Inventory Management Questionnaire

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					                                    Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                               Yes       No                         Comment

   The following section provides an overview of the expected role of the specific technologies and systems as part of the overall Medication
       Process – Supply Chain Technology solution. The detailed functional requirements are found in Attachment B – Functional
  Requirements Questionnaire. These specific requirements may not include some basic fundamentals that are generally understood to be
   present in the respective technology device or systems. It is critically important that RFP responses document how the proposed solution
                                        enables the Division Medication Process – Supply Chain vision.

Perpetual Inventory Management System (IMS)                                                            Yes   No            Comment
   Does your IMS support perpetual inventory accounting?
   Does your IMS support comprehensive inventory valuation in U.S. dollars?
   Is inventory valuation based on a Generally Accepted Accounting Principle (GAAP) -
   compliant methodology?
     Weighted Average?
     First in / First Out?
     Last in / First Out?
     If not, what inventory valuation approach is used?
   Does the solution support perpetual inventory in which the current balance of inventory
   is sustained real-time by the addition of inventory to the account when medication
   supplies are received, returned to stock, or patient-specific manufacturing and the
   deduction from the account when they are administered and charged to the patient,
   wasted, destroyed or expired?
   Does the perpetual inventory solution provide a means to recognize, track, trace and
   reconcile all purchase transactions with the corresponding medication administration
   and charge transactions at the item level at all steps of the total Medication Process?
   Does your IMS provide a comprehensive Cost of Good Sold (COGS) valuation real-
   time?
   How is COGS calculated?
   Does your application provide a dashboard with key inventory management metrics
   updated on a real-time basis?
   Does the application support quantity-on-hand adjustments by inventory location in a
   labor-efficient manner?
   Does the application produce drug high volume and high quantity usage at the line-item
   level, by area level, and comprehensively?
   Does the application allow the monitoring and reporting of activity for high volume and
   high dollar drugs real time, by inventory location and comprehensively?
   Does the application produce historical over/short reporting at the line-item level by
   inventory location and comprehensively?
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                                   Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                              Yes       No                  Comment
  Does the application support the physical inventory process?
   Does the application support intermittent cycle counts as defined by the end-user?
   Does the application produce real-time reporting of transfers between inventory
   locations at the line-item drug level? Does it produce a real-time discrepancy report in
   the receiving area if not added to inventory in the receiving pharmacy?
   Does the application produce reporting at the line-item level if an inventory receipt from
   the distributor does not match the invoice?
   Does your proposal provide references to other clients using a perpetual inventory
   methodology supported by your applications and systems?
   Have you ever implemented a comprehensive perpetual inventory system including
   valuation with multiple inventory locations?

Inventory Management System (IMS)                                                                       Yes   No   Comment
   Does a comprehensive inventory management system provide control and visibility to
   all pharmacy inventory areas?
   Is the IMS capable of establishing and maintaining line item inventory valuation using a
   GAAP compliant methodology by inventory location and comprehensively?
   Does the IMS calculate inventory turns and other performance measures by inventory
   location and comprehensively?
   Does the IMS provide other inventory management metrics by inventory location and
   comprehensively?
   Does the IMS use a scanning procedure to record all transactions in and out of
   inventory?
   Is inventory relieved via vend transactions from UBCs scanned or from manual input?

   Is inventory relieved dispensed transactions for IV infusions and non-UBC medications?
   Is inventory relieved from waste (not recycled)?
   Is inventory relieved from expired drugs?
   Is inventory relieved from items returned to stock (over-stock, etc)?
   Will the IMS support inventory relief based on bar code medication administration
   scans (for those doses administered on-site) or on dispensing to ambulatory/retail
   patients?
   Will the IMS support inventory relief based on dispensing to ambulatory/retail patients?



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                                     Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                     Yes  No     Comment
  Does the application automatically schedule cycle counts (mini physical counts) that will
  eventually replace the physical inventory counts?
  For the production of IV admixtures, will the application produce a daily report that
  compares quantities used in manufacturing to the quantities determined by entered
  orders?
  Will the system prepare a discrepancy report showing differences between quantities
  used and quantities needed for IV admixtures on a daily basis with line-item detail by
  area?
  Will the IMS manage and interface with the following pharmacy inventory locations: (not
  limited to)
        Wholesaler?
        Unit Based Cabinets?
        Carousel?
        IV Admixture areas?
        Shelf stock locations?
        Controlled substances inventory?
        Unit dose robots?
        Retail pharmacy medication management inventory systems?
        Investigational Drug inventory?
        Packager/Re-labeler?
        IV Robot?
        Off-site IV admixture vendor inventory?
        Pre-purchased or overflow stock?
        Wasted Drugs?
        Replacement Drugs?
        Expired Drugs?
        Individual patient care drugs?
  Will MDACC retain ownership and the ability to freely access all raw and formatted
  data collected by any and all systems and devices linked to the Inventory Management
  System?
   Will the IMS provide customizable support to determine and adjust min/max/reorder
   point for each line item based on actual utilization at any inventory location and history?
   Will the IMS provide ability to track and trace all movement of stock (including product
   attributes) between all inventory locations enabled by bar-code scanning transactions
   (similar to "FedEx" tracking)?
   Will the IMS support the use of flat bed scanners (as well as hand-held) for more
   accurate and faster input into IMS?

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                                       Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                      Yes   No            Comment
  Will the IMS provide customizable functionality to determine conversion ratio between
  manufacturer packaging (case, box, tray-pack), etc.) to individual units (low units of
  measure) for all products?
  Will the IMS have the functionality for a many to one relationship (many NDC#s to 1
  item ID)?
  Will the IMS provide visibility to inventory (product description, quantity, lot numbers,
  expiration dates, formulary status, min/max/reorder point) in all inventory locations from
  all locations?
  Will the IMS provide customizable space management reporting and flexibility?
  Will the IMS provide customizable functionality to generate the physical inventory count
  sheets as well as establish, manage and perform random cycle counts in all inventory
  locations?
  Does the IMS have the functionality to identify the product that is picked as the product
  that is actually decremented and charged for in the IMS and Centricity?
  Does a new line item purchase generate an entry in the IMS via integration with the
  wholesaler?
  Do shelf labels provide par levels, min/max/order point (text and bar coding) in all
  inventory locations as well as being stored in the handheld scanner?
  Does the IMS have the ability to produce bin labels?

Security                                                                                              Yes   No   Comment
   Does the IMS have ability to set different access levels by employee, area, drug and/or
   role?
   Does the IMS and other connected systems run off of one password and one user
   database?
   Do all IMS passwords require a minimum of seven characters?
   Do all IMS passwords require at least one special character?
   Does the system generate ID cards for all users?
   Does the IMS have a predefined log-out period? Can this be user-defined?
   Can the user define all activities in the IMS that require password verification?
   Does the IMS require password changes after a user defined number of days?
   Does the IMS maintain a password history restricting the use of the same password?
   Does the system allow ad-hoc security reporting by user, by activity, by location, by
   drug?
   Does the IMS maintain security templates?
   Does the IMS automatically terminate user access after a pre-defined period of time
   established by a security administrator?

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                                Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                           Yes       No                     Comment
  Does the IMS support an LDAP compliant interface?

IMS Interfaces                                                                                          Yes   No   Comment
   Will the IMS have the ability to Interface with General Ledger (ERP IMS Selection
   Underway) - Finance Requirement?
   Do the interfaces between UBCs and inventory control have the ability to be updated
   real-time?
   Does a comprehensive IMS interface with the selected drug wholesaler currently exist?
   Does a comprehensive IMS interface with the Pharmacy Information System,
   Centricity currently exist?
   Does a comprehensive IMS interface with all pharmacy technology components
   currently exist?
   Does a comprehensive IMS interface with UBCS currently exist?
   Does a comprehensive IMS interface with Unit Dose Robots currently exist?
   Does a comprehensive IMS interface with Carousels currently exist?
   Does a comprehensive IMS interface with IV Robotics currently exist?
   Does a comprehensive IMS interface with remote shelf stock currently exist?
   Does a comprehensive IMS interface with controlled substances currently exist?
   Does a comprehensive IMS interface with packager / re-labeler currently exist?
   Does a comprehensive IMS interface with the retail pharmacy robotics currently exist?
   Does a comprehensive IMS interface with the retail pharmacy medication management
   system currently exist?
   Does a comprehensive IMS interface with other medication safety and tracking
   software currently exist?
   What is the type of comprehensive IMS interface with the selected drug wholesale?
   What is the type of comprehensive IMS interface with the Pharmacy Information
   System (), Centricity?
   Is there an interface between distributor catalog and Centricity, in order to have real
   time contract price updates, contract item updates, etc?
   What fields interface between distributor catalog and Centricity, in order to have real
   time contract price updates, contract item updates, etc?
   What type of interface will exist between the distributor catalog and Centricity, in order
   to have real time contract price updates, contract item updates, etc?
   Does the IMS have the ability to run all functions without having to shut off other
   functions ?

