NYU Hospitals Center
.
Patient Focused Site Content Team
June 17th, 2016
Presented by:
NYU Hospitals Center
Table of Contents
1. Introduction 3
2. Milestone Calendar 3
3. Required RFP Response 4
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 5
9. Requirements 5
10. Pricing & Cost 8
11. Description of Company 9
12. Past Performance and References 9
13. Evaluation Criteria 10
1. Introduction
The NYU Hospitals Center (NYUHC) including NYU Medical Center and NYU Hospital for Joint Diseases (NYUHJD) collectively referred to as “HOSPITALS”, invite you (the “SUPPLIER”) to submit a quote in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) for the Find A Doctor & Online Scheduling Team Staff Augmentation project.
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, linen acquisition, initiatives and Contract/Payment Terms compliance. We encourage you to submit a bid that is aggressively priced which will exceed our expectations and influence the consolidation of our SUPPLIERs and market share.
The RFP submissions will be applicable for NYU Hospitals Center (NYUHC) referred to as “Hospitals” having places of business at Tisch NYU Medical Center 550-560 First Avenue, New York, NY 10016 and NYU Hospital for Joint Disease 301 East 17th Street, New York, NY 10003 and Outpatient Surgery Center 333 E 38th Street (at 1st Avenue) New York, NY 10016.
2. Milestone Calendar
The following calendar of events is based on planned NYUHC activities and anticipated supplier delivery capabilities.
Milestones / Date / TimeRFP Release Date / June 17th, 2016
Vendor Question due / June 20th, 2016 / 5:00 PM
NYUHC Answers to Vendors due / June 21th, 2016 / 5:00 PM
Proposals Due / June 23rd, 2016 / 5:00 PM
3. Required RFP Response
Suppliers are required to submit their Proposal in the specified electronic format. Supplier will submit their entire RFP response and all completed forms electronically via e-mail to NYUHC with supplier’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.
4. Proposal Due Date, Delivery Instructions and Communication
All Proposals are due by, June 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 supplier 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
Supplier must have no rights in this document or the information contained therein and must not duplicate or disseminate said document or information outside the supplier'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 supplier. By submitting a Proposal, supplier 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 after the supplier demo meeting. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions.
8. Effective Period of Prices
All pricing Proposals by supplier will remain fixed and firm through December 31, 2016.
9. Requirements
All questions need to be answered in this RFP document.
9.1. Introduction
NYU Hospitals Center offers premium health care services to the New York Metropolitan area through its hospitals, disease centers and ancillary facilities. As an organization that is committed to providing the best in class services to its patients, NYU Hospitals Center is constantly looking for ways to improve the quality of the patient care. The NYU Hospitals Center.org web site – relaunched in 2015 – provides a user-friendly experience for learning about the services offered by the medical center, finding physicians through a Find-A-Doctor search feature, requesting appointments with doctors and self service electronic health record access through the Epic MyChart 3rd party product.
In the effort to streamline feature delivery for the existing nyulangone.org site, NYUHC is seeking an engineering firm to provide a team dedicated to maintaining the content management system and associated public facing web pages on the main nyulangone.org site.
This team will work to achieve the following goals:
· Develop features as for the CMS and front-end content application from requirements gathered from NYUHC quickly and with minimal defects.
· Provide needed support for editorial and production teams for the NYU Hospitals Center web site team.
· Provide Level 3 operational support for the web site to ensure high availability for users of the web site.
The following sections detail aspects of this team that are deemed important by NYUHC for meeting these goals.
9.2. Team Functions
We are looking for the outsourced team to own the following functions to enable the delivery of quality software releases.
Function / DescriptionLead Software Development / Provide senior support for the software engineers and efforts are aligned with goals of the platform and NYUHC. Note: The Lead Developer will be responsible for working with an NYUHC Lead Developer and/or Onsite NYUHC Technical Liaison.
Software Development / Write the source code implementing features as requested by NYUHC staff.
Quality Assurance / Create and execute on a strategy to assure delivery of high quality software releases.
Account Management / Someone dedicated to managing the business relationship with NYUHC.
Delivery / Ensuring the right features are being developed, helping to remove impediments and reporting on the status of the development efforts.
Monitoring & Operational Support / Instrumenting applications to expose key metrics and a health check/monitoring scheme with alerts to indicate production issues.
Supplier Answer: Indicate how the team would be staffed to provide these functions to the NYUHC organization in the service of our digital product.
9.3. Technology Requirements
Due to the nature of the technologies involved in the profile project, the team will need to be competent in the following technologies listed below.
