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Request for Information 5-2219: Contract Management System

Issue Date: November 11, 2008

Response Instructions:

Submittal:

1. Due Date: December 5, 2008 at 3:00PM

2. Responses can be posted to the UCHC Bid Portal at http://bids.uchc.edu,e-mailed to mlarson@uchc.edu,ormailed to:UConn Health CenterPurchasing Department – MC4036ATT: RFI 5-2219 / Matt Larson16 Munson RdFarmington CT 06032

3. Reply to each question by inserting a response directly beneath the question and/orchecking the appropriate boxes per the instructions.

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Table of Contents

SECTION I STATEMENT OF INTENT AND GENERAL INFORMATION PAGE

A. Statement of Intent 3B. RFI Response Requirements 4C. RFI Proposal Review 4

SECTION II UCONN HEALTH CENTER PROFILE

A. UConn Health Center Background Information 5B. Statistical Summary 6

SECTION III VENDOR RESPONSE

A. Vendor Information 7B. Vendor Contact Person 7C. Vendor Background 7D. Vendor References 8E. General System Requirements 9F. System Infrastructure/Hardware Requirements 12G. Database Requirements 16H. Disaster Recovery Requirements 17I. Security Requirements 18J. Regulatory Compliance Requirements 20K. Maintenance and Warranty Requirements 21L. Interface Requirements 24M. Project Management, Implementation & Training 25

SECTION IV CONTRACT MANAGEMENT SYSTEM FUNCTIONALITY 27

SECTION V COST DATA

A. Cost Summary Instructions 29B. Cost Summary Sheet 30

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I.A. Statement of Intent

In order to meet our current and future academic, business, and health management needs, monitor ourexpenditures, and ensure our compliance with all applicable laws, regulations and policies, the University ofConnecticut Health Center (UCHC) has identified the need to purchase and implement an electronic ContractManagement System.

UCHC negotiates and enters into approximately 1,000 to 1,500 contracts each year. The bidding andnegotiation process is currently handled by about twenty UCHC employees, divided into three separatedepartments based on contract type. Hundreds of pages of documents can be generated as the processprogresses from the initial request for bids to the final, executed contract.

UCHC does not currently have a comprehensive system that would allow us to electronically store, retrieve,share and analyze our contract data. Therefore, UCHC is seeking a contract management system that will:

1) support the diverse types of contracts and agreements entered into by and on behalf of UCHC,including contracts for the procurement of a wide range of goods and services, property leases and sub-leases, physician agreements, personal service agreements, and research project agreements;

2) create a comprehensive, fully searchable electronic database of UCHC’s contracts and vendors;

3) expedite and streamline our contracting process;

4) improve UCHC’s control over all aspects of the contract life-cycle (negotiation, revision, approval,evaluation and renewal), vendor compliance and price verification;

5) interface with UCHC’s other software programs and platforms, including Banner, SciQuest, FAMIS,InfoEd, and Microsoft Exchange; and

6) permit users to easily perform data analysis, run reports and create a price index based on contractprovisions to ensure spending/pricing compliance.

The information obtained in response to this RFI may, depending on budgetary and other considerations, beused to develop a Request for Proposal (RFP), which accurately reflects the requirements of UCHC. At the solediscretion of UCHC, vendors responding to this RFI may be asked to demonstrate their capabilities via a face-to-face or web-based presentation.

The primary goal of this information request is to explore options, learn about the features and compatibility ofvarious contract management systems, and obtain a realistic cost estimate for the type of contract managementsystem that will work best for UCHC, so that the cost can be included in UCHC’s capital budgeting process forthe upcoming fiscal year.

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I.B. RFI Response Requirements

1. The purpose of this RFI is to gather enough information to determine the degree to which of yoursystems meet the functional and technical needs of the University of Connecticut Health Center for anew Contract Management System Your responses to these questions must be complete. Weappreciate the investment of time and resources the vendors are making by participating in this process.

2. The review of your product and services will be based on your responses to this RFI, demonstrationsessions and potentially site visits to a client site. Once the response to the RFI is received, anevaluation committee will invite selected Vendors to provide the University of Connecticut Health Centerwith either an in-person or web-based demonstration of the proposed system.

3. The University of Connecticut Health Center reserves the right to amend this RFI without altering thetiming requirements. Any changes or addenda to these documents will be communicated in writing to allvendors as quickly as possible. If there are modifications that will change the timing requirements, thesewill be communicated to all vendors as quickly as possible.

4. The vendor must respond to each item in the RFI specification, stating acceptance or taking exceptionto the item. If a specification cannot be met, the vendor is required to provide alternatives orexplanations, noted as exceptions to these specifications. If certain functionality is to be incorporatedinto future releases of the software product, give expected date of release to the general client base. Ifthe functionality is currently in alpha or beta testing, state client testing functionality and start date oftesting. If a specific required item or capability is unavailable, the Vendor may comment on its futureavailability by providing details on development status and planned delivery schedules.

5. The vendor providing this hardware/software should list any special requirements in regards to powerand structural features of the buildings that will house the hardware and include any special installationrequirements in the purchase price. State the electrical power requirements with respect to power lineconditioning and protection from spikes, surges, sags, loss of power, and other power line interference.

6. The vendor must meet the Standard Bid Terms and Conditions, the UCHC Information Security Policy,and other regulatory (State and Federal) guidelines where applicable.

7. The vendor shall provide UCHC with (1) one original and (4) four copies of the complete RFI package,including itemized quotation, terms and conditions, maintenance agreements, equipmentdescription/technical product data specifications, and acceptance test procedure. All proposals becomethe property of UCHC. Also provide one copy of the RFI package on CD-Rom.

8. Any questions or concerns regarding the System requirements should be addressed to Matt Larson inthe Purchasing Department at MLARSON@UCHC.EDU.

I.C. RFI Proposal Review

A Selection Committee shall evaluate responses to this RFI against the criteria listed below.

Vendor Information/ References

Functional/ Technical Specifications Met

Interface Capabilities

Product Demos & Presentation of Scenario Results

Completeness of Proposal

Cost

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II.A. UConn Health Center Background Information

The University of Connecticut Health Center is a vibrant organization composed of the School of Medicine,School of Dental Medicine, John Dempsey Hospital, the UConn Medical Group, UConn Health Partners andUniversity Dentists. Founded in 1961, the Health Center pursues a mission of providing outstanding health careeducation in an environment of exemplary patient care, research and public service. UCHC is a state agencywith approximately 5,000 employees. The Health Center is Connecticut's 16th largest employer and animportant contributor to the local and regional economy. The Health Center campus consists of 39 buildingstotaling over 2 million square feet.

Health Care Services

Through the 204 general acute care beds and 20 nursery beds in John Dempsey Hospital (JDH), the HealthCenter provides specialized and routine inpatient and outpatient services. JDH has long been regarded as thepremier facility in the region for neonatal intensive care and high-risk maternity. It is also widely recognized forits comprehensive cardiovascular, cancer and musculoskeletal services. Additionally, JDH is home to the onlyEmergency Department in Connecticut's fast-growing Farmington Valley.

Also offered are a wide range of ambulatory and primary care services on the Health Center campus inFarmington and in physician offices in West Hartford, Simsbury and East Hartford. The UConn Medical Group(UMG) is the largest medical practice in Greater Hartford, offering patients access to health care services frommore than 350 Health Center physicians in more than 50 specialties.

The Correctional Managed Health Care (CMHC) program, a partnership with the Department of Correction,delivers comprehensive managed health care to State of Connecticut inmates in all eighteen facilities across thestate.

