Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
REQUEST
FOR
PROPOSAL # 244-08
“INPATIENT PHARMACY AUTOMATION”
DUE DATE: BY 5:00PM CST, September 4, 2008
OPENING DATE: AT 2:00PM CST, September 5, 2008
Glenda Smith, Principal Buyer
Room 830*716 Richard Arrington Jr. Blvd N
Birmingham, Alabama 35203
Phone: (205) 521-7594
Email: smithg@jccal.org
No faxed or emailed responses will be accepted
1
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Sealed Request for Proposals marked "INPATIENT PHARMACY AUTOMATION” will be received by the Purchasing
Manager, Room 830 * 716 Richard Arrington Jr Blvd N, Birmingham, Alabama.
Proposals will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on, September
4, 2008.
Proposals submitted after this date and time will not be considered.
Proposals will be publicly opened at 2:00 P.M. on September 5, 2008.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the
County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not
open, any bid/proposal responses, which are not received later than the date and time, indicated above. Late bids/proposals
will be retained in the bid/proposal file, unopened.
TELEGRAPHIC/ELECTRONIC BID RESPONSES: Proposal responses sent by electronic devices (i.e., facsimile
machines and email) are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time
for delivery of their bid responses either by airfreight, postal services, or by other means.
TERMS OF CONTRACT: Any contract resulting from this RFP will become effective upon bid award (or within 30 days
of award notification, approval of the County Commission). The County, in its sole discretion, has the option to extend the
contract on the same terms and conditions applicable during the initial term, for up to two (2) consecutive, additional one-
year periods.
STATEMENT OF PURPOSE: The Jefferson County Commission is seeking qualified vendors to automate a portion of
its medication delivery system at Cooper Green Mercy Hospital with the option to continue the process in the future. Each
respondent to this proposal is being asked to submit a proposal that will fulfill the equipment, hardware, software, and
interface need to automate this process and be an expandable system for future development.
BACKGROUND
During the initial phase the hospital wants to automate the provision of PRN medications, controlled substances, and floor
stock on the inpatient units and to a broader degree the provision of urgent medications in the Operating Room, Recovery
Room, and the Emergency Department. In this proposal automation will be placed in the following areas: 7 West (general
medicine), 7 East (post surgical care), 7 South (intensive care unit) 5 East (Obstetrics), the Palliative Care Unit (end of life
care), the Nursery, the Operating Room, the Recovery Room, and the Emergency Department. In addition system control
and controlled substance tracking software should be installed in the Pharmacy. The hospital utilizes Meditech as its
inpatient patient care information system.
NOTIFICATION OF INTENT
All recipients of this Request for Proposal are asked to return a letter of Notification of Intent indicating that they intend to
submit a proposal. Only those suppliers submitting the Notification of Intent will be advised of any clarifications, addendum,
answers to inquiries, etc. pertaining to this RFP. Notice can be given by e-mail to smithg@jccal.org.
1
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
PRE-PROPSAL CONFERENCE
Pre-Proposal Conference will be held at 10:00 a.m. on August 27, 2008
716 Richard Arrington Blvd. North
Birmingham, AL 35203
Room 830 Courthouse
smithg@jccal.org
PROJECTED SCHEDULE OF EVENTS
Announcement of RFP August 11, 2008
Deadline for RFP Questions August 20, 2008
Pre-Proposal BID Conference August 27, 2008
RFP due Date September 4, 2008
RFP Public Opening September 5, 2008
Bid Demos TBA
TELEPHONE INQUIRIES
Telephone inquires with questions regarding clarification of any and all specifications of the bid will be not accepted. All
questions will be written and faxed or e-mailed to Glenda Smith, Jefferson County Purchasing Department (fax 205-325-
5221) or (smithg@jccal.org) no later than the end of the business day five (5) days prior to the bid opening date.
Correspondence with individuals other than those listed herein will not be allowed.
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the RFP shall be binding on the Jefferson
County Commission unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing
Department. Interpretations and/or clarifications shall be requested in writing and directed to Glenda Smith,
Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL
35203, (Fax 205 325-5221) or (email: smithg@jccal.org). Verbal information obtained otherwise will not be considered in
awarding of contract. All addenda shall become part of the RFP.