Technologies / DescriptionProgramming Languages / PHP 5.x, Javascript
Frameworks / Symfony PHP 2.x
Testing / PHP Unit, Junit, Cucumber, Selenium
Systems / Red Hat Linux / CentOS
Management Tools / Atlassian Jira/Confluence
Devops / Docker, Ansible, Jenkins
Version Control / GIT / Atlassian Stash/Bitbucket
Search Engine / Lucidworks Fusion, Solr/Lucene
CMS / Drupal 7
Monitoring / Nagios, Graphite, Grafana, Logstash
Supplier Answer: Indicate your company’s expertise with each of these technologies, including:
· profiles of employees who have worked with these technologies and who would be eligible to work on our team
· number of employees that work with these technologies within the organization
· number of other teams that work with similar technologies
9.4. Engineering Discipline & Practices
Good software engineering practices have proven to significantly enhance the value of delivered software to an organization in terms of its ability to deliver functionality as well as adapt to changing requirements.
Supplier Answer: Please describe the software engineering practices & methods your organization employs to ensure high quality software deliverables. This should include books/articles by thought leaders in the industry that members of your organization discuss and use as providing guiding principals for their engineering work.
9.5. Experience in Problem Domains
The selected firm will ideally provide a team that has experience in the architectural and technical problem domains for this project.
The problem domains for the product are as follows:
· Working with the Drupal Content Management System to manage content types, workflows, user permissions and other configuration across multiple developers.
· Working with the Symfony PHP application framework to integrate content from the Drupal CMS into Smyfony TWIG templates and effectively managing the configuration and code base of the application.
· Working with a large scale content application effectively managing technical risk as it relates to scope and hard deadlines.
· Working with Health care organizations and familiarity with content around types of care, conditions, treatments, etc.
Supplier Answer: Please describe your firm’s experience in these problem domains in engagements with other clients and in partnerships with technology companies or education/training for staff.
9.6. Process and Communication
Inefficient communication and process can lead to lost time and wasted effort when undertaking complex technical projects.
Supplier Answer: Describe your preferred project management methodologies and strategies for ensuring communication structures that minimize waste in the development process within co-located teams and for remotely located teams.
9.7. Operational Support
In conjunction with the internal systems and networking operations teams, the software engineering team developing the profiles application will also be responsible for supporting the operations of the application after it goes into production. The support level requested is Level 3 on a 24x7 basis with the following SLAs.
Severity / Description / Business Impact / SLA1 / Site Down/Unresponsive / Critical / 30 Minutes 1st response, Work until services are restored as needed.
2 / Site is partially impacted – users can complete work with visual defects, some functions may not work / Significant / 1 hour to 1st response time, work until services are restored or triaged
3 / Non-essential features are impacted / Normal/Average / 6 hours to 1st response, completed next business day
4 / Minor display or non-functional issue / Low / Next business Day
In addition, the engineering team engaged for this project will be responsible for helping to configure and manage monitoring and alerting tools necessary for operational support.
Supplier Answer: Describe how your team will be organized to provide 24x7 support for this application in terms or rotation, software, etc.
10. Pricing & Cost
NYUHC wishes to engage the team of engineers on a time and materials basis with the team executing on tasks delegated to them through a prioritized backlog of work maintained by NYUHC.
Supplier Answer: As an additional data point to the staffing model provided as an answer to section 9.2, provide monthly and annual run rate for the team based on itemized costs of each team member and the number of hours they will work on the product per week.
11. Description of Company
All questions need to be answered in this RFP document.
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 how your company recruits, retains and cultivates top engineering talent into the organization and promotes best engineering practices.
f. What is the attrition rate at your company (annual turnover of full time employees)?
g. List office locations and specific responsibilities of each area.
h. Please provide an overview of your company’s growth over the past five years.
i. Provide audited financial statement for the two fiscal years immediately prior to this one.
j. What percentage of your business is in healthcare?
12. Past Performance and References
Provide at least three (3) references of engagements on projects with a similar technical and architectural profile as this project.
For each reference, please include the following:
a. 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
Failure to provide suitable references to NYUHC will result in the Supplier’s bid being rejected without further consideration.
13. Evaluation Criteria
NYUHC plans to evaluate the supplier’s response based on the following criteria:
a. Knowledge of Technologies & Problem Domains
b. Knowledge of Processes
c. Adoption of Engineering Best Practices for Software Development
d. Maturity of Communication Processes
e. Talent and Team Building Capabilities
f. Operational Support
g. Intangibles (creativity, flexibility, attention to detail)
h. Pricing and Cost
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