NYU Langone Health System
.
Lutheran Integration: Epic Credentialed Trainers
Request for Proposal
February 8, 2016
Presented by:
NYU Hospitals Center
NYU Langone Health System
Table of Contents
1. Introduction 3
2. Milestone Calendar 3
3. Required RFP Response 3
4. Proposal Due Date, Delivery Instructions and Communication 4
5. Proprietary Information, Non-Disclosure 4
6. Costs Incurred 4
7. NYUHC Reserves Right to Refuse Any and All Bids 4
8. Effective Period of Prices 4
9. Project Details and Vendor Response Requirements 5
10. Professional Services and Customer Support 7
11. Pricing 8
12. Description of Company 8
13. Past Performance and References 8
1. Introduction
The NYU Hospitals Center (NYUHC) including NYU Hospitals Center (NYUHC), New York University School of Medicine (NYUSOM) collectively referred to as “HOSPITALS”, invite you (the “VENDOR”) to submit a quote in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) for EPIC credentialed trainers to provide onsite training for NYU Lutheran staff in EPIC.
This RFP process is your opportunity to demonstrate your strong commitment to collaborating with HOSPITALS and ensures highly competitive pricing with quality customer support services.
This RFP solicits a detailed offering that includes line item pricing as well as a detailed response regarding your services, initiatives and Contract/Payment Terms compliance. We encourage you to submit a bid that is aggressively priced.
2. Milestone Calendar
The following calendar of events is based on planned NYUHC activities and anticipated vendor delivery capabilities.
Milestones / Date / TimeRFP Release Date / 2/8/2016
Vendor questions due / 2/12/2016 / 12:00 PM EST
NYULHS Answers to Vendors due / 2/16/2016 / 5:00 PM EST
Proposals Due / 2/23/2016 / 5:00 PM EST
Vendor selected / 2/29/2016 / 5:00 PM EST
3. Required RFP Response
Vendors are required to submit their proposal in the specified electronic format. Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYUHC with Vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides. The Vendor is required to provide answers in this RFP word document itself unless indicated otherwise.
4. Proposal due Date, Delivery Instructions and Communication
All Proposals are due by, February 23, 2016, no later than 5:00 P.M. EST
Please send your complete electronic response via email to
Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to only. Under no circumstances must Vendor contact any employee of NYUHC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters not related to this RFP are permitted.
5. Proprietary Information, Non-Disclosure
Vendor must have no rights in this document or the information contained therein and must not duplicate or disseminate said document or information outside the Vendor's organization without the prior written consent of NYUHC.
6. Costs Incurred
All costs incurred in the preparation of the Proposal must be borne by Vendor. By submitting a proposal, Vendor agrees that the rejection of any proposal in whole or in part will not render NYUHC liable for incurred costs and damages.
7. NYUHC Reserves Right to Refuse Any and All Bids
Nothing in this RFP must create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYUHC reserves the right to award portion of this bid. NYUHC reserves the right to adjust the evaluation criteria after finalizing the scope and pricing requirements. NYUHC reserves the right to award the bid to a single vendor or multiple vendors. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions.
8. Effective Period of Prices
All pricing Proposals by vendor will remain fixed and firm through December 31, 2016.
9. Project Details and vendor Response Requirements
All questions need to be answered in this RFP document.
NYUHC is looking for 25 temporary Epic credentialed trainers to credential and train approximately 2500 staff under the supervision of the current NYU MCIT Training staff.
Training will be primarily at Industry City training center, Brooklyn, NYC. Travel to other locations may be required.
Tentative project start date: 06/01/2016
Tentative project end date: 09/09/2016
Number of trainers: 25
1. Vendor is required to provide a Resource Manager that should be dedicated to the project for the duration of the training.
2. The trainers do not need to create the training curriculum. NYUHC will supply the course material.
3. Trainers must successfully complete the NYUHC credentialing process by learning the NYUHC course material within 3 weeks of hire.
4. NYUHC has the right to alter or terminate a module of training at any point.
5. In the event that provided trainer(s) leave the project at point after award of the contract, it is the duty of Vendor to provide 2 weeks notice and provide a replacement in mutually agreed upon reasonable timeframe.
6. NYUHC reserves the right to terminate candidates for violation of policy immediately and expect replacement in reasonable and mutually agreeable timeframe.
7. NYUHC reserves the right to inform Vendor of performance issues and ask for replacement if not resolved in 3 days and expect replacement in reasonable and mutually agreeable timeframe.