LANGUAGE, WORDS USED INTERCHANGEABLY:
The word COUNTY refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA
throughout this document. Similarly, RESPONDENT, VENDOR, and BIDDER refer to the person or company submitting
an offer to sell its goods or services to the COUNTY. The words PROPOSAL, QUOTATION, and BID are all offers from
the BIDDER. The County has established for the purposes of this RFP that the words SHALL, MUST or WILL are
equivalent in this RFP and indicate a mandatory requirement or condition, the material deviation from which shall not be
waived by the County. A deviation is material if, at the sole discretion of the County, the deficient response is not in
substantial accord with this RFP’s mandatory condition requirements. The words SHOULD and MAY are equivalent in the
RFP and indicate very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of,
such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in
being considered as not in the best interest of the County.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
MINIMUM QUALIFED BIDDER:
The following are the minimum qualifications for bidders:
Documented ability to provide all the services listed in and required by this RFP.
History of providing service similar to specifications herein for a minimum of three (3) years, please state the
number of years: _________.
Documented corporate experience and a good reputation for reliability and successful completion of similar
projects.
Is authorized to conduct business in the State of Alabama and Jefferson County
Sufficient existing personnel qualified in providing the services to fulfill the requirements of this RFP and any
problems that may arise during the entire course of the engagement listed herein.
REQUIREMENT
The following criteria will be considered in making an award, not necessarily listed in their order of importance:
Ability to meet BID specification - Quality/Reliability of Software
System Performance
Vendor Support/Services/Training/Consulting Ability
References
Proposer Experience
Pricing
Financial Stability
PROPOSAL SUBMITTAL:
Jefferson County shall not reimburse any firm for cost incurred in the preparation and presentation of their proposal.
Firms submitting proposals shall provide an original and four (4) hardcopies of the proposal and one (1) electronic copy
of the entire proposal in MS Word compatible format (Not copy- protected) by submitting it on either a CD-ROM or
DVD.
In addition to the above criteria, RFP’s will also go through an evaluation process based on the information provided in the
RFP specifications outlined in Sections I-VI
The purpose of the proposal evaluation process is two-fold. One (1) is to assess the responses for compliance with
specifications, content, and format requirements; and two (2) is to identify the proposers that have the highest probability of
satisfactory performing as described herein.
Proposals which contain false or misleading statements, or which provide references which do not support an attribute or
condition claimed by the proposer shall be rejected.
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for
the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to
the County's intended use.
PERMITS AND LICENSES:
The contractor shall observe and comply with all federal, state, city and county laws, rules, and regulations affecting services
under this Agreement. The contractor shall procure and keep in full force and effect during the term of this Agreement all
permits and licenses necessary to accomplish the services contemplated in this Agreement.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Bidder must submit a copy of their Jefferson County business license within 7 days of receipt of a notice of intent to award.
Failure to submit the requested information will result in the notice of intent to award being revoked.
OTHER BENEFITS AND COMPENSATION: There are no other benefits or compensation except as listed in Method
of Payment below.
METHOD OF PAYMENT:
Awarded vendor will be paid monthly (unless otherwise indicated by vendor) by check via U.S. Mail to vendor’s designated
address upon receipt of invoice.
INVOICING:
All invoices must agree with the purchase order in description and price and include the following information:
1) Purchase Order Number; 2) Ship-to department name and address.
In order to ensure prompt payment, ALL ORIGINAL INVOICES* MUST BE SENT TO:
Jefferson County Commission
Finance Department
Room 820 County Courthouse
716 Richard Arrington Jr. Blvd. North
Birmingham, Al 35203
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to
process payment.
THIRD-PARTY “REMIT-TO”:
If Bid has a third-party “remit-to” company, that information must appear on the Bid’s response. Jefferson county will send
payment to the company designated by Bid on its response, but will not be responsible for resolving payment issues, should
the Bid change payment processing companies after a payment has been mailed or without 45-day written notification to the
Purchasing and Accounting division of Jefferson County.
CANCELLATION CLAUSE:
Failure to deliver as specified and in accordance with the bid submitted, including promised delivery will constitute
sufficient grounds for cancellation of the order at the option of the County Commission.
TERMINATION OF CONTRACT:
This contract may be terminated by the County with a thirty (30) day written notice to the other party regardless of reason.
Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall
have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the
contractor of any liability to the County for damages sustained by virtue of a breach by the contractor.
SUBCONTRACTORS: The contractor shall be the sole source of contact for the contract. The County will not
subcontract any work under the contract to any other firm and will not deal with any subcontractors. The Contractor is
totally responsible for all actions and work performed by it subcontractors. All terms, conditions and requirements of the
contract shall apply without qualification to any services performed or goods provided by any subcontractor.
ASSIGNMENT OF CONTRACT:
Awarded vendor may not assign, sublet or transfer any portion of this contract to another contractor without approval of the
Jefferson County Commission.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
ASSIGNMENT AND SUCCESSORS:
Neither party shall have the right to assign that party’s interest in this Contract without the prior written consent of the other
party.
