REQUEST FOR INFORMATION AND SPECIFICATIONS:SMART INFUSION PUMPS

Request For Information

RFI #15-598805-CS

Date Issued: 11/25/15

Due Date: By 3 pm, Tuesday, Jan. 5, 2016

Submitted by the University of CaliforniaDavis Health System

This RFI is also available at: http://www.ucdmc.ucdavis.edu/supplychain

All questions regarding this RFI should be by email only and directed to:

Connie StewartUCDHS Purchasing DepartmentEmail: cjstewart@ucdavis.edu

Questions should not be directed to any other University departments or staff. Material or substantive information provided to any bidder, as a result of questions received, will be provided to all bidders via an addendum to this RFI.

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Proposed Schedule of EventsEvent DateRelease of Request for Information Nov. 25, 2015Receipt of Responders’ E-Mailed Questions by noon PST Dec. 4, 2015UCDHS Response to Vendors’ Questions by 4pm PST Dec. 15, 2015Receipt of Responders’ Reply to this RFI by 3pm PST Jan. 5, 2016On-site demos (if requested) To be determined

Vendor InquiriesInquiries regarding this RFI process and the functional or technical requirements of the proposed systems must be emailed by noon PST on 12/4/15. The ONLY UCDHS contact person and address are listed below. Questions must be submitted via email.

Connie StewartUCDHS Purchasing DepartmentE-mail: cjstewart@ucdavis.eduAll questions/inquiries by email

NOTE: DO NOT EMAIL ANY OTHER EMPLOYEE AT UCDHS REGARDING THIS RFI.

Vendor Reponses to RFI

Submit by email on or before 3 pm Pacific Time on Tuesday, Jan. 5, 2016 to:Connie StewartUCDHS Purchasing DepartmentE-mail: cjstewart@ucdavis.edu

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INTRODUCTION

University of California at Davis Health System Profile

The University of California, Davis Health System (UCDHS) provides the organizational framework that enables the University of California, Davis to fulfill teaching, research, patient-care and public service missions. It consists of the School of Medicine (SOM), the UC Davis Medical Center (UCDMC), the UC Davis Medical Group and several specific centers such as the UC Davis Cancer Center, the UC Davis Children’s Hospital and the UC Davis M.I.N.D. Institute. Together they deliver primary, secondary and tertiary care throughout inland Northern California. The UC Davis Medical Group, the health system’s physician network, includes over 500 physicians and 150 areas of medical specialty geographically dispersed in 25 locations.

UCDMC is one of five teaching hospitals operated by The Regents of the University of California. UCDMC is a 619-bed, fully accredited hospital, which serves as the main clinical education site for the UCD School of Medicine. Prior to its acquisition by The Regents in 1973, the hospital was owned and operated by Sacramento County and served as the primary provider of health care to Sacramento’s medically indigent population.

UCDMC is the sole Level 1 trauma center serving the Sacramento-Sierra area and the primary tertiary care referral center for a 32-county area of more than five million residents. Each year UCDMC admits approximately 32,000 inpatients, while its 150-plus clinics log more than 828,000 outpatients and emergency visits.

Purpose of Request for Information1. To obtain detailed information from Bidders regarding their products and experience and

capabilities in successfully implementing these products as described in the scope of work.

2. To obtain written proposal pricing structures, work plans and implementation schedules, and proposed methodologies and approaches to be utilized.

3. To solicit information that will enable UCDHS to compare and evaluate Bidder’s smart infusion pumps in order to determine the optimal direction for the Health System.

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PROJECT SCOPE UCDHS is requesting a solution for smart infusion pumps which includes the requirements stated herein. Please provide a proposal which details your system, pricing and a proposed implementation plan.

Vendor shall provide a solution(s) that will best meet the requirements ofUCDHS specified herein and include "life cycle" costing for a minimum of three(3) year period.

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Response Conditions1. Notwithstanding any other provision of the RFI, Responders are hereby advised that this RFI is a

solicitation for information only and is not to be construed as an offer to enter into any contract or agreement.

2. UCDHS shall have the unconditional and unqualified right to withdraw, cancel, or amend this RFI at any time. Responders shall bear all costs associated with the preparation and furnishing of responses to this RFI. All replies shall be firm for a period of 180 days following the reply submission due date.

3. Responses to this RFI should be made according to the instructions contained herein. 4. UCDHS reserves the right to interpret or change any provision of this RFI at any time prior to

the submission date. Such interpretation or change shall be in the form of a written addendum to this RFI. Such addendum will become part of this RFI and any resultant contract. Such addendum shall be made available to each company that has received an RFI.

