Springfield General Hospital Request for Proposal Learning Management System Acquisition and Implementation Nicole Bammel, Sandra Cadichon, Eric Chavez, Toni McLaurin Proposal Release Date: May 11, 2014 Proposal Due Date: June 15, 2014
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Springfield General Hospital
Request for Proposal
Learning Management System Acquisition and Implementation
Nicole Bammel, Sandra Cadichon, Eric Chavez, Toni McLaurin
Proposal Release Date: May 11, 2014
Proposal Due Date: June 15, 2014
Table of Contents
1 Introduction .................................................................................................................................. 4
2 Statement of Purpose ................................................................................................................... 4
3 Existing Environment .................................................................................................................. 6
3.1 Background ........................................................................................................................... 6
3.1.1 Current Locations and Employee Count ........................................................................ 6
3.1.2 Current Computing Environment ................................................................................... 7
4 Supplier Requirements & Instructions ......................................................................................... 8
4.1 RFP Questions ....................................................................................................................... 9
4.2 Response Format, Deadline, and Delivery ............................................................................ 9
4.2.1 Delivery .......................................................................................................................... 9
4.2.2 Presentation .................................................................................................................. 10
4.2.3 Important Due Dates ..................................................................................................... 10
5 Terms and Conditions ................................................................................................................ 10
5.1 Information Access ............................................................................................................. 10
5.2 General Conditions .............................................................................................................. 11
5.2.1 Contract Duration ......................................................................................................... 11
5.2.2 Expenses ....................................................................................................................... 11
5.2.3 Response Preparation ................................................................................................... 11
5.3 Bid Evaluation and Negotiation .......................................................................................... 12
5.3.1 Evaluation Criteria ........................................................................................................ 12
5.3.2 Supplier Ranking .......................................................................................................... 12
5.4 Formal Presentation............................................................................................................. 13
5.5 Bid Effectiveness................................................................................................................. 13
5.6 Acceptance or Rejection...................................................................................................... 13
5.7 Contract Provisions ............................................................................................................. 13
5.8 Responsibilities as Independent Contractor ........................................................................ 13
5.9 Staffing ................................................................................................................................ 14
5.10 Insurance ........................................................................................................................... 14
5.11 Equipment ......................................................................................................................... 15
5.12 Intent to Bid ....................................................................................................................... 16
5.13 Contract Item Costs ........................................................................................................... 16
5.13.1 General........................................................................................................................ 16
5.13.2 Price Protection........................................................................................................... 16
6 Scope of the RFP ....................................................................................................................... 17
6.1 Product Software Pricing .................................................................................................... 18
6.2 Project Management ............................................................................................................ 19
6.3 Mentoring Technical Staff .................................................................................................. 19
6.4 Functional expertise ............................................................................................................ 20
6.5 Optional Services ................................................................................................................ 20
7 Vendor Questionnaire ................................................................................................................ 21
7.1 Vendor Background ............................................................................................................ 21
7.1.1 Financials/General Information .................................................................................... 21
7.2 Customer Base and References ........................................................................................... 22
7.3 Pricing Structure .................................................................................................................. 23
7.3.1 Product Software Pricing .............................................................................................. 23
7.3.2 Implementation & Consulting Costs ............................................................................ 23
7.3.3 Hardware and Equipment Pricing................................................................................. 23
7.4 Implementation Services ..................................................................................................... 24
7.4.1 Methodology ................................................................................................................. 24
7.4.2 Technology Transfer..................................................................................................... 24
7.4.3 Documentation.............................................................................................................. 24
7.4.4 Data Conversion ........................................................................................................... 24
7.4.5 Project Management ..................................................................................................... 24
7.4.6 SGH Resources ............................................................................................................. 25
7.5 Technology .......................................................................................................................... 25
7.6 Invoicing.............................................................................................................................. 26
7.7 Detailed System Requirements ........................................................................................... 26
8 Note to Supplier ......................................................................................................................... 26
9 Appendices ................................................................................................................................. 27
9.1 Appendix A-Company and Transactional Detail ................................................................ 27
9.2 Appendix B-Required Proposal Outline ............................................................................. 28
9.3 Appendix C-SGH Detailed System Requirements.............................................................. 29
9.4 Appendix D-RFP Responses ............................................................................................... 30
1 Introduction
Springfield General Hospital, located in Springfield, Indiana, is a healthcare organization
serving local residents as well as those from the surrounding areas. Hereinafter,
Springfield General Hospital will be referred to as “SGH” as a matter of convenience and
reporting.