MODIFICATION OF CONTRACT:
This contract may be modified only by written amendment executed by all parties hereto. All changes orders where
required, shall be executed in conformance with the policies and procedures of the Jefferson County Commission.
PRE-PAYMENTS:
No prepayments of any kind will be made prior to shipment.
TAX:
Jefferson County is exempt from all tax. Provided however, bidder shall be responsible for payment of all sales, use, lease,
ad valorem and any other tax that may be levied or assessed by reason of this transaction.
PRICES:
Shall include all billable charges related to the successful performance of this contract. Prices shall remain firm for each
contract period.
GUARANTEE:
Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which item(s) included in this
RFP are to be purchased, and that his offering will meet these requirements of service and purpose to the satisfaction of the
Jefferson County Commission and its agent.
BID BOND:
A bid bond or cashier’s check in the amount of $500.00 must accompany proposal response.
PERFORMANCE BOND:
Successful bidder will furnish surety bond equal to the amount of contract at no cost to the County, to guarantee that all
conditions and specifications of this Invitation will be fulfilled. Bond will be furnished to the Purchasing Agent not later
than fourteen (14) days after requested.
PROTECTION OF PROPRIETARY INFORMATION:
Proposals will be received and publicly acknowledged at the location, date and time stated. Vendors, their representatives
and interested persons may be present. The proposals shall be received and acknowledged only so as to avoid disclosure of
the contents to competing vendors and kept secret during negotiation. However, all proposals shall be open for public
inspection after the contract is awarded. Trade secrets and confidential information contained in the proposal and identified
by vendor as such will be treated as confidential by Jefferson County to the extent allowable in the Open Records Act.
PUBLIC DISCLOSURE:
Subject to applicable law or regulations, the content of each Bidder’s Proposal shall become public information upon the
effective date of any resulting contract.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
CONFLICT OF INTEREST: The Bidder declares that, as of the date of this contract, neither the County nor any County
Commissioner nor any Director nor any other Jefferson County Government official is directly or indirectly interested in this
contract or any contract with the Bidder for which compensation will be sought during the period of time this contract is
being performed; and, furthermore, the Bidder pledges that he/it will notify the Purchasing Manager in writing should it
come to his/its knowledge that any County official becomes either directly or indirectly interested in the contract or any
contract with the Bidder for which compensation will be sought during the aforesaid period. In addition, the Bidder declares
that, as of the date of this contract, neither he/it nor any of his/its officers or employees have given or donated or promised to
give or donate, either directly nor indirectly, to any official or employee of the Jefferson County Commission, or to anyone
else for the County’s benefit, any sum of money or other thing of value for aid or assistance in obtaining this contract with
the County under which compensation will be sought during the period of time this contract is being performed and
furthermore, that neither the Bidder nor any of his/its officers or employees will give or donate or promise to give or donate,
directly or indirectly, to any official or employee of the Jefferson County Commission, or to anyone else for the County’s
benefit, any sum of money or other thing of value, for aid or assistance in obtaining any amendment to this contract or any
other contract with the Bidder for which compensation will be claimed during the period of time this contract is being
performed.
HOLD HARMLESS AND INDEMNIFICATION:
Contracting party agrees to indemnify, hold harmless and defend Jefferson County, Alabama, its elected officers and
employees (hereinafter referred to in this paragraph collectively as “County”), from and against any and all loss expense or
damage, including court cost and attorney’s fees, for liability claimed against or imposed upon County because of bodily
injury, death or property damage, real or personal, including loss of use thereof arising out of or as a consequence of the
breach of any duty or obligations of the contracting party included in this agreement, negligent acts, errors or omissions,
including engineering and/or professional error, fault, mistake or negligence of Integrator, its employees, agents,
representatives, or subcontractors, their employees, agents or representatives in connections with or incident to the
performance of this agreement, or arising out of Worker’s Compensation claims, Unemployment Compensation claims, or
Unemployment Disability compensation claims of employees of company and/or its subcontractors or claims under similar
such laws or obligations. Company obligation under this Section shall not extend to any liability caused by the sole
negligence of the County, or its employees. Before beginning work, contract party shall file with the County a certificate
from his insurer showing the amounts of insurance carried and the risk covered thereby. Liability insurance coverage must
be no less than $1,000,000. During performance the company must effect and maintain insurance from a company licensed
to do business in the State of Alabama. Coverage required includes 1) Comprehensive General Liability; 2) Comprehensive
Automobile Liability; 3) Worker’s Compensation and Employer’s Liability.
