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Request For Proposal

Clinical Decision Support System

Request for Proposal #15-041015-cs

Date Issued: April 13, 2015

Due Date: May 6, 2015 by 3:00 PDT

All questions regarding this RFP should be directed to: Connie Stewart, C.P.M.

UCDHS Purchasing DepartmentEmail: [email protected]: (916) 734-7034

Questions should not be directed to any other UC Health departments or staff. Material or substantive information provided to any bidder, as a result of questions received, will be provided to all bidders via an addendum to this RFP.

Schedule of Events

Event DateRelease of Request for Proposals 13 April 2015Receipt of Bidders’ Written Questions by noon, Pacific Time 20 April 2015Written Responses to Bidders’ Questions by 4 pm, Pacific Time 27 April 2015Receipt of Bidders’ Proposals 6 May 2015On-site demos (If needed) TBDAward of Contract 1 July 2015

http://health.universityofcalifornia.edu/

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INTRODUCTION

UC Health comprises the University of California’s clinical and health professional education arms. UC Health combines the strength of UC’s patient care, teaching and research. UC has the nation’s largest health sciences instructional program with more than 14,000 students, while its five Health Systems (individually referred to herein as “SYSTEM”) form a $7.5 billion enterprise providing broad access to world-class, specialized care. A complete summary of UC Health and each SYSTEM can be found at http://health.universityofcalifornia.edu/.

University of California Health Profiles [UCDHS: UC Health campuses, please confirm]

UC Davis Health System (UCDHS) provides an organizational framework that enables UC Davis to fulfill its teaching, research, patient-care and public service missions. UCDHS delivers primary, secondary and tertiary care throughout inland Northern California. UCDHS consists of the UC Davis School of Medicine, the UC Davis School of Nursing, the UC Davis Medical Center and Children’s Hospital and the UC Davis Medical Group. The organization has over 7,700 faculty and staff, including over 1,300 physicians and 1,500 registered nurses. It includes a 619-bed, fully accredited hospital that serves as the main clinical educational site for the UCDSOM and is the main tertiary care referral center for a 33-county area of more than six million residents. Each year, UCDMC admits more than 30,000 patients, while its emergency room and 100-plus specialty and primary care clinics log more than 800,000 outpatient visits.

UC San Francisco Health is one of the world’s leading universities exclusively focused on health. A hallmark of UCSF is its spirit of collaboration that is carried through its partnerships across the campus and the world in pursuit of its advancing health worldwide mission. UCSF faculty includes five Nobel laureates, who have made seminal contributions to advance the understanding of cancer, neurodegenerative diseases, aging and stem cell research. UCSF’s clinical enterprise includes health care providers who are among the nation’s leaders in virtually all specialties, including cancer, heart disease, neurological disorders, immunological disorders, HIV/AIDS and organ transplantation, as well as specialty services for women and children. Our services generate about 770,000 patient visits to our clinics and about 38,000 hospital admissions a year. About 1,800 babies are born at UCSF annually. Together, all of these services generate about $1.6 billion in revenue.

UCSF has almost 8,000 employees and dozens of locations throughout San Francisco as well as outreach clinics throughout Northern California and beyond. The main facilities include an adult specialty hospital and ER at Parnassus Heights; an outpatient campus at Mount Zion; and new facilities at Mission Bay – Benioff Children’s Hospital, Bakar Cancer Hospital, the Moore Women’s Hospital, and the Conway Family Outpatient center.

UC Irvine Health comprises the clinical, medical education and research enterprises of the University of California, Irvine. Patients can access UC Irvine Health at physician offices throughout Orange County and at its main campus, UC Irvine Medical Center in Orange, Calif. UC Irvine Medical Center is a 411-bed acute care hospital providing tertiary and quaternary care, ambulatory and specialty medical clinics, behavioral health and rehabilitation. It is the primary teaching location for UC Irvine School of Medicine.

UC San Diego Health System is the region's only academic health system and is dedicated to delivering outstanding patient care through commitment to the community, groundbreaking research and inspired teaching. The Health System is composed of UC San Diego Medical Center in Hillcrest, and UC San Diego Thornton Hospital, Moores Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center and Jacobs Medical Center (opening 2016) in La Jolla, as well as other primary and specialty practices located throughout Southern California.

UC Los Angeles Health has provided the best in healthcare and the latest in medical technology to the people of Los Angeles and throughout the world for more than fifty years. Comprised of Ronald Reagan UCLA Medical Center, UCLA Medical Center, Santa Monica, Resnick Neuropsychiatric Hospital at UCLA, Mattel Children's Hospital UCLA, and the





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UCLA Medical Group with its wide-reaching system of primary-care and specialty-care offices throughout the region, UCLA Health is among the most comprehensive and advanced healthcare systems in the world.

