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. Lutheran Integration: Epic Go Live Support Request for Proposal March 24, 2016 Presented by: NYU Hospitals Center NYU Langone Health System

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Page 1: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

.

Lutheran Integration: Epic Go Live Support

Request for Proposal

March 24, 2016

Presented by:NYU Hospitals Center

NYU Langone Health System

Page 2: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

NYU Langone Health System

Table of Contents

1. Introduction....................................................................................................................3

2. Milestone Calendar.........................................................................................................3

3. Required RFP Response..................................................................................................3

4. Proposal Due Date, Delivery Instructions and Communication.....................................4

5. Proprietary Information, Non-Disclosure.......................................................................4

6. Costs Incurred.................................................................................................................4

7. NYUHC Reserves Right to Refuse Any and All Bids......................................................4

8. Effective Period of Prices................................................................................................4

9. Project Details and Vendor Response Requirements......................................................5

10. Customer Support...........................................................................................................8

11. Pricing.............................................................................................................................8

12. Description of Company..................................................................................................8

13. Past Performance and References...................................................................................9

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Page 3: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

NYU Langone Health System

1. Introduction

The NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as “HOSPITALS”, invite you (the “VENDOR ”) to submit a quote in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) for EPIC credentialed trainers to provide onsite training for NYU Lutheran staff in EPIC.

This RFP process is your opportunity to demonstrate your strong commitment to collaborating with HOSPITALS and ensures highly competitive pricing with quality customer support services.

This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your services, initiatives and Contract/Payment Terms compliance. We encourage you to submit a bid that is aggressively priced.

2. Milestone Calendar

The following calendar of events is based on planned NYUHC activities and anticipated Vendor delivery capabilities.

Milestones Date Time

RFP Release Date 3/24/16Vendor questions due 4/01/2016 12:00 PM ESTNYULHC Answers to Vendors due 4/11/2016 5:00 PM ESTProposals Due 4/22/2016 5:00 PM EST

3. Required RFP Response

Vendors are required to submit their Proposal in the specified electronic format. Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYUHC with Vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides. The Vendor is required to provide answers in this RFP word document itself unless indicated otherwise.

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Page 4: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

NYU Langone Health System

4. Proposal due Date, Delivery Instructions and Communication

All Proposals are due by, April 22, 2016, no later than 5:00 P.M. EST

Please send your complete electronic response via email to [email protected]

Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to [email protected] only. Under no circumstances must Vendor contact any employee of NYUHC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters not related to this RFP are not permitted.

5. Proprietary Information, Non-Disclosure

Vendor must have no rights in this document or the information contained therein and must not duplicate or disseminate said document or information outside the vendor's organization without the prior written consent of NYUHC.

6. Costs Incurred

All costs incurred in the preparation of the Proposal must be borne by vendor. By submitting a proposal, vendor agrees that the rejection of any proposal in whole or in part will not render NYUHC liable for incurred costs and damages.

7. NYUHC Reserves Right to Refuse Any and All Bids

Nothing in this RFP must create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYUHC reserves the right to award portion of this bid. NYUHC reserves the right to adjust the evaluation criteria after finalizing the scope and pricing requirements. NYUHC reserves the right to award the bid to a single vendor or multiple vendors. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions.

8. Effective Period of Prices

All pricing proposals by vendor will remain fixed and firm through December 31, 2016.

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Page 5: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

NYU Langone Health System

9. Project Details and Vendor Response Requirements

All questions need to be answered in this RFP document.

NYU Lutheran Health System will be transitioning to Epic and various ancillary systems on 8/28/16. We are planning a Big Bang Go-Live across the NYU Lutheran sites that will include the Hospital, Emergency Room, Hospital Outpatient Services, Family Health Centers, School Outreach, Behavioral Health and Community Medicine locations. These locations are largely in Brooklyn NY with a few exceptions for community medicine locations located in Manhattan.

NYU Lutheran Medical Center , a 450-bed teaching hospital, offers a full range of services including a Level I Trauma Center, N.Y.S. designated regional Stroke Center and a Bariatric Center of Excellence.

Additionally, our growing outpatient network brings our world-class medical services directly to the communities where our patients live and work. When more complex care is needed, we bridge the gap between our community-based practices and our hospitals to provide a seamless healthcare experience.

The system build from our NYU Langone Health System will be extended to these facilities. The purpose of the RFP is to provide ‘at elbow’ support for the NYU Lutheran go live both in the hospital and at the family Health Center locations.

Project Start Date: 8/26/2016 (First Work Day for Orientation)Project End Date: 9/30/2016Approx number of support required: 260 and the break up is as follows

Location Type Clinical Administrative Dual (Clin+Admin)FHC 67 36 21

Inpatient/HOD75 7 N/A50 4 N/A

Vendors should confirm they can commit up to this capacity. If you cannot meet this capacity, please indicate how many staff you can provide  

The plan will include support for the following Epic Applications:

Epic IP Orders Epic Radiant Epic Clinical Documentation EpicCare Ambulatory Epic Willow/ Willow Management Epic Physician Billing Epic ASAP

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NYU Langone Health System

Epic Grand Central Epic HIM Epic Cadence Epic Optime Epic Anesthesia Epic CCM Epic Stork Epic ICON Epic Cupid Epic ADT Prelude Epic hospital Billing Epic Beacon

1. The support team will have a 12-hour shift. The staff, some may be deployed to family health centers and other sites throughout Brooklyn. Training may be in Manhattan.