COUNTY FUNDS PAID: Successful bidder must certify by the execution of this Agreement that no part of the funds paid
by the County pursuant to this Agreement nor any part of the services, products or any item or thing of value whatsoever
purchased or acquired with said funds shall be paid to, used by or used in any way whatsoever for the personal benefit of any
member or employee of any government whatsoever or family member of any of them, including federal, state, county and
municipal and any agency or subsidiary of any such government; and further certify that neither the Bidder nor any of its
officers, partners, owners, agents, representatives, employees or parties in interest has in any way colluded, conspired,
connived, with any member of the governing body or employee of the governing body of the County or any other public
official or public employee, in any manner whatsoever, to secure or obtain this Agreement and further certify that, except as
expressively set out in the scope of work or services of this Agreement, no promise or commitment of any nature whatsoever
of any thing of value whatsoever has been made or communicated to any such governing body member or employee or
official as inducement or consideration of this Agreement.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
PROTECTION DAMAGE:
Contractor will be responsible for any damage to property of the county or others caused by him, his employees or
subcontractors, and will replace and make good such damage. The contractor will maintain adequate protection to prevent
damage to his work and property of others, and take all necessary precautions for the safety of his employees and others.
The contractors will comply with all safety laws and regulations in effect in the locality.
INSURANCE:
The successful bidder will maintain such insurance as will protect him and the County from claim under Workmen's
Compensation Acts, and from claims for damage and/or personal injury, including death, which may arise from operations
under this contract. Insurance will be written by companies authorized to do business in Jefferson County, Alabama and
shall include Jefferson County, Alabama as Added Additional Insured By Endorsement including a thirty (30) day(s)
written cancellation notice. Evidence of insurance will be furnished to the Purchasing agent not later than seven (7) day(s)
after Purchase Order/contract date. Successful bidder is also required to include the bid number on the evidence of insurance.
Insurance Minimum Coverage:
Contracting party shall file the following insurance coverage and limits of liability with the County's Human Resource
Department and Purchasing Department before beginning work with the County.
General Liability:
$1,000,000 - Bodily injury and property damage combined occurrence
$1,000,000 - Bodily injury and property damage combined aggregate
$1,000,000 - Personal injury aggregate
Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual, Independent
contractors, Broad Form property damage and personal injury.
Automobile Liability:
$1,000,000 - Bodily injury and property damage combined coverage
Any automobile including hired and non-owned vehicles
Workers Compensation and Employers Liability:
$100,000 - Limit each occurrence
Umbrella Coverage:
$1,000,000 - Each occurrence
$1,000,000 - Aggregate
Added Additional Insured By Endorsement:
Jefferson County, Alabama
30 day(s) written cancellation notice
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
SPECIFICATIONS:
To meet the above statement of Purpose, this BID is broken down into six (VI) subsections described below:
Response Boxes within RFP document should reflect vendor’s ability to perform. Please provide necessary detail and
elaboration. The information provided will be used in the evaluation process. Please be advised that the proposer may
provide as much information as possible and the size of the response box does not limit the amount of information that
proposer may provide. For each requirement, please respond with “yes” or “no”. There is a comment area for any
explanation that the proposer wishes to provide.
Complete ALL response boxes as presented. Please mark “N/A to non-applicable responses,
Section I – Vendor/System Background
The purpose of this subsection is to describe the vendor’s organization and operations including lists of like clients. Also
gives a broad overview of the product(s) BID.
Section II –Product Features & Functional Specifications
The purpose of this subsection is to review the financial and clinical requirements necessary to serve a large multi-entity
Hospital Name setting environment.
Section III –Technical Specifications
The purpose of this subsection is to review the hardware requirements, software application requirements, security, support
and other technical aspects of the systems being proposed. All questions should be answered completely including detailed
specifications.
Section IV–Installation and Training
The purpose of this subsection is to describe in detail how the vendor plans to implement the proposed applications. The
vendor should include a realistic work plan that minimizes risks and takes into account the needs of Cooper Green Mercy
Hospital. All required implementation support and training must be clearly described and associated costs included.
Section V – Pricing
The purpose of this subsection is to allow the vendor to identify all costs associated with this RFP.
Section VI–Vendor Documentation
The purpose of this subsection is to allow the vendor to incorporate any supporting documentation about the vendor’s
organization, operations, and/or system aspects. Items in this subsection may be included as part of this document or as a
separate document. Any separate items must be referenced in this document.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
I. Vendor/System Background
Please answer each question
1. Vendor Background
Questions Responses
Location of Headquarters
Website address
Year(s) established
Company Ownership (public, private, etc.)