In October 2007, JDH was honored with a 2007 Premier | CareScience Select Practice National Quality Awardfor superior patient outcomes in both quality and efficiency. JDH was one of 49 hospitals nationally, the top 1%of acute inpatient facilities, recognized with the Select Practice Award. In March 2007, UCHC was named oneof the nation’s top 100 hospitals in the Solucient 100 Top Hospitals®: National Benchmarks for Success. It wasone of only 15 hospitals nationwide recognized in the major teaching hospital category. In April 2005 and againin May 2006, UCHC was named a “Top 100 Hospitals®: Performance Improvement Leader” by Solucient.

Educational Programs

Dedicated to providing broad educational opportunities in the biomedical sciences, UCHC offers degreeprograms in medicine (M.D.), dental medicine (D.M.D.), and biomedical science (Ph.D.); master's degreeprograms in public health and dental science; postdoctoral fellowships; residency programs providing specialtytraining for newly graduated physicians and dentists; and continuing education programs for practicing healthcare professionals. Combined degree programs, such as the M.D./Ph.D., D.M.D./Ph.D., Dental ClinicalSpecialty/Ph.D. and M.D./M.P.H. are also offered. Each year in Farmington, about 320 students work towardtheir medical doctor's degree and 160 toward their doctor of medical dentistry degree. In addition, through avariety of residency programs, the School of Medicine provides postgraduate training for more than 550 newlygraduated M.D.s each year.

Research Programs

Since the Health Center's inception, its administration and faculty have been committed to maintaining high-quality research programs as part of the institution's fabric. This commitment has enabled UCHC to recruitdistinguished researchers with expertise in neuroscience, molecular biology, molecular pharmacology,biochemistry, cell physiology, toxicology, and endocrinology, among other fields. The Alcohol Research Centeris one of only 14 such federally supported centers in the nation; the Connecticut Clinical ChemosensoryResearch Center is one of five. Currently, the University is establishing a Center of Innovation that will includeits new stem cell institute as well as cutting edge cell biology and genetics research.

UCHC’s scientists conduct innovative basic science, clinical, epidemiological, and biobehavioral research on abudget of more than $90 million a year. Then they translate their discoveries into advances in patient care andlicense new technologies to the private sector. They also work collaboratively with researchers at privatecompanies and other institutions.

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II.B. Statistical Summary

# of UCHC Employees 6500

# of Contract Management System users 200

Estimated Average # of Annual Contracts 1,000 - 1,500

Breakdown by Department/Type:

PurchasingBids and contracts for goods and services 500Leases 15Facilities contracts 125Construction contracts 10Inter-agency agreements (MOA’s and MOU’s) 50

Finance CorporationContracts for goods, services and leases 150

Research Finance (Physician and Personal Service Agreements)Grant Funded 200Non-Grant Funded 200

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III.A. Vendor Information

Company NameStreet AddressCityStateZip CodePhone NumberFax NumberWeb Site AddressFederal Taxpayer IDDuns NumberDate Business FoundedNumber of EmployeesCompany Annual SalesSmall Business Status

III.B. Vendor Contact Person

NameTitle/PositionPhone NumberCell NumberFax NumberEmail Address

III.C. Vendor Background

1. Does the vendor intend to subcontract any part of the work for the proposed system? If yes, list thepieces to be subcontracted. NOTE: if there are sub-contractors associated with this proposal, they mustanswer all vendor-related questions.

2. How many years has the vendor been in business?

3. How long has the vendor been providing solutions for Contract Management Systems to academichealth centers of similar size and scope to the University of Connecticut Health Center?

4. How many academic health center installations of the proposed system do you currently have installed?

5. Have any customers filed legal action against your company? If so how many are currently in litigation?

6. State your primary line of business and the percentage of your business derived from the sale of thissoftware.

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7. What is the location of the office that will be serving UCHC during implementation?

8. How large is the maintenance staff at that location? How large is the support staff at that location?

9. Does the vendor sponsor user groups and/or conferences for client companies?

10. What is the current financial condition of the vendor's company? Provide supporting documentation. Ifthe company is privately held, supply sufficient information to document the company's financial status.

11. Provide the following information for your company for each of the past 3 years:i. A Total Salesii. B Net Incomeiii. C Total dollars committed to research and developmentiv. D Number of employees supporting the proposed productv. E Major new product offerings (please provide roadmap)

12. Identify any mergers, acquisitions, divestitures and other changes in your organization's ownership thathave occurred in the last 3 years.

13. Disclose any mergers, sales, acquisitions or other changes in ownership that will affect over 20%change in ownership of your organization.

14. Did you design and build the software you are proposing or are youi. marketing the system for the designer orii. selling a system you purchased (acquired) from another vendor?iii. Please discuss the licensing structure. Please describe licensing structure for UCHC.

15. Indicate the total number of Universities and Medical Centers currently using the proposed system andidentify those that upgraded from SCT Plus suite of products. List the total number of all installed clientsites in total, by module and by hardware platform.

16. Does the vendor provide on-site assistance when required?

III.D. Vendor References

1. List 5 academic health center client references for whom the proposed system has been installed. Foreach site indicate: date installed, module(s) installed, number of months installation took, hardwareplatform, number of students, and primary contact name, address and telephone number.

2. Please list potential site visit locations and include the following information for each site visit listed:name of organization, contact person, organization size, applications installed, interfaces, and dates ofinstallation.

3. Provide a list of organizations (specifically academic, biomedical research higher education facilities)using the vendor's solution to perform the same or similar functions as the functions described in thisdocument.

4. Provide a list of local (Northeast U.S.) companies using the vendor's solutions, and latest sites wherethe vendor has or is installing systems.

5. How many contracts have been signed within the last 12 months for the proposed system?

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III.E. General System Requirements

In this section of the RFI, UCHC has described general system requirements. For each question, the vendor shouldrespond by making a checkmark in the appropriate column. If additional information is required, please makeadditional comments on a separate sheet identifying the specification. If a requirement is left blank, we will assumethe requirement cannot be met. Any comments pertaining to a specific requirement should be added under therequirement itself, and not under a separate section.

A The function is available and active for more than 2 yearsB The function is available and activeC The function is in development (include date functionality will be available to

general client base)D The function requires customized development (include the estimated cost)E The function is not available

Timeliness of Information A B C D EPlease respond to each question with summary answers whenever applicable.

3.E.01 Revised data immediately updates all applications3.E.02 Response time for system is one (1) second or less3.E.03 Information can never be lost due to on-line backup system3.E.04 System Supports multi-facility, multi-entity

Help Functions A B C D EPlease respond to each question with summary answers whenever applicable.

3.E.05 Help provides information about valid entries for the field currently being accessed.3.E.06 There is help for every data entry field without leaving the field.3.E.07 Every data element with a list of valid entries has the following:3.E.07.A Searches by full or partial name3.E.07.B Searches by full or partial code3.E.07.C Searches by full or partial, long or short description3.E.07.D Ability to scroll up and down the list of entries.3.E.07.E Select entry off list and have system automatically put value into field.3.E.07.F Searches by first letter3.E.08 User may define narrative for all help during system installation, and there are no

limitations as to size of help descriptions.

User Friendly Features A B C D EPlease respond to each question with summary answers whenever applicable.

