The Request for Proposal (RFP) Template for Health Information Technology? provided by the National Learning Consortium prov
The “Request for Proposal (RFP) Template for Health Information Technology” provided by the National Learning Consortium provides a template that healthcare organizations can use to structure requests for vendors to send proposals for a specific healthcare IT application that an organization needs to acquire.
Using the “Request for Proposal (RFP) Template for Health Information Technology” as a guide,
- List the important parts of the template that you feel would be essential to your team in evaluating vendor proposals for your team’s assigned software application (CDI software implementation.)
- Next to each item on the list, document your rationale as to why you feel the element is essential in your team’s evaluation of vendor proposals.
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by Suki Mhay & Calum Coburn
Detailed explanation to RFT, RFP, RFQ, RFI. Training advice to buyers and sellers on how to get the most from these procurement and purchasing processes. |
Clients and newsletter readers have asked that we demystify the meaning behind each of the following procurement terms: RFI, RFQ, RFT and RFP. These processes have steadily grown in popularity in procurement and purchasing, especially amongst larger buying organizations. Sadly proper training is often not given on which process to use and in how to effectively use each process. As a result, in practice you will find these phrases used interchangeably, as many organizations don’t understand the differences sufficiently, resulting in the buyers missing negotiation advantages. We hear procurement or purchasing clients talk about how their departments use these purchasing processes on our purchasing training for buyers to ‘write the rules’ of the buying game, to successfully side-step negotiation. There is a great deal that suppliers can do to improve their position. As a starting point, we suggest that sales professionals understand the differences between these processes.
RFI – Request for Information An open enquiry that spans the market seeking broad data and understanding.
RFQ – Request for Quotation An opportunity for potential suppliers to competitively cost the final chosen solution(s).
RFT – Request for Tender An opportunity for potential suppliers to submit an offer to supply goods or services against a detailed tender.
RFP – Request for Proposal Sometimes based on a prior RFI; a business requirements-based request for specific solutions to the sourcing problem.
Request for Information (RFI)
As the name suggests, procurement uses RFI’s to gather information to help decide what step to take next before embarking on negotiations. RFI’s are therefore seldom the final stage, but instead are often used in conjunction with the other 3 requests detailed in this article.
An RFI is a solicitation sent to a broad base of potential suppliers for the purpose of conditioning, gathering information, preparing for an RFP or RFQ, developing strategy, or building a database which will all be useful in later supplier negotiations about:
· The suppliers, including: facilities, finances, attitudes, and motivations
· The state of the supply market
· Supply market dynamics
· Trends and factors driving change
· Alternative pricing strategies
· Supplier competition
· Breadth and width of product/service offerings, by supplier
· Supplier strategic focus, business, and product plans
Procurement may use RFIs to include a detailed list of products/services for which pricing is requested. The pricing should be used for comparative purposes for later negotiation, not as the basis of negotiators buying decisions. Through analysis of RFI responses, strategic options, lower cost alternatives, and cost reduction opportunities may be identified.
Request for Quotation (RFQ)
RFQ’s are best suited to products and services that are as standardized and as commoditized as possible. Why? Procurement want to make the suppliers’ quotes comparable before negotiations begin.
An RFQ is a solicitation sent to potential suppliers containing in exacting detail a list or description of all relevant parameters of the intended purchase, such as:
· Personnel skills, training level or competencies
· Part descriptions/specifications or numbers
· Quantities/Volumes
· Description or drawings
· Quality levels
· Delivery requirements
· Term of contract
· Terms and conditions
· Other value added requirements or terms
· Draft contract
Price per item or per unit of service is the bottom-line with RFQ's, with other dimensions of the negotiation deal impacting the analysis process as determined by the buyer. Supplier decisions are typically made by the procurement department following a comparison and analysis of the RFQ responses for negotiation benchmarking advantage.
RFQs are typically used as supporting documentation for sealed bids (either single-round or multi-round) and may be a logical pre-cursor to an electronic reverse auction.
Request for Tender (RFT)
An RFT is a procurement open invitation for suppliers to respond to a defined need as opposed to a request being sent to potential suppliers. The RFT usually requests information required from a RFI. This will usually cover not only product and service offerings, but will also include information about the suitability of the business.
It is not unusual for a buyer to put out unclear or vague business requirements for an RFT. This lack of clarity on behalf of the procurement department can make it challenging for the supplier to propose a solution. This is not the best use of a RFT. RFT’s should only be used when the buyer is clear on their requirements, and is also clear on the range of possible solutions that might fit the buyer's needs, giving the buyer a negotiation advantage.