At SGH, our mission is to deliver exceptional, efficient, timely, safe and quality care to all of our
patients. Similarly, we seek to provide our employees with an exemplary environment that will
promote excellence in patient care and service. A fundamental step in this process is conversion
of our current paper based Learning Management System (LMS) to an electronic version that
will allow for tracking, monitoring, scoring, alerting (both employee and human resource staff)
of failures and successful completion of required educational modules. Implementation of a
computerized LMS will complement our initiative to develop a paperless technology-driven
hospital that not only supports patient safety and quality care goals, but also ensures that our staff
is in compliance with required continuing education, separate and independent of that required
for continuing professional licensure (e.g. CME, CUE, etc.). The ideal system will allow the
hospital to satisfy all requirements and monitor employee participation in the annual safety
training and code of conduct required for all employees and mandated by The Joint Commission,
the State of Indiana, and the department of public health.
2 Statement of Purpose
The purpose of this Request for Proposal is to solicit proposals for supplying the software and
learning modules for a Learning Management System (LMS) to SGH. SGH will work with the
vendor to monitor the content of the modules, but the vendor will ultimately supply the modules.
This solution is intended to enhance the training for quality, safety, regulatory requirements and
excellence in patient care. The existing paper system will be replaced with the selected LMS
system.
The current LMS we have in place at SGH is failing to meet the standards of the hospital
organization and of the Joint Commission in the following areas:
1. The paper system is difficult to keep up to date and makes it difficult to monitor the
progress of the employees.
2. Employees are not staying current with their learning modules because they are paper,
making it easy to misplace and difficult to track, report and record.
3. Storage of completed learning modules is in various file cabinets not well-organized.
Our primary goals in implementing a new LMS are as follows:
1. Provide an online LMS that allows the employees to complete their learning modules on
the computer from the office or remotely.
2. Provide managers of each unit and department with the ability to keep track of the
progress of their employees.
3. Improve safety and excellence in patient care throughout the hospital.
4. Reduce frustration amongst employees about having to complete learning modules.
Based on our preliminary review, we have selected your organization to receive this formal
Request for Proposal (RFP). We ask you to submit a formal proposal using the forms that we
have provided. These forms address the costs for the obtaining and implementation of the
software from your organization. We have specifically defined essential items within this RFP.
These items include operating system environment, hardware configuration, server status, and
wireless connect ability. This has been done to provide a cost comparison between the various
vendors. The actual operating environment will be different depending on the specific
recommendations of the selected vendor; we are asking you to quote the listed configuration
only.
3 Existing Environment
3.1 Background
3.1.1 Current Locations and Employee Count
Springfield General Hospital is a Midwestern hospital with approximately 1600 full-time and
500 part time employees. As part of their employment agreement, employees are required to
complete annual continuing education modules and submit resulting certificates of completion to
the Human Resource (HR) department for filing. While this paper-based filing system has
worked well in the past, a recent unannounced survey by The Joint Commission (TJC) resulted
in an unsatisfactory score for the current LMS utilized by SGH, thus bringing into question the
utility of the current system. This unsatisfactory score has also highlighted the fact that we are
falling short of our own goal of enhancing the training of our employees. Independent of the
Joint Commission requirement, we seek a system that will allow us to meet, measure and satisfy
our own internal goals for our employees and patients and insure that employees are up to date
and compliant with SGH policies. Thus, SGH now seeks a computerized Learning Management
System solution. The LMS vendor will work closely with the Quality Assurance lead, an LMS
committee (members to be determined at a later date) working in collaboration with
administration, and the hospital IT department.
Springfield General Hospital facilities are located at:
1598 Augusta Drive
Springfield, IN 32087
3.1.2 Current Computing Environment
The hospital organization currently has a large number of desktop computers, and computers on
wheels (COWs), based on a Windows format, for use on campus. A small number of clinicians
use Mac computers running on the Mac OS X format. Additionally, employees can access the
hospital's intranet via a secure ID online portal. At any given time, there are at least 200-300
employees accessing the hospital system. The vast majority of the desktops are running on the
Windows 7 operating system. The current system allows for single sign-on and has integrative
security.