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                                     Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                Yes       No                Comment
   Does an interface between the inventory management IMS and Centricity support the
   generation of a report that determines the quantities of each medication (e.g., total
   numbers of vials) needed for production in the IV admixture areas that is based on
   patient orders (e.g., total numbers of grams, etc)?
   Is there an Interface with PICIS (OR Anesthesia+B90 system)?
   Do the UBCs and Carousels effectively interface with ADT (accurate and timely
   updating)?
   Does the IMS interface with Point of Sale (POS) in the Packaging and Labeling
   solutions used in the retail locations?
   Is there an IMS Interface that will allow reconciliation between what is ordered by the
   off-site IV admixture vendor and what is actually produced and charged by the off-site
   IV admixture vendor?

Inventory Replenishment                                                                                 Yes   No   Comment
   Are inventory locations customizable?
   Is there a maximum number of unique inventory locations that can be created?
   Does each inventory location have a unique account number?
   Is inventory replenishment system-driven based on min/max/re-order point triggers by
   location?
   Do such trigger thresholds account for replenishment cycle times ?
   Are the thresholds customizable?
   Does the IMS permit orders to be reviewed centrally before submission to the
   wholesaler (supports the shifting of inventory among the various pharmacy location to
   minimize ordering excess quantities)?
   Does the IMS allow order quantities to default to the system recommendation unless
   over-ridden based on user knowledge of short-term changes in usage patterns?
   Does the IMS support a centralized review of all orders to reconcile quantities (ideally,
   this step may not be necessary if wholesaler distributes in exact order quantity rather
   than manufacturer packaged quantities)?
   Are orders received and checked in using scanning of the package bar code against
   receiving document with printed bar codes or using a totally electronic receiving
   document?
   Does the IMS support a MDACC-built conversion table to reconcile between
   manufacturers’ package quantities (e.g., case, box, tray-pack) and Low-Unit of
   Measure (LUM) or patient doses?


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                                    Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                    Yes  No              Comment
  Is there system integration between the purchasing/inventory control applications and
  the Centricity product catalog that will provide guidance on product selection for order
  fulfillment?

Receiving                                                                                            Yes   No   Comment
  Does the IMS support electronic receiving by inventory location, based on Advanced
  Ship Notification (ASN)?
  Does the IMS have the capability to receive items into inventory locations by barcode
  scanning?
  After an item is received and checked in, does the IMS provide identification of the
  specific storage location where it should be put away?

Order Fulfillment (Picking)                                                                          Yes   No   Comment
   Does the IMS generate same day production pick lists for carousel, based on unit-
   based cabinet (UBC) inventory levels?
   Are pick lists generated automatically?
   Can pick lists be generated on demand?
   Can pick lists be prioritized (stats, first doses, etc)?
   Can the IMS generate employee specific pick lists?
   Does the IMS have the ability to capture and note in IMS that orders have been picked
   up and by whom?
   Does the IMS have the ability for IMS to determine where the best option for picking
   order (carousel, UBC, etc)?
   Will the IMS allow pick list generation by time by inventory location?
   Will the IMS allow user-defined pick list generation by inventory location?
   Do the picking stations that are at the end of each carousel include a computer?
   Do the picking stations that are at the end of each carousel include a printer?
   Does the IMS coordinate picking among several carousels for batch and on-demand ?
   Does the ordering queue remove items that were filled before batch ?

Stat Orders / First Doses                                                                            Yes   No   Comment
   Can the IMS separate "First Dose Orders" and route them directly to production,
   prioritized area depending on order and printed for filling?
   Can the IMS route "STAT" orders to the appropriate area for filling?
   Does the IMS provide alerts notifying personnel of "STAT" orders in the queue?

Credits / Returns of Picked Medications (return to stock)

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                                    Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                   Yes   No                Comment
  Does the IMS have the capability to accept credits and/or returns via scanning into the
  packaging and labeling solution and returned either into inventory at any inventory
  location?
  Does the IMS have the ability to generate a "Return authorization" in the Packaging
  and Labeling solution : a request is generated by returning department, sent to
  Inventory Control via Is the Packaging and Labeling solution , who then decides what to
  do. Will allow for tracking and trending of returns?
  Can wasted drugs can be scanned into the IMS at UBCs for documentation?
  Does the IMS have the ability to return stock back into the carousel via barcode
  scanning?
  Does the IMS have the capability to return large volumes of medications via flatbed
  scanner back into carousel inventory from UBCs and patient care areas?
  Does the IMS have the capability to return large volumes of medications via flatbed
  scanner back into shelf stock or SP robot?
  Does the IMS have the capability to provide reporting by inventory location and
  comprehensively at the line-item drug level of returned drugs?
  Does the IMS have the capability to provide reporting by inventory location and
  comprehensively at the line-item drug level of credited drugs?
  Does the IMS have the capability of identifying expired drugs?
  Does the IMS have the capability of tracking expired drugs?

Unique Functions to be Supported by the Inventory Management System                                    Yes   No   Comment
Investigational Drug Program
   Will the Investigational Drug Pharmacy will be considered as a specific inventory with
   the IMS?
   Will IMS be able to meet the specific requirements for Investigational Drug
   accountability? (Compliance with federal regulations {CFR Part 21}, protocol and
   sponsor specifications)
   If you answer no to above question, Do you have or provide an alternative solution
   (Caution: having an application that is totally separate from the core IMS is, however,
   highly undesirable)?
   Does the IMS have the ability to maintain accountability for over 1000 investigational
   drug protocols?
   Does the IMS have the ability to tie the MD Anderson protocol number to the drug?
   Does the IMS have the capability to make data un-editable without exception (but it
   must be searchable and sort-able)?
   Will the repackaged bar code capture :

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                                    Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                 Yes     No               Comment
        Lot number and kit number?
        Drug name?
        Protocol number?
        Dose?
        Strength?
        Dosage form?
        Expiration date?
        Manufacturer?
        Retest date?
  Can the IMS flag inventory items as patient specific items?
  Will the IMS support the production of Custom Reports needed to support the
  Investigational Pharmacy Service functions?
  Can the IMS update retest dates without losing the original information entered?
  Does the IMS have the ability to receive multiple kits of same lot number rather than
  receiving each individual kit and updating each catalog item manually (very time
  consuming)?
   Does the IMS have the ability to interface with Centricity (dispensing system), ADT,
  PDMS, Core?
  Can the IMS have a note field on the order page that will allow the pharmacist to
  describe changes, etc.?
  Does the IMS have the ability for tech to enter catalog items and place in a "review"
  folder for the pharmacist to review and accept?
  Does the IMS have the ability to remove unused or incorrect catalog items?
  Will the IMS support real time consent forms online?

Replacement Drug Program                                                                              Yes   No   Comment
  As with the Investigational Drug Program, does the IMS allow replacement drugs to be
  managed as a specific inventory location (all requirements for inventory management
  are applicable to replacement drugs)?
   Will the IMS support compliance to the several specific requirements for the
   identification of such products, at the NDC level, throughout their lifecycle at MDACC
   and a need to be able to reconcile among products ordered by a physician, dispensed
   to a patient, received from a manufacturer and remaining in inventory?
   Will the IMS track and reconcile medications purchased, dispensed to patients,
   submitted for replacement and received from manufacturer at NDC level?
   Can the IMS identify an item as a "Replacement Drug" with this information following
   the item through its lifecycle?