Statistics UC DavisUC San Diego

UC Los Angeles

UC San Francisco UC Irvine

Number of Employees 10,155 7,500+ 8,556 22,800 4,800Annual Discharges 33,685 27,899 42,117 30,000 19,243Beds 619 542 805 722 411Emergency Visits 67,537 68,345 66,313 >40,000

561,021Total Outpatient Visits 945,961 587,576 640,012 763,000

Electronic Health System Vendor Epic 2012 Epic Epic 2014 EpicAllscripts

14.3Count of radiology exams (by individual accession #) for 2014 440,780 318,000 593,555 317,500 204,738

GENERAL INFORMATIONThe intention of this RFP is to provide one Clinical Imaging Decision Support system tool that can be utilized by all 5 UC Health campuses. This RFP is open to vendors who have multiple deployment solutions.

1. Vendor-hosted Clinical Imaging Decision Support application solution – vendor would host a shared clinical imaging decision support tool with bi-directional communication between the hosted service and including, but not limited to deployment of each clinical imaging system on differing schedules and differing Electronic Medical Record (EMR) systems at each campus/hospital. The tool must integrate with all versions of the Epic EMR and all versions of the Allscripts EMR.

2. UC-hosted Clinical Imaging Decision Support application – one UC campus could host a shared clinical imaging decision support tool with bi-directional communication between the hosted service and including, but not limited to deployment of each clinical imaging system on differing schedules and differing Electronic Medical Record (EMR) systems at each campus/hospital. The tool must integrate with all versions of the Epic EMR and all versions of the Allscripts EMR.

3. On premise Clinical Imaging Decision Support application - on premise (also known as a local installation) would be deployed in 5 separate UC Health campus locations (in addition to each UC hospital that each campus supports).

The general requirements for this system include evidence-based appropriateness criteria, ability to modify criteria for UC-wide or individual campus needs, secure web-based user and administrator access, CPOE integration, audit trails, and back-end analysis capabilities. The system is expected to contribute to the efficiency and efficacy of services provided by referring physicians and the diagnostic imaging department. The solution platform should easily integrate with computerized ordering and electronic heath record systems so the healthcare organization can effortlessly make use of imaging guidelines ensuring the right patient gets the right scan for the right indication.

The Clinical Decision Support application should offer simple upgrade capabilities to accommodate future departmental, institutional and enterprise level expansion. It should also cover the normal range for management of information tasks. The application should be complete, including all hardware recommendations and software necessary to provide uninterrupted service to the users. All hardware and software requirements should be individually specified. It is essential that the DS process be seamless with the CPOE integration, and that the physician user interface be simple, clear, and efficient to navigate. Specifically, we will ask vendors to provide “click counts” for both “green light” and “red light” imaging orders (including finalizing the alternative order).



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If the application has ability to be used remotely, please document all appropriate costs and equipment. Your company must identify each piece of equipment and along with any all interfaces necessary for your system to be fully integrated and operational.

Vendor Inquiries

Inquiries regarding this RFP: Inquiries accepted only by email and email must be received by noon PST on 4/20/15.All questions and all responses will be provided to all bidders via an addendum to this RFP. The UCDHS contact person is listed below. Any questions must be via email.

Connie Stewart, C.P.M.UCDHS Purchasing Department4800 2nd Avenue, Suite 3010Sacramento, CA 95817E-mail: [email protected]: (916) 734-7034

Proposal Submittal InstructionsEach Bidder is required to submit proposal by email, along with supporting materials information as requested. Proposal responses must be emailed to:

Connie Stewart, C.P.M.E-mail: [email protected]: (916) 734-7034

All proposals submitted must be received in the UCDHS Purchasing Department no later than 3:00 p.m. Pacific Time on May 6, 2015. UC Health will not accept proposals received after the due date and time.

NOTE: YOUR PROPOSAL MUST INCLUDE A RESPONSE TO EVERY QUESTION AND SECTION THAT REQUESTS INFORMATION. REFER TO THE SECTION AND ITEM NUMBER (i.e.: Functional Requirements) IN YOUR RESPONSE.

FORMATTING BID RESPONSES - BY OPTION (See diagram on following page)

Option 1 – Vendor Hosted

Option 2 – UC Health Hosted

Option 3 – Five (5) UC Campus Local Installations



4http://health.universityofcalifornia.edu/


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If you cannot demonstrate adherence to the requirements listed within the “Mandatory System Requirements” (table below) you do not qualify to submit this RFP.

MANDATORY SYSTEM REQUIREMENTS

Vendor Hosted

InstallationYES | NO

UC Health Hosted

InstallationYES | NO

5 UC Campus Local

InstallationsYES | NO

1)

Knowledge Base / Appropriateness Criteria - Product must utilize the American College of Radiology (ACR) Appropriateness Criteria (AC) in addition to having the ability to modify any of the ACRselect rules, add or delete indications, change recommendations, ask other questions, include DS triggers based upon lab, pharmacy, allergy data received from EPIC or the CDA. In addition, the system must have the ability to decide on which rule in what form fires for which physician, care setting or population group on a UC-wide or individual medical center criteria to the knowledge base.

