HEALTHCARE CONNECT FUND REQUEST FOR PROPOSAL

Transcription

1 HEALTHCARE CONNECT FUND REQUEST FOR PROPOSAL 1. Background & Instructions You are one of several vendors invited to participate in the CVSM consortium (also referred to as St. Mary s and Clearwater Valley Hospitals and Clinics or SMH-CVHC) selection process for its telecom services. We will provide a description of the required products and services in the subsequent sections of this RFP and provide all participating vendors with an opportunity to ask questions of the project team for any elements that need clarification. Please review all sections herein and respond to all questions in a complete and concise manner. We appreciate your participation in this RFP and look forward to reviewing your response. The CVSM consortium consists of 12 Health Care Provider(HCP) sites, listed in Section 11. We reserve the right to substitute or add sites or services. 1.1 Use of RFP The terms of this RFP, and all related information provided in connection with this RFP, are to be used solely by Vendor for the purpose of responding to this RFP. 1.2 Coverage The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of the CVSM consortium. 1.3 Proposal Costs Vendor is responsible for all costs associated with preparation of your proposal. Submission of a proposal in no way obligates SMH-CVHC to Vendor in any manner. In addition, such costs may not be charged back to SMH-CVHC if a mutually agreed to definitive agreement is entered into with SMH-CVHC. 1.4 Modifications or Withdrawals Prior to the time and date specified as the RFP deadline, responses to this RFP may be modified or withdrawn. Withdrawn proposals may be re-submitted up to the time and date specified as the RFP submission deadline, provided that the response is consistent with the instructions in this RFP. Any modification to a proposal submitted after such deadline may result in the disqualification of the proposal in SMH-CVHC's sole discretion. 1.5 Right to Select SMH-CVHC reserves the right to select and negotiate with those Vendors it judges as having submitted a competitive proposal and to terminate negotiations at any time without incurring any liability to any Vendor. 1.6 No Obligation SMH-CVHC is under no obligation to procure or contract for the services described in this RFP or Vendor's response to this RFP. SMH-CVHC also reserves the right to select one or more preferred Vendors to best support its business units. You waive any right to claim damages of any nature whatsoever based on the selection process, final selection, and any communications associated with the selection. 1

2 1.7 Event Time Line Date of USAC posting RFP open for vendors' review and responses 21 days from posting Deadline to submit questions 28 days from posting Proposal submission deadline 49 days from posting Conditional award notification 63 days from posting Negotiations and finalization of contract terms 1.8 Good Faith Statement All information provided by SMH-CVHC in this RFP is offered in good faith. Individual items are subject to change at any time. SMH-CVHC makes no certification that any item in this RFP is without error. SMH- CVHC is not responsible or liable for any use of the information or for any claims asserted there from. Note: All RFP communications between SMH-CVHC and Vendor for clarification of this RFP are considered confidential and shall not be distributed outside of these entities. 1.9 Intention to Bid Vendors must notify SMH-CVHC of their intention to bid or decision not to bid by 21 days from USAC posting. Notification should be in writing via . Vendor's response should be forwarded to the following RFP contacts: Curtis Fryer, CIO Pam McBride, Chief Grants Officer 1.10 Vendor Presentations Vendors submitting a valid proposal meeting the requirements outlined in this RFP may be asked to make a presentation to the Service Evaluation Team. The Vendor will be expected to provide phone and Web conferencing services so that SMH-CVHC s associates can participate without additional travel. SMH-CVHC has no obligation to grant the right to make a presentation to Vendor Evaluation Criteria The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those vendors that have the interest, capability, and financial strength to provide SMH-CVHC with the required services as outlined in the solicitation. A systematic evaluation and scoring of RFP responses will be conducted, which will include the following evaluation criteria: 1. Management capability, including solicitation compliance _15_ 2. Reliability of service _20_ 3. Previous experience with the service provider _20_ 4. Cost _20_ 5. Personnel qualifications, including technical excellence _15_ 6. Leverage existing resources _10_ 1.12 Method of Evaluation Representatives of the CVSM consortium will use the evaluation criteria listed in Section 1.11 to objectively rate vendor capacity. Higher ranking vendors, determined by SMH-CVHC to possess the capacity to compete for the Services, will be selected to move into the negotiation phase of this process. Written notification will be sent to these Vendors via . Those Vendors who were not selected for 2

3 the negotiation phase will also be notified via . Evaluation of negotiations will also use criteria in Section Pricing, Contract Length, and Invoicing All Vendors must provide pricing for a 36-month contract for the services being proposed. Pricing should be separated by charges eligible vs ineligible for USAC funding for ease of invoicing. Vendors will be required to invoice services monthly. They will also be required to use Form 463 to invoice for services supported by USAC. Detailed instructions for service eligibility and using Form 463 are found at Questions Questions are due to SMH-CVHC on the date identified in Event Timeline section above. All questions should be directed to Curtis Fryer, Curtis.Fryer@smh-cvhc.org. 3