3.E.09 Do all fields whose values have a description display the description?3.E.10 Automatic skipping ability, when fields are not required or one questions renders the

following question not applicable3.E.11 Can this skipping ability be user defined?3.E.12 Fields can have default values3.E.13 Fields can be made mandatory3.E.14 Can you access multiple parts of the system simultaneously?3.E.15 Web access to Contract Management data with appropriate authority.3.E.16 Validate data input before a transaction is completed. (e.g. verify that a price

change is allowed against a particular contract before it is applied)3.E.17 Single User Sign On for user authorized access (system is CCOW compliant)

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User Friendly Features A B C D E3.E.18 Ability to allow users to link to supporting/related documents and transactions

including imaged documents.3.E.19 Free text area on all transaction screens.3.E.20 System has Phonetic/soundex or alphabetic contract search by vendor and name.3.E.21 Required field ability3.E.22 When fields are required3.E.22.A Require questions, when a response to one question renders subsequent

questions required.3.E.22.B Can this required ability be user defined?3.E.23 Retention of Data3.E.23.A Data can be retained on-line based on user defined criteria.3.E.23.B Data can be archived based on user defined criteria.3.E.23.C How is archived data accessed?3.E.23.D Data can be easily retrieved from the database for reporting.3.E.24 Special requirements3.E.24.A Ability to define any additional data requirements as necessary both initially in

set-up and on-going as needed.3.E.24.B Ability for any non-IT system administrator to export user defined reporting data

to standard Microsoft software tools (Excel, Word, Access, etc.)3.E.25 System has separate platforms for production, test and training.3.E.26 System has rules functionality to allow users to add edits.3.E.27 Enhancements selected for upgrades and new versions are based on input from

client user groups who can vote on functional priorities.3.E.28 Ability to add new data elements to a screen without a system request (can be

accomplished by a user system administrator). Data added in this manner is addedto the DBMS and is available for reporting and data collection.

3.E.29 The system can easily integrate with standard Microsoft office tools (especiallyOutlook for notifications).

3.E.30 System provides control over stored data to ensure data is complete and internallyconsistent.

3.E.31 Ability to update/modify the application after the initial implementation can beaccomplished by UCHC personnel.

3.E.32 System allows authorized organization personnel to easily modify and implementscreen layouts without programming.

3.E.33 System provides screen and report prompts that will indicate missing or criticalinformation.

3.E.34 System provides on-line batch control and balancing functions for batch data entry.3.E.35 Records can be marked as deleted, but are actually never erased.3.E.36 System provides the ability to completely erase an incorrect/invalid Contract

transaction.3.E.37 Application-level changes (e.g. destination tables, routing tables) can be easily

moved into production with no need to disable production environment. Suchchanges can be readily backed out.

3.E.38 System provides a data archiving process based on system administrator criteria(e.g. time, data type, and discharge disposition).

3.E.39 In the event of hardware/software failure, system can recover to the point of failure.Describe.

3.E.40 Is purging of the database necessary? If yes, how often and why?3.E.41 System provides an automated capability to move portions of data from one

contract record to another contract record. A report prints out stating what wasmoved and an audit trail is maintained for this.

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User Friendly Features A B C D E3.E.42 System provides an automated capability to merge contract records with another

contract when required, marking the incorrect contract as inactive.3.E.43 System provides automated capability to merge two contracts with the same

company information into one complete record. System notes merging and marksthe incorrect contracts as inactive and merged. Please describe process in detail.

3.E.44 System is web based, and doesn't require additional software on the desktop.3.E.45 System supports multiple printers, multi-tray, label, etc.3.E.46 System supports printing to fax machines3.E.47 System supports Internet access3.E.48 System supports e-mail usage.3.E.49 Tables/screens/dictionaries are user maintained, able to be updated electronically,

and are of unlimited size3.E.49.A Identify any tables/screens/dictionaries that are not user maintained3.E.49.B Identify any tables/screens/dictionaries that are not able to be updated

electronically3.E.49.C Identify any tables/screens/dictionaries that are not unlimited in size3.E.50 Is a printer considered a User?3.E.51 Ability for UCHC to maintain master files and tables?

Report Requirements A B C D EPlease respond to each question with summary answers whenever applicable.

3.E.52 Ability to print reports on demand3.E.53 Standard Management Reports available in the system. Attach list of standard

reports. Specifically describe, in detail, multiple reporting and sorting parameters foreach report.

3.E.54 The system allows user-modified fields on standard system reports3.E.55 The system should have the ability to query and print a management report by a

variety of data elements.3.E.56 Statistical reports are available:3.E.56.A Per contract3.E.56.B Vendor3.E.56.C Time Period3.E.56.D Business entity3.E.57 System allows for Management Reports as follows:3.E.57.A User Interaction times3.E.57.B System resource utilization (memory, CPU, disk, terminals)3.E.57.C File size3.E.57.D Error log3.E.57.E Operator’s log sheets3.E.57.F User security maintenance3.E.58 System can create a variety of user-defined statistical reports including contract

prices, price comparison reports, pricing analyses against invoices, etc.3.E.59 Describe the query and management reporting capabilities included in the proposed

system. Describe any additional products available to allow users to design andformat on-line screens and hard-copy reports to meet their specific requirements. Ifany additional products are available, please outline the costs.

3.E.60 Describe any reporting which would require the help of the vendor. Please identifyassociated costs.

3.E.61 Describe any data input into the system that can be used in analysis and reporting?Are there any specific data exceptions (i.e. data not available for reporting andanalysis?)

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Report Requirements A B C D E3.E.62 Describe the system's ability to produce performance management reporting for

progress against metrics for key results indicators and provide access to the resultsfor management and faculty.

3.E.63 Describe the proposed system's ability to capture the necessary data elements andproduce the reports necessary to document UCHC compliance.

3.E.64 Describe the proposed system's ability to download data and reports into otherpersonal computer applications (Microsoft tools, SQL, etc.)

3.E.65 Describe the capabilities of any ad hoc report generator available. Specify the levelof training required to allow users to design and produce ad hoc reports. Identifyany additional license fees, support fees, training costs and other related costs notincluded in the cost proposal.

3.E.66 Describe the proposed system's ability to secure data that is downloaded or used inad hoc reports based on the user's role and function.

III.F. System Infrastructure/Hardware Requirements

Overview: The Network, Server and Desktop infrastructure at UCHC is compromised of standard-basedtechnologies that allow for the interconnectivity of all clinical, research and administrative departments. Withthese standards, the UCHC Information Technology Department is able to provide its customers with solutionsthat provide for the collaborative sharing of information. Please respond to every question below. If additionalspace is required on a separate sheet, please ensure the section and requirement number is noted.(Additional information regarding the specifics of the environment will be presented after a system decision hasbeen made.)

General3.F.01 Please provide Visio drawings that contain:3.F.01.A Anticipated physical layout of equipment and its locations. Include

measurements3.F01.B Anticipated logical layout of communication protocols and critical paths.3.F.01.C Anticipated layout of workflow from end user department perspective

(e.g. operational workflow) and IT perspective (e.g. technical workflow)

System Location Vendor Response3.F.02 Does this system have an ASP model (Application Service Provider)

model that can be utilized? If yes, please provide details and costs in costsheets.

Server Engineering Vendor Response3.F.03 Please list the Operating System(s) for the proposed application.3.F.04 Please list responsible parties for installing:3.F.04.A Operating System3.F.04.B Application Software3.F.05 If the operating system is Microsoft Server, will the server need to

integrate into our primary UCHC Domain? If not please specify whatsecurity measures will restrict or authorize user access.

3.F.06 Please list the required server specifications for each server required forthe application/system. (hardware requirements, operating system,database engine, network interface requirements, etc.)

3.F.07 Do specific servers need to be accessible from the Internet? Pleaseexplain which ones and reason.

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Server Engineering Vendor Response3.F.08 Will the proposed system server(s) need to integrate/communicate with

other servers? If yes:3.F.08.A Please describe/list the others3.F.08.B Please describe how this communication will take place.3.F.09 Can the proposed system/project run in a Citrix environment? If yes:3.F.09.A What version of Citrix is support/required ?3.F.09.B How many connections per Citrix server should be anticipated?3.F.10 Has any hardware, operating system(s), application software or licensing

been provided by your organization in support of this project (or relatedproject) already? (e.g. existing equipment will be used to support thisproject/system). If yes, please explain.

