Docstoc

HARRIS COUNTY

Document Sample
HARRIS COUNTY Powered By Docstoc
					      HARRIS COUNTY
  REQUEST FOR PROPOSAL                                                   Job No.: 08/0585
                                                                   Date Due: Monday, January 5, 2009
        Cover Sheet                                                    DUE NO LATER THAN 2:00 P.M.
                                                                      LOCAL TIME IN HOUSTON, TEXAS
                                                                   Proposals received later than the date
                                                                   and time above will not be considered.


   PROPOSAL FOR:
                                Biometrics Identification System (RFP #2) for
                                    the Harris County Hospital District

                                              OFFERORS NOTE!!
Carefully read all instructions, requirements and             Please return proposal in an appropriately sized envelope
specifications. Fill out all forms properly and completely.   or box. PACKAGE MUST SHOW THE JOB NUMBER,
Submit your proposal with all appropriate supplements         DESCRIPTION AND BE MARKED "SEALED
and/or samples.                                               PROPOSAL". Designated proposals may be submitted
                                                              electronically through the BuySpeed Online system only.

                                           RETURN PROPOSAL TO:
                                 HARRIS COUNTY PURCHASING AGENT
                                   1001 PRESTON AVENUE, SUITE 670
                                         HOUSTON, TEXAS 77002

 For additional information, contact: Dan Thweatt at 713.755.5982 – dan.thweatt@pur.hctx.net

 You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written
 in ink.
                                      Total Amount of Proposal $

 Company Name:

 Company Address:

 City, State, Zip Code:

 Taxpayer Identification Number (T.I.N.):

 Telephone No.:                             FAX No.:                   E-mail:

 Do you carry Health Insurance on your employees? ___Yes ___No
 If yes, what is the percentage of employees insured? _____%
 Print Name:

 Signature:
 Revised 09/08




                                                                                                      Page 1 of 36
                                                     TABLE OF CONTENTS

Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it is NOT
APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable parts are included. If any
portion of the package is missing, notify the Purchasing Department immediately.

It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following
before you return your bid packet.
__X__ 1.             Cover Sheet
                     Your company name, address, the total amount of the bid/proposal, and your signature (IN INK) should appear on this
                     page.

__X__ 2.          Table of Contents
                  This page is the Table of Contents.

__X__ 3.          General Requirements
                  You should be familiar with all of the General Requirements.

__X__ 4.          Special Requirements/Instructions
                  This section provides information you must know in order to make an offer properly.

__X__ 5.          Specifications
                  This section contains the detailed description of the product/service sought by the County.

__X__ 6.          Pricing/Delivery Information
                  This form is used to solicit exact pricing of goods/services and delivery costs.

__X__ 7.          Attachments
                  __X__ a.           Residence Certification/Tax Form
                                     Be sure to complete this form and return with packet.

                  _____    b.        Bid Guaranty & Performance Bond Information & Requirements
                                     This form applies only to certain bids/proposals. All public work contracts over $25,000 require a
                                     Payment Bond and over $100,000 must also have a Performance Bond, in a form approved by the
                                     County. Please read carefully and fill out completely.

                  _____    c.        Bid Check Return Authorization Form
                                     This form applies only to certain bids/proposals. Please read carefully and fill out completely.

                  _____    d.        Vehicle Delivery Instructions
                                     Included only when purchasing vehicles.

                  __X__ e.           Minimum Insurance Requirements
                                     (Included in specific requirements when applicable (does not supersede ―Hold Harmless‖ section of
                                     General Requirements).

                  __X__ f.           Worker’s Compensation Insurance Coverage Rule 110.110
                                     This requirement is applicable for a building or construction contract.

                  _____    g.        Financial Statement
                                     When this information is required, you must use this form.

                  __X__ h.           Reference Sheet
                                     When this information is required, you must use this sheet.

                  __X__ i.           Other – Vendor Certification
                                     From time to time other attachments may be included.
Revised 03/04




                                                                                                                           Page 2 of 36
                                                 GENERAL REQUIREMENTS FOR PROPOSALS

READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL
REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.

General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in part, by the SPECIAL
REQUIREMENTS/INSTRUCTIONS OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is
complete.

ACCESS TO RECORDS
In special circumstances, vendor may be required to allow duly authorized representatives of Harris County, the Harris County Hospital District or
the state and federal government access to contracts, books, documents, and records necessary to verify the nature and extent of the cost of services
provided by vendor.

ADDENDA
When specifications are revised, the Harris County Purchasing Agent will issue an addendum addressing the nature of the change. Offerors must sign it
and include it in the returned proposal package.

ASSIGNMENT
The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court.

AWARD
Harris County reserves the right to award this contract on the basis of LOWEST AND BEST OFFER in accordance with the laws of the State of Texas, to
waive any formality or irregularity, to make awards to more than one offeror, to reject any or all proposals. In the event the lowest dollar offeror meeting
specifications is not awarded a contract, the offeror may appear before the Commissioners Court, Hospital District Board of Managers, the Juvenile Board
or other applicable governing body and present evidence concerning his responsibility after officially notifying the Office of the Purchasing Agent of his
intent to appear.

BONDS
If this proposal requires submission of proposal guarantee and performance bond, there will be a separate page explaining those requirements. Offers
submitted without the required proposal bond or Cashier's Checks are not acceptable.

CONTRACT OBLIGATION
Harris County Commissioners Court must award the contract and the County Judge or other person authorized by the Harris County Commissioners
Court must sign the contract before it becomes binding on Harris County or the offeror. Department heads are NOT authorized to sign agreements for
Harris County. Binding agreements shall remain in effect until all products and/or services covered by this purchase have been satisfactorily delivered and
accepted.

CONTRACT RENEWALS
Renewals may be made ONLY by written agreement between Harris County and the offeror. Any price escalations are limited to those stated by the
offeror in the original proposal.

DIGITAL FORMAT
If offeror obtained the proposal specifications in digital format in order to prepare a response, the proposal must be submitted in hard copy
according to the instructions contained in this proposal package. If, in its proposal response, offeror makes any changes whatsoever to the County's
published proposal specifications, the County's proposal specifications as published shall control. Furthermore, if an alteration of any kind to the
County's published proposal specifications is only discovered after the contract is executed and is or is not being performed, the contract is subject to
immediate cancellation.

DISQUALIFICATION OF OFFEROR
Upon signing this proposal document, an offeror offering to sell supplies, materials, services, or equipment to Harris County certifies that the offeror
has not violated the antitrust laws of this state codified in §15.01, et seq., Business & Commerce Code, or the federal antitrust laws, and has not
communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all proposals may
be rejected if the County believes that collusion exists among the offerors. Proposals in which the prices are obviously unbalanced may be rejected.
If multiple proposals are submitted by an offeror and after the proposals are opened, one of the proposals is withdrawn, the result will be that all of
the proposals submitted by that offeror will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple offers for different
products or services.

E-MAIL ADDRESSES CONSENT
Vendor affirmatively consents to the disclosure of its e-mail addresses that are provided to Harris County, the Harris County Flood Control District,
the Harris County Hospital District including its HMO, the Harris County Appraisal District, or any agency of Harris County. This consent is
intended to comply with the requirements of the Texas Public Information Act, Tex. Gov’t Code Ann. §522.137, as amended, and shall survive
termination of this agreement. This consent shall apply to e-mail addresses provided by Vendor, its employees, officers, and agents acting on
Vendor’s behalf and shall apply to any e-mail address provided in any form for any reason whether related to this bid/proposal or otherwise.

Revised 05/07
EVALUATION
Evaluation shall be used as a determinant as to which proposed items or services are the most efficient and/or most economical for the County. It shall be
based on all factors which have a bearing on price and performance of the items in the user environment. All proposals are subject to negotiations by the
Purchasing Agent and other appropriate departments, with recommendation to the appropriate governing body. Compliance with all requirements,
delivery and needs of the using department are considerations in evaluating proposals. Pricing is NOT the only criteria for making a recommendation.
A preliminary evaluation by Harris County will be held and appropriate proposals will be subjected to the negotiating process. Upon completion of the
negotiations, Harris County will make an award. All proposals that have been submitted shall be available and open for public inspection after the
contract is awarded except for trade secrets or confidential information contained in the proposals and identified as such.

FISCAL FUNDING
A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing as a result of an extension option, must
include fiscal funding out. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void
on the last day of the current appropriation of funds. After expiration of the lease, leased equipment shall be removed by the contractor from the using
department without penalty of any kind or form to Harris County. All charges and physical activity related to delivery, installation, removal and
redelivery shall be the responsibility of the offeror.

GOVERNING FORMS
In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of
any conflict of interpretation of any part of this overall document, Harris County's interpretation shall govern.

GOVERNING LAW
This request for proposals is governed by the competitive bidding requirements of the County Purchasing Act, Texas Local Government Code, §262.021
et seq., as amended. Offerors shall comply with all applicable federal, state and local laws and regulations. Offeror is further advised that these
requirements shall be fully governed by the laws of the State of Texas and that Harris County may request and rely on advice, decisions and opinions of
the Attorney General of Texas and the County Attorney concerning any portion of these requirements.

GRANT FUNDING
Any contract entered into by the County that is to be paid from grant funds shall be limited to payment from the grant funding and the
vendor/provider understands that the County has not set aside any County funds for the payment of obligations under a grant contract. If grant
funding should become unavailable at any time for the continuation of services paid for by the grant, and further funding cannot be obtained for the
contract, then the sole recourse of the provider shall be to terminate any further services under the contract and the contract shall be null and void.