A RFT is often not a very time or cost efficient method for procurement to source supply due to its lack of defined business requirements and open invitation for suppliers to respond. Without proper procurement training however, too many buyers issue RFQ's that are in reality RFT's.
Request for Proposal (RFP)
An RFP is procurement's solicitation sent to potential suppliers with whom a creative relationship or partnership is being considered. Typically, the RFP leaves all or part of the precise structure and format of the response to the discretion of the suppliers. In fact, the creativity and innovation that suppliers choose to build into their proposals may be used to distinguish one from another. Later negotiations tend to take more time and be more wide reaching in their impact on the buyer's business.
Effective RFPs typically reflect the strategy and short/long-term business objectives, providing detailed insight upon which suppliers will be able to offer a perspective. If there are specific problems to be addressed in the RFP response, those are described along with whatever root cause assessment is available.
With good procurement training your RFP and RFT should seek specific data, offerings and quotations, and also seek specific questions about the following to assist your later negotiations:
· The specific items on which the suppliers are proposing
· Business requirements
· Performance measures
· Information
· Ideas
· Instructions on how to reply
· Due date
· Technical and other training
· How will we evaluate how feedback will work
· Describe the process for selection
· Request for cost breakdown (sometimes)
· Communication: cover letter (sets the stage), calls in advance
· Who to contact with questions
· Addressee – chosen carefully
Source:
http://www.negotiations.com/articles/procurement-terms/
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Request for Proposal (RFP) Template for Health Information Technology
Template
Provided By:
The material in this document was developed by Regional Extension Center staff in the performance of technical support and EHR implementation. The information in this document is not intended to serve as legal advice nor should it substitute for legal counsel. Users are encouraged to seek additional detailed technical guidance to supplement the information contained within. The REC staff developed these materials based on the technology and law that were in place at the time this document was developed. Therefore, advances in technology and/or changes to the law subsequent to that date may not have been incorporated into this material.
The National Learning Consortium (NLC)
Developed By:
Health Information Technology Research Center (HITRC)
Wisconsin Health Information Technology Extension Center (WHITEC)
Stratis Health
Wide River Technology Extension Center (Wide River TEC)
The material in this document was developed by Regional Extension Center staff in the performance of technical support and EHR implementation. The information in this document is not intended to serve as legal advice nor should it substitute for legal counsel. Users are encouraged to seek additional detailed technical guidance to supplement the information contained within. The REC staff developed these materials based on the technology and law that were in place at the time this document was developed. Therefore, advances in technology and/or changes to the law subsequent to that date may not have been incorporated into this material.
The material in this document was developed by Regional Extension Center staff in the performance of technical support and EHR implementation. The information in this document is not intended to serve as legal advice nor should it substitute for legal counsel. Users are encouraged to seek additional detailed technical guidance to supplement the information contained within. The REC staff developed these materials based on the technology and law that were in place at the time this document was developed. Therefore, advances in technology and/or changes to the law subsequent to that date may not have been incorporated into this material.
March 31, 2012 • Version 1.0
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January 13, 2012 • Version 1.0
Source: WHITEC, operated as a division of MetaStar, is funded through a cooperative agreement award from the Office of the National Coordinator, Department of Health and Human Services Award No. 90RC0011/01.
Stratis: 1.3 – Request for Proposal
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National Learning Consortium
The National Learning Consortium (NLC) is a virtual and evolving body of knowledge and tools designed to support healthcare providers and health IT professionals working towards the implementation, adoption and meaningful use of certified EHR systems.
The NLC represents the collective EHR implementation experiences and knowledge gained directly from the field of ONC’s outreach programs ( REC , Beacon , State HIE ) and through the Health Information Technology Research Center (HITRC) Communities of Practice (CoPs).
The following resource is an example of a tool used in the field today that is recommended by “boots-on-the-ground” professionals for use by others who have made the commitment to implement or upgrade to certified EHR systems.
This RFP template is intended to aid providers and health IT implementers throughout the EHR vendor selection process. This template can be used to structure requests for vendors to send proposals on the specific health IT that needs to be acquired.
Instructions
Carefully review the template to see if it contains information needed from the vendors. Add, change, and delete information as needed. Update items that are noted <INSERT X> with the appropriate information and remove the <INSERT> prompt.