Please describe how you meet this qualification and list the number of customers deployed in each category. In your answer, demonstrate how product utilizes the “Appropriateness Criteria” from the American College of Radiology:a. How is ACR Appropriateness Criteria delivered to the product?b. What is your licensing term (length) for use of ACR AC?c. What are your licensing terms of service for use of ACR AC?d. How product allows for local tailoring of ACR from a UC-wide or individual medical center perspective.

2)

Epic Integration / Functionality - Product must integrate/interface with the Epic electronic health record system.

Please describe how you meet this qualification and list the number of customers deployed in each category. In your answer, describe how product integrates/interfaces with the Epic electronic health record system. Include:a. #of hospitals/sites where Epic integrates/interfaces with product.b. List of references from these sites (include customer name / contact information).c. Describe, in detail, how product integrates with Epic.d. What version(s) of Epic can product be used with?e. Describe system limitations product has with each version of Epicf. Describe future functionality / enhancements in development.

3) AllScripts Integration / Functionality - Product must integrate/interface with the AllScripts electronic health record system.

Please describe how you meet this qualification and list the number of customers deployed in each category. In your answer, describe how product integrates/interfaces with the AllScripts electronic health record system. Include:a. #of hospitals/sites where AllScripts integrates/interfaces with product.b. List of references from these sites (include customer name / contact information).



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c. Describe, in detail, how product integrates with AllScripts.d. What version(s) of AllScripts can product be used with?e. Describe system limitations product has with each version of AllScriptsf. Describe future functionality / enhancements in development.

Please choose one or more of the option(s) listed within the Mandatory System Requirements that best describes the optimal installation/deployment/and use of your clinical imaging application.

VENDOR HOSTED Points1) How is physical access controlled? 202) Is there a SSAE 16 report that UC Health can review? 203) Is the system hosted at facilities controlled by the vendor? If not, who manages the systems? 204) Will data be stored in offshore/non-USA facilities? 20

Total 80

FUNCTIONAL APPLICATION REQUIREMENTS Points

1) Describe how your system capabilities utilize additional, non-ACR Appropriateness Criteria (AC) like Cardiology, Pathology, etc? If so, which additional AC can be utilized?

100

2) How many rules are in your decision support database? 503) Explain how your system captures indications that correlate to ICD-10 codes? 50

4) Explain how your system offers ordering screens that are customized by procedure selection? 50

5) Explain how your system offers free-text entry in addition to structured data capture? 506) Explain how your system offers duplicate exam warnings? 50

7) Explain how your system offers the option to set orders as pending? 50

8) Explain how your system allows for multiple site selection and various forms of patient look-up? 20

9) Explain how your system provides a “digital receipt” for every order? 20

10) Explain in detail the number of “click counts” for “green light” and “red light” orders. 10

11) Explain how your system allows users to add insurance carrier data? 10

12) Explain how your system incorporates clinical variables from the EMR into decision support (e.g. appropriateness of a study may depend on patient’s heart rate, white blood cell count, oxygen saturation, etc.). 10

13) Explain how your system displays insurance company data? 1014) Explain how your system allows for the ability to request missing variables from the ordering physician. 1015) Explain how your system allows the ability to employ branching logic in decision rules based on clinical variables 1016) Describe the various implementation options available (provider-based ordering, call center approach, etc.). 10

17)Explain how your system allows for the Content management and versioning tools for appropriateness criteria and decision rules. 10

18) Describe your scoring/rating system. 5019) Explain how your system captures iteration/audit data? 5020) Explain how your system allows ordering providers to search order history? 50

21) Explain how your system allows collections of “reasons for ordering on low” scores? Are these “reasons” customizable? 50

22)

Explain how your system offers data mining capabilities for utilization management and ordering pattern analysis? Are there built in options for modifying this or does it require expert build/coding by your company? Describe how your program triggers the CDS from a verbal or pended order placed by a health care extender such as a medical assistant or nurse.

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23) Explain how your system allows for revisions during the same ordering session? 50

Total 820

TECHNICAL REQUIREMENTS1) Describe how product is deployed to end-users (i.e. local installation, thin client, Citrix distribution, other) 20

2) How many customers utilize each end-user deployment strategy? 20

3) Describe your product offering in detail. Do you offer a turnkey system? Software only solution? Both? 50

4) Does your system provide automatic upgrades for all clients? 20

5) What is the update release interval for rules enhancements / functionality enhancements / bug fixes? 20

6) Describe your system’s overall technical architecture. Include a diagram that depicts your proposed solution. 20

7) Provide information on the database and file structures used by the proposed system (Oracle DB, MS SQL, etc) 20

8) Provide server / client hardware specifications 209) Describe the language the application was programmed in (HTML, PHP, C++, etc.). 20

10) Describe the process for adding a new administrative user to the system. 10

11) Describe the reporting features provided by your system including your systems’ capability to run and access the reports via the web. 10

12) Is there a source code escrow? 10

13)Describe your upgrade path/plan for iteration upgrades and any major overhauls to software/hardware. What kind of costs is associated with each? What does your roadmap show for the next 5 years for upgrades? 10

Total 250

SECURITY REQUIREMENTS

1)Please describe the security options available with your application - strong passwords, password expirations, auto-logoff, etc. 50

2)Provide a detailed description of the control and security features found in the system. Include the level at which users access to data is restricted, how security is administered in the system, and how system access is monitored (i.e. audit trail logs, change of passwords, etc.).