Vendor’s parent company, if any
Total number of installed clients using your
software and hardware
Total number of installed clients using
Meditech
2. Product Background
Questions Responses
Product name(s)
Current version(s)
Month/year product was released to the public
(not alpha or beta)
Projected date on next release
Other names under which the products have
been sold
3. References
Please submit 5 references for other customer sites similar to Cooper Green Mercy Hospital. References will be accepted
only from companies that have this same type/scope of contracts for two (2) or more years. References should include name
of institution, name of contact person, and phone number. The bidder by submitting the references has received the right by
the respective institution to be contacted by Cooper Green Mercy Hospital.
Name of Institution Contact Name Phone Number
1.
2.
3.
4.
5.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
II. Product Features & Functional Specifications:
Please answer yes or no to each description and give detail answer.
Product Description, Features & Functions
Yes
Description Or
Components and the User Interface No EXPLAIN
1 Provide a brief, general description of your product.
2 List the key differentiators (no more than 5) that make your
product the most appropriate choice for our organization.
3 List the components included in the product, and indicate
whether the component is an add-on or is included with the
base product purchase.
4 Describe how drugs are stored in your machine. Include the
possible drawer configurations that are available and which of
these options are included in your proposal
Overall Product Capabilities
General Reporting Capabilities
1 Describe the process of adding and removing a drug from the
cabinet.
2 Describe the process for refilling or replacing drugs in the
cabinet. Describe how your product tracks drug levels or
utilization and ability to configure min/max levels or dynamic
inventory levels.
3 Describe your products ability to handle drug information
software for the end user. Is any drug information software
included with your product? If so name the vendor and any
additional cost.
4 Describe the security features of your product. Include any
capability for biometric identification, bar code reading ability,
and magnetic card identification features.
5 Describe how your product alerts nurses of medications that
are due for a patient.
6 Describe how inventory is managed in your machines. Is bar
code technology used to identify drug and appropriate
placement of drugs in the drawers and/or bins?
7 Describe maintenance contracts that are available. Is the
service provider employed by your company or are they a
contracted service? What are your service guarantees
10
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Overall Product Capabilities
General Reporting Capabilities (cont’d)
8 Describe the features of your product that improve patient
safety.
9 Does the cabinet have the ability to extract and update patient
information from the hospital’s information system on a real
time basis?
10 Describe how individual units access their patients. Can they
access patients in another area of the hospital?
11 How long can pharmacy access a patient after they have been
discharged?
12 Describe how charges for medications would be processed
back through Meditech.
13 Describe how nursing personnel obtain medications not yet
verified by a pharmacist (i.e., stat doses).
14 If the main system is down, are the cabinets operational? What
happens in the event of a power outage?
15 How are charges handled after a system is brought back on-
line?
16 How is information backed up in your system? Is offsite
backup available?
17 Does the cabinet have the ability to turn patient profile
functionality on or off per unit based cabinet?
18 Describe how drugs are returned to the cabinet (doses not
given).
19 If a bin or drawer fails or jams what effect does it have on other
bins or drawers? Describe the notification and system response
to jammed bin or drawers
20 Describe fully the over ride features for the patient profile
globally or per drug.
11
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Overall Product Capabilities
General Reporting Capabilities (cont’d)
22 Does your system provide an active allergy alert if a
medication is dispensed but not immediately reviewed by a
pharmacist?
23 If a medication is not available in a cabinet, is it possible from
that cabinet for a nurse to search other cabinet locations in the
facility for a medication and obtain medication for a patient
from another cabinet?
24 Is there a time out feature if the cabinet is left unattended for a
period of time? Is it configurable?
25 How does your system allow for facility growth?
26 How does your system provide the nurse with a list of
scheduled medications? Is the list automatically generated or
determined by the nurse at each logon?
27 Describe your controlled substance handling software in the
pharmacy.
28 Describe how one time orders are handled. What is the time
window a nurse has to access the cabinet to administer a one
time dose, a stat does, or a now dose after the pharmacy has
verified the order?
29 Please describe how data and reports are organized.
30 List the basic types of reporting capabilities included in the
product (charts, tabular reports, pivot tables, OLAP cubes,
other)?
31 Provide a copy of standard reports that can be generated at the
server console and reports that can be generated at the cabinet.
32 Which type/styles of reporting will support “drill-down” into
underlying, lower levels of data from within a reporting output.
33 Which type/styles of reporting will support flexible
reformatting (drop or move a field) or sorting of fields without
the report needing to be re-defined?
34 Can your product link to data from multiple sources & formats
such as Excel spreadsheets, MS Access, relational data base
systems, csv, etc. Can this product attach to Meditech? List
the specific formats accepted as data inputs (e.g. specific
RDBMS types, flat files, delimited files, etc.)
