REQUEST FOR PROPOSAL JOB NO.: 08/0440
Date Due: Monday, October 6, 2008
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: Document Management System with PeopleSoft Integration for the Harris
County Hospital District
Carefully read all instructions, requirements and Please return proposal in an appropriately sized
specifications. Fill out all forms properly and envelope or box. PACKAGE MUST SHOW THE JOB
completely. Submit your proposal with all appropriate NUMBER, DESCRIPTION AND BE MARKED
supplements and/or samples. "SEALED PROPOSAL".
RETURN PROPOSAL TO:
HARRIS COUNTY PURCHASING AGENT
1001 PRESTON AVENUE, SUITE 670
HOUSTON, TEXAS 77002
For additional information, contact Jeanie Dang @ 713-755-6457 or email firstname.lastname@example.org
You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written
Total Amount of Proposal $
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? _____%
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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
__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
__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. Vendor Certification
From time to time other attachments may be included.
__X__ j. Questionnaire
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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
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.
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.
The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court.
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.
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.
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
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.
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
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.
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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.
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.
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.
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.
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.
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 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.
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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.
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.
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.
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.
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.
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.
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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
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.
If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE.
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.
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 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.
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.
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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).
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
Proposers should include ONE (1) ORIGINAL (CLEARLY MARKED “ORIGINAL”) and SIX (6) 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.
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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.‖
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,
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SPECIAL REQUIREMENTS/INSTRUCTIONS – Continued
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.
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
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
6. Vendor‘s qualifications
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
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.
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
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SPECIAL REQUIREMENTS/INSTRUCTIONS – Continued
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
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.
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Document Management System with PeopleSoft Integration for the Harris County Hospital
Harris County is accepting proposals from qualified vendors to furnish, deliver, install, and support a Document
Management System with PeopleSoft Integration (―System‖) for the Harris County Hospital District (―District‖ or
―HCHD‖). Vendor shall provide planning, training, implementation, support, and maintenance. For additional
information, contact Jeanie Dang in the Office of the Harris County Purchasing Agent at (713) 755-6457 or email
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 email@example.com or by faxing to (713) 755-6695, Attention: Jeanie Dang, before 4:00 p.m.
September 19, 2008.
Harris County may consider four (4) one-year renewal options, renewable one year at a time, based upon the same
terms, conditions and pricing as the original year. Renewal is subject to approval by the District Board of Managers
each period. Once the renewal option is exhausted, the contract must be rebid. If a bidder does not wish to consider
a renewal, write "N.A." in the space for the year indicated on Page 15.
Harris County retains the option to rebid at any time if in its best interest and is not automatically bound to
renewal or rebid.
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.
SPECIFICATIONS – Continued
Page 11 of 47
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.
The District is seeking a Document Imaging System (―System‖) that must integrate with PeopleSoft at the point
of care. The System must be able to seamlessly integrate with all patient management functions to capture paper
documents at the point of registration. The System must also be able to retrieve and display these documents
through the PeopleSoft user interface.
Examples of paper documents at the point of registration range from driver‘s licenses and phone bills to any
internal document that is created by the District.
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SPECIFICATIONS – Continued
See and complete the Questionnaire, Attachment j.