50

3) What reports do you provide for audit trails? Can these reports be exported? 20

4) Does your system provide limited administrator rights with restricted access to site-defined functionality? 10

5) Does the vendor require a remote connection to UC Health systems? If so, what is required or expected? 10

6) What transmission security does the vendor support for data transmissions? (SFTP, FTPS, TLS) 10

7) Describe the change/patch management process. 10

8) Has a formal vulnerability analysis been performed on the source code (software such as HP Fortify or IBM AppScan or other expert third-party)? If so, please describe. 50

9) If the system/application has an exposed interface, does it encrypt interface transmissions? (e.g. SSL, IPSec, RSA) 2010) Does the system support encryption of data-at-rest? Please describe. 20

11) Does the system/application use an internal or external identity store for user IDs? If so, please describe the technologies supported. 20

12) Does the system/application use an internal or external store for user passwords? If so, please describe the technologies supported. 20

13) Does the password store used by the system/application support passphrases? For example, can a user password contain space characters, special characters, and be a length of more than 20 characters? 10

14) Does the current password store use encryption/cryptography to protect passwords? What method of cryptography is used? (hashing/symmetric and algorithm) 10

15) Does the system/application encrypt the transmission between the client and the system? (e.g. SSL, IPSec, RSA) 20

16)Can we review who has accessed the system/data? (audit logs) Who has access to these logs? What methods are available to remotely retrieval/archive the logs? 10



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17)If your technology is hosted (SaaS), describe the steps your software takes to be HIPAA compliant. If any information is being sent, kept, or evaluated on your remote location, how is this information kept HIPAA compliant?

10

Total 350

COST PROPOSALIn your pricing proposal response to this RFP, describe all costs to be associated with any resulting contract, including hardware required for software installation, annual maintenance costs and increases to costs for “average” contract costs, or any one-time expenditures to be paid by UC Health or the system equipment (if any), and all other related charges. Is your firm willing to offer firm pricing for the duration of the resultant contract and any renewal/extension options UC Health may exercise? If not, how long would pricing remain firm? On what basis will prices increase? Is the pricing proposal being offered to the UC Health the lowest pricing you offer to any similar federal, state, municipal, or other institutional account?

For each deployment option, supply the tables below showing capital investment and operational expenses:

Capital Budget SummaryInvestment Overview Description Year 1 Year 2 Year 3 Year 4 Year 5 5-Year

TotalServerHardwareSoftwareStorageClientPrinterApplianceRackInstallationDevelopment ContractorTravelCapitalized StaffTotal Capital



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Operational Budget SummaryExpense Type Description Year 1 Year 2 Year 3 Year 4 Year 5 5-Year

TotalHardware and SuppliesPurchased SoftwareLeased SoftwareContractorConsultingProfessional ServicesSoftware MaintenanceHardware MaintenanceHardware WarrantyTrainingTravelOperational FTETotal Operational

Cost Detail –Monthly Service Plans and FeesInclude separate pricing details by product and services. Break out any fees or costs that would be part of the ongoing contract.

Cost Detail –Shipping Charges and Misc.

Shipping- Delivered/ Returned EquipmentCan your firm provide shipment of equipment and accessories at no charge? Please provide the breakdown of shipping charges to reflect the following:

UPS Ground $Federal Express 2nd day $Federal Express Next day $Federal Express AM delivery $Saturday delivery $

Cost Detail -Enhanced Services Describe and list all optional cost items and/or services that could be associated with the Clinical Decision Support program.



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Basis of Award

Proposals will be evaluated based on cost per quality points. A UC Health evaluation committee will choose the selected Bidder(s). Committee participants will review, evaluate, and score each responsive proposal received in accordance with predetermined scoring criteria. The selection process will be broken down into two phases.

To be considered responsive and to continue in the scoring process, the Bidder must: Provide all documentation (Qualifications and Requirement Responses) as requested by the requested due date. Provide a proposal that is complete and complies with the instructions and requirements as stated herein. Provide all information required by Qualification Statement in this document. (Note: if this is incomplete, your

proposal will not be considered) Acceptance of UC Health's specified terms and conditions (sign and return last page of this document) Provide cost proposal Provide proof that Bidder has demonstrated understanding of the UC Health’s requirements, overall approach

and thoroughness of the proposal in submitting all information designated and requested within this RFP.

Quality Points

Each Bidder will receive a total point score known as total quality points. Quality points will be assigned as follows:

RFP Quality Points Scoring Matrix

CATEGORY Points PossibleKnowledge Base / Appropriateness Criteria Pass/FailEpic Integration / Functionality Pass/FailAllScripts Integration / Functionality Pass/FailVendor Hosted 80Functional Requirements 820Technical Requirements 250Administration / Security Requirements 350Total 1500

The total cost for each proposal will be divided by the proposal’s total quality points to determine the cost per quality point ratio. The cost per quality point ratio for each Bidder will be ranked in order of magnitude. UC Health intends to use Life-Cycle-Cost techniques in evaluating the cost of this project. Support costs, consumable costs, operational costs and other costs will be included in addition to the capital costs for the hardware and software.