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                                  Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                   Yes No                 Comment
  Does the IMS allow automatic reporting to drug company of what was used and what
  must be ordered as replacement stock?
  Does the IMS support the printing of user-definable item labels, one of which will be
  "Replacement Drug". Would also use for investigational drugs, etc?
  Does the IMS provide ad-hoc reporting at the drug line-item level by inventory location
  and comprehensively of replacement drug activity?
   Can the IMS match replacement drugs to receipt and identify outstanding medications?


Business Intelligence Reports                                                                         Yes   No   Comment
   Does the IMS provide routine and readily available performance dashboards and more
   comprehensive reports describing all aspects of purchasing, inventory management
   preparation, dispensing, work flow, open orders and billing are foundational to assuring
   the expected and desired levels of performance within the Division?
   Does your solution provide data warehousing?
   Can the data warehouse be expanded with pharmacy information system data?
   Does the IMS provide and support data warehousing applications supported by robust
   analytical and reporting tools to accomplish these purposes?
   Does the IMS support Ad Hoc Reporting (a report writer function allows the merging of
   information from different sources for reports or will create a custom reports)?
   Does the IMS support Multi-Account Reporting with the ability to compile information
   from multiple locations and departments?
   Does the IMS support Custom Reporting (reports produced to MDACC Division of
   Pharmacy specifications)?

Reporting Capabilities                                                                                Yes   No   Comment
  Does the IMS database support and allow the production of dashboards and reports for
  (at least) the following fields:
    National Drug Code (NDC)?
    Manufacturer?
    Generic name?
    Brand name?
    Dosage?
    Concentration?
    Volume?
    Dosage form?

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                                   Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                              Yes       No                Comment
    Route of administration?
    Package size?
    Lot number?
    Expiration date?
    AHFS number ?
    DRG number?
    J Code number?
    Acquisition date?
    Acquisition price?
    Average Wholesaler Price (AWP)?
    Wholesale Acquisition Cost (WAC)?
    Average Sales Price (ASP)?
    Average Manufacturer's Price (AMP)?
    Contract status?
    Formulary status (formulary, non-formulary, investigational, replacement, etc)?
    Inventory location?
    Minimum quantity?
    Maximum quantity?
    Active/discontinued inventory item?
    Active/discontinued NDC number?
    Reorder point quantity?
    User-defined fields for customized grouping?
    Notes field?
    Are all fields searchable from any workstation?
  Does the technology systems provide a customizable report writer with ability to import
  and export data to/from Word/Excel/Access, etc?

Work Flow Management                                                                                  Yes   No   Comment
  Does the solution provide work flow management functionality or the ability to track
  order processing from receipt to administration (e.g., “FedEx” point to point tracking)
  will be integrated with the inventory management and dispensing (Centricity)
  applications?
  Does the work flow management application have functionality that would allow nurses
  to use the system to determine at what stage the pending order resides rather than
  calling a pharmacy dispensing area?
  Does the work flow management application have tracking capability that will capture
  and retain workloads for:
        Returned drugs?

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                                   Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                              Yes       No                Comment
       Expired drug ?
       Dispensed drugs?
       Investigational drugs?
       Replacement drugs?
       Recalled drugs?
       Pharmacies?
       Inventory locations?
       Nursing stations?

Packaging and Labeling Systems                                                                        Yes   No   Comment
   Is there a repackaging and labeling solutions to with the ability to do some packaging
   and labeling for the pharmacy robot, for medications sourced directly from the
   pharmaceutical company as well as for the many circumstances in which individualized
   dosing is required (smaller volumes, unique packaging requirements)?.


Bar Coding Considerations                                                                             Yes   No   Comment
   Are multiple bar-coding formats available for all pharmacy products on a consistent
   basis especially including ampoules, vials and manufactured products?
   Can all dosage forms be bar-coded in a readable and consistent format?
   Can ampoules be bar-coded in a readable and consistent format?
   Can vials be bar-coded in a readable and consistent format?
   Can manufactured products be bar-coded in a readable and consistent format?
   Do the repackaging and barcode labeling solutions support the National Drug Code
   (NDC) number?
   Do the repackaging and barcode labeling solutions support the lot number?
   Do the repackaging and barcode labeling solutions support the expiration date?
   Do the repackaging and labeling solution allow the Division to conduct its own large
   scale repackaging / bar code labeling operation?
   Do the bar code labeling solution demonstrate a very high degree of reliability that
   doesn't introduce repackaging / bar code labeling operations as a new source of
   potential error?
   Will the Medication Process – Supply Chain Technology Partner agree to work in close
   collaboration with the MDACC Division of Pharmacy and the Distribution Partner to
   assure that consistency and integration of all concurrent projects using bar coding
   within MDACC will be appropriately managed?


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                                  Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                             Yes       No                    Comment
Repackaging and Relabeling                                                          Yes       No                    Comment
  Will all repackaged medication be consistently labeled with a functional machine-
  readable code label?
   Will your solution support a more complex symbology (e.g., stacked two dimensional
   codes) rather than a linear format as needed to represent the desired data elements?
   Can your solution support RFID?
   Does your solution support medication packaging that is compatible with the physical
   requirements for storage and retrieval from the UBCs?
   Does your solution support robot-ready packaging?
   Does your solution support the production of robot ready medications within the
   pharmacy using high speed packing technology?
   Does the IMS provide reporting of repackaging volumes at the line-item level by area
   and comprehensively?

Repackaging and Bar Coding                                                                               Yes   No   Comment
   Does the solution support packaging and labeling of all forms of pharmaceuticals?
   Does your solution support standardization of for all bar code symbologies for all
   applications used at MDACC and/or scanning technology capable of translating all
   symbologies employed for all applications (single scanner for all functions)?
   Do the proposed repackaging and bar code labeling solutions appropriately detail the
   requirements or the facilities, physical environments, staffing and skill mix , work load
   volumes, inter-facility distribution, costs, regulatory, accreditation and licensing issues?
   Does the solution have the capacity to produce and bar code labeled dose for those
   patient specific medications and I.V.s, when needed for unique or seldom used
   medications?

Specific Packaging and Labeling Requirements                                                             Yes   No   Comment
  Can your packaging and labeling solution and inventory management applications
  support the organizational objectives for maintaining a perpetual inventory as well as
  point-to-point track and trace functionality?
  Is the Packaging and Labeling solution interfaced with UBCs?
  Is the Packaging and Labeling solution interfaced with Carousels?
  Is the Packaging and Labeling solution interfaced with Robotics?
  Is the Packaging and Labeling solution interfaced with shelf stock?


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                                    Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                               Yes       No     Comment
  Is the Packaging and Labeling solution interfaced with other specialized inventory
  locations such as investigational drugs and controlled substances?
  Does the Packaging and Labeling solution have the ability to use bulk product?
  Does the Packaging and Labeling solution have an over wrap capability?
  Does the Packaging and Labeling system have the ability to repackage for the unit-
  based cabinets (UBC)?
   Does the Packaging and Labeling system have the ability to repackage for robotics?

   Does the Packaging and Labeling system have the ability for automatic documentation
   of batches, lot numbers, etc by inventory location and comprehensively?
   Does the Packaging and Labeling system have automatic reordering capabilities tied to
   IMS?
   Does the packaging and labeling meet current requirements for validation of process?
   Does the Packaging and Labeling solution utilize production run monitoring?
   Does the Packaging and Labeling solution have the ability to run utilization reports by
   employee by area?
   Does the Packaging and Labeling solution have the capability to run reports of
   overrides with reasons?
   Does the Packaging and Labeling solution have the ability to backdate expiration dates
   by a set number of months to allow for quick use of expiring medications?
   Does the solution have the ability to repackage in unit doses?
   Does the solution have the ability to print a label that minimally includes in a machine-
   readable barcode:
         Name?
         Dose?
         Manufacturer?
         Lot number?
         Expiration date?
         Unique identifier?
         Alias number?
         NDC number?
   Does the solution have the ability to apply labels linking an alias number in the previous
   section to the following data elements:
         Manufacturer name?
         Lot number?
         Expiration date?