The System must be integrated with the PeopleSoft ERPS systems and modules:
Entities to be Served:
1504 Taub Loop, Houston,
1. Ben Taub General Hospital TX 77030
5656 Kelley Street,
2. LBJ General Hospital Houston, TX 77026
3601 North MacGregor
3. Quentin Mease Community Hospital Way, Houston, TX 77004
5230 Griggs Road,
4. Dental Center Houston, TX 77021
1504 Taub Loop, Houston,
5. Ben Taub Children's Center TX 77030
Community Health Centers
818 Ringold Street,
6. Acres Home Houston, TX 77088
4755 Aldine Mail Route,
7. Aldine Houston, TX 77039
1602 Garth Road,
8. Baytown Baytown, TX 77520
1615 North Main Street,
9. Casa de Amigos Houston, TX 77009
1712 First Street, Suite
10. E.A. ―Squatty‖ Lyons M20, Humble, TX 77338
7550 Office City Drive,
11. Gulfgate Houston, TX 77012
3601 North MacGregor
12. Martin Luther King Way, Houston, TX 77004
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SPECIFICATIONS – Continued
1100 West 34th Street,
13. Northwest Houston, TX 77018
6630 De Moss Street,
14. People‘s Houston, TX 77074
9105 North Wayside
15. Settegast Drive, Houston, TX 77028
927 E. Shaw Road,
16. Strawberry Pasadena, TX 77506
2015 Thomas Street,
17. Thomas Street Houston, TX 77009
18. Jerry Neal Health Clinic at 828½ Sheldon Road,
Channelview High School Channelview, TX 77530
19. Almatha Clark Taylor Health 14002 Bandera, Houston,
Clinic at Cloverleaf Elementary TX 77015
20. Deepwater Health Clinic at 305 Glenmore, Pasadena,
Deepwater Elementary TX 77503
21. Patrick Henry Health Clinic at 10702 E. Hardy, Houston,
Patrick Henry Middle School TX 77093
22. Robert Carrasco Health Clinic at 1115 Noble, Houston, TX
Marshall Middle School 77009
23. Smiley Health Clinic at Smiley 10726 Mesa Road,
High School Houston, TX 77078
24. Southside Health Clinic at Galena
Park Community Resource and 1721 16th Street, Galena
Training Center Park, TX 77547
25. Sheldon Health Clinic at Sheldon 17203½ Hall Sheppard,
Elementary Houston, TX 77049
Eligibility Centers (Gold Card)
6654 Hornwood, Houston,
25. Southwest Eligibility Center TX 77074
26. East Mount Houston Eligibility 11737B Eastex Freeway,
Center Houston, TX 77039
5959 Long Drive,
27. South Loop Eligibility Center Houston, TX 77087
925 Shaw Road, Pasadena,
28. Strawberry Eligibility Center TX 77506
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Please provide the pricing for the proposed Document Management System with a detailed and itemized list of
proposed products, services, and costs for each section. Additional lines may be added as needed.
Please use the following assumptions in determining your cost summary below.
1. The District will have approximately 10 ―power users‖ (entity coordinators).
2. The District will have approximately 200 department users (department leaders).
3. See the Entities to be Served, pp. 13-14 for the District‘s entity structure which includes hospitals, medical
office buildings, physician organizations, foundations, long term care centers, etc.
Cost estimates will be important for evaluation purposes. Assume 250,000 documents/year and 20 interactive
scanning locations. 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
Annual License/Maintenance Fees
Travel & Lodging 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.
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
Renewal Year 1: (2009 – 2010) _______
Renewal Year 2: (2010 – 2011) _______
Renewal Year 3: (2011 – 2012) _______
Renewal Year 4: (2012 – 2013) _______
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Job No. 08/0440
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
Government Code §2252.001.
I certify that is a Nonresident Bidder as defined in
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:
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.
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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
• 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.
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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,
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
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
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
C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the
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
(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
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(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)
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
(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
(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
(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
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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.
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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: __________________________________________
Phone Number: __________________________________________
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: __________________________________________
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Page 1 of 2
CERTIFICATION OF ELIGIBILITY TO PARTICIPATE
IN FEDERAL HEALTH CARE PROGRAMS
The Harris County Hospital District (HCHD) entered into an agreement with the Office of Inspector
General, the Certification of Compliance Agreement (CCA), to ensure that HCHD complies with all Federal
Health Care Program regulations. The CCA requires that HCHD vendors must be eligible to participate in
Federal Health Care Programs.
Harris County Hospital District (―HCHD‖) screens all vendors upon engagement, and, at least, annually
thereafter against the General Services Administration‘s List of Parties Excluded from Federal Programs and the
HHS/OIG List of Excluded Individuals/Entities (―LEIE/EPLS‖) to ensure that they are not an ―Ineligible Person‖
as defined below. All vendors are required to disclose whether they or any of their owners, officers, directors,
employees, or principals (collectively, ―Principals‖) are, or become, an Ineligible Person.
An ―Ineligible Person‖ is an individual or entity who:
(i) Is currently excluded, debarred, suspended, or otherwise ineligible to participate in the Federal
health care programs or in Federal procurement or nonprocurement programs. This includes
Persons who are on the LEIE/EPLS or the Medicaid Sanction List; or
(ii) Has been convicted of a criminal offense related to the provision of healthcare items or services
(within the rules and regulations of 42 U.S.C. § 1320a-7(a)), but has not yet been excluded,
debarred, suspended, or otherwise declared ineligible.