UC Health's decision as to how the resulting Agreement(s) will be awarded will be based on the following.

1. Calculate total Evaluation Quality Points earned by each Bidder.2. Divide total cost for Option 1 (including 5 year total cost for hardware) by the number of total quality points earned

to determine cost per quality point.3. Divide total cost for Options 2 and 3 (excluding hardware) by the number of total quality points earned to

determine cost per quality point.4. Rank each Bidders cost per quality point rating under Options 1, 2 and 3 from lowest to highest.5. Determine the finalist using either Option 1 (includes hardware) or Options 2 and 3 (excludes hardware) on a

lowest cost per quality point rating basis.

After scoring is complete, the cost per quality point will be calculated. UC Health reserves the right to negotiate with the Bidder(s) having the lowest cost per quality point scores prior to awarding a contract.

Following evaluation of this RFP and Bidder selection, UC Health expects to negotiate a contract with the selected Bidder(s) and, at UC Health's discretion, standard software contractual terms and conditions, cost and/or value added



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features. UC Health reserves the right to award a single or multiple awards to this RFP based on the requirements of any SYSTEM. UC Health also reserves the right to accept a Bidder proposal in part or in whole.



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Qualification Statement

The Qualification Statement must contain a description of the Bidder’s corporate qualifications, area of expertise, and prior experience with providing systems and services similar to those described in this RFP, including but not limited to the following:

1. Provide the Bidder’s name, address, telephone and facsimile numbers, a contact name, a brief description of the company’s history, including name and address of the parent company, and the size of the company.

2. Provide a corporate profile, service portfolio, and description of the Bidder’s service philosophy and approach. What separates and distinguishes this Bidder from other applicants?

3. Provide a report of the Bidder’s financial status, including the most recently audited financial statements and profit and loss statements or equivalent evidence of financial stability and include auditor's opinion.

4. Provide gross revenue figures for 2014 and percentage growth from 2010 – 2014 for total company revenue, revenue associated with healthcare information systems, and revenue for the products included in your response.

5. Identify by name and University position any University officer, faculty member or other employee who holds a position of director, officer, partner, trustee, manager or employee in the Bidder’s company, as well as the name of any near relatives who are employed by the University.

6. Provide a statement of the total dollar amount of work performed by Bidder for the University of California in the past twelve (12) months and specify the campus(es) served.

The contract will not be awarded to any Bidder that has failed to perform in a satisfactory or faithful manner on any previous contract or purchase order with the University of California.

7. Has your company ever been subjected to product litigation? Please explain.

8. Provide a reference list of three customers in the hospital industry located in California, relevant to Radiology Decision Support in this RFP, for whom the Bidder was directly responsible for providing products or services similar to those requested herein within the past two years. The references may be from current or prior clients, optimally who are similar to UC Health or any individual SYSTEM. The references will be used as a basis for inquiry concerning the Bidder’s quality of products and service.

Furnishing incorrect and/or incomplete reference information may lead to Bidder’s elimination from consideration for award. The decision to eliminate Bidder from consideration for award for poor reference checks or for incorrect and/or incomplete reference information shall be at the sole discretion of UC Health and shall not be subject to appeal.

9. How do you measure client satisfaction? Provide examples of tangible changes that have been implemented as a direct result of client feedback.

10. How do you provide customer service for your software? Do you provide formal escalation support services? Do you offer pre-defined technology response guidelines to common problems found in supporting your

products? What are the days and hours you offer customer technical support?

11. Provide at least three client examples whereby the acquisition of your products and services has resulted in reductions in costs and proactive utilization of reporting tools for decision making in the client’s day-to-day operations.

12. Provide profiles or resumes of principal staff that are to implement and manage the account. Describe the role and title of each key individual assigned to the account. Include the length of time each individual has been



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performing that role at your company.

13. Unless otherwise indicated in the proposal response, the selected Bidder must perform all work. Any work that is to be subcontracted by the Bidder must be indicated and will be subject to the terms and conditions of this RFP and any resultant contract or purchase order awarded.

14. Please describe your product roadmap and indicate if your company offers other solutions that integrate with this solution for end-to-end documentation and communication?

15. Are other components of you solutions owned by your company or only available from a third party?

16. Does your company offer data mining and outcomes analysis tools that integrate with your decision support platform for performing utilization management and ordering pattern trending?

17. Please describe how your solutions integrate with our facilities existing IT infrastructure.

18. Please describe your companies experience integrating with third party solutions.

19. Please describe your market experience and expertise.

Response Requirements:TECHNICAL AND FUNCTIONAL REQUIREMENTS FOR CLINICAL DECISION SUPPORT SYSTEMThree (3) options as defined herein

Proposal Conditions



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1. Notwithstanding any other provision of the RFP, Bidders are hereby advised that this RFP is a solicitation of proposals only and is not to be construed as an offer to enter into any contract or agreement. Thus, UC Health reserves the unqualified right to reject any or all proposals for any reason.