HIPAA COMPLIANCE
Offeror agrees to comply with the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and
Accountability Act of 1996, PL 104-191, 45 CFR Parts 160-164, as amended, and the Texas Medical Records Privacy Act, Texas Health and Safety
Code Chapter 181, as amended, collectively referred to as "HIPAA", to the extent that the Offeror uses, discloses or has access to protected health
information as defined by HIPAA. Offeror may be required to enter a Business Associate Agreement pursuant to HIPAA.

HOLD HARMLESS AGREEMENT
Contractor, the successful offeror, shall indemnify and hold Harris County harmless from all claims for personal injury, death and/or property damage
resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal,
appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may
arise directly or indirectly from work performed under terms of this proposal. Certification of such coverage must be provided to the County upon request.

INSPECTIONS & TESTING
Harris County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using
department. If an offeror cannot furnish a sample of a bid item, where applicable, for review, or fails to satisfactorily show an ability to perform, the
County can reject the bid as inadequate.

INVOICES AND PAYMENTS
Offerors shall submit an original invoice on each purchase order or purchase release after each delivery, indicating the purchase order number.
Invoices must be itemized. Any invoice which cannot be verified by the contract price and/or is otherwise incorrect will be returned to the offeror for
correction. Under term contracts, when multiple deliveries and/or services are required, the offeror may invoice following each delivery and the
County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments
made for goods and/or services provided under this contract, the offeror should provide his Taxpayer Identification Number or social security
number as applicable. This information must be on file with the Harris County Auditor’s office. Failure to provide this information may result in a
delay in payment and/or back-up withholding as required by the Internal Revenue Service.

MAINTENANCE
Maintenance required for equipment proposed should be available in Harris County by a manufacturer-authorized maintenance facility. Costs for this
service shall be shown on the Pricing/Delivery Information. If Harris County opts to include maintenance, it shall be so stated in the purchase order and
said cost will be included. Service will commence only upon expiration of applicable warranties and should be priced accordingly.

Revised 05/07




                                                                                                                                          Page 4 of 36
MATERIAL SAFETY DATA SHEETS
Under the "Hazardous Communication Act", commonly known as the "Texas Right To Know Act", an offeror must provide to the County with each
delivery, material safety data sheets which are applicable to hazardous substances defined in the Act. Failure of the offeror to furnish this documentation
will be cause to reject any bid applying thereto.

NEW MILLENIUM COMPLIANCE
All products and/or services furnished as part of this contract must be compliant for the present year and forward. This applies to all computers
including hardware and software as well as all other commodities with date sensitive embedded chips.

POTENTIAL CONFLICTS OF INTEREST
An outside consultant or contractor is prohibited from submitting a proposal for services on a Harris County project of which the consultant or
contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venturer or was in any other manner associated by
ownership to any party that was a designer or other previous contributor. If such a consultant or contractor submits a prohibited proposal, that
proposal shall be disqualified on the basis of conflict of interest, no matter when the conflict is discovered by Harris County.

PRICING
Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame. All prices
must be written in ink or typewritten. Where unit pricing and extended pricing differ, unit pricing prevails.

PROPOSAL COMPLETION
Fill out and return to Purchasing, ONE (1) complete proposal form in an appropriately sized envelope or box. PACKAGE MUST SHOW THE JOB
NUMBER, DESCRIPTION AND BE MARKED “SEALED PROPOSAL.” An authorized company representative should sign the Proposal Cover
Sheet. Completion of these forms is intended to verify that the offeror has submitted the proposal, is familiar with its contents and has submitted the
material in accordance with all requirements.

PROPOSAL RETURNS
Offerors must return all completed proposals to the office of the Harris County Purchasing Agent reception desk at 1001 Preston Avenue, Suite 670,
Houston, Texas before 2:00 P.M. LOCAL TIME IN HOUSTON, TEXAS on the date specified. Late proposals will not be accepted.

PURCHASE ORDER AND DELIVERY
The successful offeror shall not deliver products or provide services without a Harris County Purchase Order, signed by an authorized agent of the Harris
County Purchasing Agent. The fastest, most reasonable delivery time shall be indicated by the offeror in the proper place on the proposal document. Any
special information concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE
DELIVERY unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place
designated by the using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications
including time, delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance.
Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Harris County
without prejudice to other remedies provided by law. Where delivery times are critical, Harris County reserves the right to award accordingly.

RECYCLED MATERIALS
Harris County encourages the use of products made of recycled materials and shall give preference in purchasing to products made of recycled materials if
the products meet applicable specifications as to quantity and quality. Harris County will be the sole judge in determining product preference application.

SCANNED OR RE-TYPED RESPONSE
If in its response, offeror either electronically scans, re-types, or in some way reproduces the County's published proposal package, then in the event of any
conflict between the terms and provisions of the County's published proposal package, or any portion thereof, and the terms and provisions of the
response made by offeror, the County's proposal package as published shall control. Furthermore, if an alteration of any kind to the County's published
proposal package is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation.

SEVERABILITY
If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall
not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been
included in these requirements and the specifications as though the invalid portion had been omitted.

SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as
meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All
interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest
product in production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items
shall be experienced in design and construction of such items and shall be an established supplier of the item proposed.


Revised 05/07




                                                                                                                                         Page 5 of 36
SUPPLEMENTAL MATERIALS
Offerors are responsible for including all pertinent product data in the returned proposal package. Literature, brochures, data sheets, specification
information, completed forms requested as part of the proposal package and any other facts which may affect the evaluation and subsequent contract
award should be included. Materials such as legal documents and contractual agreements, which the offeror wishes to include as a condition of the
proposal, must also be in the returned proposal package. Failure to include all necessary and proper supplemental materials may be cause to reject the
entire proposal.

TAXES
Harris County is exempt from all federal excise, state and local taxes unless otherwise stated in this document. Harris County claims exemption from all
sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written
request to the Harris County Purchasing Agent.

TERM CONTRACTS
If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE.

TERMINATION
Harris County reserves the right to terminate the contract for default if Seller breaches any of the terms therein, including warranties of offeror or if the
offeror becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Harris
County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper
amount of time, and/or to properly perform any and all services required to Harris County's satisfaction and/or to meet all other obligations and
requirements. Harris County may terminate the contract without cause upon thirty (30) days written notice.

Termination for Health and Safety Violations
Harris County has the option to terminate this contract immediately without prior notice if offeror fails to perform any of its obligations in this contract if
the failure (a) created a potential threat to health or safety or (b) violated a law, ordinance, or regulation designed to protect health or safety.

TESTING
Harris County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications and ability to meet
the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for
evaluation, the offer is subject to rejection.

TITLE TRANSFER
Title and Risk of Loss of goods shall not pass to Harris County until Harris County actually receives and takes possession of the goods at the point or
points of delivery. Receiving times may vary with the using department. Generally, deliveries may be made between 8:30 a.m. and 4:00 p.m., Monday
through Friday. Offerors are advised to consult the using department for instructions. The place of delivery shall be shown under the "Special
Requirements/Instructions" section of this proposal and/or on the Purchase Order as a "Deliver To:" address.

WAIVER OF SUBROGATION
Offeror and offeror's insurance carrier waive any and all rights whatsoever with regard to subrogation against Harris County as an indirect party to any suit
arising out of personal or property damages resulting from offeror's performance under this agreement.

WARRANTIES
Offerors shall furnish all data pertinent to warranties or guarantees which may apply to items in the proposal. Offerors may not limit or exclude any
implied warranties. Offeror warrants that product sold to the County shall conform to the standards established by the U.S. Department of Labor under
the Occupational Safety and Health Act of 1970. In the event product does not conform to OSHA Standards, where applicable, Harris County may return
the product for correction or replacement at the offeror's expense. If offeror fails to make the appropriate correction within a reasonable time, Harris
County may correct at the offeror's expense.



                                                               VENDORS OWING TAXES
Pursuant to TX Local Government Code 262.0276, the Hospital District Board of Managers has adopted a policy which requires that vendors’ taxes
be current as of the date bids/proposals are due. Bidders/proposers with delinquent county taxes on the due date will not be eligible for award.
Whether or not a vendor’s taxes are delinquent will be determined by an independent review of the Tax Office records. Vendors who believe a
delinquency is reflected in error must contact the Tax Office to correct any errors or discrepancies prior to submitting their bid in order to ensure that
their bid will be considered. Tax records are available online at the Tax Office website—www.hctax.net. Prior to submitting a bid, vendors are
encouraged to visit the Tax Office website, set up a portfolio of their accounts and make their own initial determination of the status of their tax
accounts. This policy is effective for all bids due on or after July 1, 2004.




Revised 05/07




                                                                                                                                          Page 6 of 36
                              SPECIAL REQUIREMENTS/INSTRUCTIONS

The following requirements and instructions supersede General Requirements where applicable. The term
“Harris County” is understood to include the Harris County Hospital District (HCHD or District).