I hereby certify that neither the vendor listed below itself nor any of its Principals is an Ineligible Person
and that the vendor will report immediately to the HCHD‘s Vice President of Corporate Compliance if either the
vendor or any of its Principals becomes an Ineligible Person at any time in the future while the vendor is
associated with HCHD. I understand that if the vendor is now or subsequently becomes an Ineligible Person,
HCHD will remove the vendor from responsibility for, or involvement with, HCHD‘s business operations. I
further understand that if the vendor fails to immediately terminate any of its Principals who become an Ineligible
Person, HCHD will remove the vendor from responsibility for, or involvement with, HCHD‘s business
If the vendor listed below provides patient care items or services or performs billing, coding, or claims
submission functions on behalf of HCHD, I also certify that the vendor‘s Principals attend at least one hour of
annual compliance training that addresses compliance codes of conduct and the operation of a compliance
program, and, to the extent the vendor‘s Principals provide patient care items or services, or perform billing,
coding, or claims submission functions on behalf of HCHD, attend additional hours of training that addresses: (a)
the Federal health care program requirements regarding the accurate coding and submission of claims; (b)
policies, procedures, and other requirements applicable to the documentation of medical records; (c) the personal
obligation of each individual involved in the claims submission process to ensure that such claims are accurate;
(d) applicable reimbursement statutes, regulations, and program requirements and directives; (e) the legal
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Page 2 of 2
sanctions for violations of Federal health care program requirements; (f) examples of proper and improper claims
submission practices; and (g) proper procedures for processing Medicare secondary payer claims. If training is
required as per this paragraph, the vendor maintains written or electronic records that identify the type of annual
training provided, the date(s) of the training, and the attendees. Persons providing the training must be
knowledgeable about the subject matter. The vendor reviews the training content on an annual basis and, as
appropriate, updates the training to reflect changes in Federal health care program requirements.
I certify that the vendor understands that its Principals are expected to disclose or report to HCHD‘s Vice
President of Corporate Compliance or other appropriate individual designated by HCHD any suspected violation
of any state or Federal health care program requirements or of HCHD‘s own Policies and Procedures. HCHD‘s
Disclosure Program emphasizes a no retribution, no retaliation policy and includes a reporting mechanisms for
anonymous communications for which appropriate confidentiality is maintained. The address for the Post Office
P.O. Box 300033
Houston, Texas 77230-0033
HCHD has also arranged for a hotline service with an outside agency. The applicable number is:
Hotline Phone Number: 1-800-500-0333
_________________________ ____________________ __________________
City State Zip Code
Title Phone Number
Email Address Date
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1. Provide the following general firm information:
a) Firm name
c) Primary contact
d) Additional or local contacts
e) Phone numbers
f) Facsimile numbers
g) E-mail addresses.
2. Describe your firm and business. Include annual reports, financial statements and marketing information. Include the year your company
was founded and total number of employees in each of the last two years.
3. Specify the number of employees dedicated to the Help Desk.
4. Please describe any recent experience with the District, including project description and the District contact.
5. Please describe any recent experience with a company using PeopleSoft applications as its Enterprise Resource Planning System.
6. Describe in detail any recent experiences implementing your document management application at healthcare systems, especially integrate
7. Describe any recent or planned major corporate or product changes.
8. Specify the number of employees devoted to research and development of your product.
9. Describe your commitment, including steps you are taking, to ensure application software keeps pace with future changes in the health
10. Indicate the percentage of revenues dedicated to research and development of your product each year.
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QUESTIONNAIRE – Continued
11. Identify the individual(s) in your organization authorized to negotiate a contract with the District. Provide names, phone numbers, and fax
numbers for each.
12. Describe any alliances you have with other hardware, software, or service providers.
(If other applications are needed to maximize the use of the document management and imaging application, please copy the Product
Overview section and complete it for each application.)
1. Application name.
2. Description of application.
3. Date of inception.
4. Current number of clients.
5. Number of clients sold.
6. Number of clients live.
7. Number ―in process‖ of being installed.
8. Indicate the number of health care system clients utilizing the application version you are recommending for the District.