2. UC Health shall have the unconditional and unqualified right to withdraw, cancel, or amend this RFP at any time. Bidders shall bear all costs associated with the preparation and furnishing of responses to this RFP. UC Health, in its sole discretion, reserves the right to determine whether any Bidder meets the minimum qualification standards, to determine whether a proposal is responsive, and to select a proposal that best serves its programmatic objectives. UC Health reserves the right to negotiate a binding contract with the selected Bidder(s).

3. All proposals shall be firm for a period of 180 days following the proposal submission due date.

4. Responses to this RFP should be made according to the instructions contained herein. Failure to adhere to RFP instructions may be cause for rejection of the proposal. A proposal, which contains conditions or limitations set up by the Bidder, may be deemed irregular and subsequently rejected by UC Health.

5. False, incomplete, or unresponsive statements in the proposal response may be cause for its rejection. The evaluation and determination of the fulfillment of the RFP requirements will be UC Health’s responsibility and its judgment shall be final.

6. UC Health reserves the right to interpret or change any provision of this RFP at any time prior to the proposal submission date. Such interpretation or change shall be in the form of a written addendum to this RFP. Such addendum will become part of this RFP and any resultant contract. Such addendum shall be made available to each Bidder that has received an RFP. Should such addendum require additional information not previously requested, a Bidder's failure to address the requirements of such addendum in the proposal response might result in the proposal not being considered.

7. UC Health has, at its sole discretion, the unconditional and unqualified right to determine that a time extension is required for submission of proposals, in which case, a written RFP addendum issued by UC Health shall indicate the new submission date for proposals.

8. Prior to the final submission date, any Bidder may retrieve its proposal to make additions or alterations. Such retrieval, however, shall not extend the final submission date.

9. Bidders wishing to submit proposals in response to this request do so entirely at their own expense, and submission of a proposal indicates acceptance of the conditions contained in the RFP unless clearly and specifically noted otherwise.

10. PUBLIC INFORMATION AND TRADE SECRETS--The California Public Records Act limits UC Health’s ability to withhold pre-qualification and bid data to trade secrets or proprietary records, the disclosure of which is exempt or prohibited pursuant to federal or state law. If a submittal contains any trade secrets that Bidder does not want disclosed to the public or used by UC Health for any purpose other than evaluation of the Bidder’s eligibility, each sheet of such information must be marked with the designation “Confidential.” UC Health will notify the Bidder any request, by another party, to inspect such confidential information. Bidder will have an opportunity to establish that such information is exempt from inspection in any proceeding to compel inspection.

11. All computer programs and data made available by UC Health to Bidders hereunder shall remain the property of the UC Health and shall be maintained, used, and disseminated in accordance with the California Information Practices Act of l911, Civil code Sections 1798 through 1798.76, and the California Public Records Act, Government Code Section 6250 through 6260. All listings and all copies of listings that reveal names or identification numbers of individuals, (i.e., employees, patients, etc.) shall be destroyed or returned to UC Health.



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Contract Terms and Conditions1. The University of California Terms and Conditions Goods and Services (UC TERMS) shall apply to any contract

for hardware or hardware-related services awarded from this solicitation for proposals. The selected Bidder will be required to comply with all the terms and conditions as specified therein. A Bidder's inability to comply with, or exceptions and modifications to, the terms and conditions incorporated in UC TERMS must be stated in its proposal and may disqualify Bidder from further consideration. A copy of UC TERMS is available at http://www.ucop.edu/procurement-services/_files/uc-terms-and-conditions.pdf.

2. To facilitate timely award of this contract, each Bidder must certify its ability to comply with the insurance requirements outlined in UC TERMS. The University will require the selected Bidder to furnish a certificate of insurance naming The Regents of the University of California as an additional insured. Such certificate of insurance shall be in a form as issued by an insurer approved by the University and shall contain an endorsement requiring not less than thirty (30) days’ written notice to the University prior to any cancellation or modification thereof. Thereafter, a certificate evidencing the renewal of each such policy shall be furnished to the University at least ten (10) days prior to the expiration of the term of said policy. Failure to comply with this requirement may result in cancellation of any contract resulting from this Request for Proposal.

3. The UC Health reserves the right to adjust the minimum insurance limits specified in UC TERMS, based on the overall risk assessment of the project. Each Bidder must provide evidence of its current coverage with its proposal.

4. The final contract(s) with the selected Bidder(s) will be prepared by the UC Health and will incorporate this Request for Proposal, including its Appendices and Addenda (if any), and the submitted proposal.

5. The UC Health reserves the right to cancel any contracts resulting from this RFP, for convenience, at any time or at the end of any fiscal year (June 30), should insufficient funds be budgeted in the following year to continue the contract, by giving 120 days’ written notice and upon payment of costs actually incurred by the Bidder prior to the notice of cancellation.