35 Can your product specify parameters for input when running
reports (e.g. ranges, specific values, conditions)? Describe &
list specific types available (radio buttons, check boxes, fill in
text boxes, drop down lists, etc.)
36 Does the product contain a wide range of built in statistical
capabilities that can be utilized in reporting? List the specific
statistical/financial functions that are supported without the
need to access third party software.
37 Does the product have the ability to define new measurement
(such as KPI’s) or functions- for repeated use in reporting
development?
12
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Overall Product Capabilities
General Reporting Capabilities (cont’d)
38 Can multiple pass query/sub report/use of complex SQL be
supported from within reporting?
39 Does the product support data export capability in standard
formats and for loading to popular statistical software
programs? List specific output formats that are supported (i.e.
exls, csv, html, txt, pdf, others?)
40 Can reporting outputs be imbedded in another application (e.g.
Excel, Word, PowerPoint) and updates from within that
application?
41 Can users schedule reporting to run automatically? Does this
require administrator assistance?
42 Can reports be generated by a remote access server?
43 How long does reportable data remain on the server/console?
44 How long does reportable data remain on the cabinet device?
45 Is your software and hardware backward compatible with
previous versions of your software and hardware.
46 Does your system have the ability to identify and immediately
restrict access to medications that are recalled by the
manufacturer?
47 Does your system provide a method of documenting training
and competency of the automation equipment?
III. Technical Requirements
1. Technical Specs
Software Product Release Who provides the
software/hardware
Server Operating System
Workstation Operating System
Application Programming Language
Network Software
Communications Software
Database
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
III. Technical Requirements Responses
Yes
Questions Or
No EXPLAIN
1 Is the application Thin Client?
2 Does the system use a browser as its user interface? If so,
what browser and what version level?
3 If Internet based, can the application be locally hosted? If No,
will the hospital need to provide a Virtual Private Network
(VPN) connection?
4 Does the system have a test system? Does this include
separate databases, applications and interfaces?
5 Does the system have a separate training database?
6 Describe the communications between system components.
For example, the interaction between the server and the
clients, what protocol, type of data, volume of traffic, etc.
7 Does the system require dial-out capabilities? What
functions would use this capability?
8 Describe the process for software updates and upgrades.
Include how changes are made and by whom (vendor or in-
house), the frequency, administrative requirements and
responsibilities, e.g., does or does not require re-establishing
existing user table/profiles
9 Describe the workstation response time that the user should
expect from the system and what response time warranty you
will provide to meet the expectations of the users.
10 Describe the interface transaction processing time the users
should expect from the system for inbound and outbound
transactions and the transaction processing time warranty that
you will provide to meet the expectations on the users.
11 Describe any times (daily, weekly, monthly, quarterly, and/or
annually) that the automation hardware and/or software will
be unavailable to the users for them to use.
12 How many of your current installations interface with
Meditech?
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
2. Hardware Specs
Processor
System
1. Model Number
Recommended Memory
Recommended Drive Space
Modem (note if required or optional)
Workstations
System (PC’s, etc)
Recommended Memory
Recommended Drive Space
Specific Network Components (Describe)
Other
Other
Other
Other
Yes
Questions Or
No EXPLAIN
1 Does the system utilize centralized storage versus having
dedicated disks?
2 Does the system support centralized backup and restore
products?
3 Does the system support multiple servers with fail-over from
one server to another?
4 What network protocols does your solution support? We are
currently using TCP/IP with DHCP or Static IP. Which do
you prefer?
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15
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
3. Security
Yes
Questions Or
No EXPLAIN
1 Can functions be limited by groups of users?
2 Is a log-on required to access all functions of the system or
are portions available without having to enter sign on?
3 Can reports be generated from the system to show user
information such as log-ins, number of users, and level of
access?
4 Describe the auditing capabilities of the system
5 What are the minimum/maximum lengths of the user ID's and
passwords?
6 Can passwords be alphanumeric?
7 Do you offer remote system data backup? If so, what does it
cost?
8 What levels of access exist within the system?
9 Can the individual users or security groups view be
customized?
10 Can users be assigned to Groups and use group privileges for
ease of set-up?
11 Do I have additional security devices other than a single user
sign-on/password?
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16
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
4. Post Live Service
Yes
Questions Or
No EXPLAIN
1 Describe the service structure. Is there a specific contact
person or general help desk concept?
2 How are upgrades handled? Is it included in the general fee?
3 How are bug fixes handled? Are they included in the general
fee?
4 Is there a dedicated list server or other user-input facilities
that exists?