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                                     Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                Yes       No     Comment
        Purchase date?
        Purchase acquisition cost?
        Generic name?
        Brand name?
        Dosage & concentration?
        Drug route/form (tab, IV, supp, etc)?
       Category/destination codes (inventory drug, replacement drug, expired drug, non-
       formulary drug?
        Free text line?
   Will the packaging and labeling solution package and label patient-specific doses?
   Will the packaging and labeling solution batch unit dose products?
   Will the packaging and labeling solution batch multi-dose products?
   How many lines of customizable text are available with the packaging and labeling
   solution?
   Will the packaging and labeling solution support multiple languages?
   Will the packaging and labeling solution provide multiple fonts?
   Will the packaging and labeling solution provide multiple font sizes?
   Will the applied bar codes integrate with all pieces of equipment regardless of
   manufacturer (universal scanning)?
   Will the repackager produce a package that will fit in the UBCs?
   Is the repackaging and labeling equipment easy to clean?
   Does the Packaging and Labeling solution provide a warning before packaging material
   runs out?
   Will the solution produce pre-filled syringes with an attached machine-readable bar
   code label containing the data elements described above?
   Does the solution have the ability to print labels for prefilled syringes including the bar
   code elements previously described?
   What is the capacity of the packaging and labeling solution?
   What is the speed of the packaging and labeling solution?
   Are the supplies needed for repackaging proprietary?
   How many empty packages are used at the beginning of each production run?
   Can the number of empty packages between each drug run be customized?
   Can the packaging and labeling solution run unattended?
   Can packager medication cassettes be placed in the wrong location?
   Can medication be added to the cassettes that has not been scanned?
   Will the packager package from a cassette placed in the wrong location?


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Functional Requirements                                                                   Yes  No                Comment
  Can a cassette be loaded if the medication bar code and the cassette bar code have
  not been scanned?
  Can medication be packaged from a cassette that does not have a pharmacist
  verification?
  What is the percentage of production over-run resulting in a mislabeled dose?
  What is the percentage of multiple-fill packages?
  What is the percentage of empty packages?
  Can the system identify broken tablets or capsules?
  Are sealed packages tamper-proof?
  Are packages light and moisture resistant?
  Can precise replenishment quantities be calculated to achieve accurate inventory within
  each cassette at all times?
   Will the packages allow different lot numbers to be loaded into the same cassette?
   Can the packaging and labeling solution be closed and locked for security?
   Does the packaging and labeling solution have the functionality to update pricing,
   driven by an interface from Centricity?
   Does the packaging and labeling solution have the functionality to update pricing,
   driven by an interface from the distributor?
   Does the solution have audit reports?
   Does the solution have reporting capability by drug name, lot number , expiration date?


   Medication Carousels General Requirements                                                          Yes   No   Comment
   Are your medication carousels vertical or horizontal?
   Does your medication carousel solution have pick-to-light technology?
   Does your medication carousel solution have bar-code scanning technology?
   Does your medication carousel solution prioritize orders by urgency such as for "STAT"
   and "First Doses"?
   Does your medication carousel solution suggest shelf location for each medication to
   optimize dispensing?
   Are more than one shelf of medications visible at one time?
   Does your medication carousel solution have the ability to be manually operated?
   Does your medication carousel solution use proprietary supplies?
   Does your medication carousel solution perform cabinet batch fill?
   Does your medication carousel solution set par min/max levels automatically?
   Does your medication carousel solution reorder automatically through the distributor?

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Functional Requirements                                                                   Yes  No     Comment
  Does the medication carousel interface with UBCs?
  Does the medication carousel interface with the packaging / labeling solution?
  Does the medication carousel interface with Robotics?
  Does the medication carousel interface with shelf stock?
  Does the medication carousel identify expired drugs by lot number by inventory location
  and provide a user alert?
  Is lot number and expiration date from carousel transferred to other inventory storage
  locations?
  Can drugs be located by lot number throughout the inventory system?
  Can expired drugs be identified throughout the inventory system?
   Will the carousel lock if a medication is removed or added without being scanned?
   Will the carousel prepare a patient specific label for all medications removed?
   Does the medication carousel interface with other specialized inventory locations such
   as investigational drugs and controlled substances?
   Does the carousel accept electronic information provided by the pharmaceutical
   distributor?
   Does the carousel accept electronic information such as ADT provided by the
   pharmacy information system?
   Does the carousel accept electronic invoices provided by the pharmaceutical
   distributor?
   Does the carousel integrate with all other inventory technology and locations to
   determine the dispensing location of each line item?
   Does the technology support the receipt of newly purchased medications not in the
   inventory database using bar-code basis information transfer?
   Can withdrawals from stock be tracked at either the package or patient level dosage
   levels using the bar code labels, hand-held or flat plate scanners and the inventory
   management software ?
   Can all types of additions to stock be tracked at either the package or patient level
   dosage levels using the bar code labels, hand-held or flat plate scanners and the
   inventory management software?
   Will the system prepare discrepancy reporting to detail medications dispensed
   transactions to receipts at other inventory locations for all inventory locations and
   comprehensively?
   Is it possible to actively manage these sub-inventories with defined par levels and re-
   order points?



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Functional Requirements                                                                     Yes  No               Comment
  Can your medication storage and inventory management applications support the
  organizational objectives for maintaining a perpetual inventory as well as point-to-point
  track and trace functionality with smaller inventory areas?
  If so, is this accomplished using the same hand-held scanners and inventory
  management software that would be used with the medication carousels?
  Does the solution mimic the functionality of the medication carousel and software with
  the substitution of shelf storage units with bar-code or RFID tagging to define product
  locations?
   Is there an alternative solution in which a smaller inventory area supported by a major
   inventory area could be established as a “patient care unit” within the inventory
   management database of the Inventory Control area carousels or other options)?
   Does the carousel have the functionality to update pricing, driven by an interface from
   Centricity?
   Does the carousel have the functionality to update pricing, driven by an interface from
   the distributor?

Unit Dose Carousel                                                                                     Yes   No   Comment
   Does the carousel system coordinate picking from all carousels based upon type of
   medication ?
   Is there a proven manual back up system in place in case of system crash?
   Have you described the manual back-up system in detail?
   Have you detailed the ability for system to pick the optimum product size based on the
   dose written?
   Are labels printed at each carousel, printers located at end of each carousel?
   Do the carousels have fixed and mobile scanners, keyboard and print ability ?
   Are the carousels interfaced with workstations so vials can be picked to be dispensed
   into IV rooms remotely?
   Does the carousel have the ability to limit picks for the same lot number per patient?


 Bulk Carousel (all general requirements are also applicable)                                          Yes   No   Comment
  Can the carousel be closed and locked for safety and security?
  Do the carousel have the load capacity to hold heavier items?

 Refrigerated Carousel (all general requirements are also applicable)                                  Yes   No   Comment
  Does the carousel and software have functionality to designate a "Pending" area for
  filled orders waiting to get picked up?

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Functional Requirements                                                                     Yes No                 Comment
  Do the carousels have ultra low temperature refrigerated bins?
  Does the refrigerated carousel have a temperature monitoring and recording system
  with alarms and alerts?
  Do the carousels have ultra low temperature refrigerated bins for temperatures at least -
  10 degrees centigrade?
  Do the carousels provide storage at 2-8 degrees centigrade?
   Do the refrigerated carousels have the capability for remote temperature monitoring?


 Configuration of Carousel                                                                              Yes   No   Comment
  Are shelves customizable and inline with ceiling height restrictions?
  Is there a bin management system (such as a warehouse management system) that
  can assist in identifying bin locations that are available and/or continuous storage
  space of a certain size for products?
  Are the carousel bins easily removed for cleaning?
  Do the carousels offer light protected bins?

Unit-based Cabinets (UBCs): “Cart-less Medication Dispensing”                                           Yes   No   Comment
   Will the proposed UBCs in patient care areas currently served by robotic and manual
   cart fill, support dispensing via a largely “cart-less” process with most medications
   retrieved by nursing personnel from UBCs within the available space?
   Can every dose be required to be scanned by the nurse?
   Will a scanned transaction serve as the control point for inventory relief?
   Will a scanned transaction serve as the control point for product content reconciliation?
   Will a scanned transaction serve as the control point for replenishment?
   Will a scanned transaction serve as the control point for charge capture?
   Can inventory relief be performed by a manual transaction?
   Can reconciliation be performed by a manual transaction?
   Can replenishment be performed by a manual transaction?
   Can charge capture be performed by a manual transaction?
   Can a wireless hand-held be used to send requests to the UBC by nursing?
   With the eventual implementation of BCMA, can the “scan at vend” be replaced with a
   bedside scan transaction?
   Does the UBC inventory replenishment process support and/or require scanning at
   lowest unit of measure (LUM) to assure the control of the identity, expiration date and
   lot numbers of the medications stocked in the device?