2. Consultants should have a minimum of 2+ years’ experience in direct Epic at elbow support. Credentialed staff is preferred, certification is not a requirement. This is NOT training, but rather direct elbow-to-elbow support.

3. Consultants should be well versed in supporting a variety of applications focusing on either clinical or administrative applications.

4. Vendor proposal must document a thorough screening and evaluation process before recommending a candidate.

5. Vendors must commit a resource manager to be onsite during the contract period.

6. There should be prior working experience with NYULMC workflows as desired.

7. Local support team desired.

8. Staffing would be scaled down each week post go live. This would be determined by the adoption rate of the sites.

9. There would be participation in daily check in call as well as pre-go live training session.

10. Weekly reports for the support need to be submitted to the designee.

11. Travel and expenses in compliance with NYUHC policy.

12. NYUHC reserves the right to terminate candidates for violation of policy immediately and expect replacement in reasonable any mutually agreeable timeframe.

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NYU Langone Health System

13. NYUHC reserves the right to inform Vendor of performance issues and ask for replacement if not resolved in 3 days and expect replacement in reasonable any mutually agreeable timeframe.

14. In the event that provided support team(s) leave the project at point after award of the contract, it is the duty of Vendor to provide 2 weeks’ notice and provide a replacement in mutually agreed upon reasonable timeframe.

15. Support personnel are required to escalate issues to correct party for quick solutions and Vendor must be able to fully support the project.

16. Vendor RFP proposal must:a. Be a fixed price bid.b. Vendor agrees to ensure that a TB and chicken pox test have been completed or

will be completed within 7 calendar days and also that if either shows a issue the candidate(s) will be removed. For consultants that are located in hospital locations for 3 weeks or more the full medical clearance record is required to be maintained by the vendor and provided to NYU on request.

This includes: General Health assessment. Doctor or nurse note that person is fit for full

time work. MMR (Measles , Mumps and Rubella) and Varicella Titres (Chickenpox) CXR (Chest X-Ray) only if TB Test is positive

c. Vendor accepts Exhibit A – NYUHC Travel and invoicing policy.d. Vendor to redline MSA Terms provided. If not redlined Vendor must indicate all

terms and conditions are accepted.e. Details requested in sections below:

i. 10 (Customer support) ii. 11 (Pricing)

iii. 12 (Description of company) and iv. 13 (Past performance and references)

Vendor Answer: Indicate your compliance with each detail and or requirement and document any exception.

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Page 8: Introduction -    Web viewThe NYU Hospitals Center (NYLHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as

NYU Langone Health System

10. Customer Support

All questions need to be answered in this RFP document.

10.1. Describe your applications.

10.2. Describe your experience in providing these types of services. Highlight company strengths as it relates to the request from NYUHC.

10.3. What personnel will be involved in delivering services both direct and indirect?

10.4. Briefly describe your experience in implementing similar solutions. Indicate how you provided support to the company to implement such solutions and outline any road blocks you encountered and how they were resolved.

10.5. Identify the key owner in your organization who is ultimately responsible for ensuring the success of this implementation.

10.6. What service guarantees do you offer?

10.7. What penalties have you incurred in the past year?

11. Pricing

Please provide pricing information in the enclosed Attachment. Please see the enclosed Attachment B to provide your pricing information

12. Description of Company

All questions need to be answered in this RFP document.

The designated Vendor must have provided privileged access services and solutions to the public for a minimum of three (3) years. The Vendor will offer a comprehensive package for storage services as specified in this RFP to all NYUHC facilities.

Please provide:a. The company’s full name, address, main telephone and appropriate contact

information including e-mail address.b. A brief historical perspective on your company (years in the business, growth

via mergers and acquisitions, key industry innovations)c. What are your company values? d. Describe your corporate culture. Explain how you differentiate yourself from

your competition.e. Describe the full range of services your company offers and the corresponding

rates. Include all services that will be available and all expenses that we would incur under this agreement.

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NYU Langone Health System

f. List office locations and specific responsibilities of each area.g. Please provide an overview of your company’s growth over the past five years.h. Provide audited financial statement for the two fiscal years immediately prior to

this one.i. What percentage of your business is in healthcare.

13. Past Performance and References

Provide at least two (2) references of past similar projects in a healthcare setting of similar size and scope of NYUHC or at least (2) large academic medical centers..

For each reference, please include the following:a. Healthcare organization name, contact name, title, address and telephone

number.b. Describe the relationship and services provided.c. If you cannot provide at least one healthcare reference of a similar size and

scope of NYUHC, please explain and indicate the largest installation you have performed.

d. Provide current and past account information, of similar size and configuration. Include:

e. A current, long-term customerf. A current customer implemented in the past 18 monthsg. A former customer terminated within the past 18 months and reasoning for

termination other than consolidation

Failure to provide suitable references to NYUHC will result in the Vendor’s bid being rejected without further consideration.

Vendor Answer: Indicate your compliance with each requirement and document any exception

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