4 2. VENDOR INFORMATION This section is to provide general company and contact information. Bidding Company Name: Address: Sales Representative Name: Telephone Number: address: 2.1 Executive Summary Briefly describe the key elements of your proposal. Highlight any major features, functions, or areas of support that differentiate your service offering from your competitors' offerings. 2.2 Vendor's Company Background Provide a brief overview and history of your company. Describe the organization of your company and include any organizational information that is relative to your proposed services. 2.3 Financial Information Provide financial information on your company (e.g., annual report. If the financial information is available online, please provide the URL. If you are not a publicly traded company, provide us with a profile of your revenue growth since inception, profit or loss over this period, capital expenditures, SG&A expenses, etc., as can be shared. 3. TECHNICAL INFORMATION 3.1 Describe your service backbone and describe your redundancy? 3.2 Do you provide coverage to all our current offices and potential new locations/cities? If yes, please specify to which of our current locations you would be partnered with a last mile NNI and what is the backhaul distance to your core. 3.2 If you leverage other vendors to provide service, please detail how PE/PE connections are handled. 4

5 3.3 Please detail the level of diversity you are able to provide to each location. For example, if multiple locations are connected each PE (POP/CO) how are multiple circuits handled? 3.4 Please provide a list of local loop carrier choices for our consortium. 3.5 Do you provide local loop access choice (DS3, GE/FE, etc.)? If yes, please provide a list of access choices for each of our current office locations. 3.6 Where applicable, please explain your QoS strategy in order to support services necessary to transmit data and medical images. 3.7 What protocols do you support on CE-PE route exchange? 4. SUPPORT 4.1 Please describe your migration strategy from our current network to your solution? 4.2 Do you own your Network Operations Center? Where it is located? 4.3 What are your procedures for trouble reporting and escalation, including the trouble ticketing methodology? 4.4 Are your trouble tickets viewable to us real-time through a single customer Web portal? 4.5 Please describe your Service Level Agreement (SLA) policy. Provide copies of your Service Level Agreements to your response. 4.6 Describe your Change Management process. 5 BILLING 5.1 State current billing services offered. Describe your flexibility in accommodating billing cycles/requirements. 5.2 Do you provide a hierarchy structure for flexibility in organizing the information presented on the invoice? If so, please describe the levels in your billing hierarchy. 5

6 5.3 Can we provide our own account codes and SMH-CVHC site names for organizing the billing hierarchy, and sorting? 5.4 Describe the media options offered for invoice information. 5.5 Describe your reporting capabilities. 5.6 Please provide a sample copy of your standard bills. 6 SUPPORT & SALES 6.1 Please describe the different roles and longevity of the account team assigned to our account. Please include the names of specific individuals and their credentials that will be assigned to our account. SMH-CVHC values an account team that is fully versed in the unique nature of our business. 6.2 Frequent and candid communication is vital to maintaining a good working relationship between our company and our provider of communication services. Explain how the team assigned to our account would maintain communication with our team with respect to new installations, upgrades, network problems, billing issues, changes to the services, and new products and services? 6.3 What assurance can you give us that this communication will be proactive, relevant and forthright? Describe how empowered the account team is in support of our account. Describe the level of ownership the account team has for our account. 6.4 Describe your performance reporting capabilities for managed and un-managed solutions. Include descriptions and samples of reports showing availability, reliability, service outages, and trouble tickets-monthly 7 VALUE ADD SERVICES Explain any value add services you provide at no charge and identify any optional bundling of services to reduce cost. 6

7 8 REFERENCES Provide contact information for a minimum of three references that are similar in size of SMH-CVHC. SMH-CVHC will not contact the references below without providing the Sales representative 48 hour prior notice. If you prefer to coordinate the calls please advise. 9 TERMS AND CONDITIONS The vendor shall include a copy of standard terms and conditions as part of the submittal package. 10 CONFIGURATION/PRICING ASSUMPTIONS 10.1 Pricing submitted as part of this RFP should use the following assumptions. 1. Refer to SMH-CVHC s location list for data circuit information per office location. 2. Services with preferred Ethernet handoffs. Please note where Ethernet handoff is not available. 3. Demarcation point is to be installed in SMH-CVHC server room whenever possible. Exceptions must be noted. 7

8 11 CONFIGURATION/PRICING ASSUMPTIONS 11.1 Locations for service (Requesting price vs. performance options) HCP Site Name Physical Address City State Zip St. Marys Hospital 701 Lewiston Street Cottonwood ID St. Marys Hospital - Nezperce Medical Clinic 501 Oak Street Nezperce ID St. Marys Hospital - Craigmont Medical Clinic 320 North Division Craigmont ID St. Marys Hospital - Kamiah Medical Clinic 518 Oak Street Kamiah ID St. Mary's Kamiah Physical Therapy 619 4th Street Kamiah ID St. Mary's Hospital - Grangeville Clinic 617 W. North St. Grangeville ID St. Mary's Elk City Medical Clinic 133 Hwy 14 Elk City ID CLEARWATER VALLEY HOSPITAL 301 CEDAR OROFINO ID CLEARWATER VALLEY HOSPITAL - KOOSKIA MEDICAL 201 THENON KOOSKIA ID CLINIC Clearwater Valley Hospital - Pioneer Medical Clinic 105 WEST CARLE Pierce ID STREET Orofino Physical Therapy Clinic 153 Johnson Avenue OROFINO ID Medical Park 1075 Michigan Ave OROFINO ID Point to Point Connectivity (existing service under evergreen contract until November 2016) HQ SITE 1: St. Mary's Hospital & Clinics: (point-to-point with Site 2) 701 Lewiston Street, Cottonwood, ID NPA-NPX