5 What is the turnaround on critical support issues?
6 How are calls documented?
7 What are the hours of support? Do I reach a live person or an
answering machine?
8 What is the support for custom reports post-live?
9 What is the escalation procedure for issues not addressed in a
timely or sufficient manner?
10 Does the vendor perform periodic monitoring of the system
for possible problems? Describe what type of monitoring
support is available.
11 Can trouble tickets/requests be initiated via the Internet?
12 Can Cooper Green Mercy Hospital view/print the status of a
ticket?
13 Does the vendor offer a “hotline” to pose questions
concerning complex or confusing billing/coding regulations
and/or possible suggestion that are not agreeable?
14 Does the vendor encourage user input or suggestions
pertaining to product enhancements? How responsive is the
vendor user input?
15 Does the vendor currently sponsor or support a user group? If
so, please explain.
16 How many personnel do you have working in level 1 and
level 2 support? Specify a number for each level.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
IV. System Installation and Training
1. Timeframes and Resources
Yes
Questions Or
No EXPLAIN
1 If Cooper Green Mercy Hospital was to make a decision by
September 30, 2008, what would the major milestones and by
what date would the system be live.
2 Describe your milestones.
3 Describe all site requirements. “Site requirements” mean all
facility requirements, equipment, computer programs,
interfaces, custom programming, and other items needed by
Cooper Green Mercy Hospital to use the automation solution
that is being recommended but not supplied. Site requirements
also include any environmental requirements (e.g., air
conditioning, insulation, special flooring or supports, etc),
utilities, cabling, or other special requirements needed for the
automation solution, but which will not be supplied by your
company.
4 What resources would you need from Cooper Green Mercy
Hospital in terms of dedicated employees?
5
How do personnel demonstrate and document competency to
use the system?
2. Deliverables
EXPLAIN
1 Detail all deliverables you will sell, lease, license, and
otherwise provide to Cooper Green Mercy Hospital. These
should include but not be limited to:
a Hardware and input devices
b. Software (including number and format of copies)
c. Documentation (including number of copies)
d. Other
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
V. Pricing
EXPLAIN
1 Provide payment options available including purchase, lease
or rental agreements
2 What discounts and incentives can you offer Cooper Green
Mercy Hospital?
3 Are there discounts and other incentives that your company is
offering to other potential or actual customers that are not
being offered to Cooper Green Hospital? How can Cooper
Green Hospital receive such discounts and incentives?
4 Describe applicable refunds and credits that your company
will provide if you do not perform your installation,
implementation, and other obligations as promised and on
schedule
VI. Vendor Documentation
The purpose of this subsection is to allow the vendor to incorporate any supporting documentation about its’
organization, operation and/or other system aspects. Item in this subsection may be included as part of this document or as a
separate document. Any separate items must be reference in this document.
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Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
A BID bond or cashier's check in the amount of $500.00 will be required. RESPONSES SUBMITTED WITHOUT BID
BOND OR CASHIER’S CHECK WILL NOT BE ACCEPTED.
V. Price List - PURCHASE
Description: Price
Item 1: Inpatient Pharmacy Automation $_______________________
Item 2: Implementation fee $_______________________
Item 3: Training $_______________________
Indicate: On-site or off-site training (circle one)
Item 4: Hardware $_______________________
Item 5: Software $_______________________
Item 6: Additional Service Cost and other
Misc. Fee (please list) ___________________________
___________________________
___________________________
___________________________ $_______________________
Maintenance/Support: $ _____________ per Month = $_______________________Annually
Price(s) guaranteed not to exceed ______ % for the 2nd additional year period
Price(s) guaranteed not to exceed ______% for the 3rd additional year period
*NOTE: IN ORDER TO EXPEDITE INVOICE PAYMENT(S), PLEASE INDICATE BELOW THE MANNER IN
WHICH YOU WILL INVOICE FOR ANY CONTRACT(S) RESULTING FROM THIS BID INVITATION:
____ Monthly
____ Quarterly
____ Annually
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20
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
V. Price List – LEASE
Description: Price
Item 1: Inpatient Pharmacy Automation $_______________________
Item 2: Implementation fee $_______________________
Item 3: Training $_______________________
Indicate: On-site or off-site training (circle one)
Item 4: Hardware $_______________________
Item 5: Software $_______________________
Item 6: Additional Service Cost and other
Misc. Fee (please list) ___________________________
___________________________
___________________________
___________________________ $_______________________
Maintenance/Support: $ _____________ per Month = $_______________________Annually
Price(s) guaranteed not to exceed ______ % for the 2nd additional year period
Price(s) guaranteed not to exceed ______ % for the 3rd additional year period