Microsoft Outlook is the preferred e-mail application used and provided by SGH to its
employees. Mac users access this exchange via the secure ID portal.
We are looking for a system that can be accessed by both the Windows-based computers, as well
as the Mac operating system. The ideal system will allow Internet based access regardless of
location and system used. The system also needs to support concurrent use by 200-300
employees, both in-house and remotely.
Application servers
4 X Dell 1850 U1
40 GB 3.5 GHz Processors
4 GB RAM
Gigabit Network
Mac operating system
Compatibility with OS X Mavericks requested
Database Server
1 X Sun Microsystems
180 GB SCSI
10 GB RAM
Infrastructure
5 X Cisco 800 Router
VPN Configuration
4 Supplier Requirements & Instructions
The supplier is to provide information for all sections within this document as outlined in detail
in each section. Appendix D, RFP Response, is to be used to provide responses to each of the
elements within the various sections. Required requested information is to be provided only
through the use of this spreadsheet. Supplemental information may also be submitted as part of
your proposal but should be clearly marked as supplemental, and separate from your required
spreadsheet responses. Any supplemental information submitted should follow the outline
provided in Appendix B.
It is not necessary to provide any information other than that requested in Appendix D,
RFP Response, to fulfill the requirements of this RFP.
4.1 RFP Questions
Our objective is to insure that you have all of the information needed in order to provide the most
comprehensive response possible to this RFP. As such, we welcome any and all questions that
you may have. Questions or requests for clarification must be emailed to: toddwil@springfield-
health.org by 5:00 pm EDT on June 1, 2014. A copy of all questions and their associated
responses will be e-mailed to all participants as they are received and addressed by Springfield
General Hospital.
4.2 Response Format, Deadline, and Delivery
4.2.1 Delivery
Responses to the attached spreadsheet should be e-mailed to the address listed below. If you are
submitting any supplemental information, please also submit an electronic copy of this material
to the email address listed below. No hard copies will be accepted. All RFP responses (both the
spreadsheet and any other supplemental information) must be submitted no later than 5:00 PM
EDT on June 15, 2014.
Please submit to:
William Todd, LMS Project Manager
E-mail: [email protected]
Phone: 800-985-3625
Cell: 654-786-3268
4.2.2 Presentation
It is requested that any supplemental information accompanying your proposal be sent
electronically as a separate attachment to the email containing your RFP. Number pages
consecutively within a section, using section and page numbering as listed in Appendix B. In
addition, Appendix D, RFP Response, must be filled-out and form the basis of your response.
4.2.3 Important Due Dates
Date to be Received Items to be Returned
5:00 pm EDT June 1, 2014 Supplier Questions and Clarification Requests Due
5:00 PM EDT June 15, 2014 Completed Response to RFP Due
Note: Proposals may be modified or withdrawn by the Vendor at any time prior to the
established due date.
5 Terms and Conditions
Suppliers are required to adhere to the terms and conditions below.
5.1 Information Access
The information that is provided within this, or any other document that is supplied by SGH, is
to be considered strictly confidential and shall be considered exclusive to SGH. This information
is not to be shared with others outside your organization unless SGH has explicitly provided
either written or verbal permission allowing those individuals access to this information.
Should your company decide not to respond to this RFP, please return all provided materials and
duplicates to William Todd at SGH.
5.2 General Conditions
5.2.1 Contract Duration
For the purpose of this RFP, the prices that are quoted for software and services to be provided
by your organization, or contracted through your organization, are to be valid for a minimum
period of five (5) months.
5.2.2 Expenses
Any cost that occurs by your preparation and providing a response to this RFP is the
responsibility of your organization. In addition, if your organization should be chosen to provide
us with a LMS, the costs associated with the entire process will also be the responsibility of your
organization.
5.2.3 Response Preparation
You should respond clearly to our proposal as to the ability of your organization to satisfy the
requirements we have defined in this document. You should also provide your most aggressive
pricing related to the various components of this RFP. It is the intent of SGH to use this pricing
both as a key element in the final decision regarding the selection of a supplier, as well as a part
of the determination of the final budget for the project. In each case in which a specific
configuration (software, network, etc.) is provided, you should quote a price for the defined
configuration only. While you may recommend, and we might end-up with, a configuration very
different than what is defined within this document, we want to make sure we achieve a
requirement to requirement comparison of pricing. This will help us insure that every vendor
being judged is being rated with the same set of criteria.