6. Records developed by the Bidder and related to the project costs will be maintained for a period of five years following the completion of the project.

7. The Bidder or Bidders awarded a contract as a result of this RFP may not assign or sublet the whole or any part of the contract without the prior written consent of UC Health.

8. The Bidder must warrant that, for a minimum of one (1) year from final acceptance of each hardware component and software package included in the proposed system, the hardware and software shall meet all of the specifications set forth in Bidder’s proposal and in the operational manuals current as of the date of University’s final acceptance of such hardware and software products and will be free of defects. In the event of the Bidder’s breach of its warranty hereunder, UC Health shall have the option to repair or replace the hardware and/or software, and the Bidder will be liable for excess costs incurred UC Health therefore.

9. No form of the University of California, UC Health or any SYSTEM name shall be used in promotional materials, signs, announcements, or other forms of communication or advertising originated by Bidder unless the UC Health’s express written permission for such use has been obtained in advance.

10. Under UC Health’s Vendor Relations policy, a gift or donation to the University may not be coupled with the expectation of tangible compensation or with the imposition of contract or grant requirements. Each purchasing transaction, business contract, research contract, affiliation agreement, and grant shall be considered as separate and whole in itself. As such, it is the policy of the UC Health that no gift or donation to the University, or any of its business contracts, purchasing transactions, research contracts, affiliation agreements, or grants shall be used as partial consideration for any other transaction, contract, agreement, grant or gift/donation.


http://www.ucop.edu/procurement-services/_files/uc-terms-and-conditions.pdf


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11. Until the expiration of four years after the furnishing of the services provided under the contract, vendor will make available to the Secretary, U.S. Department of Health and Human Services, the U.S. Controller General, and their representatives, the contract and all books, documents and records necessary to certify the nature and extent of the costs of those services. If vendor carries out the duties of the contract through a subcontract worth $10,000 of more over a 12-month period with a related organization, the subcontract will also contain a clause to permit access by the Secretary, Controller General, and their representatives to the related organization's books and records.

12. Copyright. The Parties agree that nay copyrightable work(s) developed under this agreement constitute work(s) made for hire under the United States copyright laws and that all right, title and interest therein, including copyright, shall vest with the University. In the event that any such work does not qualify as a work made for hire under the United States copyright laws, or for any other reason does not constitute a work made for hire, the independent contractor signing below, by this agreement, hereby assigns all right, title and interest, including copyright in the work(s) to UC Health, in perpetuity.

13. Deliverables, Methodologies and Standards: Deliverables include: feasibility studies; functional specifications; technical specifications; code and specifications evaluations; unit test plans; integration test plans; systems test plans; unit test; integration tests; application programs, systems programs, data modes; and process models. Contractor’s employees shall adhere to UC Health application methodology and standards of quality while producing deliverables.

14. Contract Revisions: UC Health may make revisions within the general scope of this contract in task descriptions for services by giving notice to Contractor and subsequently confirming such revisions in writing in the form of an addendum or change order to the contract issued by the UC Health. If such changes affect the cost of services for this contract, an equitable adjustment in the rates shall be made according to the rates listed in this contract, or both parties shall negotiate additional rates to the contract. No revisions by Contractor shall be allowed without written approval of UC Health. Any claim of Contractor for an adjustment under this Section must be made in writing within thirty (30) days from the date of receipt by Contractor of notification of such revision request unless UC Health waives this condition in writing. Contractor shall bear the burden of proof for additional rates or rate revisions required by any UC Health request. Nothing in this Section shall excuse Contractor from proceeding with performance of the contract as revised hereunder.

15. Waiver or Modification of Terms: No waiver, amendment or other modifications of the terms of this contract shall be binding upon either party unless expressed in writing and signed by both parties hereto.

16. Audit: Any order resulting from this Request for Quotation shall be subject to the examination and audit of the Auditor General of the State of California for a period of three years after final payment under this order. The examination and audit shall be confined to those matters connected with the performance of the contract, including, but not limited to the cost of administering the contract.

17. Independent Contractor: It is understood and agreed by UC Health and Bidder that in the performance of this agreement, the Bidder shall be and act as an independent contractor and not as the agent or employee of the UC Health. It is expressly understood and agreed that this agreement is not intended and shall not be construed to create the relationship of agent, servant, employee, partnership, joint venture or association between UC Health and the Bidder. The Bidder is not an employee of UC Health and is not entitled to the benefits provided by UC Health to its employees, including, but not limited to, group insurance, pension plans, workers’ compensation or unemployment insurance.

18. Contractor Responsibility: The Contractor shall be solely responsible for the conduct and control of the work to be performed by the Contractor under this Agreement. The Contractor’s services for UC Health shall be performed in accordance with currently approved methods and ethical standards applicable to the Contractor’s professional capacity.