VENDOR INSTRUCTIONS
Responses to this Request for Proposal (RFP) shall be formatted as follows:
All proposals must be typed on standard 8-1/2" X 11" paper, indexed and placed in a 2 or 3-ring binder. Proposal
should be organized in the following order for consistency and easy screening:
Section I:     Table of Contents
Section II:     RFP Cover Sheet, Transmittal Letter, and Residence Certification - The transmittal letter
should include company name and address; name, title, telephone and fax number of person(s) to be contacted for
clarifications or additional information regarding proposal; name, title, telephone and fax number of person
authorized to contractually obligate your company with proposal and any future negotiations; and a brief summary
explaining how all requirements of this RFP will be met and proposer’s ability to meet the needs and requirements
of the RFP.
Section III: Scope of Service – Include your company’s proposed services. Provide clear evidence of your
company’s ability, experience, resources, and plans to meet the requirements of the RFP. This section of the
Vendor’s response should be organized as follows:
    Solution Overview – This section provides an overview of the solution that is being proposed and an
       overview of the methodology that the Vendor proposes to utilize to implement the solution, if awarded.
       This section should contain information about all of the products that the Vendor is including in their
       proposal. If the Vendor is partnering with others to present an integrated solution then information
       should be included for all of the products for the entire solution.
SECTION IV:           PRICING INFORMATION

Section V:     Questionnaire (See Attachment j) – All vendors must complete and return all answers of the
questionnaire/requirements along with their RFP response, as failure to do so will result in disqualification. The
completed questionnaire must appear in the body of the RFP and must be provided electronically in Microsoft
Excel format on CD-ROM.
Section VI:    References (See Attachment h)

Section VII: Standard Agreement(s) (if applicable) – Include any standard agreement(s) and/or contract(s)
associated with your response with all applicable exhibits included

Section VIII: Special Requirements – Include Certificate(s) of Insurance, Vendor Certification – Attachment
i; exceptions to any of the requirements in this RFP, if any, and appropriate company brochures, etc. may be
included.

Proposers should include ONE (1) ORIGINAL (CLEARLY MARKED “ORIGINAL”) and SEVEN (7)
COPIES (CLEARLY MARKED “COPY”) of the response sealed in an envelope or package for delivery to the
Harris County Purchasing Agent per the instructions in the General Requirements (see Proposal Completion and
Proposal Returns). All documents included in the proposal and the outside of the envelope or package must be
marked with the vendor's name and the job number that corresponds to this RFP.
                        SPECIAL REQUIREMENTS/INSTRUCTIONS – Continued
Harris County will not be liable for any costs incurred by the vendor in preparing a response to this RFP. Vendors
submit proposals at their own risk and expense. Harris County makes no guarantee that any services will be
purchased as a result of this RFP, and reserves the right to reject any and all proposals. All proposals and
accompanying documentation will become the property of Harris County. All proposals are open to negotiation.

While Harris County appreciates a brief, straightforward, concise reply, the proposer must fully understand that the
evaluation is based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous
and equivocal statements may be construed against the proposer. The proposal response may be incorporated into
any contract which results from this RFP, and vendors are cautioned not to make claims or statements it is not
prepared to commit to contractually. Failure of the vendor to meet such claims will result in a requirement that the
vendor provide resources necessary to meet submitted claims.

The vendor is expected to examine all documents, forms, specifications, and all instructions. Failure to do so
will be at vendor’s risk.

All documents will be held by the County and are NOT subject to public view until an award is made. Under
the Request for Proposal process, sealed offers will be received and opened in the Office of the Harris County
Purchasing Agent. At and after opening, proposals will NOT be part of the public record and subject to
disclosure, but will be kept confidential until time of award. When an award is made, proposals are subject to
review under the ―Public Information Act‖. To the extent permitted by law, vendors may request in writing
non-disclosure of confidential data. Such data shall accompany the proposal, be readily separable from the
proposal, and shall be CLEARLY MARKED ―CONFIDENTIAL.‖

EVALUATION PROCESS
All proposals will be examined by an evaluation committee.

Proposals that do not conform to the instructions or which do not address all the services as specified may be
eliminated from consideration. However, Harris County, reserves the right to accept such a proposal if it is
determined to be in the best interest of the District.

Harris County may initiate discussions with selected vendors; however, discussions may not be initiated by
vendors. Harris County expects to conduct discussions with vendor’s representatives authorized to contractually
obligate the vendor with an offer. Vendors shall not contact any Harris County Hospital District personnel
regarding this RFP during the RFP process without the express permission from the Office of the Harris County
Purchasing Agent. Harris County Purchasing may disqualify any vendor who has made site visits, contacted
District personnel or distributed any literature without authorization from the Purchasing Department.

All correspondence relating to this RFP, from advertisement to award shall be sent to the Harris County Purchasing
Department. All presentations and/or meetings between Harris County Hospital District and the vendor relating to
this RFP shall be coordinated by the Harris County Purchasing Department.

Selected vendors may be expected to make one or more presentation(s) to an evaluation committee to
demonstrate their proposed solution. Presentations may result in negotiating sessions with one or more vendors.
Harris County expects to conduct negotiations with vendor’s representatives authorized to contractually obligate
the vendor with an offer. If vendor is unable to agree to contract terms and conditions,
                       SPECIAL REQUIREMENTS/INSTRUCTIONS – Continued

                                                                                                     Page 8 of 36
Harris County reserves the right to terminate contract negotiations with any vendor and continue negotiations
with other vendors. Harris County may conduct site visits to representative client sites of the vendor where the
proposed solution can be demonstrated in a production environment when required.

In evaluation, consideration will be given to the adequacy, accuracy and completeness of responses. While
Harris County appreciates a brief, straightforward concise reply, the Vendor must fully understand that the
evaluation is based on the information provided. Omissions, ambiguous or equivocal statements may be
construed against the Vendor. The proposal response may be incorporated into any contract that results from
this RFP. Vendors are cautioned not to make claims or statements that they are not prepared to commit to
contractually. Failure by the Vendor to meet such claims will result in a requirement that the Vendor provide
resources necessary to meet submitted claims at their expense.

EVALUATION CRITERIA

The award of the contract shall be made to the responsible vendor whose proposal is determined to be the best
evaluated offer resulting from negotiations, taking into consideration the following, listed in order of relative
importance:
   1. Proposed solution
   2. Demonstrated ability to provide the required services
   3. Compatibility with existing District computer systems
   4. Experience with other clients of similar size and structure to the Hospital District and/or other
       governmental entities
   5. Cost
   6. Vendor’s qualifications
   7. References
   8. Time to complete the work
   9. Ability to comply with the Hospital District’s invoicing and documentation policies
   10. Demonstrated ability to incorporate regulatory changes on a timely basis
   11. Demonstrated ability to respond to the Hospital District and Harris County needs on a timely basis
   12. Additional services that support the District’s business model
   13. Compliance with instructions and specifications

AWARD
No award can be made until approved by Harris County Hospital District Board of Managers. This RFP in no
manner obligates Harris County or any of its agencies to the eventual purchase of any service described, implied or
which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be
terminated at any time prior to execution of an agreement.

Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor recognition that
subjective judgments must be made by the evaluating committee.

Proposals, Vendor presentations and product evaluations will develop into negotiating sessions with the
Vendors as selected by the Evaluation Committee.




                                                                                                    Page 9 of 36
                       SPECIAL REQUIREMENTS/INSTRUCTIONS – Continued


Award of the contract shall be made to the Vendor(s) whose proposal is the best evaluated offer resulting from
negotiations, taking into consideration compliance with instructions, scoring of responses and on-site
demonstrations, and total overall costs of the solution. In addition to the criteria for selection outlined in the
Evaluation paragraph of the General Requirements section of this document, Harris County will also estimate
the internal operating costs of the proposed solution and add this amount to the vendor’s proposal amount for a
―total overall‖ cost of the proposed solution. Harris County may use references to make judgments directly
affecting the award of this proposal. If Harris County is unable to agree to contract terms, Harris County
reserves the right to terminate contact negotiations with that Vendor and initiate negotiations with another
Vendor.

LEGAL DOCUMENTS
Include all agreements, such as licensing agreements, which are required by your organization to enter into a
contract with the Harris County Hospital District. These agreements are subject to review and amendment by
the Harris County Attorney's Office, and approval by the Hospital District Board of Managers.




                                                                                                  Page 10 of 36
                                              SPECIFICATIONS

                            Biometrics Identification System (RFP #2) for
                                the Harris County Hospital District

SCOPE
Harris County is accepting proposals from qualified vendors to furnish, deliver, install, and support a Patient
Biometrics Identification System (―System‖) for the Harris County Hospital District (―District‖ or ―HCHD‖).
Vendor shall provide planning, training, implementation, support, and maintenance. For additional information,
contact Dan Thweatt in the Office of the Harris County Purchasing Agent at (713) 755-5982 or email
dan.thweatt@pur.hctx.net .

Vendors are encouraged to review this entire Request for Proposal upon receipt. Technical questions or
questions concerning data contained within the RFP and clarification or expansion of such, must be addressed in
writing by emailing dan.thweatt@pur.hctx.net or by faxing to (713) 755-4288, Attention: Dan Thweatt, by
January 6, 2009, before 4:00 p.m.

RENEWAL
Harris County wishes to consider a renewal option for maintenance and support for an additional four (4) years
after the first year of productive use, renewed one year at a time, based upon the same terms, conditions and
pricing as the original year. Once renewals are exhausted, the contract must be rebid. If Vendor does not wish to
consider renewal, write NA in the space provided for the year indicated on the bid sheet.

Harris County reserves the right to rebid at any time as is in its best interest and is not automatically
bound to renewal.