5.3 Bid Evaluation and Negotiation
5.3.1 Evaluation Criteria
This request for proposal is designed to provide SGH with the ability to make a determination of
which potential supplier will best satisfy the requirements of SGH. Each supplier will be
evaluated against the exact same set of criteria and will be provided a “score” for each category
in the evaluation. These categories associated with the evaluation are as stated below.
5.3.2 Supplier Ranking
Each supplier will be graded on a scale of 1-10 for each sub category with a total of 100 points
available.
Category Criteria Score
1. Software Product
Financials 1-10
Accuracy Tracking 1-10
Ease of Use 1-10
Compatibility (home and office) 1-10
Fulfills Hospital’s Needs 1-10
Section Total 50
2. Implementation Services
Implementation Plan & Methodology 1-10
Timeline 1-10
Documentation 1-10
Training 1-10
Section Total 40
3. Pricing 1-10
Grand Total 100
5.4 Formal Presentation
Based upon an evaluation of all of the proposals that SGH receives, we will invite one or two
vendors to make a formal presentation regarding their proposal to the board of directors, which
includes the CEO of SGH. These meetings will be set up in advance by SGH.
5.5 Bid Effectiveness
Your formal response to this RFP should establish your official “bid” regarding the defined
opportunity presented within this document. The formal bid submitted by the supplier must, in
no way, be liable upon any review or approval by vendor.
5.6 Acceptance or Rejection
SGH reserves the right to either accept or reject any and all proposals. The existence of this
request for proposal will not obligate SGH to take any action regarding any response submitted
by a vendor to this request.
5.7 Contract Provisions
In the event that the proposed solution is accepted by SGH, it is the intent of SGH to incorporate
Appendix D, RFP Responses, as well as any other supplemental materials provided as part of
this RFP response into the final contract with the supplier.
5.8 Responsibilities as Independent Contractor
Any personnel provided by the vendor shall be considered to be personnel or agents of the
vendor. Under no circumstances will said personnel be considered to be agents or personnel of
SGH. SGH, however, reserves the right to demand the removal and potential replacement of any
one or group of individuals that are provided by the vendor to work on the project.
If your organization plans to use a third party organization to perform any of the tasks associated
with any aspect of the proposal, the intent must be disclosed as part of the proposal. For example,
if you plan to have another organization perform the implementation and project management
services, you must indicate this as part of the proposal. Responsibility for any items or activities
provided by the third party organization must be assumed by your organization. SGH intends to
contract exclusively with your organization for the support functions required to insure a
successful implementation. Your organization will be the only organization we will contact
concerning promised matters, invoicing, and associated payments.
5.9 Staffing
It is the sole responsibility of the vendor to supply the personnel needed for this project and
assign them as needed. SGH does reserve the right to require the supplier to remove and possibly
replace any personnel who are not meeting expectations or who do not interact in a positive
manner with other project personnel.
5.10 Insurance
In order to provide services to SGH, your organization must maintain the following insurance:
Workers’ Compensation and Employer’s Liability Insurance in accordance with the valid laws of
the state in Indiana in which the contractor is obliged to pay reimbursement to employees
engaged in the performance of the project. The policy limit under the Employer’s Liability
Insurance section will not be less than five hundred thousand dollars ($500,000) for any one
incident.
Medical General Liability Insurance covering the work, performance of the work, and everything
incidental in the workplace, with limits of not less than two million five hundred thousand
dollars ($2,500,000) per occurrence combined single limit.
This policy shall be endorsed to cover:
Contractual liability assumed by the contractor under the protection agreement that is below. If
any of the work performed is sub-contracted, it is the independent contractor’s liability to
provide coverage in connection with any such portion, which may be sub-contracted, broad form
property damage liability, and personal injury liability.
5.11 Equipment
As part of this proposal, the vendor will be required to submit a quote for a defined hardware,
software, and infrastructure environment. The various configurations are defined in Appendix D,
RFP Responses, which accompanies this document. This may not be the operating environment
that is chosen in the end but in order to provide a direct comparison between the different vendor
proposals, it is important that the specified configurations be quoted. You may choose any
supplier you want for the equipment, as long as the quoted equipment meets the stated
requirements.