3.F.11 Does Vendor need access to the server?3.F.11.A If yes, what method (Dial Up, VPN)3.F.12 Software Used to access server (RDP Client, PC Anywhere)3.F.13 Is the connection:3.F.13.A Always connected?3.F.13.B Disconnected?3.F.13.C Synchronization Needed?3.F.14 What Applications are run on each server (I.e. SQL, Web, Citrix, File

Server, Vendor Specific App, etc.)3.F.15 How much time per month will be required by a server team member to

support this system (e.g. FTE %):3.F.15.A During installation3.F.15.B Post implementation3.F.16 Please describe the skill set required of a server team member to support

this system/project.3.F.17 What job scheduling products are supported/recommended?3.F.18 Has the server environment been certified to work in a Virtual Machine

(VM) topology?

Network Engineering Vendor Response3.F.19 Will the system/server require an Internet DNS entry?3.F.20 Will the system/server require a highly secure network segment?3.F.21 Please describe network protocols required.3.F.22 Please define any non IP protocols:3.F.22.A Will any of these protocols need to be:3.F.22.A1 Routed3.F.22.A2 Bridged3.F.23 Please define the bandwidth size requirements:3.F.23.A To the servers3.F.23.B Between servers3.F.23.C Between server and workstations3.F.23.D Between WAN locations3.F.24 How many network connections will be needed for:3.F.24.A Servers:3.F.24.A1 Are these redundant connections?3.F.24.B Desktops:3.F.25 Can the system run over wireless? If yes:3.F.25.A What encryption methods are supported/used?3.F.26 If the vendor is acting as the Application Service Provider, would UCHC's

1.4 Mb T1 internet connections be sufficiently robust?3.F.27 How much time per month will be required by a network team member to

support this system (e.g. FTE %):

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Network Engineering Vendor Response3.F.27.A During installation3.F.27.B Post implementation3.F.28 Please describe the skill set required of a network team member to

support this system/project.

Desktop Engineering Vendor Response3.F.29 Please list the required minimum desktop specifications (software) for the

application(s) used for the system/project:3.F.29.A Windows OS3.F.29.A1 Service packs3.F.29.B Macintosh3.F.29.C Linux3.F.30 Please list the minimum desktop specifications (hardware) for the

application(s) used for the system/project:3.F.31.A Windows3.F.31.B Macintosh3.F.31.C Linux3.F.32 Please list the client application type3.F.32.A Web browser:3.F.32.A1 Supported browsers and version numbers3.F.32.A2 Active X3.F.32.A3 Java version3.F.32.B SQL client3.F.32.C Full client3.F.32.D Does the application need/require “helper” applications? If yes, please

list versions:3.F.32.D1 .net Framework3.F.32.D2 Mdac3.F.32.D3 Microsoft Office3.F.32.D4 Other applications? (Acrobat, Media player, browser plug-ins, etc)3.F.33 How often will client application updates be made available?3.F.34 How quickly are updates needed to be deployed?3.F.35 Are there deployment scripts available for the desktop application? If

yes, please indicate:3.F.35.A SMS packages3.F.35.B MS Installer3.F.35.C Install shield3.F.35.D Wyse installer3.F.35.E Other3.F.36 For Windows systems, will the application appear in the Control Panel as

an installed application and can it be uninstalled from this panel?3.F.37 Will workstations need Internet access for this project?3.F.38 How much time per month will be required by a desktop engineering team

member to support this system (e.g. FTE %):3.F.38.A During installation3.F.38.B Post implementation3.F.39 Please describe the skill set required of a desktop engineering team

member to support this system/project3.F.40 Are there different client environments for core users, remote users,

internet users, mobile users? If yes, please explain.

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Test Environment Vendor Response3.F.41 All new systems should be able to fully tested in the testing Lab. Please

see the following test environment drawing. Will the system support thisenvironment? Please comment/explain.

Operations Backup/Retention Vendor Response3.F.42 Please define the backup requirements for the proposed system/project:3.F.43 What is being backed up?3.F.44 Complete image (everything - OS/Application, etc.)3.F.45 Type of backup: (full, differential, incremental backup)3.F.46 Describe rotation period3.F.47 Describe retention period3.F.48 Partial (may exclude OS, application, etc). Please list what is excluded

from backup.3.F.49 Type of backup: (full, differential, incremental backup)3.F.50 Describe rotation period3.F.51 Describe retention period3.F.52.A Will complete documentation be provided explaining the backups, how

they are to be setup, etc?3.F.53 For a contract management site the size of UCHC, with our contract

volume, what is the average backup storage volume?3.F.54 How much time per month will be required by an Operations team

member to support this system (e.g. FTE %): during implementation,post implementation?

3.F.55 Please describe the skill set required of an Operations team member tosupport this system/project.

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III.G. Database Requirements

In this section of the RFI, UCHC has described Database requirements. For each question, the vendor shouldrespond to each question posed. If additional space is required, please note the section number of therequirement in the response. If a requirement is left blank, we will assume the requirement cannot be met.

Please respond to each question with summary answers wheneverapplicable.

Vendor Response

3.G.01 Describe the language and/or database management system (DBMS) inwhich your system is written. Please tell us why you chose this languageand any costs/benefits associated with it. Please specify thoseapplications that are a DBMS, if it does not apply.

3.G.02 System supports inquiries to database to select and export data to othersystems. Describe limitations and security.

3.G.03 System provides a data archiving process based on system administratorcriteria (e.g. time, data type, and discharge disposition).

3.G.04 System provides a system-to-system link for the uploading anddownloading of data (e.g. existing systems, popular PC file forms).

3.G.05 System provides interface to allow archival of data.3.G.06 System security maintained when integrating and communicating with

systems outside the vendor's system.3.G.07 Encryption is used to protect sensitive data sent over networks.3.G.08 Secure dial-in access, unique user Ids and passwords, limited access

times and limited connection duration are incorporated for remote access.Token cards and dial back modems are supported.

3.G.09 Is purging of database necessary? If so, how often?3.G.10 System provides a backup process that can be performed in a dynamic

mode so that the system can be operational 24 hours per day3.G.11 File backup procedures are provided. Indicate recommendations and

time requirements.3.G.12 Can new data elements be added, as they are required without rebuilding

the data schema and database? Can this occur without reducing theperformance of the system?

3.G.13 Ability to export data to other formats, please describe?3.G.14 How much time is required by a DBA to support your application?3.G.15 What type of database and database version is your application using?

(example: Microsoft SQL Server or Oracle)3.G.16 If clients have a choice in database, please list the percentage of clients

running each product.3.G.17 Who will supply the Database Server, UCHC or Vendor?3.G.18 Who is responsible for database Licensing?

(in the case of MS SQL Server: Per Seat “number of Cals” or PerProcessor licenses)(In the case of MS SQL Server: Does Vendor database supportActive/Passive or Active/Active Microsoft SQL Server)

3.G.19 Who is responsible for the Upgrades to the database? Service packs andHot Fixes to the database?

3.G.20 Does UCHC have access/rights to the backend data?Example.Can UCHC create its own reports off of the data, send the data to othersystems or parties?Can UCHC export or import data from or into the Vendor database?Will the Vendor assist if UCHC makes changes?

3.G.21 Does the Vendor require remote access to the DB server?If so, how is remote access initiated (VPN, Phone line, etc.)?

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3.G.22 What levels of database support are offered by the Vendor? Is theVendor available 24/7?