9. Define software warranty provisions.
10. Define maintenance agreement options.
11. List & describe related applications that are available as separate options.
12. Who do you regard as competitors and what differentiates your product from theirs?
13. Is there a demo disk available for review? If yes, include this with your proposal.
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QUESTIONNAIRE – Continued
14. Is there an established user group?
15. How are users selected to participate in the user group?
16. Describe how changes or enhancements to your application are prioritized.
17. Identify up to 3 system sites that the District may consider visiting to view the application in a fully operating environment.
Functional Requirements – Document Management Functions
The following lists the System features and functionalities required by the District. Please indicate whether the System includes the following
functionality (Yes/No). If yes, briefly describe how the proposed product achieves these requirements.
Please be prepared to demonstrate each of these functions if you are selected for a demonstration.
I. General System Features (Yes/No) Description
1. Supports access to computer-generated documents (unscanned) and
scanned documents from the same workstation. Work environment is
seamless to user within integrated systems.
2. Supports ‗non-proprietary‘ headers, tags, keys or algorithms on
documents to allow moving data to another system, i.e., PeopleSoft,
Epic, McKesson STAR, Practice Point Plus, PACS.
3. Provides on-line help function.
4. Comment fields are available for text explanations within the model.
5. Supports either centralized (secondary and not mandatory) or
decentralized scanning operations (primary and mandatory). (There is
a preference for both.)
6. Supports multiple sizes and weights (or thickness) of source
documents as well as source documents with/without holes.
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7. Supports automatic adjustment of contrast while scanning.
8. Supports imprinting of scanned date and time on documents.
9. Supports recognition of blank pages and automatically deletes them.
10. Supports automatic page numbering.
11. Supports document image capture from remote, wireless and WAN
12. Supports document capture through COLD/ERM feeds.
13. Supports redundancy for disaster recovery.
14. Provides ‗view only‘ version for disaster back up.
15. No limit on number of documents.
16. No limit on number of document types to be stored and to be created
17. Supports multiple image file formats within same folder. Describe
18. Supports bookmarks for documents. Allow storage of multiple media
formats (.pdf, .bmp, .jpg, .tif, XML, video, HTML etc.)
19. Provides for the folder structure to enable storing documents at order
level folders and document-specific folders
20. Provides for structure of folders and sub-folders (defined by document
types, sub-sets of document, etc.). Describe capabilities.
21. Supports the scheduling of processes to be performed, such as ―pre-
fetch,‖ either by an individual or automatically without user
intervention, one at a time or in batches. Describe the processes that
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22. Supports HIPAA standards as required.
23. Provides levels of security for review and edit by username and able to
maintain a user accessible audit trail of all versions of all documents
scanned and stored.
24. Provides system security at various levels such as record, service,
document type, etc.
25. Provides web-based access per secured access requirements.
26. Protects the privacy of the data sent across the internet when accessed
by Internet users by using industry standard encryption.
27. Provides explanation message to user upon denial of access.
28. Supports role-based access to specific projects, files, reports,
commands based on user‘s organization and responsibilities.
29. Prevents user from seeing menu items, screens, reports, and
timesheets if profile does not permit them access.
30. Audit log of access and changes to reports.
31. Administrator can create a temporary access role override.
32. Access for application administrator functions is separated from
system functions (such as operating or maintenance).
33. Disables a user without deleting their profile.
34. Automatic configurable timeout feature if left idle.
35. Administrator can force immediate signoff of user.
36. Encrypts sensitive data.
37. Provides reporting and maintenance tools for security administration.
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38. Provides an audit trail of unauthorized access attempts.
39. Provides an audit trail of application accesses with date/time.
40. Provides an audit trail of changes to user access rights.
41. Provides an audit trail of user printing or faxing of images.
42. Provides a data archiving process and supports archiving of the folder
data structure (pointers to the attachments).
43. Allows conversion of images from other systems (PDF, TIF, etc.).
II. System, Administration
1. Establishes subset profiles to identify which document types or other
elements should be displayed.
2. Establishes subset profiles to identify which document types should be
3. Supports subset profiles by user ID identifying which document types
should be printed; the user would not be required to select the print
4. Supports institutional profile identifying a list of tabs and their
sequence within the record.
5. Supports institutional profile identifying a list of document types/form
IDs and their sequence within the record and identification as to which
folder/sub-folder each belongs.
6. Ability to provide logical and physical purging of document images
according to facility‘s retention schedules and records management
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III. Work Queues, Tasks
1. Provides ability for management to integrate with and manually assign
cases to work queues in integrated systems.