SGH reserves the right to purchase the various hardware, software, and infrastructure from a
supplier of their choice. Selecting your company for creating our LMS should not be taken as an
award for procurement of the software and associated services from that supplier.
5.12 Intent to Bid
Unless required by the court of law, the vendor agrees that all material which has and will be
disclosed regarding SGH, its customers, finances, and marketing programs are the confidential
and proprietary information of SGH. The vendor agrees to maintain the confidentiality of this
information.
In the event that your organization chooses not to respond to this RFP, all material provided
within this RFP should be immediately returned to the listed SGH contact individual.
5.13 Contract Item Costs
5.13.1 General
We regard this process as one in which SGH will choose a partner to assist it in implementing a
Learning Management System. SGH will look to the chosen supplier to actively follow the
practices that will serve to minimize the cost to SGH both during the implementation and in the
future operation of the hospital.
5.13.2 Price Protection
The rates for software and services provided by supplier in response to this RFP must be valid
for a six (6) month period. Once a proposal has been accepted, all defined rates for the services
to be provided to SGH under any resulting agreement must be guaranteed at the proposed rate for
a period of three (3) years from the date that the project is started.
6 Scope of the RFP
This RFP is a solicitation for information regarding the purchase, implementation, and
maintenance of an online LMS for Springfield General Hospital that will provide us with the
necessary education requirements to meet the compliance needs of the hospital and satisfy all
requirements of the OIG, federal, state and organizational laws and regulations, and JCAHO.
The expectation is that the vendor will provide software for learning modules, assessment and
grading, and storage while SGH will continue to be responsible for tracking employee education.
As such, our objectives are as follows:
Identify the software product that has the best “out of the box” experience to fulfill our
requirements for an online LMS by using a quantitative features and function evaluation
process.
Identify the software product that allows easy integration with other enterprise systems,
such as existing HR personnel software and corporate networks.
Identify the vendor that will provide the most reliable product, best ongoing customer
service, and guarantee of support and availability of source code regardless of the status
of the vendor in the future
Purchase and implement new LMS software that will interface with existing systems and
allow us to meet all regulatory requirements
The purpose of this section is to provide some additional insight into the information content that
should be included in your response to the RFP. This information should be in addition to your
responses to the specific items detailed in Section 7 of this document.
As you prepare your proposal, it is also important for you to understand that it is our objective to
have the option of operating independently of the software supplier at some point in the future,
should we wish to do so. This would include the ability to add new organization-specific
modules onto the existing application as well as (potentially) customizing the application itself
for SGH.
6.1 Product Software Pricing
This section of your response should provide a detailed, complete (no hidden costs) item-by-item
pricing breakdown that you propose. It should include the price to purchase the software as well
as any costs associated with installation of the software and training of both users and technical
personnel in the use, operation, maintenance and warranty of the proposed product. In addition,
pricing should be provided for an unlimited user license of the software with no restrictions on
number of installations of the application within our organization.
Also included should be any costs associated with other products (integration tools, development
tools, operating system software, etc.) that you believe are required in order to implement and
efficiently operate the new LMS.
The warranty period associated with the software should be defined within this section. This
should specify not only the duration of the warranty period, but also the relationship between the
warranty period and the onset of a maintenance and support agreement.
If the software is sold with source code, please indicate any incremental cost associated with this
feature. In addition, if source code is not available, you should define whether an escrow process
for the software and supporting documentation is available as an integral part of the licensing
agreement, and the costs associated with this service.
6.2 Project Management
The activities to be provided by the supplier project manager shall include the following:
Development of an overall implementation strategy
Development of technical standards for modifications, security, conversion, and system
administration for all modules
Development of a comprehensive implementation plan, including installation, training
and allocation of needed resources
Development of appropriate teams/sub-teams and delineation of responsibilities of each
team
Project timeline, staging and scheduling
Task management and tracking
Project meetings and documentation
Liaison between Vendor and Organization
6.3 Mentoring Technical Staff
As part of the implementation process, we would like our technical personnel to become familiar
with the application in the following areas:
Application programming, including but not limited to development tools, utilities,
queries, interfaces, generating reports, etc.