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Functional Requirements                                                                  Yes    No                 Comment
  Does your proposal include flat bed scanners to facilitate the high volume of scanning
  transactions rather than hand held devices?
  Is “scan at administration” possible in the OR assuming that an interface between the
  UBC and the OR system (currently PICIS) can be implemented?
  Can the UBC identify and relay information to the nurse indicating the location of all
  patient medications not included in the UBC?

General UBC System Requirements                                                                         Yes   No   Comment
  Does your UBC system have the ability to pull and verify patient information driven by
  interfaces with ADT?
  Can your UBC system utilize one formulary, driven by integration with Centricity
  medication catalog and the IMS?
   Does the UBC system have the ability to pull transaction reports by user, cabinet, etc?
   Can the UBC system print reports from UBC station to a network printer?
   Does the UBC system have function to know the locations of medication and to be
   able to generate a medication location report at any given time?
   Does the UBCs have refrigerated storage capability?
   Does the UBC system allows for full reporting capability at each UBC?
   Does the UBC system have the ability to pull a wasted drug/dose report including
   employee reporting the waste?
   Does the UBC system have a back-up server?
   Are there available UBC configurations (tower type units) for fluids, IV sets, bulky items?
   Does the UBC system automatically batch and send a restock order when an item is
   removed from the UBC and is charged to a patient based on par levels?
   Does the UBC system have full bar code functionality (scan into stock, scan to pick and
   vend)?
   Can the UBC system automatically send a real time data repository feed of all data to
   an offsite data warehouse in HL7 ?
   Can the UBC system generate reminders to inventory certain medications on a weekly
   basis ?
   Do the UBCs have taller drawers for liquid medications?
   Does the UBC system have the ability to flag and send alerts when scheduled meds
   are not pulled from UBC and documented as given within a set time frame?
   Does the UBC system have the ability to send an alert for not giving medications at the
   scheduled time?

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Functional Requirements                                                                   Yes     No   Comment
  Does the UBC system have the ability to require a reason for not giving medications at
  the scheduled time?
  Does the UBC system allow for customizable access time window?
  Does the UBCs have the capability to hold extra, flexible restricted access individual
  pockets?
  Does the UBC system have the ability to "suspend" a UBC when an outpatient area is
  closed, and ability to "reactivate" it when open?
  Does the UBC system generates an accurate medication ordered, but not loaded
  report?
  Does the UBC have the ability to lock all inventory pocket except for the pocket
  associated with the vend?
  Does the UBC have the ability to provide historical reporting by inventory location and
  comprehensively for inventory shortages in the UBCs?
  Does the UBC require override reasons on all override vends?
  Does the UBC have allergy information for each patient from the medical record or the
  pharmacy information system?
  Can lot number and expiration date be tied to patient transactions?
  Can lot number and expiration date be transferred to other locations?
  Can drugs be located by lot number throughout the inventory system?
  Can expired drugs be identified throughout the inventory system?
  Can security be established for each user remotely?
  Can security access be terminated if not utilized within a user-defined number of days
  by user account?
  Patient medication information sheet information be generated and printed through the
  UBC?
  Can narcotics be stored to Joint Commission specifications of "double lock" without the
  UBC being placed in a locked room?
  Will the UBC go to automatic system override if the system fails?
  Will the UBC be secured if electricity is lost?
  Are failed drawers or pockets easily cleared by nursing in less than 1 minute?
  How are pockets cleaned?
   Can the drawer configuration support pockets of varied sizes within the same drawer?
   Can pockets be configured from a central location?
   Can loads and unloads be done from a central location?
   Does each UBC have a secured location for medication returns?
   Can each UBC automatically identify the least used medications in the UBC to identify
   placement location of new medications required to be added to the UBC?

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Functional Requirements                                                                Yes      No                Comment
  Can each UBC provide reporting on the frequency of historical medication usage for a
  user-defined period of time by location and comprehensively?
  Can the UBC identify the percentage of medications dispensed throughout the all-meds
  system for each inventory location and comprehensively?
  Can the UBC identify the number, location and delay to "First Dose" for all UBC
  inventory location by location and comprehensively at the drug line-item level?
  Can the UBC identify stock-outs for all inventory by location and comprehensively by
  quantity and time?
  Will each UBC send an alert for stock-outs in real-time?
   Does the UBC have the ability to generate activity and inventory reporting for long time
   spans (at a minimum of 90 days) at each inventory location and comprehensively?
   Does the UBC have the ability to generate customizable ad hoc report i.e. database
   queries at each inventory location and comprehensively?

OR/Anesthesia UBCs                                                                                     Yes   No   Comment
  Does the UBC system and interfaces support charge capture based upon
  administration (rather than vend) of drug ?
  Can each UBC be customized and configured for the type of cases performed in each
  OR ?
  Does your UBC system support interfacing and integration with the surgery information
  system (PICIS)?
  Does your UBC system support interfacing and integration with DocuSys?
  Does the UBC system have the ability to storage and retrieval of physician specific
  anesthesia trays?
  Does the UBC system have a proven, but practicable, manual back-up system
  (medications must be accessible even computer is down; power outage, etc)?
   Does the UBC system generate automatic restocking reports?
  Can your UBC system be configured and programmed to dispense a collection of
  anesthesiologist/CRNA preference medications based on accessing the unit via the
  password?
  Will you allow OR personnel to use your OR UBCs for a period of time before
  purchasing?
  Will the OR UBCs interface with the pharmacy information system and the IMS?

Inpatient UBCs                                                                                         Yes   No   Comment
   Will the UBCs have the capacity to manage at least 90% of medications used in a
   given patient care area?

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Functional Requirements                                                            Yes       No                  Comment
  Can access to medications in UBC be limited to only the specific medication and
  numbers of dosage units required for a specific patient at a specific time?
  Does the UBC system have the capability of noting the drug location on the UBC MAR -
  example refrigerated medications are noted that they are located in the refrigerator?
  Can the UBC system Interface with the medication administration record (MAR) to
  reconcile removal and administration ?
  Do the UBCs have positive inventory control function (vend transaction reconciles
  between starting and ending inventory for each line item)?
  Does the UBC system have functionality to manage all stocking and vend transactions
  via bar code scan to include:
    Nurse scans patient MAR record number?
    Nurse scans UBC patient record number?
    Nurse scans drug - which verifies right drug, dose, and patient?
    Post a patient billing transaction and decrements inventory in the unit and against
    total on-hand inventories (for replenishment)?
    Identity of vended medication reconciled?
  Does the UBC system have the functionality to update pricing at each UBC, driven by
  interface with Centricity?
  Does the UBC system have the functionality to support having patient specific
  Exchange Cart UBCs that are tied to the unit-based cabinet (UBC) system?
  Can bedside bar-code scanning be done through a wireless device?
  Can IV administration be recorded through the same wireless device to the eMAR?
  Do you have a bedside scan on administration system available?

Controlled Substances Management System (CSMS)                                                        Yes   No   Comment
 Does the Controlled Substance Management system fully support the required degrees
 of extraordinary documentation and accountability, especially for CII medications?
 Does the Controlled Substances Management System provide a “closed loop’ control
 and accountability?
 Does the proposed Controlled Substances Management System provide at least the
 accountability, control and reporting capabilities of the current proprietary system?
 Does the Inventory Management System (IMS) have the ability to interface with
 controlled substance ordering system to allow for automatic re-orders?


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Functional Requirements                                                                  Yes   No                Comment
 Does the closed loop reporting (IMS reconcile among what was used from the UBC, what
 was ordered from the controlled substances central inventory and what was replaced into
 the UBC)?
 Does the Controlled Substances Management System support control chart and trend
 reporting based on inventory movement and/or usage (minimize risk of diversion)?
 Does the CSMS allow cumulative reporting of all activity of one line item chronologically
 by each inventory location and comprehensively?
 Does the CSMS allow for electronic submission of all legally required reports and
 documents?