BACKGROUND INFORMATION & STATISTICS
The Harris County Hospital District (HCHD) is the nation’s fifth largest public metropolitan health system.
During our latest fiscal year ended February 29, 2008, HCHD accommodated more than 1.4 million emergency
and outpatient visits and delivered more than 10,000 babies to area residents. During the past five years, our
hospital district facilities encountered more than 7.5 million total patient visits.

Providing Academic Connections
HCHD provides academic teaching facilities for the faculty and residents of Baylor College of Medicine and
The University of Texas Medical School at Houston. These academic affiliations mean our patients have access
to the latest breakthroughs in medical technology and specialized treatment techniques.

World-Class, Acute-Care Facilities
HCHD’s two major hospitals, Ben Taub General Hospital and Lyndon B. Johnson General Hospital, are
recognized for their world-class medical staffs and high level of acute specialty care.
       Ben Taub General Hospital, which currently operates 574 inpatient beds, is home to one of the
       nation’s top trauma centers. During fiscal year 2008, Ben Taub’s Trauma Center handled more than
       84,000 emergency center visits. Ben Taub had more than 24,000 adult and pediatric admissions and
       more than 187,000 out-patient clinic visits, in addition to 90,000 other outpatient ancillary visits.




                                                                                                 Page 11 of 36
                                        SPECIFICATIONS – Continued

       Lyndon Baines Johnson (LBJ) General Hospital, which currently operates 269 inpatient beds, has
       state-of-the-art equipment and a reputation for excellence in gynecology, obstetrics, neonatal intensive
       care and other areas. During the fiscal year ended February 29,2008, LBJ’s level III trauma center
       handled more than 62,000 emergency center visits and had more than 16,000 inpatient admissions. LBJ
       also provided more than 107,000 outpatient clinic visits and almost 68,000 other outpatient ancillary
       visits.

HCHD in the Community
HCHD’s Community Health Program (CHP) is one of the nation’s first public healthcare efforts directed toward
community primary care. During fiscal year 2008, CHP had more than 570,000 clinic visits and another 255,000
other outpatient ancillary visits to its network of 12 community health centers, eight school-based clinics and
dental center. While touching many people, our primary-care network accounts for only 11 percent of the
district’s annual operating budget. HCHD’s health centers are located throughout the county to alleviate
transportation issues for our patients.

Serving Harris County’s Special Needs Populations
HCHD has two facilities dedicated to delivering high quality medical care to its special needs populations.

       Quentin Mease Community Hospital is HCHD’s 49-bed geriatric, inpatient physical rehabilitation,
       and skilled nursing care facility. Patients suffering spinal cord injuries, traumatic falls or violence-
       related injuries work to regain mobility and life skills through our innovative programs at Quentin
       Mease. Quentin Mease had almost 500 admissions and over 11,000 patient days, as well as over 32,000
       clinic and outpatient ancillary visits during the fiscal year ended February 29, 2008.

       Thomas Street Health Center opened its doors in 1989 as the nation’s first freestanding HIV/AIDS
       treatment facility. About 60 percent of Harris County’s AIDS patients are treated at here. In addition to a
       full-range of medical services, Thomas Street Health Center provides patients with easy access to a
       variety of counseling, housing and job placement assistance services. Patient volumes have been
       included with the Community Health Program (CHP) volume disclosed above.

PROJECT DESCRIPTION
The District requires a System consisting of hardware and software to capture the image and/or value of a
patient’s fingerprint for later retrieval and comparison in order to accurately identify patients and to improve
patient safety by aiding in the correct identification of its patients.

Because patient misidentification is identified as a root cause of many errors, the Joint Commission has listed
improving the accuracy of patient identification as the first of its National Patient Safety Goals, and it is an
accreditation requirement.

According to the Joint Commission, throughout the health-care industry, the failure to correctly identify patients
continues to result in medication errors, transfusion errors, testing errors, wrong person procedures, and the
discharge of infants to the wrong families. Patient misidentification was cited in more than 100 individual root
cause analyses by the United States Department of Veterans Affairs (VA) National Center for Patient Safety
from January 2000 to March 2003. Fortunately, available interventions and strategies, such as Patient Biometric
Identification, can significantly reduce the risk of patient misidentification.


                                                                                                    Page 12 of 36
                                      SPECIFICATIONS – Continued

REQUIREMENTS
The System must be integrated with the following systems and modules:
1. Epic

Operation
Introduction of identity management to enrollment and eligibility operations requires that three primary
biometric identity management functions be performed:
    1. Enrollment or capture of biometric data (fingerprint image and/or value of a fingerprint).
    2. Identity authentication (biometric confirmation of identity).
    3. Reporting of misidentified/unidentified authentications.

Enrollment
Each patient will be enrolled into the System during registration or charity care enrollment processes.
Enrollment processing will include the capture of patient’s fingerprint image and/or value. The System must be
capable of cross-referencing this image/value to user defined data elements.

Identity authentication
Each time an individual checks in for a visit/service/procedure, he or she will undergo biometric identity
authentication processing. This processing shall be rapid, simple and consist of presentation of a single finger
for identity authentication.

Upon identification, the System will retrieve and display the individual identity file for confirmation by the
attending official. If more than one possible matching record is identified, each matching record will be
retrieved and displayed for attendant to select demographic information.

Reporting
The District requires all misidentified/unidentified fingerprints to be reported. This report must identify the
device that could not properly capture/authenticate a fingerprint.

Number of Sites
There are approximately 225 enrollment/reading stations, operating across 26 sites in which this capability may
be installed. The proposed solution must be readily able to scale to 500 stations without obsolescing any of the
equipment installed as part of the initial installation and operation.

Client Workstations
The biometric devices and software must be able to integrate and co-exist on the District’s existing desktop
computers. The standard desktop is as follows: Dell OptiPlex 745 Ultra Small Form Factor, Core 2 Duo E6300/
1.86GHz, 2M. In addition, the standard software is Microsoft Windows XP/SP2.

Certified Equipment
The vendor must be able to assert that the fingerprint reader is fully compliant with commercially acceptable
practices for safety and fire hazard. Such compliance would be product certification by a third-party
independent testing agency such as Underwriter’s Laboratory and FCC approval.




                                                                                                Page 13 of 36
                                       SPECIFICATIONS – Continued
Server Hardware
The vendor must include pricing for centralized server hardware.

Software Licensing
The System software shall consist of client software for enrollment, client software for identification, and server
software to implement the patient biometrics identification functionality. The vendor will provide the pricing
needed for licensing.

Patient Population
The District estimates that 300,000 unique patients will receive service at its facilities on an annual basis. Each
year, a certain percentage of new patients will receive service and a certain percentage will not return, but the
estimated number of unique patients serviced is estimated to remain the same. The vendor’s solution must be
sized to appropriately handle this volume of patients and must have a capacity to support a population up to 5
million patients in an active use. The vendor will use these estimates for pricing software and hardware.

Installation and Training
The vendor will provide estimates for the cost of installation any/all hardware and software as part of this
solution. Estimates must include all of the vendor’s time as well time required of the District’s resources to
complete this implementation. The vendor must provide training in the operations and use of the hardware and
software proposed. Please provide estimates of off-site/student cost as well as on-site/student cost or per class
cost including maximum class size. The vendor is required to deliver and install the hardware and software,
including any documentation, and to demonstrate the specified operational capability.

Maintenance and Support
The vendor shall provide one year warranty and service/support on all provided hardware and software and offer
extended warranty for up to 4 additional years of operation, service and support for the system and components.
Maintenance shall include factory repair of all vendor supplied hardware.

Additional Requirements
See and complete the Questionnaire, Attachment j.




                                                                                                   Page 14 of 36
                                  PRICING/DELIVERY INFORMATION

Assumptions
Please use the following assumptions in determining your cost summary below.
1. The District will have approximately 30 ―power users‖ (entity coordinators).
2. The District will have approximately 800 department users (department leaders).
3. See the attached Appendix A for the District’s entity structure which includes hospitals, medical office
    buildings, physician organizations, foundations, long term care centers, etc.
4. The District currently uses Epic.

Cost Summary
Cost estimates will be important for evaluation purposes. Please use the following format for your cost
summary.

Item                                      Unit Cost            Units                 Extended Amount
Costs for Year 1
Application License Fees
Additional Reporting Costs
Implementation Costs
Training Costs
Interface Costs
Annual License/Maintenance Fees
Hardware Costs
Travel & Lodging Costs
Other Costs
TOTAL for Year 1

Costs for Subsequent Years
Annual License/Maintenance Fees

The District reserves the right to purchase hardware separate from this RFP and provide to vendor.

Support option fees should be quoted as 7x24.

RENEWAL
Vendor agrees to renew this contract for the time frame stated below under the same terms and conditions and
pricing as the original contract. If Vendor does not wish to be considered for renewal, write ―N.A.‖ in the space
provided.

Renewal Year 1:   (2010 – 2011) _______
Renewal Year 2:   (2011 – 2012) _______
Renewal Year 3:   (2012 – 2013) _______
Renewal Year 4:   (2013 – 2014) _______




                                                                                                 Page 15 of 36
                                                                                                                Attachment a
                                                                                                              Job No. 080585


                                 RESIDENCE CERTIFICATION/TAX FORM
Pursuant to Texas Government Code §2252.001 et seq., as amended, Harris County requests Residence
Certification. §2252.001 et seq. of the Government Code provides some restrictions on the awarding of
governmental contracts; pertinent provisions of §2252.001 are stated below:

          (3)      "Nonresident bidder" refers to a person who is not a resident.