System administration, especially in the initial stages of testing and implementation
Database administration during the initial stages of implementation and subsequent
performance tuning later in the implementation
Workflow and GUI customization support
Release management support
Opportunities for customization
Third-party software integration
6.4 Functional expertise
During the course of the implementation, we will need to ensure that you understand the unique
needs of our organization and that we understand how our organization can best utilize the
various aspects of your system. As continuing education is a dynamic process, after completion
of the implementation, our IT personnel must develop knowledge in the following areas in order
to enable ongoing process improvement:
Fit and gap analysis and systems analysis
Assistance in the development of data interfaces to/from external entities
Assistance in the archiving and subsequent retrieval of existing paper employee
education data
6.5 Optional Services
In addition to the standard items listed above, we expect to need assistance in a variety of other
areas. These may include, but will not necessarily be limited to, the following:
Customized design and programming for supported modifications where needed and
justified
Any other implementation support required for the on time, on budget, and successful
completion of the project
7 Vendor Questionnaire
So that SGH can conduct a direct comparison between various suppliers, a standardized RFP
Response form has been provided in Appendix D. Please do your best to complete this form
properly and completely. This form will be used to collect information specific to your
organization and will be a key source of data that SGH will use to compare information provided
by your organization to that of other potential vendors. In addition to the RFP Response form,
you may respond to all other questions below with supplemental materials.
7.1 Vendor Background
On page 1 of the response form please supply background information about your organization.
This information will be used so that SGH can assess the ability of your organization to
successfully implement an LMS in our hospital.
7.1.1 Financials/General Information
Please provide the following information about your organization:
1. Company name and address, year the company was founded, and whether the company is
held publicly or privately
2. Provide the names and contact information for persons who are authorized to do business
with SGH
3. If you are a current supplier to SGH, please list billable amounts over the past 2 years
4. Indicate if your company is being investigated by any governmental agency
5. Indicate if your company is currently in litigation regarding fulfillment of contractual
obligations, performance, or copyright infringement
6. Indicate if your company has any real or potential conflicts of interest with SGH which
would prevent you from acting in the best interests of SGH
7. Provide audited financial statements for the past two years including annual reports and
10K filings if you are a publicly held company; if you are a private company and will not
disclose financial information, please provide the information requested on the form
using dollars or percentage information
8. Provide an organization chart and profiles of the senior management
9. Report the relative size of this project in comparison to your current customer base
10. Provide any additional information that you think is useful for SGH to evaluate your
qualifications
7.2 Customer Base and References
Please provide three customer references that have contracted with your company for the same or
similar services. SGH will contact these references only at the end of the selection process as
part of our due diligence process and we will contact them only after you have approved that we
contact them. The identified references should be able and willing to answer questions
concerning your company’s performance and service.
For each reference include:
Company name
Company address
Contact name
Contact telephone number, fax number, and email address
7.3 Pricing Structure
Please show pricing structure that represents a five year cost. Show cost of each of the five years
for each cost element and show the total five year cost of ownership.
7.3.1 Product Software Pricing
Please explain the pricing structure for the software costs including items such as license fees,
maintenance, upgrades, consultation and support fees, and training costs. List a breakdown of the
costs over the lifetime of the contract. Costs options for the stated number of concurrent users as
well as costs for unlimited users must be included. Also include a cost per user for any
incremental user licenses which could be purchased in the future. Please state whether or not a
discount will be offered for purchasing additional licenses in blocks.
7.3.2 Implementation & Consulting Costs
In Appendix D (RFP Responses) please indicate the estimate for the number of hours the
implementation is expected to consume for each category listed. Also indicate the hourly cost per
individual in each category and the total estimated cost. Please try to make the cost estimates
realistic and verifiable. SGH intends to contact reference customers to ask how closely your
original estimates matched the final implementation cost.
7.3.3 Hardware and Equipment Pricing
In this section we ask you to provide pricing for the hardware and infrastructure listed in
Appendix D (RFP Responses). Please quote the configuration exactly as specified as this is the
existing hardware and infrastructure at SGH. You may also submit supplemental material with
pricing and details for a hardware infrastructure that you recommend for use with your particular
solution.
7.4 Implementation Services
7.4.1 Methodology
Please provide information on the implementation methodology that your organization plans to
use. Please frame this in terms of the various stages associated with implementation such as
software installation, training, process definition, data conversion, etc. Identify the tools that
your organization plans to use in order to maintain the project schedule and required resources.