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19. Records About Individuals (Contractor refers to all Contractor workers): Contractor acknowledges that the creation and maintenance of records pertaining to individuals is subject to certain requirements set forth by the California Information Practices Act (Civil Code 1798, et seq.) and by UC Health policy. Such requirements include provisions governing the collection, maintenance, accuracy, dissemination, and disclosure of information about individuals, including the right of access by the subject individuals. If Contractor creates confidential or personal records about an individual, as defined by the Information Practices Act, including notes or tape recordings, the information shall be collected to the greatest extent practicable directly from the individual who is the subject of the information. When collecting the information, Contractor shall inform the individual that the record is being made and the purpose of the record. Records containing confidential or personal information about individuals are the property of UC Health and subject to UC Health policies and applicable federal and state laws. Contractor agrees to deliver all such records, including originals and all copies and summaries, to UC Health upon termination of this contract. Contractor shall not use recording devices in discussion with UC Health employees.

20. Ethics: Supplier shall exercise extreme care and due diligence to prevent any action or conditions which could result in conflict with the best interest of UC Health. Throughout the term of any subsequent Agreement, Supplier shall not accept any employment or engage in any work, which creates a conflict of interest with UC Health or in any way compromises the work to be performed under this RFP or subsequent Agreement. Supplier and/or its employees shall not offer gifts, entertainment, payment, loans, or other gratuities or consideration to UC Health employees, their families, other Suppliers, subcontractors or other third (3rd) parties for the purpose of influencing such persons to act contrary to UC Health’s interest or for personal gain. Supplier shall immediately notify UC Health of any and all such violations of this clause upon becoming aware of such violations.

21. Vendor Debarment: Vendor/Contractor warrants that it is not excluded from participation in any governmental sponsored program, including, without limitation, the Medicare, Medicaid or Champus programs (http://exclusions.oig.hhs.gov/search.html) and the Federal Procurement and Non-procurement Programs (http://epls.arnet.gov/PrivacyActProvisionsEPLS.html). This purchase order shall be subject to immediate termination in the event that Vendor/Contractor is excluded from participation in any federal healthcare or procurement program.

22. Taxpayer Identification: California Public Contract Code Section 10518 requires contractor (vendor) who enters into a contract with the University of California for $10,000 or more shall list their Taxpayer Identification Number (Federal Employer Identification Number or Social Security Number, if applicable) on each contract or PO. The number shall remain unchanged regardless of future name changes. Pursuant to the Federal Privacy Act of 1974, and the California Information Practices Act of 1977, you are hereby notified that disclosure of your social security number and/or your Employer Identification Number is required pursuant to Sections 6109, 6011 and 6051 of Subtitle F of the Internal Revenue Code and pursuant to Regulation 4, Section 404, 1256, Code of Federal Regulations, under Section 218, Title II of the Social Security Act, as amended. The social security number is used to verify your identity. The principal uses of the number shall be to report payments and income taxes withheld to Federal and State governments.

23. Rejection of Offer/Bid: UC Health shall reject any and all non-responsive bids, and may reject a bid submitted by any party who is or has been delinquent or unfaithful in any previous agreement with UC Health. UC Health reserves the right to re-solicit information or proposals, and further reserves the right to issue a partial award or not to issue an award under this solicitation.

24. Legal Aliens: Contractor shall ensure that all “Workers” employed by Contractor and supplied to UC Health are US Citizens or legal aliens in accordance with the employment verification provisions of the Immigration and Nationality Act, according to the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) signed on September 30, 1996 and any revisions of such Act. It is the contractor’s responsibility to verify legal alien’s compliance with current laws and regulations of the United States and State of California as they pertain to alien status and employment. Prior to work on University of California owned or leased property, Contractor shall have proof of work authorization for every Contractor employee assigned at the contractor's employee's initial assignment date. Proof of authorization can be provided by an “Employment Eligibility Verification Form”, INS



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Form I-9, obtained by the Contractor for every such employee in compliance with applicable law. Contractor shall make these records available for view and/or audit by University or other governing agency upon request.

25. Examination of Records UC Health and, if the applicable contract or grant so provides, the other contracting party or grantor (and if that be the United States, or an agency or instrumentality thereof, then the Controller General of the United States) shall have access to and the right to examine any pertinent books, documents, papers and records of Agency involving transactions and work related to this Agreement until the expiration of five years after the final payment hereunder. Agency shall retain project records for a period of five years from the date of final payment.

26. Conflict of Interest: Agency will not hire any officer or employee of UC Health to perform any service covered by this Agreement. If the work is to be performed in connection with a federal contract or grant, Agency will not hire any employee of the United States government to perform any service covered by this agreement. Agency affirms that to the best of its knowledge there exists no actual or potential conflict between Agency’s family, business or financial interest and the services provided under this Agreement, and in the event of change in either private interests or service under this Agreement, any question regarding possible conflict of interest which may arise as a result of such change will be raised with UC Health.



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Terms and Conditions

University of California Terms and Conditions – Goods & Services apply to this RFP.

Please sign and return this page to acknowledge that you have received and acknowledge that UC terms apply to any order resulting from this RFP.

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