          (4)      "Resident bidder" refers to a person whose principal place of business is in this state, including a
                   contractor whose ultimate parent company or majority owner has its principal place of business in
                   this state.

          I certify that                             is a Resident Bidder of Texas as defined in
                     [Company Name]
          Government Code §2252.001.

          I certify that                             is a Nonresident Bidder as defined in
                           [Company Name]
          Government Code §2252.001 and our principal place of business is                            .
                                                                              [City and State]


Taxpayer Identification Number (T. I. N.):

Company Name submitting Bid/Proposal:

Mailing Address:

If you are an individual, list the names and addresses of any partnership of which you are a general partner:




PROPERTY: List all taxable property owned by you or above partnerships in Harris County.

Harris County Tax Acct. No.*                  Property address or location**




 * This is the property account identification number assigned by the Harris County Appraisal District.
** For real property, specify the property address or legal description. For business personal property, specify the
   address where the property is located. For example, office equipment will normally be at your office, but inventory
   may be stored at a warehouse or other location.

Revised 11/06
                                                                                                                 Attachment e
                                Minimum Insurance Requirements

•        The contractor shall, at all times during the term of this contract, maintain insurance coverage with not less
         than the type and requirements shown below. Such insurance is to be provided at the sole cost of the
         contractor. These requirements do not establish limits of the contractor's liability.

•        All policies of insurance shall waive all rights of subrogation against the County, its officers, employees
         and agents.

•        Upon request, certified copies of original insurance policies shall be furnished to Harris County.

•        The County reserves the right to require additional insurance should it be deemed necessary.


A.       Workers' Compensation (with Waiver of subrogation to Harris County) Employer's Liability, including all
         states, U.S. Longshoremen, Harbor Workers and other endorsements, if applicable to the Project.

         Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by Disease: $500,000
         policy limit $100,000 each employee.


B.       Commercial General Liability Occurrence Form including, but not limited to, Premises and Operations,
         Products Liability Broad Form Property Damage, Contractual Liability, Personal and Advertising Injury
         Liability and where the exposure exists, coverage for watercraft, blasting collapse, and explosions,
         blowout, cratering and underground damage.

         $300,000 each occurrence Limit Bodily Injury and Property Damage Combined $300,000 Products-
         Completed Operations Aggregate Limit $500,000 Per Job Aggregate $300,000 Personal and Advertising
         Injury Limit. Harris County shall be named as "additional insured" on commercial general liability policy.


C.       Automobile Liability Coverage:

         $300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined. Harris County shall
         be named as "additional insured" on automobile policy.

Revised 12/00




                                                                                                       Page 17 of 36
                       TWCC RULE 110.110 WORKERS' COMPENSATION INSURANCE COVERAGE

If this bid/proposal package is for a building or construction contract, all of the provisions of this rule as
shown below apply. Since this is a mandatory requirement, cost increases should not be experienced
because of the need to comply with the Texas Workers' Compensation Law. For additional information
contact the Texas Workers' Compensation Commission, Southfield Building, 400 S. IH-35, Austin, Texas
78704-7491, (512) 440-3618.

A.     Definitions:

              Certificate of coverage ("Certificate") - A copy of a certificate of insurance, a certificate of authority
              to self-insure issued by the commission, or a coverage agreement, TWCC-81, TWCC-82, TWCC-
              83, or TWCC-84 showing statutory workers' compensation insurance coverage for the person's or
              entity's employees providing services on a project, for the duration of the project.

              Duration of the project - Includes the time from the beginning of the work on the project until the
              contractor's/person's work on the project has been completed and accepted by the governmental
              entity.

              Persons providing services on the project ("subcontractor" in §406.096) - Includes all persons or
              entities performing all or part of the services the contractor has undertaken to perform on the
              project, regardless of whether that person contracted directly with the contractor and regardless of
              whether that person has employees. This includes, without limitation, independent contractors,
              subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity,
              or employees of any entity which furnishes persons to provide services on the project. "Services"
              include, without limitation, providing, hauling or delivering equipment or materials, or providing
              labor, transportation, or other service related to a project. "Services" does not include activities
              unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of
              portable toilets.

B.     The Contractor shall provide coverage, based on proper reporting of classification codes and payroll
       amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor
       Code, Section 401.011(44) for all employees of the contractor providing services on the project, for the
       duration of the project.

C.     The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the
       contract.

D.     If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of
       the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage
       with the governmental entity showing that coverage has been extended.

E.     The Contractor shall obtain from each person providing services on a project, and provide to the
       governmental entity:




                                                                                                       Page 18 of 36
     (1)    A certificate of coverage, prior to that person beginning work on the project, so the governmental
            entity will have on file certificates of coverage showing coverage for all persons providing services
            on the project; and

     (2)    No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing
            extension of coverage, if the coverage period shown on the current certificate of coverage ends
            during the duration of the project.

F.   The Contractor shall retain all required certificates of coverage for the duration of the project and for one
     (1) year thereafter.

G.   The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within
     ten (10) days after the contractor knew or should have known, of any change that materially affects the
     provision of coverage of any person providing services on the project.

H.   The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the
     Texas Workers' Compensation Commission, informing all persons providing services on the project that
     they are required to be covered, and stating how a person may verify coverage and report lack of coverage.

I.   The Contractor shall contractually require each person with whom it contracts to provide services on a
     project to:

     (1)    Provide coverage, based on reporting of classification codes and payroll amounts and filing of any
            coverage agreements, which meets the statutory requirements of Texas Labor Code, Section
            401.011(44) for all its employees providing services on the project, for the duration of the project.

     (2)    Provide to the Contractor, prior to that person beginning work on the project a certificate of
            coverage showing that coverage is being provided for all employees of the person providing
            services on the project, for the duration of the project.

     (3)    Provide the Contractor, prior to the end of coverage period, a new certificate of coverage showing
            extension of coverage, if the coverage period shown on the current certificate of coverage ends
            during the duration of the project.

     (4)    Obtain from each other person with whom it contracts, and provide to the Contractor:

            (a)     A certificate of coverage, prior to the other person beginning work on the project, and

            (b)     a new certificate of coverage showing extension of coverage, prior to the end of the
                    coverage period, if the coverage period shown on the current certificate of coverage ends
                    during the duration of the project;

     (5)    Retain all required certificates of coverage on file for the duration of the project and for one (1) year
            thereafter.


     (6)    Notify the government entity in writing by certified mail or personal delivery, within ten (10) days
            after the person knew or should have known, of any change that materially affects the provision of
            coverage of any person providing services on the project; and


                                                                                                    Page 19 of 36
     (7)    Contractually require each person with whom it contracts, to perform as required by paragraphs (1)
            - (7), with the certificates of coverage to be provided to the person for whom they are providing
            services.

J.   By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is
     representing to the governmental entity that all employees of the contractor who will provide services on
     the project will be covered by workers' compensation coverage for the duration of the project, that the
     coverage will be based on proper reporting of classification codes and payroll amounts, and that all
     coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured,
     with the commission's Division of Self-Insurance Regulation. Providing false or misleading information
     may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil
     actions.

K.   The Contractor's failure to comply with any of these provisions is a breach of contract by the contractor
     which entitles the governmental entity to declare the contract void if the Contractor does not remedy the
     breach within ten (10) days after receipt of notice of breach from the governmental entity.




                                                                                                 Page 20 of 36
                                                                                                         Attachment h
                                                     References

Please provide customers that are similar to the District (i.e. multi-facility, feeder systems, scope, etc.).
Complete this information for at least 3 references, preferably multi-hospital health systems:

 Company Name:                                          __________________________________________

 Contact:                                               __________________________________________

 Phone Number:                                          __________________________________________

 Hardware:                                              __________________________________________

 Information System:                                    __________________________________________

 Electronic Health Record Vendor:                       __________________________________________

 Years as Customer:                                     __________________________________________

 Number of facilities in system:                        __________________________________________

 Number of facilities installed:                        __________________________________________

 Total number of users supported on the system:         __________________________________________

 Total annual images stored by the system:              __________________________________________




                                                                                                       Page 21 of 36
                                                                                                Attachment i


 CONTRACTOR’S RESPONSIBILITIES REGARDING USE AND DISCLOSURE OF PROTECTED
 HEALTH INFORMATION (“PHI”) AND ELECTRONIC PROTECTED HEALTH INFORMATION
                                  (“EPHI”)

A.   General: Contractor agrees to

     1.     hold all Protected Health Information (―PHI‖) confidential except to the extent that disclosure is
            required by Federal or State law, including the Texas Public Information Act, Chapter 552, Texas
            Government Code. Tex. Gov’t Code Ann. §§ 552.001 et seq., as amended. PHI is defined in 45
            CFR § 164.501 and is limited to information created or received by Contractor from or on behalf
            of District. Electronic protected health information (EPHI) is defined in 45 CFR § 160.103 and
            means individually identifiable health information that is transmitted by or maintained in
            electronic media.

     2.     be bound by all applicable Federal and State of Texas licensing authorities’ laws, rules, and
            regulations regarding records and governmental records, including the Health Insurance
            Portability and Accountability Act of 1996, PL 104-191, the HIPAA regulations (codified at 45
            CFR Parts 160 and 164) referred to herein as ―Privacy and Security Requirements.‖

     3.     cooperate with the Texas Medicaid Fraud Control Unit and to make appropriate personnel
            available for interviews, consultation, grand jury proceedings, pre-trial conference, hearings,
            trial, and in any other process, including investigations that are required as a result of
            Contractor’s Services to District. Compliance with this paragraph is at Contractor’s own
            expense.