2. Enables management to create and change the predefined work queues
3. Supports task electronic folders containing associated materials (notes,
images, data, etc.).
4. Enables users to create tasks manually and to route to online work
5. Provides ability for PeopleSoft to generate tasks automatically and
route to specific work queues.
6. Enables authorized users to reroute tasks.
7. Supports scripts to be defined as a series of linked tasks that describe
the flow of work through the organization.
8. Enables management to control the presentation and sequence of tasks
in the work queue.
9. Allows user to sort and control how they process tasks from the work
queue within the limits set by management.
10. Enables management to change or reassign tasks dynamically within
11. Allows task checking for completeness and automatic routing to the
12. Allows overrides for management to re-prioritize work.
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13. Supports users initiating a task to receive the folder again further
down in the processing stream.
14. Enables status of the task to be checked and updated at each step in
15. Provides an audit trail of who did the work, when it was done, and the
16. Enables sampling techniques to provide quality control of completed
17. Allows items to be added to the folder as work progresses.
18. Permits tracked changes to the folders which and provides notification
19. Supports a method to annotate images and display annotations.
20. Allows tasks to be rejected with reason(s) at one step in the process
and returned to as a previous step or directed to a pre-defined work
21. Allows tasks to be suspended and/or pended on the outcome of
another task, on the arrival of another item, and/or time limit.
22. Allows the start of a task to be delayed until a complete folder is
23. Tasks can be manually suspended for unforeseen events.
24. Tasks can be temporarily halted pending addition or completion of
25. Enables management to be alerted to overdue tasks.
26. Provides management overview of outstanding assignments
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27. Allows authorized users to select work queues for review by type or
IV. Folder/Chart Organization
1. Able to manage and organize all forms that are scanned.
2. Able to streamline consolidated forms.
3. Able to provide universal name for each form.
4. Documents scanned to wrong folder can be corrected and deleted.
V. Document Scanning
1. Produces electronic images that are in standard formats acceptable and
usable by PeopleSoft.
2. Create documents that are exact replicas of the original, are
unalterable, and printable.
3. Stores scanned images such that these images are integrated into and
displayed in PeopleSoft and by every instance/deployment
4. Capable of directly receiving faxed documents and displaying a
standard header on incoming fax documents.
5. Scanning software must handle interruptions (e.g., jams) without loss
of scanned material.
6. Identifies documents scanned and inserted into the integrated systems
record as having originated from scanning.
7. Accommodates batch scanning and ad hoc scanning of documents.
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8. Accommodates scanning of double-sided documents without manual
9. Provides bi-dimensional bar code recognition capabilities through
batch/ad hoc scanning process.
10. Provides optical character recognition (OCR) capabilities.
11. Accommodates the scanning of color photographs.
12. Has alert and recovery mechanisms to ―catch‖ images that do not
transmit effectively (e.g., due to power outage, internet connection
cuts off, etc.).
13. Able to recover images if a connection is lost during the scanning,
indexing, or uploading process.
14. Requires users to enter document type only when a new document
type is to be scanned and recognizes document type by bar code.
15. Able to adjust contrast online after document is scanned but before
document is stored.
16. Able to re-scan/replace scanned pages yet maintains a version
17. Document is available online immediately after scanning.
18. Able to attach and store annotations to images and documents.
19. Supports scanning documents without indexing, placing documents in
the ―to be indexed queue‖ instead.
20. Generates footprint/endorser on document indicating document was
21. Able to link related documents so they can be found simultaneously.
22. Able to reorder or insert between pages within a document.
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23. Able to reorder or insert between pages among documents.
24. Permits insertion of a scanned page into an existing document without
resulting in a new document link to integrated system.
25. Alerts scanning operator when a document is misfed through the
26. Able to scan continuous forms.
27. Able to bar code each document type.
28. Able to maintain a catalog/index and location of forms scanned.
VI. Document Indexing and Searching
1. Provides integration to enable searching of scanned documents from
2. Supports multiple indexes (at least ten per document). Describe
3. Able to index documents using screen scraping functionality from
host system versus data entry or other manual processes.