3.G.23 Will the Vendor assist in integration, systems or regression testing?3.G.24 Will the Vendor communicate changes in advance to upgrades or

enhancements to UCHC?Will these changes be scripted and have detailed steps and comments toexplain upgrade procedure where necessary?

3.G.25 What is the expected growth rate of data and space needed? Does theVendor supply Archiving Method? Does the vendor consider purgingdata?

Is the cost of space accounted for in the vendor’s RFI or otherdocumentation?If not is UCHC aware of this?

3.G.26 Are there any known limitations with the Vendor database application?Examples: maximum number of users that can access the database atany given time?maximum size of the database?

3.G.27 Will the Vendor provide Database Maintenance Plan? How often thedatabase should be backed up, etc?

3.G.28 Will the Vendor provide Best Practices guidance?3.G.29 Is there degradation of performance as the database size increases?

III.H. Disaster Recovery Requirements

In this section of the RFI, UCHC has described general system requirements. The vendor should respond byanswering the question posed. If additional information is required, please make additional comments on aseparate sheet identifying the section and number of the requirement. If a requirement is left blank, we willassume the requirement cannot be met.

Functional Description Vendor Response3.H.01 In the event of a system outage or disaster where the proposed system is

impacted please state which recovery design the proposed systemsupports:

3.H.02 System supports the highest level of redundancy possible to minimizedowntime even in the event of a very serious disaster. The data is storedin multiple locations and can be recovered in less than 5 minutes (e.g.clustering). If yes, please explain options available.

3.H.03 System requires a moderate level of recovery possible to decreasedowntime even in the event of a serious disaster. The data is on tapebackups and requires additional time to load the system to a recoveredstate on duplicate hardware at an alternate location. This type of solutionmeans that the systems can be recovered (from the OS level up) in lessthan 8 hours (e.g. standby cold server). If yes, please explain optionsavailable.

3.H.04 System cannot meet either option. Please explain.3.H.05 In the event of a system outage or disaster, what does the

application /system require:Automated failoverClusteringData replicationRestoration from backup tapes

3.H.06 Will Disaster Recovery/restoration instructions/procedures be provided?

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III.I. Security Requirements

In this section of the RFI, UCHC has described general security requirements. For each question, the vendor shouldrespond by making a checkmark in the appropriate column. If additional information is required please make additionalcomments on a separate sheet identifying the section and number of the specification. If a requirement is left blank, wewill assume the requirement cannot be met.

A The function is available and active for more than 2 yearsB The function is available and activeC The function is in development (include date functionality will be available to general

client base)D The function requires customized development (include the estimated cost)E The function is not available

Authentication A B C D EPlease respond to each question with summary answers whenever applicable.

3.I.01 Please list supported methods for user authentication; list supported 3rd-party vendorsfor two-factor authentication solutions, noting preferred vendors if applicable.

3.I.02 How does the application store user account data (database table, flat file, etc.)?3.I.03 How is password file encryption accomplished? If hashed or encrypted, please list

algorithm.3.I.04 Does the application support user authentication against external directories? If so,

please list supported directories and methods (e.g. LDAP, Kerberos, Radius, ActiveDirectory, etc.)

3.I.05 Does the application support the following password security features:3.I.05.A Minimum length (please note if fixed or customizable)3.I.05.B Maximum length (please note if fixed or customizable)3.I.05.C Differentiate between upper and lower-case characters3.I.05.D Supported character set (please define)3.I.05.E Complexity requirement (please explain)3.I.05.F Rotation (please note if fixed or customizable interval)3.I.05.G Prevent password re-use3.I.05.H Set expiration date3.I.05.I Administrator force change at next logon?3.I.05.J Support concurrent logons (if yes, can this be limited or disabled)3.I.05.K Support time restrictions on account activity (e.g. x minutes, hours per day, days

per week, etc.)3.I.05.L Support inactivity timeout and/or session timeout (if so, does the application purge

current data and/or close?)3.I.05.M Support user login/logout without reboot or restarting application3.I.05.N Account lockout for incorrect logons (is the threshold variable, is lockout for a

variable or fixed interval or until admin reset)3.I.05.O Support different requirements/settings for different user roles or groups3.I.05.P Self-service password recovery (explain implementation in detail and note whether

this may be disabled).3.I.06 Please describe supported methods of single-sign-on and/or reduced-sign-on.3.I.07 Please list and describe the methods by which user accounts may be added,

modified, or deleted. (GUI, Command Line, bulk import, remote, local console, etc.)3.I.08 Can user accounts be created, modified, deleted while the system is online?

Describe how the application processes an account deletion if the account is active –is the active connection dropped immediately? Similarly, please describe how theapplication processes a change in account permissions.

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Authorization A B C D E3.I.09 How are user permissions granted within the application? If role-based security is

supported, please explain how this is implemented. Does the system support“template” user accounts?

3.I.10 Explain how permissions extend within the database structure.3.I.11 Does the application support separate administrator/root accounts? Does the

application require separate administrator/root accounts?3.I.12 Does the application support “su” or “run as” type functionality for use of privileged

accounts?3.I.13 Does the system include any default privileged accounts used for field service or

technical support? If so, can the password be changed or can the accounts bedisabled or deleted?

3.I.14 Does the application support different authorization levels based on authenticationtype or location?

Audit A B C D E3.I.15 List all system and/or security event records that are noted by the application.3.I.16 Please explain how, where, and in what format the application stores system and/or

security event data (flat file, database).3.I.17 Does the application support storage of event data to a remote store? If yes, please

list supported methods (e.g. syslog, FTP, etc.)3.I.18 Can event messages be enabled/disabled based on specific message, severity level,

and/or category?3.I.19 Describe if and how the application records data record access, modification,

creation, and deletion.3.I.20 Describe any mechanisms implemented to ensure logfile integrity.3.I.21 Describe any mechanisms supported for automated or ad-hoc logfile archiving,

normalization, and compression.3.I.22 List and describe supported methods for activity reporting and analysis. Does the

application support scheduled and/or ad-hoc activity reports? Describe pre-definedactivity reports.

3.I.23 Does the system support a separate role for audit? Please describe permissionsassigned to this role.

Other A B C D E3.I.24 How does the application ensure the confidentiality of stored data? If encryption is

used, please provide an overview of the encryption process and key managementstrategy.

3.I.25 How does the application ensure confidentiality of data access through theapplication?

3.I.26 How does the application ensure confidentiality of data communications betweenclient and server?

3.I.27 Does the application provide integrity checks for data and or application binaries?Please explain how this is implemented.

3.I.28 Describe how the application checks for and deals with inconsistent stored data.3.I.29 Please explain what context is used or required for running application services on the

server. (e.g. System, administrator, unprivileged, etc.)3.I.30 Please explain what context is used or required for running application services on the

client.3.I.31 List the operating system permissions required for the user to run the application on

the client.3.I.32 List the operating system permissions required to install the application on the client.

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Other A B C D E3.I.33 Please list supported anti-virus vendors for clients and server(s); indicate preferred if

available.3.I.34 Please list supported host-based firewall software vendors for clients and server(s);

indicate preferred if available.3.I.35 Please list supported host-based intrusion prevention software vendors for clients and

server(s); indicate preferred if available.3.I.36 Does the vendor require remote access to the server for maintenance or support? If

so, please list supported methods, indicating preferred method. Please also indicaterequirements for remote access availability (e.g. 24x7x365, 8x5, “as needed,” etc.)

3.I.37 Please explain how patches and updates are distributed for the application. Pleasealso note who will be responsible for installing patches and updates.

3.I.38 Does the vendor certify operating system patches, updates for server, database,and/or client systems? How long does this certification process take? Will installationof a non-certified patch or upgrade void support agreement?