     4.     terms used in this agreement shall have the same meaning as those terms in the Privacy and
            Security Requirements.

B.   Representations: Contractor represents that he/she is familiar with Privacy and Security Requirements,
     State HIV/AIDS and mental health information, and State and Federal drug/alcohol-related health
     information.

C.   Contractor: Contractor is a ―Business Associate‖ of District as that term is defined under the Privacy
     Requirements. Contractor agrees:

     1.     Nondisclosure of PHI: Not to use or disclose the PHI received from District or on behalf of
            District other than as permitted or required by this Agreement, or as otherwise required by
            law;

     2.     Limitation on Further Use or Disclosure: Not to further use or disclose the PHI received
            from or on behalf of District in a manner that would be prohibited by the Privacy and
            Security Requirements of HIPAA if disclosure was made by District, or if either Contractor
            or District is otherwise prohibited from making such disclosure by any present or future
            State or federal law, regulation, or rule;

     3.     Safeguards: To use appropriate safeguards to prevent use or disclosure of the PHI other than as
            provided for by this Agreement or as required by State or federal law, regulation, or rule;


                                                                                              Page 22 of 36
4.    EPHI Safeguards. To implement and use reasonable administrative, physical, and technical
      safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability
      of the EPHI that it creates, receives, maintains, or transmits on behalf of the covered entity;

5.    Reporting Unauthorized Disclosures: To report to District any use or disclosure of PHI
      that is not authorized by this Agreement immediately upon becoming aware of such
      unauthorized use or disclosure;

6.    EPHI and Subcontractors: To ensure that any agent to whom it provides EPHI, including
      a subcontractor, agrees to implement reasonable and appropriate safeguards to protect
      such EPHI;

7.    Reporting: To report to Covered Entity any security incident within 5 business days of
      becoming aware of such incident. For the purposes of this paragraph, “security incident”
      shall mean the attempted or successful unauthorized access, use, disclosure, modification,
      or destruction of information or interference with systems operations in an information
      system;

8.    Subcontractors and Agents: To make all reasonable efforts to ensure than any subcontractor or
      agent to whom Contractor provides PHI received from District agrees to the same restrictions and
      conditions that apply to Contractor with respect to such PHI;

9.    Mitigation: To inform the District in advance and mitigate, to the extent practicable, any harmful
      effect that is known to Contractor of a use or disclosure of PHI by Contractor or by a
      subcontractor or agent of Contractor resulting from a violation of this Agreement;

10.   Notice – Access by Individual: To notify District in writing within three business days of any
      request by the individual for access to the individual’s PHI and upon receipt of such request from
      the individual, direct the individual to contact the District to obtain access to the individual’s
      PHI. Upon request by District, Contractor agrees to make available PHI, to the District or, as
      directed by District, to an individual in accordance with 45 CFR § 164.524;

11.   Notice – Request for Amendment: To notify District in writing within three business days of any
      request by the individual for amendment to the individual’s PHI and upon receipt of such request
      from the individual, direct the individual to District to request amendment of the individual’s
      PHI. Contractor agrees to make available upon request PHI for amendment and incorporate any
      amendments to PHI agreed to or directed by District in accordance with 45 CFR § 164.526;

12.   Notice – Request for Accounting: To notify District in writing within three business days of any
      request by the individual for an accounting of disclosures made of the individual’s PHI and upon
      receipt of such request from the individual, direct the individual to District for an accounting of
      the disclosures of the individual’s PHI. Contractor agrees to make available upon request the
      information required to provide an accounting of disclosures in accordance with 45 CFR §
      164.528;


13.   HHS Inspection: Upon written request, to make available to the Secretary of Health and
      Human Services ("HHS") or his designee, Contractor’s internal practices, books, and
      records relating to the use and disclosure of PHI received from, or created or received on
      behalf of, District in a time or manner designated by the Secretary for purposes of the


                                                                                           Page 23 of 36
            Secretary determining District’s compliance with the HIPAA Privacy and Security
            Requirements;


     14.    District Inspection: Upon written request, to make available to District during normal business
            hours Contractor’s internal practices, books, and records relating to the use and disclosure of PHI
            received from, or created or received on behalf of, District in a time and manner designated by
            District for the purposes of the District determining compliance with the HIPAA Privacy and
            Security Requirements;


     15.    Notice-Termination: Upon written notice to Contractor, District may terminate any portion of
            the Agreement under which Contractor maintains, compiles, or has access to PHI. Additionally,
            upon written notice to Contractor, District may terminate the entire Agreement if District
            determines, at its sole discretion, that Contractor has violated a material term of this contract; and

     16.    Termination Procedures: Upon termination of this Agreement for any reason, to return all PHI
            received from District, or created or received by Contractor on behalf of District, to District or, if
            specially requested to do so by District in writing, destroy all PHI received from District. This
            provision applies when Contractor maintains PHI from District in any form. If Contractor
            determines that returning or destroying the PHI received from District, or created or received on
            behalf of District is infeasible, Contractor shall (i) provide to District notification of the
            conditions that make return or destruction infeasible; (ii) extend the protections of this
            Agreement to such PHI; and (iii) limit any further uses and disclosures of such PHI to those
            purposes that make the return or destruction infeasible.

     17.    Uses and Disclosures by Contractor: Except as otherwise limited in this agreement, Contractor
            may use District PHI for the proper management and administration of Contractor or to carry out
            legal responsibilities of the Contractor.

     18.    Uses and Disclosures by Contractor: Except as otherwise limited in this agreement and only if
            requested by the District, Contractor may use District PHI to provide data aggregation services
            relating to the health care operations of the District.

D.   Survival of Privacy Provisions: Contractor’s obligations with regard to District PHI shall survive the
     termination of this Agreement.

E.   Amendment Related to Privacy and Security Requirements: The Parties agree to take such action as is
     necessary to amend this Agreement if District, in its reasonable discretion, determines that amendment is
     necessary to comply with the Privacy and Security Requirements of HIPAA and Tex. Health & Safety
     Code Ann. §§ 181.001 et seq., as amended, and any other law or regulation affecting the use or
     disclosure of PHI. Any ambiguity in this Agreement shall be resolved to permit District to comply with
     the Privacy and Security Requirements of HIPAA and Tex. Health & Safety Code Ann. §§ 181.001 et
     seq., as amended.

F.   Indemnification: Contractor agrees to indemnify and hold harmless District and its directors, officers,
     employees, and agents (individually and collectively ―District Indemnitees‖) against any and all losses,
     liabilities, judgments, penalties, awards and costs (including costs of investigation and legal fees and
     expenses) arising out of or related to (a) a breach of this Agreement relating to the Privacy and Security
     Requirements by Contractor, or (b) any negligent or wrongful acts or omissions of Contractor or its


                                                                                                  Page 24 of 36
       employees, directors, officers, subcontractors, or agents, relating to the Privacy and Security
       Requirements including failure to perform their obligation under the Privacy and Security Requirements.

G.     Assignment: Contractor may not assign its rights and obligations under this Agreement without the prior
       written consent of District; District may assign its rights and obligations under this Agreement upon
       providing prior written notice of assignment to Contractor.

H.     Electronic Mail Addresses: Contractor affirmatively consents to the disclosure of its e-mail
       addresses that are provided to District including any agency or department of District. This
       consent is intended to comply with the requirements of the Texas Public Information Act, Tex.
       Gov’t Code Ann. § 552.137, et seq., as amended, and shall survive termination of this Agreement.
       This consent shall apply to e-mail addresses provided by Contractor and agents acting on
       Contractor’s behalf and shall apply to any e-mail address provided in any form for any reason
       whether related to this Agreement or otherwise.

GOVERNING LAW


This Agreement shall be interpreted under the laws of the State of Texas and applicable federal law. Exclusive
venue for any cause of action arising out of or in relation to this Agreement shall be in Harris County, Texas.




                                                                                               Page 25 of 36
                                                                                                    Attachment j

                                               QUESTIONNAIRE

Corporate Requirements: Information regarding the vendor’s company as well as their development, support,
QA processes, and basic market demographics. If multiple vendors are combining to propose an integrated
solution, each vendor should complete this information and return it in the proposal.