4. Able to build a data entry template which can be used to manually
enter information into the index, i.e., bi-directional integration with
5. Supports automatic extracting of index data from computer-generated
6. Able to perform full-text searching of entire document.
7. Provides text searching from any workstation connected to the
8. Able to re-index pages which have been previously scanned.
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9. Supports multiple field searches.
10. Supports searching across different but related documents.
11. Supports indexing documents manually in ―to be indexed queue.‖
12. Supports users sending documents in ―to be indexed queue‖ to a
supervisor for indexing.
13. Supports sending indexed documents to trainee-queue prior to release
VII. Document Review
1. Able to review documents while working in integrated systems and
supports integrated systems‘ functionality during downtime. Describe
how a individuals will view scanned clinical document(s).
2. Able to view scanned documents without having to open each
document based on document type.
3. Able to support document versioning when same document is loaded
with updates or corrections.
4. Supports universal review that can be launched from a thin client or
browser or desktop.
5. Able to review documents while the system is being backed up.
6. Permits multiple users to access a document simultaneously for
review (including from document imaging system and integrated
7. Provides full review capabilities while images are being loaded.
8. Enables users to load more than one document at a time.
9. Displays page count per document.
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10. Displays page count per subset of documents.
11. Displays with image page number within working set.
12. Able to rotate images. Describe degrees to the right/left.
13. Able to display two or more images side by side (multi-page view).
14. Able to display four images in quadrant format (multi-page view).
15. Able to ―flag‖ or ―bookmark‖ images.
16. Provides windowing capabilities to view several document
17. Provides image magnification.
18. Able to view colored documents.
19. Able to view documents scanned on color paper.
20. Able to view highlighted documents.
21. Enables user to page-flip independently while two documents are
displayed side by side.
22. Able to enlarge the window to display documents while displaying
23. Enables institution to specify the sort order of document list.
24. Allows access to view images immediately after scanning and prior to
25. Displays page count by document type.
26. Displays a list of documents.
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1. Ad hoc management reporting should be available across enterprise
and according to defined security levels. E.g., region, audit trail,
reconciliation, user level, productivity, quality assurance, etc.
2. Reports can be customized as needed (including turnaround time
reports by scanner/indexer, by hospital site, account, patient type,
payer, and chart size).
3. Gathers statistics related to input documents, such as number of
documents, number of pages, date scanned, number of color vs. black
& white, and identification of person performing scanning.
4. Provides number of documents/images by batch and prepper.
5. Provides comparative data by category of personnel (scanning
technician, prepper, QC tech, indexer, etc.).
1. Any print from the System would print with the words ‗Copy.‘
2. Can be set to restrict printing of designated documents and/or all
3. Able to select printers and allows default to nearest workstation
4. Able to direct reports on an as needed basis to a screen or a printer.
5. Able to record date/time printed on each document printed.
6. Enables user to prioritize requests for printing of documents.
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7. Permits users to reprioritize the printing of documents in the middle of
a print job.
8. Able to cancel print requests in the middle of a print job.
9. Able to cancel print requests prior to job running.
10. Permits users to request multiple copies of a document.
11. Able to print all requests on demand or by batch.
12. Permits user to create a list of documents to print in priority order.
13. Provides a cover sheet for each print request.
14. Allows user to reroute documents to an alternate printer.
15. Includes a print request status screen.
16. Able to route print requests that meet specific criteria to a review
queue and hold the request until approved prior to processing.
17. Provides a report to track when documents are printed.
18. Permits users to develop subsets which can be selected for printing.
19. Supports the generation and printing of subsets based on user profiles.
20. Supports color printing.
21. Supports printing documents to an Adobe format and file.
22. Supports sending documents to a fax. Includes definition and
attachment of a fax cover sheet through a templated form.
23. Ability to view and print scanned documents or batches of scanned
documents outside of the PeopleSoft application. (Must include the
associated user security to do so.)
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24. Supports printing of entire record or individual pages.
25. Processes stat requests at the top of the batch print work queue.
26. Ability to print scanned documents within the scanning module and
also print from PeopleSoft.
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Implementation – System Requirements
Please indicate whether the System includes the following requirements (Yes/No). If yes, briefly describe how the proposed product achieves
Implementation – System Requirements (Yes/No) Description
1. Is the System a fully developed, packaged solution or does it require
some design and/or development during implementation?
2. Are there other applications or modules that are required to get the full
benefit of the System?