3.I.39 If applicable, please explain how the application handles session state tracking forbrowser-based client access.

3.I.40 Please list and briefly describe all methods of accessing data (e.g. local console,client GUI, file share, telnet, RAS, etc.)

3.I.41 What is the supported retention period for event data stored on the system? If that isadjustable, please list recommended interval and maximum retention interval.

3.I.42 Are event logs date stamped? Please describe whether this is in local time, UTC orsystem uptime.

3.I.43 Describe the event log aging, archival and/or deletion process.3.I.44 Does the system provide for alerting on events or policy violations? Please describe

supported methods of alerting, noting whether this is real time or delayed.

III.J. Regulatory Compliance Requirements

In this section of the RFI, UCHC has described general system requirements. For each question, the vendor shouldrespond by making a checkmark in the appropriate column. If additional information is required, please makeadditional comments on a separate sheet identifying the specification. If a requirement is left blank, we will assumethe requirement cannot be met.

A The function is available and active for more than 2 yearsB The function is available and activeC The function is in development (include date functionality will be available to

general client base)D The function requires customized development (include the estimated cost)E The function is not available

Authentication A B C D EPlease respond to each question with summary answers whenever applicable.

3.J.01 Is system is compliant with all current HIPAA regulations?3.J.02 As the HIPAA regulations change, what measures will your company take to

make your system compliant?3.J.03 Is system upgraded to meet any federal regulations at no additional cost?3.J.04 Is system upgraded to meet any Discipline specific (ex CAP) regulations at no

additional cost?3.J.05 Is system upgraded to meet any state regulations at no additional cost?3.J.06 Is system upgraded to meet STARK, Anti-Kickback and CCA regulations at no

additional cost?

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III.K. Maintenance and Warranty Requirements

In this section of the RFI, UCHC has described maintenance and warranty requirements. The vendor shouldrespond by answering the question posed. If additional information is required please make additionalcomments on a separate sheet identifying the section and number of the specification. If a requirement is leftblank, we will assume the requirement cannot be met.

Maintenance VendorResponse

3.K.01 Does the vendor contract include support for:3.K.01.A Hardware3.K.01.B Support for all hardware on this project?3.K.01.C Is this onsite hardware support?3.K.01.D What are the hours of support?3.K.01.E Length of the support contract?3.K.02 Operating system3.K.02.A Support for the core operating system (for example Microsoft Server

2003, Open VMS, Linux)?3.K.02.B Is this onsite support?3.K.02.C What are the hours of support?3.K.02.D Length of support contract?3.K.02.E Please explain how patches and updates are distributed for the

Operating System. Please also note who will be responsible forinstalling patches and updates.

3.K.02.F Does the vendor certify operating system patches, updates forserver, database, and/or client systems? How long does thiscertification process take? Will installation of a non-certified patch orupgrade void support agreement?

3.K.03 Application3.K.03.A Support to their application?3.K.03.B Is this phone support or onsite support?3.K.03.C What are the hours of support?3.K.03.D Duration of support contract?3.K.03.E Are application upgrades included in the support contract?3.K.03.F Are incremental or full versions covered in this agreement?3.K.03.G Please explain how patches and updates are distributed for the

Application. Please also note who will be responsible for installingpatches and updates.

3.K.03.H Who will be performing application upgrades?3.K.03.I Will application upgrades be performed by a vendor technician

onsite?3.K.03.J Does the vendor certify operating system patches, updates for the

server, database and/or client system? How long does it take? Willinstallation of a non-certified patch or update void the supportagreement of?

3.K.03.K What documentation is provided with each update/enhancement/fix?3.K.03.L Do you allow access to source code by the purchaser?3.K.03.M Will the vendor(s) support the system if the user elects to not install

the updates?3.K.03.N Describe how enhancements and upgrades to your system are

identified. Describe any differences between the processes. Howare the upgrades released to the general client base?

3.K.03.O Describe your software maintenance philosophy. Draw anydistinctions between releases/updates to the application under thesoftware maintenance agreement versus customized, billableenhancements.

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Maintenance VendorResponse

3.K.03.P Are Upgrades provided at no additional cost?3.K.03.Q What criteria are used to select the functionality that will be added to

upgraded versions?3.K.03.R Is there an existing active user group for your products? If so,

please list the nearest local user group contact and telephonenumber. What is your company's role in the user group?

3.K.04 Can routine incremental and archival backups occur while the system isonline and fully operational?

3.K.05 Identify the effects on availability when updates to the operating systemare released.

3.K.06 Can the upgrade/update process occur automatically through the networksystems management software, e.g. through a web browser or SMS?

3.K.07 Is the system interrupted during upgrades/updates or can this be avoidedto ensure zero downtime?

3.K.08 Do you commit to providing software changes to your clients resultingfrom regulatory agencies; State, Federal legislative or other federalnon-hospital contracted external policy mandates?

Other3.K.09 Define system performance and how you would measure response time.

If the system is not performing at a reasonable response how would youcorrect the response issue.

3.K.10 Will the vendor provide a mechanism or procedure designed to verify thatthe agreed-upon performance requirements are met?

3.K.11 Describe the procedure for requesting application software changes.3.K.12 Describe the internal support staff and skill levels required to maintain the

system at each location (include analysts, programmers, operations,management, and clerical staff).

Application/Hardware Support and Troubleshooting VendorResponse

3.K.13 Please describe the anticipated level of support that the UCHC Help deskwill need to provide. How many support calls per month are typical withthis system?

3.K.14 Does the application support remote trouble shooting from the Help Deskvia remote desktop?

3.K.15 How do clients open trouble tickets?3.K.16 How many employees at the client site are empowered to initiate trouble

tickets?3.K.17 How are problems categorized and prioritized?3.K.18 What is the average time-to-solution for each type?3.K.19 Is there an automatic escalation process for reported problems?3.K.20 Do we have web access to a complete history of the problem tickets we

have initiated?3.K.21 Please supply a table showing the number of system critical defects

identified and unresolved 1 month, 3 months, and 6 months after your lastmajor release.

3.K.22 Please list all known unresolved critical defects in your current release.Include the date the defect was first reported.

3.K.23 Do you have a separate Quality Assurance and Testing group?Approximately how many employees are dedicated to this body of work?

3.K.24 Is there a web searchable knowledge base?3.K.25 List the support plans available and the services provided in each.

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Contractual Obligations VendorResponse

3.K.26 What guarantees and warranties does the vendor provide for theproposed system hardware and software?

3.K.27 What impact do software modifications have on warranties orguarantees?

3.K.28 Should the vendor fail to deliver the system by a specified date, willour organization, unless it agrees in writing to extend this date, havethe option to cancel this contract, and will any and all amounts paidby UCHC be returned?

3.K.29 Will the vendor agree to keep the source code in an escrow accountand agree that, in the event it discontinues maintenance of thesource code which operates the system or in the event of theinvoluntary dissolution of the vendor, the source code will be turnedover to UCHC to continue to maintain the system?

3.K.30 Who has ownership of any enhancements made by or on behalf ofUCHC?

3.K.31 Will the vendor offer UCHC a six-month termination clause?3.K.32 Will the vendor undertake and agree to indemnify UCHC against all

damages and costs awarded in any suits, actions, or proceedings inwhich UCHC is made a defendant for actual or alleged infringementupon any patent?

3.K.33 Will the vendor, at its expense, defend and accept liability for any suitbrought against UCHC for patient harm resulting from the failure ofthe system to perform as specified?

3.K.34 Will the vendor agree to the following payment schedule at eachsite?