Delete notes that are intended as instructions only.
Complete the Cover Page and General Conditions prior to sending to vendors, and complete information for the Vendor Profile before sending (if known).
Table of Contents
1 Complete Aspects of the Template 4
3 Specialty Specific Requirements 30
Complete Aspects of the Template
Providing Information
Provide accurate information about the organization so the vendor can target the appropriate products and prepare an accurate price quote. This includes demographic, practice and IT information.
Time to respond
Give vendors 4-6 weeks to respond so that they have adequate time to prepare an appropriate response.
Sample RFP
Name of Practice
Request for Proposal:
Electronic Health Record ("EHR") and
Integrated Practice Management System
<INSERT Date>
<INSERT Practice Logo/Brand>
<INSERT Practice Name>
<INSERT Practice Address>
<INSERT City, State Zip Code>
<INSERT Point of Contact: >
<INSERT Phone: (xxx) xxx-xxxx>
<INSERT Email: [email protected]>
<INSERT Practice Name>
Request for Proposal
Date:
To Whom It May Concern:
About <INSERT Practice Name>
<INSERT History, organization, operations, staffing, patient population, special goals, etc.>
To meet the deadline for the initial approval, all responses to this RFP must be received electronically by 5:00 PM (EDT) on <INSERT Date>. All vendors intending to submit a response are requested to submit a letter of intent along with any questions they may have by <INSERT Date>. All questions from all vendors will be consolidated and answered in writing by 5:00 PM (EDT) on <INSERT Date >. Vendors will review the information posted and communicate any requested changes or updates in writing. Questions and completed responses should be sent to:
<INSERT Point of contact>
<INSERT Role>
Terms and Instructions:
Timeline |
|
Process |
Deadline |
Issue RFP |
<INSERT Date> |
Intent to Respond Due |
<INSERT Date> |
Written Questions Due |
<INSERT Date> |
Responses Posted |
<INSERT Date> |
RFP Responses Due |
<INSERT Date> |
Vendor of Choice Selected |
<INSERT Date> |
Letter of Intent to Respond
<INSERT Organization Name> asks that all vendors email a letter of intent declaring their intention to respond to this RFP by the given deadline. The e-mail should be sent to <INSERT Email Address> and received no later than <INSERT Date>. Please include the words "RFP: Intent to Respond" in the subject line.
Inquiries
We encourage inquiries regarding this RFP and welcome the opportunity to answer questions from potential applicants. Please direct your questions to <INSERT Email Address>. Please include the words "RFP: Inquiry" in the subject line.
Deadline for Response
Interested vendors must submit an electronic copy of their proposed solution to <INSERT Email Address> by <INSERT Date and Time>. Submissions will be confirmed by reply email. Late proposals will not be evaluated.
Submission Process and Requirements
Responses shall be submitted in PDF format and sent using electronic mail. Send your response to: <INSERT Email Address> by the date and time specified above. Receipt will be acknowledged via email. Please include the words "RFP: Vendor Response" in the subject line.
Vendors should organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented, with the Section Number listed. The responses shall be submitted in the following format:
Section 1 – Executive Summary (provide a concise summary of the products and services proposed)
Section 2 – Vendor Profile (provide answers using the template and instructions below)
Section 3 – Specifications (provide answers using the template and instructions below)
Section 4 – Implementation Plan (provide a high level implementation plan with estimated timeline)
Section 5 – Hardware and Configuration Specifications (provide a list of hardware requirements and configuration options [client/server, SaaS, etc.])
Section 6 – Cost Estimate (provide answers using the template and instructions below)
General Conditions
<INSERT Organization Name> is not obligated to any course of action as the result of this RFP. Issuance of this RFP does not constitute a commitment by <INSERT Organization Name> to award any contract.
The <INSERT Organization Name> is not responsible for any costs incurred by any vendor or their partners in the RFP response preparation or presentation.
Information submitted in response to this RFP will become the property of <INSERT Organization Name>.
All responses will be kept private from other vendors.
<INSERT Organization Name > reserves the right to modify this RFP at any time and reserves the right to reject any and all responses to this RFP, in whole or in part, at any time.
Vendor Profile
Using the template below, please provide the requested information on your organization. Your response to a specific item may be attached to this section as an additional page if necessary.