8. NYUHC reserves the right to interview candidate(s) and reject provided candidate(s) exclusive of requiring reasoning.
9. Trainers are required but not limited to fulfill the following:
a. Mastery of at least one NYUHC Epic application’s course offerings in under four weeks
b. Mastery of third-party systems or peripheral devices which interoperate or interface with Epic
c. Candidate profiles should reflect extensive experience in delivering instructor-led sessions
d. Arrive on time every day at either the start of the work day (9AM) and/or thirty minutes prior to their class start time
e. Ability to deliver and disseminate this information in classes of 25 staff with successful completion of a EUPA
f. Flexible schedule to meet the demands of early and late classes for hospital employees
g. Maintain classroom materials and space
h. Maintain attendance and compliance records
i. Assist the Principal Trainer in creation of supplemental training materials when a need is identified
j. Facilitate study hall sessions outside the normal classroom hours
k. Facilitate ad hoc training requests as needed
l. Escalate issues to correct party for quick solutions
m. All trainers must be tech savvy and an adaptable learner. Trainers will only have three weeks to study and practice with internal staff before starting to train in front of end users.
n. Vendor must be able to fully staff the project.
10. Can you provide credentialed trainers with knowledge of and experience in training the following Epic applications in front of large classrooms of staff?
a. Ordersb. ClinDoc
c. Stork
d. ASAP
e. Radiant
f. Cupid
g. Cadence
h. ADT Prelude
i. Optime
j. Professional Billing
k. Hospital Billing
l. EpicCare Ambulatory
m. Willow/ Willow Inventory Management
n. Beacon
o. HIM
p. Anesthesia
q. CCM
r. Icon
11. Vendors RFP proposal must:
a. Be a fixed price bid.
b. Document must document a thorough screening of skills and evaluation process before recommending a candidate.
c. Confirm candidates will have a minimum of 2 year’s experience in the delivery of Epic training
d. Commit a resource manager to be onsite during the contract period (people manager - Epic not required; managing staffing)
e. Provide information and documentation if they have prior experience working with NYUHC workflows.
f. Provide % of local candidates from the pool of 25 candidates.
g. Vendor agrees to ensure that a TB and chicken pox screening have been completed or will be completed within 7 calendar days and also that if either shows a issue the candidate(s) will be removed.
h. Vendor accepts Exhibit A – NYUHC Travel and invoicing policy.
i. Vendor to redline MSA Terms provided. If not redlined Vendor must indicate all terms and conditions are accepted.
j. Details requested in sections below:
i. 10 (Professional services and customer support)
ii. 11 (Pricing)
iii. 12 (Description of company) and
iv. 13 (Past performance and references)
Vendor Answer: Indicate your compliance with each detail and or requirement and document any exception.
10. Professional Services and Customer Support
All questions need to be answered in this RFP document.
10.1. Describe your professional services practice.
10.2. Describe your experience in providing these types of services. Highlight company strengths as it relates to the request from NYUHC.
10.3. What personnel will be involved in delivering services both direct and indirect?
10.4. Briefly describe your experience in implementing similar solutions. Indicate how you provided support to the company to implement such solutions and outline any road blocks you encountered and how they were resolved.
10.5. Identify the key owner in your organization who is ultimately responsible for ensuring the success of this implementation.
10.6. What service guarantees do you offer?
10.7. What penalties have you incurred in the past year?
11. Pricing
Please provide pricing information in the enclosed Attachment.
Please see the enclosed Attachment B to provide your pricing information
12. Description of Company
All questions need to be answered in this RFP document.
The designated Vendor must have provided privileged access services and solutions to the public for a minimum of three (3) years. The Vendor will offer a comprehensive package for storage services as specified in this RFP to all NYUHC facilities.
Please provide:
a. The company’s full name, address, main telephone and appropriate contact information including e-mail address.
b. A brief historical perspective on your company (years in the business, growth via mergers and acquisitions, key industry innovations)
c. What are your company values?
d. Describe your corporate culture. Explain how you differentiate yourself from your competition.
e. Describe the full range of services your company offers and the corresponding rates. Include all services that will be available and all expenses that we would incur under this agreement.
f. List office locations and specific responsibilities of each area.
g. Please provide an overview of your company’s growth over the past five years.
h. Provide audited financial statement for the two fiscal years immediately prior to this one.
i. What percentage of your business is in healthcare?
13. Past Performance and References
Provide at least two (2) references of past similar projects in a healthcare setting of similar size and scope of NYUHC or at least (2) large academic medical centers.
For each reference, please include the following:
a. Healthcare organization name, contact name, title, address and telephone number.
b. Describe the relationship and services provided.
c. If you cannot provide at least one healthcare reference of a similar size and scope of NYUHC, please explain and indicate the largest installation you have performed.
d. Provide current and past account information, of similar size and configuration. Include:
e. A current, long-term customer
f. A current customer implemented in the past 18 months
g. A former customer terminated within the past 18 months and reasoning for termination other than consolidation
Please use the following template:
Organization Name / Contact Name / Headquarter Address / E-mail / Phone / Length of time using your services / Brief description of services providedFailure to provide suitable references to NYUHC will result in the Vendor’s bid being rejected without further consideration.
Vendor Answer: Indicate your compliance with each requirement and document any exception
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