5. UCDHS has, at its sole discretion, the unconditional and unqualified right to determine that a time extension is required for submission of replies, in which case, a written RFI addendum issued by UCDHS shall indicate the new submission date for replies.

6. Prior to the final submission date, any Responder may retrieve its information to make additions or alterations. Such retrieval, however, shall not extend the final submission date.

7. Responders wishing to submit information in response to this request do so entirely at their own expense, and submission of a reply indicates acceptance of the conditions contained in the RFI unless clearly and specifically noted otherwise.

8. PUBLIC INFORMATION AND TRADE SECRETS--The California Public Records Act limits UCDHS’s ability to withhold pre-qualification and bid data to trade secrets or records, the disclosure of which is exempt or prohibited pursuant to federal or state law. If a submittal contains any trade secrets that Responder does not want disclosed to the public or used by UCDHS for any purpose other than evaluation of the Responder’s eligibility, each sheet of such information must be marked with the designation “Confidential.” UCDHS will notify the Responder of any request, by another party, to inspect such confidential information. Responder will have an opportunity to establish that such information is exempt from inspection in any proceeding to compel inspection.

9. All computer programs and data made available by UCDHS to Responders hereunder shall remain the property of the UCDHS and shall be maintained, used, and disseminated in accordance with the California Information Practices Act of l911, Civil code Sections 1798 through 1798.76, and the California Public Records Act, Government Code Section 6250 through 6260. All listings and all copies of listings that reveal names or identification numbers of individuals, (i.e., employees, patients, etc.) shall be destroyed or returned to UCDHS.

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INFORMATION FOR FORMATTING PROPOSAL RESPONSES

Qualification Statement

The Qualification Statement must contain a description of the Bidder’s corporate qualifications, area of expertise, and prior experience with providing systems and services similar to those described in this RFI, including but not limited to the following.

1. Provide the Bidder’s name, address, telephone and fax numbers, and a contact name.2. Describe the vision of your company and the strategic direction of product development

efforts, e.g., product development, functional enhancements, product architecture, target market.

3. Please provide:a. Product demonstration plan for end users to evaluate technology prior to vendor

selection.b. Test scenarios or demonstration evaluation tools you have in place for your products.c. Service and support manuals available for your pumps.

4. Please provide information for pricing for:a. Owning versus leasing pumps.b. Potential phased implementation of PCA syringe large volume (if applicable to

your company).c. Software and maintenance agreements.d. Provide pricing information for disposables including but not limited to IV tubing and

other items available in the company portfolio.5. Please fill out the specification table beginning on the following page.6. Please read and complete the Technology Evaluation Section on page 15 and complete all

attachments related to the evaluation.

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General Pump Requirements LVP Pump Syringe Pump PCA PumpHow many channels are available?How many channels can infuse simultaneously?Is the system modular?Is the IV tubing nonproprietary?Will the system accept commercially available pre-filled syringes from multiple vendors?What are the dimensions & weight for each pump/module?

Operation/ProgrammingWhat are the maximum and minimum flow rates in mL/hrWhat is the accuracy of the pump at the minimum flow rate and at the maximum flow rate?Is there a “Keep open” rate as low as 1 mL/hr. KVO rate programmable?Is the pump easy to program?Can you review the entire program on one screen before starting infusion?Can you adjust the backlight of the screen?Is the keypad backlit?Is there a front screen lockout feature to preserve settings? A restore feature to retrieve previous infusion after pump is turned off?Is there a standby mode?For LVP, is there set-based free flow protection?What features are available to lock or secure the medication bag, syringe, or cassette?Are special IV poles required? How many pumps can be attached to each?Is there barcode functionality? If so, please describe.

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Alarms & IndicatorsWhat is the visual cue when an infusion is running?What is the visual cue when the program is beyond soft limits of DERS?What are the abandon, occlusion, air-in-line, infusion complete, and other alarms that will sound on the pump?Which of the alarms above can be adjusted and who can make the adjustment (e.g. user, biomed, pharmacist)?Are the alarm levels adjustable?Are audible alarms mutable?Are alarms distinguishable by sound?Will the pump restart infusion if the alarms self-resolves?