Vendor Profile:
1. Provide the following general firm information:
        a)      Firm name
        b)      Address
        c)      Primary contact
        d)      Additional or local contacts
        e)      Phone numbers
        f)      Facsimile numbers
        g)      E-mail addresses.
2. How many years has your company been in business?
3. Have you acquired, been acquired or merged with another company within the last four years? Is so, provide
   details.
4. Can you provide financial reports for the last two years? If yes, please attach to RFP.
5. Can you provide a brief financial overview of the organization for the past two years: include gross revenue,
   profit/loss, and expenses by major category (e.g. development, support)? If yes, please provide an overview
   or attach an overview to the RFP.
6. Which description most closely describes the ownership of your organization?
             a. Sole Proprietorship
             b. Partnership
             c. Privately held corporation
             d. Publicly held corporation
7. Can you provide an organizational chart of your company? If yes, please attach to RFP.
8. Provide the total number of employees.
9. Provide the number of employees responsible for Development.
10. Provide the number of employees responsible for Installation.
11. Provide the number of employees responsible for Support.
12. Does your company have affiliations or business dealings with any of the following: Harris County, Harris
    County Hospital District, University of Texas Medical Branch, or Baylor College of Medicine? If yes,
    please indicate which ones.
13. Does your company typically write software contracts independently from the hardware and other third party
    contracts? Please describe the typical arrangement.
14. Do you currently have a plan to End-of-Life (EOL) this product?
                                        QUESTIONNAIRE – Continued
                                                                                                 Page 26 of 36
15. If you are planning to EOL this product, please list the timeframe:
           a. EOL < 2 years
           b. 2 years < EOL > 5 years
           c. EOL > 5 years
           d. No plan
16. How many years will you guarantee for your products to be supported?
17. Does a plan exist for the future direction of the solution that you are proposing? If so, please describe that
    direction and technology changes over the next 5 years in the Notes section of this document.
Implementation/Training Methodology
1. Do you contract with a third party for implementation services/resources? If so, please outline and describe
   these services.
2. Do you provide any implementation resources? If so, please provide a list and description of the activities
   that they would perform.
3. Will the District need to provide resources or staffing for the implementation? If yes, please include a list of
   the resources that will need to be included and the activities that the District will perform.
4. Do you conduct training classes for users? If yes, please attach an outline for the classes to the RFP.
5. Would training classes be conducted at the District facilities?
6. Do you provide customized computer-based training?
7. Do you perform custom programming? If so, please attach a documented process of how custom
   programming requests are made, completed, and implemented to the RFP. This attached process should
   also include a description of how custom programming will affect the District’s ability to receive software
   updates.
Post Implementation Support/Maintenance
1. Is 24-hour by 7-day implementation support coverage provided immediately after the Go-Live? If so, please
   describe how long this support is available.
2. Do you maintain a 24-hour by 7-day support center? If not, please describe how off-hours support handled.
3. Do you have documented process for handling support calls? If so, please attach the process to the RFP
   including:
           a. Description of how calls are prioritized.
           b. What call turnaround/escalation policies are in place?
           c. What warranties are provided?
4. How often are upgrades released?
5. What method or media is used to distribute upgrades?
6. Do you have a process for submission and scheduling of user requested enhancement? If so, please describe
   the process.
7. Do you have a documented process for internal testing and Quality Assurance? If so, please attach the
   process to the RFP.
                                        QUESTIONNAIRE – Continued


                                                                                                    Page 27 of 36
8. Do you have a documented patch process for Emergency Bug Fixes? If so, please attach the process to the
   RFP.
9. What method or media is used to distribute Emergency Bug Fixes?
a. Do you conduct technical training classes for support staff? Please describe.
b. Is it expected/required that the District staff (IT and end users) will have certain education or certifications?
   If so, please provide a list of these requirements.
c. For implementation similar in size to the District, how many of your support staff do you estimate will be
   needed? Please describe what type of resource and skill sets are needed.
Corporate Solutions (For the purchase of multiple products from a vendor)
1. Is there a single point of contact for support for the proposed solution?
2. Is the single point of contact the person listed in this Questionnaire? If not, please provide the contact
   information.
3. Are all of the products for the proposed solution fully integrated? Please attach documentation to the RFP
   outlining and explaining how the products are integrated at the desktop and the database level.
4. Do you have Client satisfaction measurement processes in place? If so, please describe them.
5. How many active accounts do you have using the proposed solution?
6. Do you have quality control methods and processes in place that are used in the development and
   implementation of your software? If so, please describe them in detail.

Experience with hospital systems
1. How many implementations are currently in production with hospitals?
2. How many implementations are currently being implemented/beta-tested with hospitals?
3. Requirement

Technical Requirements – Information regarding the operating system, database, system utilities, data and
systems communications, system administration, and other characteristics of the hardware and software
configuration proposed.

When answering Technical Requirements questions, any Yes/No answers must be accompanied with an
explanation.

Database System
1. What database management systems can be used with your system?
2. What is the most recent version of each database management system that you currently support?
3. What is your preferred database management system?
4. Can your implementation link multiple physical databases from multiple facilities into a single consolidated
   database?
5. Does your application make use of relational technology and utilize primary key and foreign key
   constraints? (to maintain referential integrity)
                                        QUESTIONNAIRE – Continued


6. Can 3rd-party monitoring tools, such as BMC Patrol, be installed on the servers to monitor performance?

                                                                                                     Page 28 of 36
7. Do you require generic database accounts that are not associated with a specific application user?
8. Do you provide an archiving function or an archive database? If so, please describe.
9. If you have an archiving function, do you allow for restoration of selected transactions back to the database
   (e.g., select specific date and/or time ranges for restore)?
10. Does your system allow for the configuration of high availability or load balancing solutions for the database
    platforms? If so, please detail.
11. Do you provide a reporting database that is separate from the production database?
12. Do you require client DBA resources during implementation or for production support?
13. Do you provide a data model of your database schema?
14. Describe how you license your database environment.
15. Can the client purchase licenses directly from the database vendor?
Reporting Tools
1. Do you allow the use of Crystal Reports with your product?
2. Please list any other 3rd-party report writing software that can be used with your system

Technical
1. Is a reporting/querying user interface provided in the proposed solution?
2. Are standard data dictionaries provided for use with industry standard reporting tools?
3. Please provide a list and examples of all of your pre-defined queries and reports.
4. Does your implementation provide an integrated security system that can apply user-level security to any
   report writing tool to restrict or prevent access?
5. Does the proposed solution convert outputs from the reporting tools into files that can be downloaded?
6. Can ad-hoc reports be created by end users?
7. Can reports be previewed online?
Security/HIPAA
1. Describe in detail the access control and security features of the system including:
           a. Terminal/physical location
           b. Field level
           c. Menu/Function level
           d. If a security violation occurs, can the system provide an alert, alarm, or trigger real-time
              notification of staff (via pager, fax, email, etc.) and also be logged?
2. Password Controls – Please confirm that the System meets the following requirements.
           a. System enforced:
                   i. Specified minimum length password.


                                        QUESTIONNAIRE – Continued


                   ii. User passwords automatically changed or revoked after a user defined period has passed.

                                                                                                  Page 29 of 36
                 iii. Users are required to change their passwords following the initial set up or resetting of the
                      password.
          b. History of previously used passwords is maintained by the system to prevent reuse according to
             user defined rules
          c. Users are provided the capability to change their own passwords at their discretion.
          d. User ids are disabled after a specified number of consecutive invalid login attempts.
          e. System automatically logs users off after a specified period of inactivity.
          f. Passwords entered in a non-display field.
          g. Passwords encrypted when routed over a network.
          h. Passwords are encrypted in storage.
3. Security Administration – Please confirm that the System meets the following requirements.
          a. System logs unauthorized access attempts by date, time, user id, device and location.
          b.   System maintains an audit trail of all security maintenance performed by date, time, user id,
               device and location and information is easily accessible.
          c. System provides security reports of users and access levels.
          d. System provides field(s) for personal information to be used for verification of users’ identities
             for password resets and other maintenance (e.g., SSN, Mother’s Maiden Name, DOB, etc.).
          e. System provides varying levels of access within the security application (e.g., access to only
             password reset functions, access to add and update users, etc.).
          f. System provides varying levels of access within the product.
          g. System uses groups and unique user ids to define levels of access.
          h. System provides the capability to place security controls on each System module and on
             confidential and critical levels within each module.
          i. System provides capability to restrict access to categories of records within the System based on
             role.
          j. System provides encryption of sensitive information transmitted over the network.
          k. Security features comply with Federal (HIPAA), State and JCAHO health information standards
             for data integrity, confidentiality, auditing, and availability.
          l. System authenticates against Windows NT/AD.
4. Activity Logging – Please confirm that the System meets the following requirements.
          a. System logs unauthorized access attempts by date, time, user id, device and location.
          b. System maintains an audit trail of all security maintenance performed by date, time, user id,
             device and location and information is easily accessible.
          c. System logs all accesses (including inquiry, which is required by HIPAA) to patient information.
                                      QUESTIONNAIRE – Continued


          d. System has auditing capabilities for both online and batch reporting. Audit logs can also be
             exported into Word, Excel, or other leading industry tools.
          e. Logs can be archived and recalled as needed.

                                                                                                   Page 30 of 36
5. Networking and Compatibilities – Please confirm that the System meets the following requirements.
           a. The proposed solution supports external data transmission. Indicate the method(s) supported.
           b. For externally, electronically transmitted information, the proposed solution supports encryption
              and data protection. Indicate the method(s).
           c. The System can be accessed remotely (i.e., dialup, internet, etc.). Indicate the method(s).
           d. The System is compatible with Symantec antivirus software. Indicate what versions.
6. Software for the proposed solution will provide optional capability for encryption of fingerprint images
   within the imaging device. Indicate methods.
Interfaces
1. Have you successfully implemented HL7 interfaces? Please specify the type of HL7 interface(s).
2. Describe how you license interfaces to and from your system.
3. Describe all of the modules that comprise your interface system and how these modules are licensed.
4. Can a single interface in your system be stopped and started independently of other interfaces in your
   system?
5. Are your interfaces capable of sending and receiving data on the same port?
6. What communication protocol(s) are used with your interface system?
7. What scripting or programming language is used with your interface system?
8. Describe how security is implemented in the interface system.
9. Can the interface system be upgraded independently of the product?
10. Who is responsible for applying patches and upgrades to the interface system?
11. Does your interface system provide audit reports of rejected records?
12. Can a backlog or error in your product interface queue trigger a system alarm?
13. Can the system alarm trigger a page, FAX, email, etc.?
14. Do you have documented interface specifications for all inbound and outbound interfaces?
15. Do you have documented interface specifications?
16. Has your system interfaced with Epic via a non-HL7 interface? If so, please detail.
17. What hardware platform(s) do your interface processes run on?
18. Do your interface processes run on a server dedicated solely to the interface processes?
19. Do you have a web-based monitor for your interface processes that allows the client to stop, start, and find
    the status of each interface?