3.K.34.A Twenty percent (20%) at the execution of the contract3.K.34.B Twenty percent (20%) at software loading and the completion of

the preliminary acceptance test.3.K.34.C Forty percent (40%) at conversion (go-live) and the completion of

the final acceptance test.3.K.34.D Twenty percent (20%) at a mutually agreed upon post conversion

date.3.K.35 Will any discounts apply, on a percentage basis, to all future product

release? If so, what percentage?3.K.25 Will the vendor guarantee that it will provide any upgrades or

enhancements to the system at no cost or the lowest price beingoffered to any other customer of the vendor?

3.K.25.A Systems Software:3.K.25.B Applications software:3.K.26 Will UCHC be allowed to extend the use of this system to any

present or future health care facilities and/or related or affiliated stateorganizations?

3.K.27 Can UCHC reserve the right to cancel and recover the cost of anypaid contract good (item) or installation fees that has not passedUCHC evaluation/acceptance criteria?

3.K.28 Will the vendor guarantee prices for system modules during the termof any contract reached?

3.K.29 Will the vendor guarantee the software license to UCHC in perpetuityexcept in case of nonpayment by UCHC?

3.K.30 Will the vendor commit to an agreement governed by and construedin accordance with the laws of the state in which each hospitaloperates?

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Acceptance and Warranty VendorResponse

3.K.36 Acceptance testing will be performed by the relevant department staffand Information Technology personnel and will include theverification of all equipment technical specifications, software, andsafety features.

3.K.37 Functional Acceptance will be achieved with consistent usage of thesystem 45 days after first production use of the system. During thisperiod the system shall operate according to the functionality noted inthe RFI and vendor's response to the RFI, without errors, anduninterrupted. If there is a deviation, i.e. software bug, the 45 dayswill begin from the date of the fix being applied to the liveenvironment. A payment milestone will be associated with achievingfunctional acceptance.

3.K.38 A minimum 12-month warranty period is to begin when the system isfully operational and accepted and performs as described in thetechnical specifications. During the warranty period, UCHC has theright to return the system, without penalty, for full refund, if it is foundto be unacceptable due to deficiencies in meeting the technical andperformance specifications on the bid and in the system's productliterature.

3.K.39 During the warranty period the Vendor shall furnish all labor, travel,and parts necessary to maintain all equipment specified under thepurchase agreement in proper operating condition.

III.L. Interface Requirements

In this section of the RFI, UCHC has described specific requirements. The vendor should respond to eachquestion posed. If additional information is required, please make additional comments on a separate sheetidentifying the section and number of the specification. If a requirement is left blank, we will assume therequirement cannot be met.

Interface VendorResponse

3.L.01 Describe your interface development strategy. Provide your methodologyfor requirements definition, testing and implementation. Describe in detailthe types of interfaces that you have developed to date. Describe how yourdeveloped interfaces address starting/stopping, queuing transactions,transaction resends and transaction error monitoring and notifications.

3.L.02 List systems you have successfully integrated with and indicate whetheryour interfaces to them were realtime, batch, uni- or bidirectional.

3.L.03 Can you support real-time standard interface feeds using TCP/IP protocol?3.L.04 Can information be extractable to external applications in either fixed format

or as transaction records and also importable from other systems as fixedformat or as transaction records (i.e. to Excel, Access, etc. and back)?

3.L.04.A Can the database be interfaced with the following information systems:3.L.04.B Banner Financial Reporting System (Sungard)3.L.04.C SCIQuest ePurchasing System3.L.04.D Learning Management System (SABA)3.L.04.E Paperless Distribution System (ePrint)3.L.04.F Warehouse Inventory and Ordering (MACOLA)3.L.04.G Building Management (FAMIS)3.L.04.H Standard Microsoft toolsets (Outlook, Access, Word, Excel, etc.)3.L.04.I INFO ED

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Interface VendorResponse

3.L.04.J Biztalk Server (Microsoft)3.L.04.K Decision Support Reporting Software (Web Focus)3.L.04.L Decision Support Middleware (Informatica)3.L.05 Do you have a standard interface that can be customized for any of the

interfaces specified above or does a customized interface need to be built?Where are the interfaces located and who controls them (i.e. interfaceengine or point-to-point, vendor or UCHC?)

3.L.06 Can you support/accept Fixed format or delimited file feeds to and fromODBC compliant databases?

3.L.07 What built in support does your application provide for importingtransactions/data?

3.L.08 What built in support does your application provide for exportingtransactions/data?

3.L.09 Please describe any conversion tools available to transfer historical contractdata to your tools, database. Can you upload existing Access/PDF/Excelcontract data and properly tag/file it?

3.L.10 Please describe your online storage capabilities for historical data.

III.M. Project Management, Implementation and Training

In this section of the RFI, UCHC has described project management, implementation and training requirements.The vendor should respond to each question posed. If additional information is required, please make additionalcomments on a separate sheet identifying the specification. If a requirement is left blank, we will assume therequirement cannot be met.

Implementation Plan/Project Management Vendor Response3.M.1 Provide a sample plan for the application implementation.3.M.2 Describe your implementation process.3.M.3 Please list vendor personnel who would be involved in the implementation of this

system and what roles they would have, including the project manager.3.M.4 Please provide background information for all vendor personnel listed in 3.J.3.3.M.5 Does the implementation process require travel by the vendor? by UCHC? If

yes, please state the number of visits and estimated costs.3.M.6 Please list UCHC personnel who would need to be involved in the

implementation of this system and what roles they would have, including theproject manager

3.M.7 Please list average implementation timeframe for a client with a contract anduser volume similar to UCHC (start to finish for full usability).

3.M.8 What method of communication do you use during the implementation - ex:weekly conference calls, Webex, etc?

Training Vendor Response3.M.9 Describe your approach to user training, including the use of training aids and

training courses.3.M.10 The successful bidder shall provide formal and informal on-site training for the

personnel in the operation of the System. The vendor shall cover all trainingexpenses including tuition, travel, and per diem, if training is performed off-site.

3.M.11 Do you provide training for database specialists, system analysts and otherInformation Technology personnel? If yes, where and when does the trainingtake place? Who is trained? What is covered? Indicate the duration of thetraining.

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Training Vendor Response3.M.12 Do you provide web-based training? Computer-based training?3.M.13 How many Health Center staff members do you envision will be needed at our

site to accomplish the installation plan? Please describe the skill set required forthe implementation team.

3.M.14 How many vendor staff do you envision will be needed at our site to accomplishthe installation plan? Please list the names, and describe the experience andareas of expertise of the consultants who will be assigned to the UCHC project.

3.M.15 Once project is complete how many Health Center staff members do youenvision will be needed to support and maintain the product? Please describethe skill set required for the implementation team.

3.M.16 Describe your approach to training for new releases of the system.3.M.17 What is the estimated training time required for the following:3.M.17.A All Contract Management System users3.M.17.B Contract negotiators/drafters3.M.17.C Contract reviewers/approvers (legal/management level)3.M.17.D UCHC personnel responsible for generating reports3.M.17.E QA/Audit personnel3.M.17.F Purchasing users3.M.17.G Clerical staff3.M.17.H IT users3.M.18 How many staff, both business super users as well as IT staff will be needed to

maintain the system after go-live? Please include any technical requirementsand percentage required.

3.M.19 Is there an existing active user group and/or list serve for your products? Whatis your role in the user group and/or list serve?

3.M.20 Please define a training schedule for initial system implementation to beincluded in the contract.

3.M.21 Describe end-user (i.e. finance, contract management, purchasing, etc.) trainingtime commitment and how it is conducted.

3.M.22 What is the average training time for each area on this product?