Pharmacy Dispensing Robot                                                                             Yes   No   Comment
  Does your proposal detail how the dispensing robot will support dispensing to individual
  patient as a complementary sub-system when a variety of pragmatics preclude
  routinely stocking all possibly needed medications in a given UBC?
  Can the medication stock on and for the dispensing robot be identified and managed
  as a unique inventory location in the IMS?
  Can the dispensing robot satisfy the requirements for inventory control as will as
  assurance of a safe and secure pharmacy supply chain?
  The Division believes that the most operationally and cost effective approach to
  repackaging and labeling robot-ready medications is to bring this process in-house,
  although will be open to entertaining alternative proposals.

Shelf Stock Management Systems (also see carousel requirements)                                       Yes   No   Comment
  Where the use of carousels is not feasible and/or practical, is there a shelf stock
  management solution that supports the full complement of objectives for inventory
  control and management?
  Are medications, managed as shelf stock, able to be identified as a specific inventory
  location in the IMS and/or shelf stock management system?
  Does the shelf stock management system support the functionality linking purchasing,
  receiving, additions, transfers and relief from inventory using scanning mechanisms are
  required for all locations not using carousels?.

Remote Location Management Systems (see also requirements for IMS and shelf
                                                                                                      Yes   No   Comment
stock management system)
   Does this functionality support the management of shelf stock and any other
   medication inventory that can not be housed in a carousel or UBC?


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Functional Requirements                                                                  Yes       No              Comment
  Will the remote location management application work for such medications as those
  requiring refrigerated storage in the pharmacy or on the patient care units as well as
  individual patient supplies (i.e., those picked by the dispensing robot)?
  Can medications accessed from remote locations be identified as discrete pharmacy
  inventory locations subject to the general requirements for inventory management and
  control as described throughout this document?
   Will the remote location management application integrate with other technologies and
   systems to provide guidance to both pharmacy and nursing personnel to the specific
   location of medications not housed on carousels and UBCs?


IV Robotics                                                                                             Yes   No   Comment
   Does the IV robot support batch runs, sent directly from interface with Centricity?
   Can the technology reliably, consistently and accurately prepare > 60 sterile IV bags
   per hour (at least 10 different drugs)?
   Does the IV robotic system have the ability to be interrupted to prepare "first doses"?
   Does the IV robot database track and report waste?
   Is the IV robot operator able to change the sequence of orders in the queue?
   Is the technology USP 797 compliant?
   Is there a proven manual back procedure for the IV robot?
   Does the technology support full audit capability?
   Can the IV robot be identified as an inventory location in the IMS?
   Can the IMS assign unique identifier that attaches all production statistics and can be
   tied back to the patient medical record number?
   What is required for routine maintenance of the IV robot and is this included in the
   proposal?
   Is the turnaround time for cleaning/quality control in the order of 30-60 minutes?
   Does the IV robot information system provide production statistics to include, but not be
   limited to:
     What went in?
     What came out?
     Lot numbers?
     Expiration dates?
     Pictures of vials used?
   Does the IV robot have an auto feed for labels (robot labels the bag with all identifiers)?
   Does the IV robot system support user defined barcodes

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Functional Requirements                                                                    Yes   No                Comment
  Does the IV robot support the use of non-proprietary consumables?
  Is the IV robotic technology compliant with relevant GMP guidelines?
  Can the IV robotic technology meet the MDACC Division of Pharmacy requirements for
  reliability (expectation is 100% uptime; may tolerate 5% unplanned downtime per
  week)?
  Have you provided documentation of the functionality, durability and reliability of your
  technology?
  Have you provided references to clients using your technology under similar load and
  demand conditions?
   Does the robot have the functionality for chemotherapy and non-chemotherapy doses?
   Does the robot have exhaust functionality with no recirculation of room air?
   Can the robot make syringes and IV bags simultaneously?
   Is comprehensive field service available 24/7 by 365 days?

Electronic Physician/Pharmacy Order Management Systems (ePOMS)                                          Yes   No   Comment
   Have you provided a solution in which the use of scanning technology and related
   software (ePOMS) appears to offer the best middle ground between the current
   process (faxing) and CPOE?
   In this solution, is the paper order scanned at the nursing unit and transmitted to the
   pharmacy where it will be visualized on a monitor?
   Is each transaction dated and timed serving as a proxy for that information if it has
   been omitted from the order itself?
   Are orders for the same patient grouped and linked for more effective entry into the
   pharmacy information system?
   Does your ePOMS supports customizable assignment of orders from specific patient
   care areas to specific dispensing areas based on time of day and staffing?
   Does the ePOMS order queue allows user to see patient name or Medical Record
   Number?
   Does the ePOMS support scanning of orders and documents between all pharmacy
   locations and all patient care areas?
   Does the ePOMS support order queuing by priority categorization?
   Does the ePOMS allow staff to view orders throughout the entire filling process?
   Does the ePOMS have the ability to fax or scan orders into system?
   Does the ePOMS support a queuing capability of orders?
   Is there a re-routing function in the ePOMS?
   Does the ePOMS allows for Order Flow Management with:

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Functional Requirements                                                             Yes       No              Comment
    Broadcast ability?
    Better image quality?
    Ability to manipulate orders?
  Does the ePOMS provide order management tracking reports including, but not limited
  to:
    Orders by floor / location/ or group?
    Orders by pharmacist?
    Patient name/medical record number retrieval?
    Pharmacist assignment to category:
      Stat?
      Hold?
      Chemotherapy?
      Investigational Drug?
      Follow-up needed?
  Does the ePOMS have paging capability if queue is getting too long, or STAT order,
  etc?
  Does the ePOMS scanners have smallest footprint (provide details)?
  Does the ePOMS have dual monitors?
  Can the ePOMS support the following reporting functions:
  Is customizable?
  Can provide reports by hour, floor, location, pharmacist, patient?
  Data is viewable and searchable?
  Have you provided documentation that the system functions to meet needs and
  expectations?
  Does the ePOMS prevent deleting a scan from the system?

Technology
 Integration Requirements                                                                          Yes   No   Comment
   Does the selected Medication Process – Supply Chain Technology solution integrate
   with the:
     Distribution Partner Order Management Application?
     Inventory Management System?
     GE Centricity Pharmacy Information System?
    All technologies and systems that are part of the solution?

Technology Standards                                                                               Yes   No   Comment
Do the hardware and software applications conform within reason to the MDACC IT / IS
Standards and Information Security requirements provided (see Attachment B)?

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Functional Requirements                                                               Yes       No                Comment

Hardware and Software                                                                                  Yes   No   Comment
   Are all hardware (technologies and devices) are to be the most current versions?
   Are all current software updates of applications covered by this RFP at no additional
   cost. (Software updates are later versions of existing software, which do not
   necessarily introduce new functionalities, but enhances current functionality)?

   Will you, as the Technology Partner, supply MDACC in advance a release summary of
   all changes and modifications included in the hardware or software update?
   Will release summaries specifically include:
         Any functionality that is a required fix?
         Other functionality that may have been impacted by new or changed code?
         A list of any new features added?
         A summary of how hardware and/or software performance will be improved by the
         update?
   When notification of pending available update is provided, will such notification include
   the estimated duration of such update process with the option to defer update to a later
   time?
   Will hardware and software updates be scheduled to occur at mutually agreed upon
   times to minimize downtime and interruptions from work?
   Will MDACC have the opportunity to preview and approve all release summaries?
   Will software be updated in response to changes in laws and national pharmacy
   practice guidelines on a timely basis?
   Are custom software requests honored on a timely basis?
   Are recommendations from customer user groups honored on a timely basis?

Disaster Recovery                                                                                      Yes   No   Comment
   Have you provided a copy of a disaster plan to react in an appropriate and pro-active
   manner to computer system, local, regional, or national emergencies, defining disaster
   procedures for MDACC Division of Pharmacy , specifying procedures for delivery,
   communications, and alterative computer capabilities in case of mainframe computer
   failure, to prevent loss of service?
   Will you agree changes to the disaster plan must be submitted to the MDACC Division
   of Pharmacy’s Director of Pharmacy Operations and Manager of Pharmacy Finance for
   approval?
   Will the disaster plan be reviewed at least annually with MDACC Division of Pharmacy?


