RFP: EHR System Supply, Install & Mobile Access for Healthcare

This document presents a Request for Proposal (RFP) from a hospital seeking established vendors to supply, deliver, install, test, and implement 100 Electronic Health Record (EHR) systems with mobile device accessibility. The RFP outlines the project's scope, including hardware and network solutions, emphasizing security features compliant with NIST norms and HIPAA. It details the submission process, vendor selection criteria based on market standing, financial stability, and internal assessments, as well as product selection based on technical aspects and commercial viability. The RFP specifies warranty periods, AMC rates, payment terms, and contract duration, highlighting the importance of system upgradability. Vendors are required to provide comprehensive documentation, including executive summaries, vendor profiles, specifications, and implementation plans, with a two-envelope submission process separating technical and commercial bids from the price bid. References to relevant NIST and healthcare resources are included for further guidance.

Request for Proposal (RFP) Assignment
Name of the Student :
Student Id:
Name of the College:
Name of the Department:
Assignment ID:
Date of submission:

Hospital Name TENDER DOCUMENT
Hospital Address
Request for Proposal (RFP)
For Supply, Delivery, Install, Testing and Implementation of 100 nos.
Electronic Health Record (EHR) System Accessibility for mobile devices
Date of RPF: 10th June 2019
Intent to respond date: 17th June 2019
Written Questionnaire date: 24th June 2019
Answer to Questionnaire posting Date: 26th June 2019
Date of Submission of RFP: 24th July 2019 at 4.00 PM
Opening of Technical Bid: 24th July 2019 at 5.00 PM
List of Eligible vendors posted date: 31th July 2019
Opening of Commercial Bid among eligible vendors: 31st August 2019
Contact Details:
Mr. ABC, Technical Manager
Address:
Email:
Contact Number:

Hospital Name TENDER DOCUMENT
Hospital Address
Invites sealed tenders from established and reputed vendors for the following works:
1. Description of the work:
“Supply, installation, testing, commissioning and maintenance” of 100 Nos of “Mobile Devices
to extend Electronic Health Record (EHR) System Accessibility” for use of hospital healthcare
professionals as fully detailed in this document under the head “Technical Specification, Scope
of Supply etc. and its related works” ("Request for Proposal - Stratis Health", 2014).
2. The tender document contains:
1. (A) Vendor Profile
(B) Product Description
(C) General conditions of contract
(D) Masked price bid with technical specification
The documents marked A, B, C and D should form documents to be submitted in the first
envelope to me captioned "TECHNICAL AND COMMERCIAL BID"
2. Commercial Bid - This is the only document to be submitted in second envelope under
caption “PRICE BID”
3. Concept of tender:
The tender is "Two Envelope Concept"
“Envelope – 1” - Technical cum commercial bid
“Envelope – 2” - Price bid
On the date of submission, both the enveloped under sealed conditions containing the relevant
documents should be placed in a bigger envelope which should be sealed and super- scribed the
details on the tender documents ("RFP Sample Documents", 2019).

Hospital Name TENDER DOCUMENT
Hospital Address
4. Minimum requirement specification of the product:
a. Description of the product:
Healthcare professionals use mobile devices more and more to store, receive, process and
communicate clinical information on patients. According to the risk analysis performed by our
technical professionals, mobile devices can create security concerns and vulnerabilities in the
networks of our health organization, as experienced by many other healthcare organizations. The
practice guide of the NIST cybersecurity gives a detailed reference design which is modular and
open in nature and can be tailor-made and enforced for various IT requirements in our medical
organization.
b. The hardware, the network solutions and endpoint protection should be from recognized
vendors like IBM, CISCO, Intel, RSA, Symantec etc.
c. The solution should provide the following:
 Mapping the safety features as per NIST norms and best practices and the Security Rules
of the HIPAA (Frisbee 2014)
 Providing comprehensive architecture and safety control capacities (Sandefer, Brinda,
Wapola, Maki and Marc 2019)
 Facilitating easy use by means of transparent, automated safety secured control setup.
 Addressing the requirement for both in-house or outsourced types of implementation,
 Providing necessary guidance to implementers and security engineers ("Securing
Electronic Health Records on Mobile Devices", 2018)

Hospital Name TENDER DOCUMENT
Hospital Address
5. Submission Process and Requirements
Along with the hard copy of the tender documents mentioned under item no 3, softcopy of the
following documents are to be submitted with the following details ("Request for Proposal (RFP)
Template for Health Information Technology | HealthIT.gov", 2012):
1 – “Executive Summary” (a brief description of the proposed products and services)
2 – “Vendor Profile” (All the relevant information in the template provided should be furnished
3 – “Specifications” (The details are to be furnished using the template provided)
4 – “Implementation Plan” (The implementation plan should be realistic and justified and
estimate timeline of implementation)
5 –“Hardware and Configuration Specifications” (You have to provide a list of hardware
requirements and configuration options like client/server, SaaS, etc.).
6. Selection Process
a. Vendor Selection
After opening technical bid, the selection committee will shortlist the list of vendors based on
their application ("Request for Proposal for Network Equipment RFP 01", 2009). The criteria for
selection is based on a marking scheme on important parameters as under:
1. Number of years of market standing as EHR vendor:
Number of sites already live:
Number of sites where breakdowns reported:
Number of new EHR installations during the last 3 years:
% of vendor-provided installations vs. outsourced:

Hospital Name TENDER DOCUMENT
Hospital Address
Total User Base: ("Request for Proposal (RFP) Template for Health Information Technology",
2012): 20 marks
2. Whether the vendor is in the negative list of any organization: 20 marks
3. Total Business turnover for last 3 years: 10 marks.
4. Whether the vendor has encountered loss during last 3 years: 10 marks
5. The sale of the particular solutions for last 3 year: 10 marks
6. The network of the vendor i.e. number of branches/offices and locations: 10 marks
7. Internal Assessment based on market survey and other sources: 20 marks.
Only top five from the list will be selected and the technical bids will be analyzed only for those
five vendors.
b. Product Selection
The product selection will be based on
a. Shortlisting of the products from the selected vendors based on the products passing the
technical specifications.
b. The process will be based on techno commercial evaluation done by our technical team. The
marking is best on the following criteria:
1. Strength of the Vendor: 10 marks.
2. Technical aspects of the product: 50 marks
3. Commercial: 40 marks.
The technical aspects will be based on the specifications given by the vendor, presentation by the
vendor in presence of our technical committee, testing of the equipment at vendor site, Test

Hospital Name TENDER DOCUMENT
Hospital Address
report from third party reputed rating agency like KLAS research with testing report ("Request
For Proposal - Project Management Docs", 2014).
The implementation and training have to be provided by the vendor. The vendor has to provide
7. 7. Warranty Period: Two years and free replacement of the defective devices within the
warranty period.
8. AMC Rate: The rate of AMC is fixed at 5 % of the basic cost of the solution per annum.
Service level agreement is to be executed by the vendor after expiry of the warranty period.
9. Payment Terms
a.40% on delivery
b.20% on installation, implementation and training
c.20% at the end of one year after implementation
d. Final 20% at the end of two years after implementation.
10. Contract Period
The initial contract period is for a period of five years from date of completion of the project,
which can be extended by another five years if we require the same. The vendor cannot
unilaterally terminate the contract for that before we release the final payment of 20%, the
vendor has to submit a Bank guarantee for the value of the final payment. The bank guarantee is
valid for three years. The Bank Guarantee will be invoked if the vendor goes back on contractual
obligations.
11. Upgradation of Product
The solution to be provided should have the option to upgrade. The vendor should mention in
their proposal the percentage of the cost of the product in the upgrade column under technical

Hospital Name TENDER DOCUMENT
Hospital Address
specification of the tender document. This option also will be part of the technical evaluation
criteria for the solution.

Hospital Name TENDER DOCUMENT
Hospital Address
References
Frisbee, K. (2014). Assessing the impact of mobile health apps on family caregiver burden levels
and the factors predicting mobile health app use. International Journal Of Integrated
Care, 14(8). doi: 10.5334/ijic.1777
Request For Proposal - Project Management Docs. (2014). Retrieved from
https://www.projectmanagementdocs.com/template/project-documents/request-for-
proposal/
Request for Proposal - Stratis Health. (2014). Retrieved from
https://www.stratishealth.org/documents/HITToolkitHospital/1.Adopt/1.3Select/
1.3Request_for_Proposal.doc
Request for Proposal (RFP) Template for Health Information Technology | HealthIT.gov. (2012).
Retrieved from https://www.healthit.gov/resource/request-proposal-rfp-template-health-
information-technology
Request for Proposal (RFP) Template for Health Information Technology. (2012). Retrieved
from https://www.okhca.org/WorkArea/linkit.aspx?
LinkIdentifier=id&ItemID=15024&libID=14007
Request for Proposal For Network Equipment RFP 01. (2009). Retrieved from
https://www.usac.org/_res/documents/rhc-pilot-program/pdf/search-postings/2009/
Michigan-Public-Health-scope-01.pdf
RFP Sample Documents. (2019). Retrieved from https://www.himss.org/rfp-sample-documents-
0

Hospital Name TENDER DOCUMENT
Hospital Address
Sandefer, R., Brinda, D., Wapola, J., Maki, S., & Marc, D. (2019). EHR Usability on Mobile
Devices. Retrieved from http://library.ahima.org/doc?oid=300527#.XPTMT4gzbIU
Securing Electronic Health Records on Mobile Devices. (2018). Retrieved from
https://www.nccoe.nist.gov/sites/default/files/library/sp1800/hit-ehr-nist-sp1800-1b.pdf