Documentation Vendor Response3.M.23 Will you provide three complete sets of operator manuals and service manuals?3.M.24 Provide a listing of all documentation relevant to the proposed system.3.M.25 Do you provide your documentation on CD-Rom? On-line?3.M.26 Do you provide new documentation as you upgrade your applications?3.M.27 Do you provide the following documents to your customers:3.M.27.A Systems operations manuals3.M.27.B Technical/operations manuals3.M.27.C User manuals for each application3.M.27.D Installation manuals3.M.27.E Training manuals

Other Vendor Response3.M.28 Provide information on cost benefit analysis/ROI.3.M.29 Identify metrics that can be measured.

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IV. Contract Management System Functionality

1. Can the system be customized to suit the specific needs of UCHC?

2. Are there any parts of the system that are not customizable?

3. Does the system cover the entire contract life-cycle (i.e. negotiation, revision, approval, and renewal)?

4. How will UCHC’s existing paper or electronic contract documents be integrated into the system?

5. Can changes be made to the system (for example, to the interface screens, data fields, templates,boilerplate language, security access, distribution lists, reporting tools, etc.) after it has beenimplemented? If so, who has the ability to make those changes; the system vendor or UCHC?

6. If system changes can be made by UCHC users, what level of technical expertise is necessary inorder to make those changes, and can security levels be set so that only certain approved people canmake changes?

7. If changes are made to the system by UCHC, how does that impact future upgrades?

8. How is the system accessed by users; via the web, or a software program?

9. Can the system be accessed from outside the UCHC campus? If so, how?

10. Can external vendors, customers, reviewers and approvers (i.e. non-employees of UCHC) havecontrolled access to the system? For example, can we limit access to specific contracts?

11. What does the system interface (user screens/”dashboard”) look like?

12. Does the system allow contracts to be created and revised using standard Microsoft tools?

13. Does the system support contracts that have been saved as PDF files?

14. How are template contracts and boilerplate language created, stored and accessed within thesystem?

15. What are the options for sorting, filing and accessing contracts?

16. Does the system use contract creation “wizards”?

17. Can the system integrate external paper (i.e. contracts sent to us by prospective vendors/customers)?If so, how?

18. How can users of the system search for and access draft and final contracts, exhibits, attachments,reviewer comments, e-mails, templates and boilerplate language?

19. Can the system create hyperlinks so that users can “click through” to templates, contracts,compliance language, rate schedules, exhibits, and other data contained in the system or referencedin individual contract documents?

20. How does the system track changes to documents during the drafting and negotiation process?

21. How does the system protect final contracts to prevent modifications after the approval process hasbeen completed?

22. Does the system communicate with Outlook? Does it offer Outlook-compatible e-mail notificationsabout deadlines and tasks, or is there a separate notification method within the system? Can the

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system automatically schedule deadlines and tasks in the user’s Outlook calendar, or is there aseparate calendar function within the system?

23. Does the system track the review and approval process; i.e. which individuals havereviewed/approved a contract and which ones still need to do so?

24. Does the system support electronic signatures? What is required for the electronic signature andwhat prints on reports that include the electronic signature (i.e. an electronic signature code or the fulluse name and title?)

25. How are reports generated in the system?

26. Which data input into the system by UCHC will be captured in such a way that it will be subject toanalysis and reporting?

27. How are reports designed; by the vendor (contract management system provider) or the user (UCHCemployees)?

28. Does the system have ad hoc reporting capability? If so, how are ad hoc reports created?

29. Can data contained in or accessed through other programs (e.g. Excel, Banner, SciQuest) beintegrated into reports generated by the contract management system?

30. Can the contract management system export data to Excel or other programs?

31. Vendors’ Open Forum - UCHC would appreciate any additional information that would provide abetter understanding of the marketplace and your product’s capabilities. List below:

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V. System Costs

V.A. Cost Summary Instructions

In the proposal, the vendor shall supply a list of the major components, the individual major component'scosts, and the total cost, including any installation costs of the system. Itemize any options requested on aseparate list. Also, the vendor shall provide a list with costs of any items/hardware/disposables that arerequired in order to use the product in typical patient care settings.

1 Proposed Hardware Configuration and Costs

Describe the required hardware configuration for your system, including Vendor specific model numbers andmaintenance costs. Disk space requirements should include the application software, production data, andfull copies of the database files on line. Off site communication, links should also be included. All hardwarespecifications must be configured to allow for three years assuming 5% growth in annual study volume.

2 Proposed Application Costs (Complete the Cost Worksheet included in this RFI)

Identify the costs for the application we have identified. Please indicate if there is any financial advantage inpurchasing other related/-integrated applications planned for the future that would be beneficial to bepurchased up front. Provide alternative pricing for a leasing model, ASP model or Remote Hosting Option.

3 Implementation Costs

Describe each method available for implementation. Define the costs associated with each of theimplementation options presented. Please include estimated travel expenses as well as any out of pocketexpenses, implementation/installation costs and any other costs that will be charged to client. All costsassociated with the project should be quoted as a not-to-exceed amount.

4 Ongoing Maintenance and Support Costs

Describe the options and components of on-going maintenance and the costs associated with them for anysystem equipment and software. All hardware purchased from the vendor should state warranty period aswell as ongoing support once the warranty period expires.Describe the types of support available and their associated costs for any/or equipment and software.Include all peripheral costs such as transportation or dedicated lines.

5 Other Costs

The vendor shall provide to UCHC, at no additional cost, any safety-related and service diagnostic upgradesfor the equipment purchased, for the life of the equipment, as well as regulatory and compliance relatedsoftware upgrades (i.e. HIPAA).Define any other costs not addressed in the above categories, which are relevant to this proposal.

6 FinancingDescribe any alternate methods of financing available to clients. Example -leasing agreement, etc.

7 Payment TermsPayment terms for software application excluding interfaces shall be 20% on contract signing, 20% onloading/installation of software, 40% at conversion or go-live, and the remaining 20% on functionalacceptance or mutually-agreed-upon post-conversion date as described in 3.K.23. Interfaces shall be paidaccording to the same terms with the exception of the first milestone. The first interface milestone will beonce the project plan is finalized and the interfaces are defined and finalized.

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V.B. Cost Summary Sheet

ASP (Application Service Provider) Option

Description Cost Comment

ASP

-Costs associated with leasing a system

-Other

TOTAL ASP COST: $-

System Purchase Option

Description Cost Comment

Software purchase

-Software licenses (enterprise vs. concurrent users)

-3rd party licenses, if applicable

-Other

Total $-

System Implementation Costs

-Professional services (configure, set up system)

-Other

Total $-

Training

-System administrator/s training by vendor (i.e. to set up/configuresystem)

-End user training

-Other

Total $-

Travel

-System administrator/user travel (to learn how to configure/usesystem)

-Vendor/Consultant (implementation & applicationdevelopment/configuration related)-Vendor/Consultant (installation of software)

-User training

Total $-

Hardware/Peripherals

Production Server

Test Server

Web Server

Other Server/s (list)

Workstations

Printers: Network

Printers (Other): Bar code, Label, etc.

Other equipment & peripherals

Total $-

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Interfaces

-Interface 1

-Interface 2

-Interface 3

-Interface 4

Total $-

Data conversion

- Costs to upload data from other system/s

-Other data conversion-related costs, if applicable.

Total $-

TOTAL PURCHASE COST: $-

Software maintenance

S/W maintenance (enhancements & upgrades) - Year 1 (no increase)

S/W maintenance (enhancements & upgrades) - Year 2 (no increase)

S/W maintenance (enhancements & upgrades) - Year 3 (no increase)

S/W maintenance (enhancements & upgrades) - Year 4+ (not toexceed CPI %)

Purchasing contact:

Matthew A. LarsonDirector of PurchasingTel: 860-679-1775Fax: 860-679-2508Email: mlarson@uchc.edu

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