9 SITE 2: Clearwater Valley Hospital & Clinics: (remote site connected to HQ Site1) 11.3 Remote site connectivity between consortium sites (existing service under evergreen contract until November 2016) HQ SITE 1: St. Mary's Hospital & Clinics: 701 Lewiston Street, Cottonwood, ID NPA-NPX Mbs Kamiah Medical Clinic: (remote site on HQ1) 518 Oak, Kamiah, ID NPA-NPX Mbs Kamiah Physical Therapy: (remote site on HQ1) 619 4th Street, Kamiah, ID NPA-NPX Mbs Craigmont Medical Clinic: (remote site on HQ1) 320 N. Division, Craigmont, ID NPA-NPX Mbs Nezperce Medical Clinic: (remote site on HQ1) 501 Oak, Nezperce ID NPA-NPX Mbs Grangeville Physical Therapy Clinic: (remote site on HQ1) 9

10 617 West North St, Ste 1, Grangeville, ID NPA-NPX Mbs HQ SITE 2: Clearwater Valley Hospital & Clinics: (remote site on HQ2) Orofino PT Clinic: (remote site on HQ2) 153 Johnson Avenue, Orofino, ID NPA-NPX Mbs Pioneer Medical Clinic: (remote site on HQ2) 105 Carle Street, Pierce, ID NPA-NPX Mbs Kooskia Medical Clinic: (remote site on HQ2) 201 Thenon Street, Kooskia ID NPA-NPX Mbs 11.4 REDUNDANT Point to Point Connectivity (current contract until November 2015) HQ SITE 1: St. Mary's Hospital & Clinics: (point-to-point with Site 2) 701 Lewiston Street, Cottonwood, ID NPA-NPX SITE 2: Clearwater Valley Hospital & Clinics: (remote site connected to HQ Site1) 10

11 11.5 REDUNDANT Remote site connectivity between consortium sites (current contract until November 2015) HQ SITE 1: St. Mary's Hospital & Clinics: 701 Lewiston Street, Cottonwood, ID NPA-NPX Mbs Kamiah Medical Clinic: (remote site on HQ1) 518 Oak, Kamiah, ID NPA-NPX Mbs Kamiah Physical Therapy: (remote site on HQ1) 619 4th Street, Kamiah, ID NPA-NPX Craigmont Medical Clinic: (remote site on HQ1) 320 N. Division, Craigmont, ID NPA-NPX Nezperce Medical Clinic: (remote site on HQ1) 501 Oak, Nezperce ID NPA-NPX Grangeville Physical Therapy Clinic: (remote site on HQ1) 617 West North St, Ste 1, Grangeville, ID NPA-NPX

12 Elk City Medical Clinic Hwy 14, Elk City ID NPA-NPX HQ SITE 2: Clearwater Valley Hospital & Clinics: (remote site on HQ2) 10Mbs Pioneer Medical Clinic: (remote site on HQ2) 105 Carle Street, Pierce, ID NPA-NPX Kooskia Medical Clinic: (remote site on HQ2) 201 Thenon Street, Kooskia ID NPA-NPX Dedicated Internet Access, Ethernet hand-off (existing contract until December 2015) HQ SITE 1: St. Mary's Hospital & Clinics: 701 Lewiston Street, Cottonwood, ID NPA-NPX Mbs SITE 2: Clearwater Valley Hospital & Clinics: 20Mbs 12

13 11.7 REDUNDANT Dedicated Internet Access, Ethernet hand-off HQ SITE 1: St. Mary's Hospital & Clinics: 701 Lewiston Street, Cottonwood, ID NPA-NPX Mbs SITE 2: Clearwater Valley Hospital & Clinics: 20Mbs 11.8 Point to Point Connectivity, Ethernet hand-off (existing contract until December 2015) SITE 1: Clearwater Valley Medical Park: 1075 Michigan Avenue, Orofino, ID Mbs SITE 2: Clearwater Valley Hospital & Clinics: 10Mbs 11.9 REDUNDANT Point to Point Connectivity, Ethernet hand-off (existing contract until November 2015) SITE 1: Clearwater Valley Medical Park: 1075 Michigan Avenue, Orofino, ID Mbs SITE 2: Clearwater Valley Hospital & Clinics: 10Mbs 13

14 11.9 Point to Point Connectivity, Ethernet hand-off SITE 1: Clearwater Valley Medical Clinic: 204 Hospital Drive, Orofino, ID SITE 2: Clearwater Valley Hospital & Clinics: REDUNDANT Point to Point Connectivity, Ethernet hand-off SITE 1: Clearwater Valley Medical Clinic: 204 Hospital Drive, Orofino, ID SITE 2: Clearwater Valley Hospital & Clinics: 14