7.4.2 Technology Transfer
The information technology staff at SGH hopes to gain expertise in the technology used by the
vendor’s LMS system as well as the application itself. Please outline how you will ensure that
our IT staff will become familiar with all aspects of your system. Please make recommendations
for a training program.
7.4.3 Documentation
Please define the type of documentation that is available for your system. Is there online
documentation? Is there a data dictionary for the system? Will SGH be able to modify the help
files? Do you provide data flow and process diagrams?
7.4.4 Data Conversion
An internal SGH committee will be responsible for data conversion. The committee will compile
and process all existing paper records and enter the data into the LMS as appropriate. The vendor
will not be responsible for data conversion but will be expected to assist in archiving as needed.
7.4.5 Project Management
SGH has assigned an internal project manager who will be responsible for the overall process.
The SGH project manager will work with the vendor project manager(s) to provide oversight for
the successful implementation of the LMS system. This includes the scheduling of SGH
resources to insure their availability when needed during the project.
7.4.6 SGH Resources
Please identify recommended resources from both a technical and functional standpoint that
SGH will need to insure success for the project.
Please include:
The number and percentage of dedication full-time employees for all SGH employees
recommended for the project
The minimum and optimum recommended resources
A comprehensive organization chart and anticipated team reporting structure that reflects
both supplier and SGH staffing
The physical resources needed and any other requirements from SGH
7.5 Technology
Please define the technology platform used by the proposed system including but not limited to:
The application development environment
The database(s) supported
Database server operating system(s) supported
Client or end-user operating system(s) supported
Network environment(s) supported
7.6 Invoicing
Please list the proposed fee schedule and terms. Please indicate any available discount for early
payment. Please outline any differences between payment terms and conditions for software fees
compared to implementation fees or hardware fees. Please define an acceptance period during
which time SGH has the opportunity to test the system and receive a full refund if the software
does not perform as specified during the sales contract negotiations.
7.7 Detailed System Requirements
Please complete the detailed system requirements as part of this RFP response (see appendix C).
The questionnaire further conveys SGH’s interests and requirements for system functionality and
provides an indication of the software’s current capabilities and future state.
8 Note to Supplier
It is expected that all proposals submitted would be in agreement with what has been outlined in
this RFP. Once a bid proposal has been submitted it is final. The time for questions will be from
the date you receive the RFP to the date specified at the beginning of this request.
Once you have completed your proposal, your signature or that of a duly authorized individual of
your company must be attached, in order for us to recognize the fact that you have read the RFP
thoroughly and have completed the proposal within the specified guidelines.
9 Appendices
9.1 Appendix A-Company and Transactional Detail
The following information describes SGH and the number of employees at the hospital:
Company Name: Springfield General Hospital
Address: 1598 Augusta Drive
Springfield, IN 32087
Hospital Statistics:
Full-time Employees 1,600
Part-time Employees 500
Credentialed
Physicians
320
Beds 180
9.2 Appendix B-Required Proposal Outline
The following table summarizes the format requirement for your proposal. In addition, Appendix
D is an Excel based spreadsheet which contains a series of forms for you to complete. There is
one form associated with each section of the proposal. Please complete the information on this
spreadsheet and return it in electronic form along with the electronic copy of your proposal.
Section Section Title Section Content
1 Executive Summary Executive Summary
2 Supplier Background & Company
Financials
Response to Section 7.1
3 Customer Base & References Response to Section 7.2
4 Qualifications of Personnel Response to Section 7.3
5 Pricing Structure Response to Section 7.4
6 Implementation Services Response to Section 7.5
7 Technology Response to Section 7.6
8 Invoicing Response to Section 7.7
9 Detailed System Requirements Response to Appendix B
9.3 Appendix C-SGH Detailed System Requirements
Complete the detailed system requirements by indicating a value for each question based on the
following:
3-Currently available
2-Available through a partner
1-Available in the next release (six to nine month window)
0-No planned availability
9.4 Appendix D-RFP Responses
Springfield General Hospital
Learning Management System
Request for Proposal
Vendor Questionnaire
Vendor Background 1 - General
Company name
Address
Website
Year company founded
Private or public
Authorized contact
Phone
Fax
Current supplier to Springfield General
Hospital?