3. What is the program language of the report tool and do you require
technical expertise in this program language required from the District?
4. What levels of access and security does the System provide?
5. Is there a limit to the number of concurrent users to maintain maximum
efficiency? If so, please explain.
6. Is there any downtime required of the System?
7. Are there any systems with which the System cannot interface?
8. Can maintenance be performed while users are on the System?
9. Can data downloads be scheduled and how frequently can they occur?
10. Where does the data reside?
Please indicate whether the System includes the following requirements (Yes/No). If yes, briefly describe how the proposed product achieves
Ongoing Support Requirements (Yes/No) Description
1. Describe the help desk/technical support provided to your clients.
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2. Do you provide toll-free ―hot-line‖ phone support? If yes, what are the
3. Do you charge per call for technical support? If yes, what is the per call
4. How often are upgrades released and are these included in the annual
5. What is the suggested mechanism for applying periodic updates to your
software and how are they made available to clients (mail, user group,
bulletin board, website, etc.)?
6. Describe the timeliness, ease of installation and support, and the
integration of existing custom modifications with regard to upgrading to
7. What are the costs associated with ongoing system modifications needed
as functional requirements change and as new releases are shipped?
8. Do you require companies to keep up with the current version of the
software? Do you have a limit to which version of the software you
support? Do you have clients that stay on lower versions?
9. How are client or user group enhancement requests considered by the
10. What metrics are used to evaluate your support desk (e.g., Mean Time to
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Deployment of System
1. Describe how your product would best be deployed across the District‘s system.
2. Describe the level of involvement and labor resources you will expect from the District Information Technology
Department and other departments.
3. Describe how your product can be deployed to produce a reporting framework that drives exceptional results.
4. Describe any software customization services included in the base package price.
5. What is the average time (in months) for the typical implementation for a similarly-sized health system?
6. Provide a typical implementation timeline and specific actions for a single facility.
7. What resources from the District are recommended for the deployment of the System?
8. What resources from the District are recommended for the ongoing support of the System?
1. Describe your typical training process. Provide a suggested training schedule for your software
implementation and conversion.
2. Are training manuals supplied or will the District be required construct training manuals for entity training?
3. Will a vendor representative be available at each Entity for training? If yes, is this a part of the base cost?
4. How long does training take and what is the most effective delivery mechanism?
5. Provide a listing of your available software training courses. Include a course description, scheduled class
dates, training locations, prerequisites, and costs.
6. What steps do you take to ensure knowledge transfer?
Indicate the number of hours by support categories that you will provide in the base package price. If not part of
the base package price, then indicate whether your organization can provide that type of support.
Type of Support Base Hours Can Provide Additional Support?
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Interface to data sources
Please provide a detailed timeline (Gantt chart) for this installation which is consistent with the timeline for
implementation, testing and training by March 2009, the estimated go-live date. Include major phases,
milestones, and deliverables, resources, tasks, time and cost, etc.
The questions below should be answered completely (to the extent possible), within the document, and (unless
otherwise specified) the answers should describe the solution being proposed for the District. Simply
referencing an accompanying document will NOT be considered a complete or acceptable answer.
All vendors MUST supply a system architecture diagram.
1. Workstation Requirements, including O/S, (by workstation type if applicable):
c. Does the application run on operating systems other than Unix or Microsoft, such as Linux?
d. What is the foot print of the application on the client PC?
2. Client Software Requirements - If client software is required:
a. Has the application ever been delivered successfully by other customers using Microsoft‘s System
Management Server (SMS)?
b. Does the application require writing ―data‖ to the local drive (C:/)?
c. Does the application require the user to have local administration rights to the workstation to install?
Note: HOSPITAL has a computer policy in place that prohibits end users from being local Administrators
on their workstations. Has your software been tested in this scenario? What if any configuration changes
were needed in order to allow the software to work in the above environment?
d. How will client software be licensed (named user vs. concurrent vs. processor based, etc.)?
e. In order to prevent application conflicts with other software on the client machines, the District requires
that the application install be isolated, meaning there are no to very few files installed outside of the
application directory. Do you know of any reason why your application would not work in this
environment? Is the application currently isolated? If the application is not isolated, and needs to be
isolated by the District prior to deployment, will vendor support still be provided for the product?
