Printed Name and Date

Appendix 2 – Supplier Diversity Utilization and Subcontracting Plan

SUPPLIER DIVERSITY UTILIZATION AND SUBCONTRACTING PLAN REQUIREMENT

Moffitt Cancer Center recognizes the importance of supplier diversity in all aspects of our business and procurement practices and actively encourages the development, utilization and economic growth of certified Minority, Women, Veteran and Service Disabled Veteran-owned Business Enterprise (MBE/WBE/VBE/SDVBE). Central to this initiative is the inclusion and participation of a diverse group of vendors doing business with Moffitt Cancer Center and as such, Moffitt encourages the participation of MBE/WBE/VBE/SDVBEs in its procurement process both at the prime vendor level as well as at the subcontractor level of its prime contracts. Moffitt Cancer Center is committed to a comprehensive Supplier Diversity Program that ensures maximum opportunities exist for such diverse businesses

RFP responses should include bidder’s ability to provide fifteen percent (15%) spend with Minority, Women, Veteran and Service Disabled Veteran-owned Business Enterprise (“MBE/WBE/VBE/SDVBE”) related to the specific commodity or services identified in the proposal. Moffitt Cancer Center is an equal opportunity corporation, and, as such, strongly encourages the lawful use of certified MBE/WBE/VBE/SDVBEs in the provision of services by providing a fair and equal opportunity to compete for, or for participation in, providing services. Moffitt Cancer Center believes in equal opportunity practices which conform to both the spirit and the letter of all laws against discrimination, and is committed to non-discrimination because of race, creed, color, sex, age, national origin, or religion. To be considered for inclusion the potential bidder commits to MBE/WBE/VBE/SDVBEs Participation.

The successful bidder shall endeavor to provide fifteen percent (15%) spend with MBE/WBE/VBE/SDVBE related to the specific commodity or services identified in the proposal. A certification letter from any of the following agencies will be required of any bidder and/or identified subcontractor claiming MBE/WBE/VBE/SDVBE status at the time of the RFP response.

Moffitt accepts all Local, State and Federal Government agencies MBE/WBE certifications, including the following:

City of Tampa Hillsborough County


State of Florida Small Business Administration (SBA) 8A Program Certification

Other MBE/WBE certifications accepted include: Florida State Minority Supplier Development Council (FSMSDC) National Minority Supplier Development Council (NMSDC) & regional affiliates Women’s Business Enterprise National Council (WBENC) National Women Business Owners Corporation (NWBOC)

Veteran & Service Disabled Veteran (VBE/SDVBE) Certification/Verification accepted: Department of Veterans Affairs State of Florida Office of Supplier Diversity

Please respond to the section below:

Supplier Diversity Utilization and Subcontracting Plan Requirement: Moffitt Cancer Center recognizes the importance of supplier diversity in all aspects of our business and procurement practices and actively encourages the development, utilization and economic growth of certified Minority, Women, Veteran and Service Disabled Veteran-owned Business Enterprise (MBE/WBE/VBE/SDVBE s). Central to this initiative is the inclusion and participation of a diverse group of vendors doing business with Moffitt Cancer Center and as such, Moffitt encourages the participation of MBE/WBE/VBE/SDVBEs in its procurement process both at the prime vendor level as well as at the subcontractor level of its prime contracts. Moffitt Cancer Center is committed to a comprehensive Supplier Diversity Program that ensures maximum opportunities exist for such diverse businesses.

Supplier Diversity Utilization and Subcontracting Plan - Vendors responding to this solicitation are required to submit a Supplier Diversity Utilization and Subcontracting Plan for diverse supplier opportunity and participation of certified MBE/WBE/VBE/SDVBEs with their proposal. The Supplier Diversity Utilization and Subcontracting Plan submitted must include the following:

Description of your Supplier Diversity Program.

Proposed percentage of spend with MBE/WBE/VBE/SDVBEs related to the specific commodity or service identified in the proposal.

Outline the plan for achieving 1st tier spend with MBE/WBE/VBE/SDVBEs and identify the percentage of spend.

Outline the plan for achieving 2nd tier spend with MBE/WBE/VBE/SDVBEs and identify the percentage of spend

A list of the certified MBE/WBE/VBE/SDVBEs that will be utilized as 2nd tier subcontract(s)

Reports - The successful Vendor will be required to provide monthly Subcontract Expenditure Reports to Moffitt Cancer Center identifying certified MBE/WBE/VBE/SDVBE participation that lists total payments made to subcontractor(s). The report shall include the names, addresses, type of service or commodity provided, dollar amount paid, payment date, FEID #, name of certification entity, business classification, and copy of vendor certification for each vendor identified in the report.


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