Billable amount 2 years ago (if current
supplier)
Billable amount 2 year ago (if current supplier)
Currently being investigated by the
Government?
Currently in litigation?
Conflict of interest with SGH?
Vendor Background 2 - Financial
Financial information
2012 2013
revenue from new software sales ($)
revenue from maintenance sales ($)
revenue from service sales ($)
subtotal
expenses for sales activities ($)
expenses for product development
($)
expenses for maintenance ($)
other expenses ($)
subtotal
net profit or loss
Vendor Background 3 - Organization chart
Organization chart
Executive 1: name and title
Executive 1: bio
Executive 2: name and title
Executive 2: bio
Executive 3: name and title
Executive 3: bio
Executive 4: name and title
Executive 4: bio
Executive 5: name and title
Executive 2: bio
Vendor Background 4 - Project comparisons
Project comparisons
This project Comparison one Comparison two Comparison three
organization type
total number of users
number of concurrent users
implementation time (months)
server environment
database used
client environment
software
Additional information:
Customer Base and References
reference one reference two reference three
company name
address
city
state
zip
website
contact name
contact title
contact phone
contact email
type of organization
date of go-live
current software version
subscribe to annual maintenance?
duration of implementation
(months)
total number of users
number of concurrent users
server environment
client environment
database utilized
Pricing Structure 1
Pricing Structure for Concurrent Users
Software Pricing Year 1 Year 2 Year 3 Year 4 Year 5 Total
LMS application $0.00
Database software $0.00
other software $0.00
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Software Maintenance Year 1 Year 2 Year 3 Year 4 Year 5 Total
LMS application $0.00
Database software $0.00
other software $0.00
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Annual Cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Future Cost per Additional
User
Pricing Structure for Unlimited Users
Software Pricing Year 1 Year 2 Year 3 Year 4 Year 5 Total
LMS application $0.00
Database software $0.00
other software $0.00
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Software Maintenance Year 1 Year 2 Year 3 Year 4 Year 5 Total
LMS application $0.00
Database software $0.00
other software $0.00
Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Annual Cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Service Pricing
Implementation Costs Estimated hours Rate per hour Estimated cost
software installation $0.00
database installation $0.00
other software installation $0.00
training $0.00
project management $0.00
software configuration $0.00
consulting services $0.00
data conversion $0.00
travel and expenses $0.00
Total estimated cost $0.00
Pricing Structure 2
Hardware pricing for SGH current configuration
Application Servers Quantity Unit Price Extended Price
Dell 1850 U1 4 $0.00
dual 3.5 GHz
processors $0.00
40 GB SCSI RAID 5 $0.00
4 GB RAM $0.00
Gigabit network $0.00
subtotal $0.00
Database server Quantity Unit Price Extended Price
Sun Microsystems 1 $0.00
180 GB SCSI $0.00
10 GB RAM $0.00
subtotal $0.00
Infrastructure Quantity Unit Price Extended Price
Cisco 800 router 5 $0.00
VPN configuration $0.00
subtotal $0.00
Grand total $0.00
Implementation Methodology and Resource Requirements
Fill in the number of man-days estimated to be spent on each general task within each month period.
Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9
Installation (hardware, software, etc.)
vendor resources
SGH resources
Initial software training
vendor resources
SGH resources
Process definition
vendor resources
SGH resources
Gap analysis
vendor resources
SGH resources
Gap resolution
vendor resources
SGH resources
Define/execute detailed test plan
vendor resources
SGH resources
Mock go-live
vendor resources
SGH resources
End user software training
vendor resources
SGH resources
Project management
vendor resources
SGH resources
Technology transfer
vendor resources
SGH resources
Miscellaneous
vendor resources
SGH resources
Technology
Application
development
environment
Supported databases
Database server
operating system
supported
Client or end user
operating system
supported
Network environments
supported
Application
configurations
supported
Invoicing Related Activities
Software payment Rate Terms
down payment
second installment
third installment
fourth installment
Subtotal $0.00
Software acceptance period (days)
Hardware payment Rate Terms
down payment
second installment
third installment
fourth installment
Subtotal $0.00
Implementation services invoicing
frequency
Implementation services payment
terms
Implementation services billing
rates Rate per hour Terms
training
project management
programming
application configuration
business consulting
report writing
END OF DOCUMENT
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