                                       QUESTIONNAIRE – Continued

System Administrations/Operations
1. Provide a summary of the tasks routinely performed by computer operators after the System is operational.
   Indicate the approximate amount of time per day required for each of these tasks.



                                                                                                  Page 31 of 36
2. Provide a summary of the tasks routinely performed by System administration after the System is
   operational. Indicate the approximate amount of time per day required for each of these tasks.
3. Describe any system downtime or degradation that is incurred for application/system backups.
4. Describe any system downtime or degradation of performance incurred for system maintenance.
5. What are the disk space requirements?
6. How much space is needed for application code storage?
7. How much space is needed for database and working space areas?
8. Does the product work with CPU mirroring or CPU cluster technology?
9. If AIX, or other UNIX operating system, does it use High Availability software, such as HACMP?
10. Does the product support transaction roll-back and roll-forward?
11. What is the typical time to perform system backup?
12. Describe the features that allow user-defined criteria for archiving patient records.
13. Does the System support large-scale industry-standard tape backup?
14. Can the system work with IBM's Tivoli Storage Manager for non-tape and disaster recovery backup?
15. Describe how selected archival records could be "re-loaded" into the active database, if necessary.
16. What storage mechanism or procedures are used or recommended for long-term archival?
17. Are there additional licensing fees to support for multiple environments (training, test, QA, production)?
18. Does the software product suite include tools for monitoring performance in a distributed environment?
19. If workload balancing is used, explain what method is used.
20. Can a job run-time error or the omission of a job in a job stream trigger an alarm?
21. What facility/product do you use for job scheduling?
22. Does your system provide tools for automated client software updates? If yes, please explain.
23. Does the System prevent non-current versions of the product client to operate without warnings?
24. Are any special administrative rights required to support client software updates (e.g., local admin, etc.)?
25. Are any special administrative rights required to support daily operations?
26. Does your system integrate with RightFax for enterprise faxing?

Network
1. Describe the network environments supported in terms of the following:
           a. Operating system and version.
           b. Protocol
2. Describe the safeguards in place to prevent data corruption from network outages.
                                        QUESTIONNAIRE – Continued


3. Has your product been deployed with HP servers running Windows 2003 Server/Enterprise server 2003?
4. Can your product (if Unix based) use AIX for its primary operating system?
5. Has your product been deployed in a network environment running only the TCP/IP protocol suite?
                                                                                                    Page 32 of 36
6. Has your product been deployed without using any fixed IP addresses (taking advantage of DHCP address
   resolution)?
Operating System
1. Describe the operating systems supported in terms of the following:
           a. Can the product servers reside on AIX operating system?
           b. Can the database servers reside on AIX operating system?
           c. Can the web servers reside on AIX operating system?
           d. Can the product work on workstations with Windows XP/SP2?
2. What is the primary operating system used for design and testing of your product?
3. How quickly will the application software be certified against a new major release of the client operating
   system?
4. How quickly will the product be certified against a new major release of the server operating system?
Hardware
1. Which hardware platform(s) can host your application environment?
2. What hardware platform(s) is recommended to host your application environment?
3. Do you require specific hardware vendors for application and database servers? Please explain.
4. What is the minimum/optimum workstation hardware configuration required to run the user workstation?
5. What is the minimum/optimum application server hardware configuration required to run the application?
6. What is the minimum/optimum database server configuration information?
7. Does your recommended hardware configuration support disk mirroring?
8. Does your recommended hardware configuration support disk shadowing?
9. Does your recommended hardware configuration support RAID 5?
10. Does your product support the use of IBM SAN (Model F2109) technology for external disk storage?
11. What hardware (servers, disk, memory, # of CPU's, disk space) is required to support the following
    environments: Production, Test and Training?
12. Is the software capable of delivering very high speed performance capability and operating in a multi-thread,
    multi-processor environment?
13. What is the life expectancy of your biometric device? (number of scans and years)
14. Does the accuracy of the biometric device deteriorate over time?
15. What technology does the biometric reader use (e.g., ultrasound, capacitance, photo, etc.)?
16. Is your biometric reader a standalone device and connect to the PC via USB Port?


                                       QUESTIONNAIRE – Continued


General – Please confirm that the System meets the following requirements and provide details.
1. The System can operate on a server shared with other products without affecting performance.
2. All documentation for the System is available on-line.
3. Training material for the System is available on-line.
                                                                                                  Page 33 of 36
4. Training material can be updated by the customer with material specific to the use of the System by the
   customer.
5. The user interface used for the System is GUI MS-Windows.
6. The user interface used for the System is some GUI other than MS Windows. Please explain.
7. The user interface used for the System is character based using a terminal emulator.
8. The user interface used for the System is a mix of different technologies. Please explain.
9. What is the limit of number of users that can be concurrently connected to your system?
10. What is the limit of number of Patients that can be stored in your system?
11. How are site-specific customizations accomplished?

Application Language
1. What application language(s) are utilized by your system?
2. If more than one language is used, in general terms, indicate which modules utilize which language.
3. What percentage of the application modules have been in production:
           a. 5+ years
           b. 2-5 years
           c. <2 years
4. Has the product been migrated from another language than which it was originally written?
Internet/Intranet
1. Does your product allow for web-based interface to access the System?
2. Is the web-based interface a fully functional version of the client? If not, please explain.
3. If using Java, which version of Java do you require?
4. Do you require applets to run the product?
5. Is the web-based interface SSL encrypted?
6. Does your system use MS Internet Explorer?
7. Does your system allow for use of other browsers?
8. Do you support IIS, WebLogic, or Apache for web servers? If other, please specify.
9. Please specify the code that you use for web product (.NET, ASP, etc.).




                                        QUESTIONNAIRE – Continued

Remote Access
1. For vendor/IT support staff not directly connected to the network, describe the recommended approach to
   provide them with access to the system:
           a. Dial-in
           b. VPN

                                                                                                  Page 34 of 36
            c. WebX/Citrix
2. Describe the method(s) that are used to access the System for remote support and maintenance.
Disaster Recovery
1. Does your solution support data backup? Please indicate the method(s) supported.
2. Does your system support emergency mode operations?
3. Does the hardware provide an isolated redundancy fail-over environment?
4.   Is this hardware readily available at standard disaster recovery sites, such as SunGard?

Enrollment
1. How long does it typically take to enroll a patient (in minutes)?
2. Does your system support a 9-digit text field for Medical Record Numbers (zero padded)?
3. Does your system support the capture of other fields at enrollment? Please list/describe.
4. Are these patient identifiers encrypted when stored?
5. Does your system store multiple fingerprints per patient?
6. Are users notified/warned immediately if a duplicate patient is being enrolled?
7. Does your system detect duplicates by matching fingerprints?
8. Does your system detect duplicates by matching MRN's?
9. Are users notified/warned immediately if the System can not read their fingerprint?
10. Does your system provide automated image quality control check feature upon enrollment to assess quality
    of captured fingerprint?
Authentication
1. What is the total percentage of errors for your product (error rate)?
2. Out of total errors, what percentage of your product's errors are for misidentifying people (when person X is
   authenticated, it presents person Y)?
3. Out of total errors, what percentage of your product's errors are for not identifying people (when person X is
   authenticated, it cannot find him/her although that person is stored in the system)?
4. Out of total errors, what percentage of your product's errors are for being unable to enroll (the System is
   unable to read the person's fingerprints)?
5. Please describe other types of errors and the % breakdown of each.
6. How long does it typically take to authenticate a patient (in seconds)?
7. If a match is not found for a patient, can users manually look up a patient to see if they are stored in the
   System and not matching?
                                         QUESTIONNAIRE – Continued


8. Does your system automatically search across all entries stored in the database during authentication (in
   other words, the user does not have to look up the patient first and then authenticate)?
9. Does your system allow for configuration of what data elements are displayed when a matching patient is
   found (e.g., MRN, name, SSN, DOB, etc.)?
Authentication Hardware

                                                                                                 Page 35 of 36
1. Does your hardware incorporate automatic detection of proper finger placement so that users can be warned?
2. Can the biometric device read a fingerprint through a surgical glove?
3. Is the hardware and fingerprint reading surface able to be exposed to strong cleaning agents that may be used
   in the health care environment?
4. Do you have clients using your proposed solution in large hospital and clinic environments?
5. Is the hardware resistant to common surface contamination such as dirt, oil, grease, ink, dye, lotion, etc.
   either on fingers or residual left on imaging surface?
6. Are the biometric devices water resistant/water proof?
7. Does the hardware provide for automatic, built-in, self-test and self-calibration that requires no operator
   action, training or special equipment?
System Integration
1. What capabilities does your system have with integrating with other applications, such as
           a. API calls?
           b. Screen scraping?
           c. DDE?
           d. Custom integration?
           e. Other (please specify)?
   2. Please describe your client experiences with integrating with other applications.
   3. Do you have clients who have integrated your system(s) with patient management workflows including
      scheduling, registration, and sign-in/check-in? If so, please specify which clients and patient
      management systems.




                                                                                                 Page 36 of 36

				
DOCUMENT INFO