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3. Remote access (i.e., how a client can access the software):
a. Thin Client:
i. Will the product work in a Citrix (Metaframe/NFUSE) environment?
ii. Has Thin Client software and/or hardware been considered for Client delivery of the application?
iii. What are the server sizing requirements for the product (application) in a Thin Client environment?
iv. How many end users will a Thin Client server support when accessing your application?
v. Is the product Web Enabled/Web Based?
vi. Explain what Web Enabled/Web Based means to you.
vii. If the application is a Web Application, will the product support single sign-on?
viii. Are there any Java, ActiveX, or other plug-ins required for the web solution?
4. Server, database and back-up requirements:
a. Provide server configurations and describe the expected
i. Average processor utilization metric by server:
ii. Average memory utilization metric by server:
iii. Average expected I/O metrics by server:
b. Are any of the servers within the system configuration candidates for Blade Servers?
i. Will the vendor support customer use of VMWare to consolidate server resources within the District
ii. If a Microsoft environment, are IIS Servers involved?
iii. What platforms and operating systems available/required (on servers)? What has been proposed to the
iv. What storage platforms are supported? Will the vendor support a SAN or NAS environment? What
has been proposed to the District?
v. Is there an industry standard database requirement (SQL Server, Oracle, etc.)?
vi. Is there a Database Administration (DBA) requirement from the District? If so, how many FTEs?
vii. How is the database licensed?
viii. Explain how the System Back-ups will occur:
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ix. Who has the responsibility for running and verifying back-ups daily?
x. Will back-ups be stored off-site? Who will have this responsibility?
xi. How often should/will back-up media be refreshed?
xii. What will the process be to test back-ups to ensure they are working properly and ensure data
5. Security Requirements:
a. Explain how security is architected within the application.
b. Explain the process for Identification, Authentication and Access.
c. Explain the process for Password Aging, minimum # of Characters, and special characters.
d. Explain the process for adding/changing/deleting user accounts.
e. Does the application‘s Security functionality support event audit logging?
f. Is the application/device HIPAA compliant? Explain.
g. How does the application utilize Directory Services? What are the requirements (if any) in this area?
h. If a Microsoft environment, will the vendor commit to timely application of all critical Microsoft security
patches? What is the commitment?
i. Will the vendor commit to actively running (Norton) anti-virus on all servers and workstations and to
keeping all definition files current?
a. Does the system use standard TCP/IP protocols?
b. What are the bandwidth requirements of the application?
c. Is there a Response Time warranty commitment from the vendor? If so, explain.
d. Will the vendor warrant that the application will operate substantially within the District‘s network
e. IP Address assignment - Will the District IP addresses be used and are they available?
f. Will the vendor support a BOOTP environment? A DHCP environment?
i. UPS required/provided?
ii. Emergency Power to be utilized?
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h. Is modem or VPN access is required for support? Explain.
i. Explain all remote access requirements (i.e., PC Anywhere, etc).
j. Can this access be established through a communications server (modem) or via SecureRemote (VPN)?
7. Deployment requirements:
a. What are the total FTE requirements to be met by the District in order to support the
upgrade/implementation process? Explain roles and responsibilities.
b. What are the total FTE requirements to be met by the District in order for the application and IT
infrastructure to be on-going? Explain roles and responsibilities.
c. If the system is a single entity application, what would it take to make it available to all entities of the
District? Would you need a new server for each entity? Explain.
d. How does archiving & purging work within the System?
e. Will the application run in a multi-facility environment from a central location?
f. How does security work in a multi-facility environment?
g. How does data sharing occur?
h. How is the District assured that one facility‘s data will not corrupt others?
i. Are there other peripheral devices required with the system?
j. If so:
i. What are they (i.e., Handhelds, Timeclocks, CAT Scans, MRIs, Patient Monitors, etc.)?
ii. Can they run IP across a network?
k. Is there a Service Level Agreement (SLA) and/or Maintenance & Support Agreement and what are the
l. How does the vendor protect the District‘s investment moving forward? Is there a warranty for future
m. Explain off-hours support and the problem escalation process? Explain the Service Level Commitments
provided and the problem escalation process.
n. Are there any (HOSPITALIC) Application Development requirements with this system, (e.g., reports,
interfaces, etc.)? Explain.
o. Describe/Explain the programming languages utilized for ALL components of the application.
p. Will the vendor warrant the System is complete and that it will interoperate with other systems as needed?
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