PROPOSAL SUBMISSION FORM RFP Number: PERIOP - 2013-22 RFP Issue Date: 1st May 2013 RFP Closing Date: 12th June 2013 Project Manager: Philabertha Carter Email: pcarter@phabahamas.org INSTRUCTIONS Proponents must complete, sign and return this form with their proposals. Instructions for proposal submissions are found in Section 3: Proposal Preparation Instructions. The Proponent has carefully examined the RFP documents and has a clear and comprehensive knowledge of the Deliverables required under the RFP. By submitting the Proposal, the Proponent agrees and consents to the terms, conditions and provisions of the RFP. The Proponent consents and has obtained written consent of any individuals identified in the Proposal, to the use of the information in the Proposal by the Public Hospitals Authority and individuals / organisations under contract with the Public Hospitals Authority to assist in evaluating the Proposal or associated projects. Please complete the following information: Proponent’s Legal Name: Postal Address: Telephones: Facsimile: Office: Email Address: Cell/Mobile: Web Site: Authorised Signature: Print Name: Date: Title:
Services. The Proponent shall provide line items for their project management, installation, configuration, consulting, customisation, and training services and the associated cost of each service with their proposal. An estimate of all other costs to the PHA such as labor, travel, and expenses must be included. The Public Hospitals Authority (PHA), Nassau, The Bahamas and its institutions and agencies are seeking proposals from qualified Proponents to provide a Perioperative Information System that meets their current and future business requirements. These requirements are set out in this section. Overview of Surgical Facilities The Public Hospitals Authority currently has surgical facilities at the Princess Margaret Hospital in Nassau on the island of New Providence, and at the Rand Memorial Hospital in Freeport on Grand Bahama island. The Ministry of Health is in the process of building three new community hospitals that will include limited surgical services. Princess Margaret Hospital Princiess Margaret Hospital (PMH) in is the main national acute care facility with 405 beds, over 31 medical specialties and subspecialties, and a full span of diagnostic, therapeutic and rehabilitation therapy services. Approximately 4,500 surigical procedures are performed at PMH each year. The PMH is in the process of building new surigical facilities as part of a hospital expansion. These new facilities will include seven new operating theatres (including an endoscopy suite) scheduled to be commissioned in August 2013. Additionally, it is expected approximately three existing operating theatres will continue to function once the new facility has been commissioned. Pre-operative and post-operative wards will include 28 beds and will service all operating theatres. Most outpatient surigical clinics are housed in a single unit within PMH, with various specialities scheduled on different days. Orthopaedics and Eye clnics are housed in separate units within the main PMH building and off site respectively. Rand Memorial Hospital Rand Memorial Hospital (RMH) is an 85-bed facility located in Freeport, on the island of Grand Bahama. RMH provides a range of primary, secondary, and tertiary services. Approximately 1600 surigical procedures are performed at RMH each year. There are two operating theatres at Rand Memorial Hospital updated in 2012, plus one endoscopy/minor procedure suite, and one induction room. The pre-operative and wards include 6 beds.While all surigical procedures are done in hospital, surgical clinics are held at an off-site outpatient facility. New Community Hospitals
Describe the storage technology, platforms and architecture. Does the solution support SAN storage solutions? Provide an estimate of the combined annual storage requirements for all three Public Hospitals facilities based on the volume information provided in this document. Can the system support virtualization? If yes, please describe. What are the recommended network bandwidth requirements of the proposed solution? Hardware and Software Sourcing Question Answer Do you supply the third-party software required above? If yes, is PHA required to purchase it from you?
Client Role Number of Personnel Estimated Effort (% of FTE Brief Description of Role and Responsibilities During Implementation Phase 1 <<Role>> Add rows as necessary For Phase 1 solutions, identify and describe the specific permanent client roles, number of personnel required for each role, and expected level of commitment (expressed as a % of a Full-Time Equivalent) to support ongoing operations. Client Role Number of Personnel Estimated Effort (% of FTE Brief Description of Role and Responsibilities to Support Operations Phase 1 <<Role>> Add rows as necessary Ongoing Support and Service Issue Identification and Resolution Question Answer Describe the types of ongoing support that you provide. Describe how you categorize and prioritise issues. What is the response time for these based on severity? Server Management Question Answer
view, create, update, delete; Circumstances when authorisation can be overridden; D Effective date and time (e.g., start date / time, end date/ time). M Provides the capability of granting or denying the ability to utilise a specific capability (e.g., view data or print a report based on user ID and site ID). M Supports remote access with end-to-end encryption. M Provides an automatic timeout/logoff function that restricts access to system resources when the system is not used for a period of time (e.g., 10 minutes). M Auditing Provides the capability to specify what information should be recorded in the audit log. D Records user logins (including both successful and unsuccessful logins) and logoffs including date and time. M Records data access transactions, including what data, access type, who, and when (date / time). M Records user ID and password changes. M
Supports user profiles which restrict the ability to perform certain scheduling functions M Ability to customize scheduling screens, data element capture, and flow of data capture D Allows the scheduling of a collaborating physician(s) per procedure M Provides ability to include free text comment with each scheduled case M Provides real-time alerts of openings in the OR schedule if requested by authorized user. D Allows authorized staff to override order of cases and provide comment field to provide explanation D Ability to add-on urgent cases or move cases to another room, with automatic re-flow of schedule, and tools to address conflicts, and re-scheduling D Provides ability to track and release "open" time according to hospital customized parameters (e.g., 3 and 5-days); allowing for communication between physician's office and OR Scheduling staff regarding the release of unused block time. D
Provides ability to notify staff they have not scheduled in their assigned time and receive a warning they about to lose their time to open booking D Ability to define room turn-over times based on a variety of criteria, including procedure, physician, equipment used, staff scheduling, etc. D Ability to schedule multiple procedures in a single case. D Ability to create customized rules to manage room turnover times M Schedule cases based on physician's actual historical times and provide data on range, median and average at the time of booking D Displays comparison of scheduled times to actual times M Flags the case and sends a message to the physician's office, if specific requirements of booking are not met by a specific timeframe prior to the procedure/surgery, D Provides the ability to move cases around in a 'working space' to allow for “what-if” scenarios, that does not impact the actual schedule D Provides the capability to indicate status of rooms as opened or closed M
Supports automated pre-operative assessments or check lists (e.g.. Universal protocol, beta blockers, DVT, antibiotics, etc.) D Allows lab results to be manually entered at anytime during the perioperative documentation cycle M Captures lab results automatically via an interface to Laboratory Information system D Supports laboratory order entry from within the system via an interface to third-party Laboratory Information System D Allows manual entry of current medications and medication history M Allows display of current medications and medication history via an interface to third-party Pharmacy Information Management System. M Print or display Recovery Room Log listing patient, procedure, age, sex, MR#, time in & out, patient type, diagnoses, surgeon, anesthesia data, anesthesiologist, and disposition (incl. select & run by area, such as PACU, HH, etc. M Ability to append notes to historical clinical information with audit trail information captured D
Ability to create custom discharge instructions that can be printed for patients and families, including care instructions, discharge locations, follow up appointments and referrals. D Ability to create custom checklists or protocols (e.g, post-op care checklist) into the system. M Proponent Response Cinical Data No Requirement Type Proponent's Response Clinical Data SUP MOD 3RD CST FUT NSP Surgical consent M