*NOTE: IN ORDER TO EXPEDITE INVOICE PAYMENT(S), PLEASE INDICATE BELOW THE MANNER IN
WHICH YOU WILL INVOICE FOR ANY CONTRACT(S) RESULTING FROM THIS BID INVITATION:
____ Monthly
____ Quarterly
____ Annually
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21
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
V. Price List - RENTAL
Description: Price
Item 1: Inpatient Pharmacy Automation $_______________________
Item 2: Implementation fee $_______________________
Item 3: Training $_______________________
Indicate: On-site or off-site training (circle one)
Item 4: Hardware $_______________________
Item 5: Software $_______________________
Item 6: Additional Service Cost and other
Misc. Fee (please list) ___________________________
___________________________
___________________________
___________________________ $_______________________
Maintenance/Support: $ _____________ per Month = $_______________________Annually
Price(s) guaranteed not to exceed ______ % for the 2nd additional year period
Price(s) guaranteed not to exceed ______ % for the 3rd additional year period
*NOTE: IN ORDER TO EXPEDITE INVOICE PAYMENT(S), PLEASE INDICATE BELOW THE MANNER IN
WHICH YOU WILL INVOICE FOR ANY CONTRACT(S) RESULTING FROM THIS BID INVITATION:
____ Monthly
____ Quarterly
____ Annually
V. Vendor Documentation
The purpose of this subsection is to allow the vendor to incorporate any supporting documentation about the vendor’s
organization, operations and/or other system aspects. Items in this subsection may be included as part of this document or as
a separate document. Additional supporting documentation should be attached and cross-referenced appropriately.
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22
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
Non-Collusion Affidavit
I, ___________________________________________________, an authorized agent/representative of
________________________________attest that the proposal is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and
not collusive or sham; that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a
false or sham RFP, and has not directly or indirectly colluded, conspired, connived or agreed with any Offeror or
anyone else to put in a sham RFP, or than anyone shall refrain from proposing; that the Offeror has not in any manner,
directly or indirectly sought by agreement, communication or conference with anyone to fix the RFP of the Offeror or
any other Offeror, to fix any overhead profit, or cost element of the RFP price or of that of any Offeror, or to secure
any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all
statements contained in the RFP are true; and further, that the Offeror has not, directly or indirectly submitted his/her
RFP price or any breakdown thereof or the contents thereof, of divulged information or data relative thereto, or paid,
and will not pay any fee to any corporation, partnership, company, association, organization, RFP depository, or to any
member or agent thereof, to effectuate a collusive or sham RFP.
I, the undersigned, hereby certify that I have read and understand this Non- Collusion Affidavit and guarantee complete
compliance with all the terms, conditions and stipulations.
Subscribed and Sworn to BY: ___________________________________
Before me this ________ day Authorized Signature of Offeror Date
of ___________ 20____.
_____________________________________
Print or Type Name of Offeror
___________________________________
Notary Public of
My Commission expires
23
Jefferson County Commission RFP NO. 244-08
716 Richard Arrington Jr. Blvd North AUGUST 11, 2008
Room 830 Courthouse
Birmingham Alabama 35203
REQUEST FOR PROPOSAL
The Jefferson County Commission, or its Agent, shall have the right to waive any informality or irregularity. Under certain
limited conditions, the Purchasing Department may apply a local preference option in determining the low bid for purchases
of personal property.
All provisions of this Invitation are accepted by bidder as part of any contract or purchase resulting therefrom.
Please specify terms of payment below; otherwise, the terms will be Net 30.
Date: _______Company Name: ______________________________ Web Address:_____________
Terms: _______Address:_______________________________________City:__________________
County: _______________State: _____ Zip: ____________ Phone: (_____)____________________
If Jefferson County Business Licenses were issued to your company for the past twelve (12) months, please list
numbers:_____________________________________________.
Vendor's Federal I.D. Number: ____________________________
I certify that ___________________________ has ___ has not ___ been in operation for one
(Company Name) (Check one)
year at location(s) zoned for the type of business conducted by my company at the address stated above.
______________________________
(Authorized Signature)
______________________________
(Print Name)
______________________________
(E-Mail Address)
Toll Free Phone: _____________________________ Fax Number: ____________________________
Return original bid in sealed envelope. Authorized signature of bidder must be in ink.
Bids received in our office after the specified date and hour will not be considered.
INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE:
1. BID AWARD NOTICE ADDRESS
2. PURCHASE ORDER ADDRESS
3. REMITTANCE ADDRESS (AND NAME IF DIFFERENT THAN ABOVE)
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