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Functional Requirements                                                               Yes      No                  Comment
  Will the information system/technology aspects of the disaster plan be designed to
  meet the specifications and requirements of the MDACC Division of Pharmacy Director
  of Pharmacy Informatics (to be provided at start up)?

Support, Training and Maintenance
Training                                                                                                Yes   No   Comment
   Does your pricing include all training for newly installed pieces of equipment or
   software, per this Request for Proposal?
   Does your training plan include new installation training, new hire training, and training
   when upgraded software is installed (please note exceptions)?
   Will the training programs validate user competency and provide resources for
   retraining and updating as needed?
   Does your proposal describe all relevant training you offer and the prices that would be
   charged to your most strategically important customers for such training?
 Have you provided the following information in your response:
       Technical level - prerequisites required for each relevant class or training session?
       Number/type of MDACC Division of Pharmacy staff expected to attend each class
       and in total?
       Usual location of any such offered class or training sessions?
       Usual duration and schedule of any such set of classes or training sessions?
       Training materials required?
       Usual method of performing on going (new employee) training and upgrade training?
   If training is performed on-site at MDACC, have you identified technical and equipment
   needs for the training environment?
   Are" Train the Trainer” classes to be provided?
   Have you described how your company would determine the prices that would be
   charged to your most strategically important customers for such "Train-the-Trainer"
   class offerings?
   Have you described the material to be covered in any such "Train-the-Trainer" class?
   Is computer-based training to be provided?
   Does your proposal describe additional training costs for which MDACC Division of
   Pharmacy would be subject to in exchange for such CBL training?

Support and Maintenance                                                                                 Yes   No   Comment

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Functional Requirements                                                              Yes       No                 Comment
  Will you provide twenty four hour (24) support for software and hardware issues?
   What is your normal response time for your most strategically important customers?
   Will you provide regularly scheduled preventative maintenance on all installed pieces of
   equipment during non-peak production hours?
   Does your company have a dedicated 24/7 Help Desk representative to facilitate faster
   resolution of issues along with guaranteed response time in accordance with the
   following severity levels:
         Urgent - Total equipment failure with initial response within one hour of
         notification. Target resolution time is Immediate?
         Critical - Multiple equipment malfunction with initial response within two hours of
         notification. Target resolution time is four hours?
         Major - Key piece of equipment not functioning correctly, but an agreed-upon work-
         around exists. Initial response time within four hours of notification). Target
         resolution time is eight hours?
         Minor - An issue exists that does not impact the main functionality of the
         equipment. Initial response within 24 hours of notification). Target resolution time
         is 48 hours?
   In your proposal, have you agreed to maintain the relevant applications at an industry
   supported life cycle in regards to the operating systems, hardware, middle ware and all
   other components?

Warranties                                                                                             Yes   No   Comment
   Does the Technology Partner warrant that all items listed in your proposal include all
   items necessary to meet the specification requirements outlined in this RFP?

   Does the Technology Partner warrant that all portions and modules of the hardware
   and software are compatible with each other and that when implemented as a system,
   the hardware and software will perform all of the functions for which it was intended?
   Have your provided and listed all warranties to be provided for the proposed solution
   and related services?

Technology Partner Commitment to Patient Care                                                          Yes   No   Comment
   Are you willing to strategically support MDACC with leading-edge process design and
   functionality in the contracted Medication Process Technology solution?



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Functional Requirements                                                                Yes       No                Comment
   Will you, as the proposed Technology provider, enter into a full partnership with specific
   responsibilities and accountabilities for successes and advance planning to avoid
   operational failures and/or minimize their impact on patient care should they occur?

   The scope of the project includes technology, processes, space, management
   integrated to provide the most efficient, effective, and safe patient-care services. Are
   you willing to support this initiative for the duration of the contractual relationship?
   Does your proposal address the fundamental question of “How do we know that your
   solution works in the manner described and functions with the highest degree of
   reliability”?
   As the proposed Technology Partner, have you:
      Provided at least two references of customers that have successfully implemented
      your proposed Medication Process Technology solution. Reference customers
      must be sufficiently comparable in organizational scope and scale?
      Described your solution’s quality assurance program?
      Provided assurances that the solution components operate with less than 5%
      unplanned down time per month and no more than 4 hours unplanned down time at
      a single episode?
      Documented your solution’s operating performance with particular reference to
      comparable scope and scale to include:
           Training support (initial and on-going)?
           Preventative maintenance?
           Routine service?
           Repair service ?
           Hardware and software requirements for integration and interoperability?

Solution Interoperability                                                                               Yes   No   Comment
   Do the respective technologies and systems have the necessary interoperability to
   function as a fully integrated, end-to-end solution?
   Have you agreed to assume full responsibility to assure the compatibility and
   functionally of and among all components of the solution whether those that are
   proprietary to the Technology Partner or those providing through a third party?
   In your response, have you:
       Provided a description of those technologies to be provided by a third-party?
       Documented how you can validate the functionality and interoperability of third party
       technology?

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Functional Requirements                                                                     Yes       No        Comment
      Discussed and documented the criticality of the gap in your solution to be
      supplemented with a third party in fulfilling the specific functional requirement?
      Described the requirements for additional hardware or software needed to
      implement the third party technology?
      Described how implementation of third party technology will be coordinated with
      implementation of your own solution?
      Provided guarantees and assurances that the inclusion of the third party technology
      will yield a result that fulfills the specific requirements?
      Documented the impact developing and implementing such third party solutions on
      current and future pricing ?
   Provided at least two references for customers that have successfully implemented the
   subject third party technology as part of your technology solutions?


Solution Development                                                                                 Yes   No   Comment
   Do any of the specific requirements of this RFP exceed the design of currently
   available technology and systems in some or many aspects?
   Does the proposal response clearly delineate “what is” from “what might be”?
   In the event that some functionality is “under development” have you:
       Provided very detailed description of the gap between the current and planned
       functionality?
       Discussed and documented the criticality of the gap in fulfilling the specific
       functional requirement?
       Detailed the requirements for additional hardware or software needed to implement
       the new functionality?
       Provided the time table for completing the development of such functionality?
       Provided recommended, proven solutions to manage the gap until such time as
       development is completed?
       Detailed what guarantees and assurances will be provided that the development
       plan will be completed on time and will yield a result that fulfills the specific
       requirements?
       Detailed the impact developing and implementing such new functionality on current
       and future pricing ?
      Presented an understanding of what MDACC resources are required to support
      such development and how that investment will generate positive returns?
 Do you agree to pay negotiated penalties if agreed upon timeline deadlines are not
 achieved?

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Functional Requirements                                                               Yes       No               Comment

Implementation Timing and Schedule                                                                    Yes   No   Comment
   Have you submitted an implementation schedule with the RFP response?
   Does your implementation plan detail how the Division and the Technology Partner will
   work together to determine which of those elements are sufficiently functional on a
   relatively “stand-alone” basis until full integration can be achieved?
   Does the plan specify timelines by phases, week and function?
   Does your implementation plan include:
         Flow of the implementation to optimize the impact of each technology on a stand-
         alone basis while waiting for the subsequent phases that will integrate them into
         the full end-to-end complement?
         Implementation plan quality assurance program?
         Training (initial and on-going)?
         Implementation staffing (please resume summaries detailing implementation
         experience) for the project manager and key resources?
         Expected MDACC staffing requirements (numbers individuals, required
         experience, time commitment and duration?
   Do you agree that the Implementation Schedule submitted will become part of the final
   contract with the selected Technology Partner?

Implementation Risk Management                                                                        Yes   No   Comment
  Does the RFP response describe how your proposed implementation plan will mitigate
  those risks over which you would be expected to have control as well as those for which
  you are able to make recommendations?

  Risk Factors and Potential Impact During Implementation                                             Yes   No   Comment
 Have you described your approach and recommendations to minimize Implementation
 Risk with regard to:
    Integrating Technology and Processes-Poorly designed processes that do not take
    advantage of the technology will cause delays in medication delivery?
    Availability of Dedicated Staff-If sufficient staff is not directly dedicated to
    implementation, timelines will not be met?
    Interruption of Distribution Processes-Switching technology and processes will cause
    delays as staff become accustomed to the new methodology?
     Equipment Transition Logistics-The ability to implement the new systems while still
     using the existing systems can cause issues with space, timing, and processes?