“Smart Pump” RequirementsDescribe your Dose Error Reduction System (DERS)Which dosing modes are available in the DERS? (e.g. mL/hr, mg/min, mcg/min, mcg/kg/min, units/hr)

Can you program “Keep vein open” rate within the drug library?How many DERS care areas/profiles can be created?How many unique drug/fluid entries are available? How many can be in each care area/profile?

Can you access multiple care areas or profiles on the pump at the same time?Will the pump prompt caregiver if infusing the same drug on more than one line?

How many characters are allowed per drug/fluid entry name? Can tallMAN lettering be used?Can soft and hard weight limits to be set within each care area/profile?

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Can a weight confirmation be required?Are there any unique safety features for the PCA pump?

n/a n/a

How many clinical advisory/best practice alerts can be programmed within the drug library?Describe how a patient ID is associated with a specific infusion pump/medication, and if multi-channel, specific channel and medication.

CQI DataHow many event history data points are stored and for how long?How do you access CQI data?Is the CQI data uploaded/downloaded wirelessly?How many CQI reports are available? Can they be scheduled to run automatically?

Is their integration with external reporting systems available (Tableau, QlikView)?

Describe any CQI analysis services that can be purchased?

Electronic InterfaceIs there bi-directional interoperability available with Epic?If Epic interoperability is available, please describe available functionality and safety features.

If Epic interoperability is not available, please describe timeline for its creation or implementation.How many Epic interoperability implementations have been completed (list size of hospital)? How many are scheduled? Please provide a reference list of at least 3 clients, preferable within California.Provide an estimate of the number of personnel required to effectively maintain the pump library

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programming, pump maintenance, and technical implementation team.Describe your compliance with the infusion pump-related IHE PCD profiles including: Point of Care Infusion verification (PIV) (e.g.

infusion orders) Infusion Pump Event Communication (IPEC) Device Enterprise Communication (DEC) Alarm Communication Management (ACM)Please provide IHE Integration Statements for your product(s).

Power Source/BatteryWhat battery life indicator is visible on the pump when plugged and unplugged? Describe any low battery warnings that may sound.Is there a warning alarm sound and easy to see visual indicator to alert the care-giver of a battery issue?Is there residual backup memory that retains library if the battery is depleted?How long will the pump fully operate on a single battery charge?What is the battery recovery time to full charge?How long is the power cord? Is there a transformer in the power cord?Can batteries be replaced by UCDHS Clinical Engineering staff? Pump technician staff?Provide battery specifications (chemistry, amp hours, voltage, number of batteries).Is the power cord permanently attached to the pump?

MiscellaneousWhat is the most recent ECRI rating for each pump?What pump tracking is available to ensure

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inventory maintenance? (e.g. RFID)What are the cleaning requirements for the pump?What are the scheduled maintenance requirements of the pump? (e.g. frequency, tasks)Is the pump FAA certified?

Education/Service/Vendor SupportWhat is the vendor education/support prior, during, & post go live for the following groups:NursingPharmacyClinical engineeringInformation TechnologyIs your pump software field upgradeable? If so, how is this performed and by whom?If there are variable levels of training that can be purchased please describe and provide general pricing structure.Describe any drug library programming services available for build, training, and education.Describe what level of repairs can be completed by in-house clinical engineering staff (after appropriate training) and what types of repairs must be completed only by factory personnel.

NetworkingAre these pumps compatible with 802.11wireless technology? Describe requirements.What wireless security protocols do you support?The UCDHS wireless infrastructure is based on Cisco products. Has your wireless system been tested on a Cisco network? Describe any issues network issues with your products and please list reference sites.What are the bandwidth requirements for each

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pump? If channel dependent, for each channel?How are wireless pumps authenticated to the wireless network?

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TECHNOLOGY EVALUATIONThe UCDHS IT Evaluation Process is a set of activities and procedures referring to the acquisition of new applications, technology, or technology devices. It is the goal of the UC Davis Health System to ensure new applications, technology, and devices adhere to current Information Technology, Clinical Engineering, and Security standards to safeguard patient privacy, enable organizational efficiencies, and provide overall protection of health systems assets.

Please complete the following questionnaires included with the RFI:1. Preliminary Checklist2. Technology Questions3. Security Questions

These documents should be submitted as separate attachments. If a question does not apply to your product, enter N/A. Certain IT functional areas may request a conference call to receive clarification on answers if necessary.

Checklists and Questions attached to RFI must be completed and returned with response.

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UC TERMS & CONDITIONS PER: www.ucdmc.ucdavis.edu/supplychain/pdfs/uc-terms-and-conditions-of-purchase.pdf

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