General |
|
Name |
Click here to enter text. |
Address (Headquarters) |
Click here to enter text. |
Address Continued |
Click here to enter text. |
Main Telephone Number |
Click here to enter text. |
Website |
Click here to enter text. |
Publicly Traded or Privately Held |
Click here to enter text. |
Parent Company (if applicable) |
|
Name |
Click here to enter text. |
Address |
Click here to enter text. |
Address Continued |
Click here to enter text. |
Telephone Number |
Click here to enter text. |
Main Contact |
|
Name |
Click here to enter text. |
Title |
Click here to enter text. |
Address |
Click here to enter text. |
Address Continued |
Click here to enter text. |
Telephone Number |
Click here to enter text. |
Fax Number |
Click here to enter text. |
Email Address |
Click here to enter text. |
Market Data |
|
Number of years as EHR vendor |
Click here to enter text. |
Number of live sites |
Click here to enter text. |
Breakdown of sites by provider # (1-5, 6-9, >10) |
Click here to enter text. |
Number of new EHR installations over the last 3 years? |
Click here to enter text. |
What is the percentage of vendor-provided installs vs. outsourced to 3rd party companies? |
Click here to enter text. |
Breakdown of sites by specialty |
Click here to enter text. |
Size of existing user base |
Click here to enter text. |
Does the product have a <INSERT State> presence? If so, # of install sites by specialty and size; list of <INSERT State> reference sites. |
Click here to enter text. |
What is the current implementation timeframe when using only vendor-supplied resources? |
Click here to enter text. |
Number and percentage of practices in <INSERT Year> that did not get installed four (4) months after signing contract? |
Click here to enter text. |
How many organizations have de-installed any vendor systems over the past two (2) years? Please specify which systems and why? |
Click here to enter text. |
What is your EHR customer retention for the years <INSERT Year 1>, <INSERT Year 2>, and <INSERT Year 3>? |
Click here to enter text. |
Total FTEs Last Year |
Click here to enter text. |
Total FTEs This Year |
Click here to enter text. |
Explain how your company is planning to meet the increase in demand for your EHR product (including implementation, training, and support) over the next five (5) years. |
Click here to enter text. |
Product Information |
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Product name and version# |
Click here to enter text. |
When is your next version release? |
Click here to enter text. |
Single Database for scheduling, billing, and EHR? |
Click here to enter text. |
Is it a Client Server, ASP or Hosted model? |
Click here to enter text. |
Does product include a patient portal? |
Click here to enter text. |
Was the product (or any of its significant functionality) acquired from another company? If yes, please answer the following: What was the original company’s name that developed the product or functionality? What was the original product’s name? What version did you purchase? |
Click here to enter text. |
Does the product include a patient portal and/or does it allow integration with 3rd party patient portals (e.g., Google Health, Microsoft HealthVault, iHealth, etc)? |
Click here to enter text. |
Is the product comprehensive or modular? |
Click here to enter text. |
Modular List all modules available, their current version, and provide additional documents with all technical specifications, requirements, and dependencies for each module to operate fully with the "core" product. |
Click here to enter text. |
Which modules are necessary in order to meet meaningful use criteria? |
Click here to enter text. |
Are additional or multiple modules required to meet post-2011 meaningful use guidelines? |
Click here to enter text. |
Comprehensive Does the product meet meaningful use guidelines? |
Click here to enter text. |
Will the product continue to meet meaningful use guidelines through 2015 without significant changes? |
Click here to enter text. |
Will there ever be a charge to copy, move, or retrieve patient data from the product should a customer decide to change vendors or a provider leave the customer? |
Click here to enter text. |
List all ways that a practitioner could import a patient’s data into the product: CD/DVD Flash Drive PDF Format Paper Copies Clinical Exchange Document |
Click here to enter text. |
Reporting Capabilities |
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Does the product allow custom reports to be created? |
Click here to enter text. |
Ad hoc reporting by users an option? |
Click here to enter text. |
Provide a list of standard reports (no customization) which the customer may run at Go Live to meet meaningful use and/or HIPAA requirements. |
Click here to enter text. |
Can this report information be exported to CD/DVD in CSV or comma text delimited format? |
Click here to enter text. |
ONC-ATCB Certification |
|
Is the product ONC-ATCB certified? |
Click here to enter text. |
Version and Year of Certification |
Click here to enter text. |
Certified as Comprehensive or Modular? |
Click here to enter text. |
Meaningful Use |
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Are the modules necessary to meet each of the menu set objectives included in the attached pricing, or are they sold separately at an additional cost? |
Click here to enter text. |
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