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Functional Requirements                                                                     Yes   No              Comment
    Failure of Initial Education and Training-Staff will not be able to use new systems and
    processes, causing delays in medication delivery?
    Facilities Installation Issues-Ability of Facilities to provide resources in a timely
    manner to meet the needs of the project can cause delays in implementation?
    Technology Partner Fails to Meet Contract Requirements-Potential delays in
    implementation or failure of project?
    Facilities Installation Issues-Ability of Facilities to provide resources in a timely
    manner to meet the needs of the project can cause delays in implementation?

   Risk Factors Post Implementation-Impact                                                             Yes   No   Comment
 Have you described your approach and recommendations to minimize Post-
 Implementation Risk with regard to:
      Staff Acceptance of New Processes - If staff does not accept the change in
      processes, the system will not work as efficiently as designed causing even slower
      delivery of medications?
      Lack of Follow-up Education and Training - Staff will not fully remember new
      workflow and processes causing delay in delivery of medications?
      Improper Equipment Placement, Sizing and Configuration Estimates - Delivery can
      be slowed due to excessive time needed to retrieve medications?
      Technology Partner Fails to Meet Contract Requirements-Technology Partner
      failures may create delays in the project timeline, which may ultimately create
      overall project failure?
      Excessive Equipment Downtime-Delivery costs will increase as more tasks are
      required to be completed manually?
      Poor Workflow-Benefits from increased automation will be lost if workflows are
      poor?
Does your implementation plan include steps taken to remedy post-implementation
problems including but not limited to those described above?

Performance Expectations
 Uptime Guarantees                                                                                     Yes   No   Comment
   Will the end-to-end solution as well as individual solution components have sufficient
   durability and reliability to support the Division of Pharmacy's service requirements and
   hours of operation (hours of service are 8,760 (24 hours per day for 365 days annually
   excepting Leap Years)?
    Can the Medication Process – Supply Chain Technology solution be available to
   support operations on a full-time basis with an required uptime of 100%?

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Functional Requirements                                                             Yes       No                   Comment
  Can uptime be tracked by field service reports? (or what other means)?
   Please indicate if you accept our definition of Downtime as the number of hours for
   which the solution and/or components are inoperable with regard to responding to
   medications orders excluding planned maintenance including updates and upgrades?
   Can downtime be tracked by field service reports? (or what other means)?
 Please indicate whether you accept the assessment of the following fees at risk for
 failures to meet Uptime guarantees?
     Meets Uptime Target                               BIP
          Less than 3 hours per month              $ 10,000
          Between 3 and 10 hours per month         $ 25,000
          More than 10 hours per month              $ 50,000

Business Interruption Response Times                                                                    Yes   No   Comment
  Will your company be able support our patient care operations in responding to service
  issues in accordance with our Severity Level expectations (see RFP document for more
  information):
    Urgent - Total equipment failure with initial response within one hour of notification.
    Target resolution time is Immediate?
    Critical - Multiple equipment malfunction with initial response within two hours of
    notification. Target resolution time is four hours?
    Major - Key piece of equipment not functioning correctly, but an agreed-upon work-
    around exists. Initial response time within four hours of notification). Target resolution
    time is eight hours?
     Minor - An issue exists that does not impact the main functionality of the equipment.
     Initial response within 24 hours of notification). Target resolution time is 48 hours?

   Please indicate whether you accept the assessment of the following fees at risk for
   failures to meet service level guarantees at the 99% level on a per month basis?
     Severity Level                      BIP per episode
      Urgent                               $50,000
      Critical                             $25,000
      Major                                $10,000
      Minor                                 None

Pricing Proposal (see Pricing Work Sheet)                                                               Yes   No   Comment
 Is your bid price based on all the services discussed in this RFP?
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                                       Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                   Yes      No   Comment
 Have any exclusions and/or aberrations from this pricing been duly noted and
 highlighted?
  Have you provided pricing for the following categories for both purchase and lease
 options:
         Hardware and devices?
         Adjunctive materials (packaging, labels, etc)?
         Software?
         Training?
         Maintenance?
         Support?
         Installation?
         Travel and Per Diem?
         Other Charges (are there any charges that may not fit within the above
         categories)?
 At a minimum, please provide the following breakouts of pricing elements. To the extent
 that any pricing and/or fees are variable, please provide the value on a unit of service
 basis as well as the definition of the unit of service:
 License Fee (totally inclusive for your proposed solution)?
 Maintenance Fee - Are there any annual fee(s) you may require? Include the date,
 relative to the project timeline, at which the fee will begin. (Should not include any
 warranty period.)
 Professional Service Fees - Have you provided all Professional Service Fees required
 with your solution, to include number and types of individuals, period of effort for each
 individual, the rate for each individual and the total project fee for each individual?
 Does this latter category also include any system enhancement fees?
 Training Fees - Have you described what level and type of training you recommend and
 the price associated with this recommendation?
 Data Conversion Fee - Have you provided your best estimate and assumptions for any
 data conversion effort and any fees associated with the effort?
 Implementation Fees - Have you provided a recommended implementation strategy,
 including a schedule of sites, the level of support you will provide and the associated
 costs for that support? (Please assume that your level of support for implementations
 will diminish as MDACC Division of Pharmacy becomes more familiar with the technology
 solution.)
 Travel and Per Diem - Have you provided some estimated level of travel costs including
 assumptions with your estimates?


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                                     Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                                        Yes No              Comment
   rd                                                 rd
 3 Party License Fees - Have you provided ALL 3 party technology required supporting
 your proposed solution including a break out each 3rd party element, identify if it’s cost is
 included in your proposal or if MDACC Division of Pharmacy must acquire the
 technology?
 Does the price for 3rd party technology identify license fee(s), annual maintenance fee(s)
 and level of maintenance for 24 * 7 *365?
 Other Charges (are there any charges that may not fit within the above categories)?
Have you prepared a proposal including the total of all costs and fees?

Fees for Upgrades, Updates and Support Services                                                         Yes   No   Comment
   Have you provided the typical rates as a percentage of purchase prices for
   maintenance (24 x 7 support)? Break out hardware software, interfaces, user support,
   client, server, and other hardware, and infrastructure.
   Have you presented any discounts or other benefits your company is prepared to offer
   your most strategically important customers?
   Are there additional incentives (discount off each) will you offer MDACC Division of
   Pharmacy for these services?
   Is there any aspect of support and maintenance that is currently (or is likely to be later)
   subcontracted by your company?
   Have you delineated the specific support and/or maintenance functions so
   subcontracted, and also set forth in detail the set of standard operating procedures any
   such subcontractor would be contractually obligated to perform under the terms of any
   relevant agreement with your company?
   Do maintenance fees include all software and hardware upgrades?

Professional Services Fees                                                                              Yes   No   Comment
   Have you provided information to describe how you determine your professional
   service fees, (e.g. for solution implementation, operations, and management costs)?
   Have you included your professional service fees/hour by specialty?

Product Additions                                                                                       Yes   No   Comment
   Have you described how you handle and fund additions to a product once a customer
   has purchased the product?
   Do you agree to take the following into consideration when negotiating with MDACC
   Division of Pharmacy on additions to a purchased product:
         The margin for similar products under the Agreement?
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                                 Medication Process - Supply Chain Technology RFP Questionnaire
Functional Requirements                                                               Yes    No                   Comment
       The prevailing market margin for similar products at the time of the product’s
       introduction?
        Other factors that in its discretion considers relevant to such a determination?


Payment Terms and Electronic Transmission of Software                                                  Yes   No   Comment
   Can deliver any licensed software programs by electronic means via a MDACC Division
   of Pharmacy designated File Transfer Protocol (FTP) site?
   Are you prepared to offer any additional discounts and on what terms to your most
   strategically important customers?

Most Favored Customer Pricing                                                                          Yes   No   Comment
  Can you provide assurances that any licensing, implementation, training, support and
  maintenance fees should not be any less favorable than those offered your most
  strategically important or otherwise favored customers?
  Are you willing to agree to a “most favored customer” provision in any Agreement
  resulting from this RFP process, warranting that the total price offered to MDACC for
  products and services provided in your proposal are in accordance with your most
  favorable pricing terms?




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Description: Inventory Management Questionnaire document sample