REQUEST FOR PROPOSAL (RFP) - maccabi4u.co.il filesubmitted proposal and its subsequent execution shall be in accordance with the Development and Maintenance Methodology ("Mafteah",

MACCABI HEALTHCARE SERVICES

27 HAMMERED STREET, TEL-AVIV, ISRAEL, 68125

LABORATORY INFORMATION SYSTEM

[LIS]

REQUEST FOR PROPOSAL (RFP)

Part 1 - Administrative

This document is the sole property of Maccabi Health Services

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Table of content

0. Introduction ............................................................................................................ 3

1. Administration [I] .................................................................................................... 8

2. List of Documents to be submitted in the preliminary phase [G[ .......................... 30 3. List of Documents to be submitted in Phase A [G] .............................................. 31

4. List of Documents to be submitted in Phase B [G] ............................................... 31

Appendix A: Technical Specifications Document [M] ............................................... 34

Appendix B: Engagement Agreement [M] ................................................................ 35

Appendix C: Financial Proposal (Cost and Resources) [M] ...................................... 35

Appendix D: Vendor's Letter of Declaration and Undertaking [M] ............................ 37

Appendix E: Vendor's Details Form .......................................................................... 39

Appendix G: Affidavit [M] .......................................................................................... 42

Appendix H: Guidelines for Demonstrations [M] ....................................................... 43

Appendix I: System Requirements for POC [M] ....................................................... 45

Appendix J: Structure of Form for Presenting Questions [M] ................................... 46



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0. Introduction 0.1 Maccabi Healthcare Services hereby requests to receive proposals for the

supply, customization and development, installation and implementation of a Laboratory Information Management System (LIS / LIMS) including all its components, training for users and provision of maintenance services for the system and its components, for the purpose of its integration into Maccabi's laboratories services and its integration with Maccabi's patients Medical Record system. The system's objectives are detailed in Chapter 1 of the Technical Specifications Document (Appendix A) below.

0.2 The proposed system shall meet the general standard requirements generally

accepted in the field of computerization in Israel and globally, and also the requirements detailed in the Technical Specifications Document. The submitted proposal and its subsequent execution shall be in accordance with the Development and Maintenance Methodology ("Mafteah", or any PPM based methodology) procedure.

0.3 The RFP process shall be conducted as follows: 0.3.1 For the purpose of determining the group of vendors that may participate in

the RFP process, the Project Team shall request vendors to submit documents for the purpose of examining their compliance with the minimum conditions. A Vendor that does not meet the minimum conditions will be disqualified from the process.

` 0.3.2 For the purpose of determining the final group of vendors to continue to the

next phase, the Project Team shall request vendors to:

a. Demonstrate the system in Maccabi's central laboratory, before the laboratory's representatives and Information Technology Team (directions and guidelines for demonstration are provided in Appendix H below).

b. Perform a POC in accordance with the requirements as detailed in

Appendix I below, in which the POC product shall be demonstrated in the central laboratory.

c. Organize a visit to company headhunters and clients selected by

Maccabi out of the company's clients list. Incur all travel and stay expenses – as necessary – of up to 5 Maccabi representatives.

d. Submit documents for the purpose of examining their compliance with the technical specifications requirements.



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0.3.3 Upon completing the performance of the foregoing in Paragraphs 0.3.2 above,

a weighted quality score shall be given for Parts 1 – 5 of the Quality Assessment Table (Paragraph 1.11.3 below) for the vendors, after which the final group of vendors to continue to Phase B shall be determined.

0.3.4 The vendors proceeding to Phase B shall be requested by the Project Team

shall be required to:

a. Perform a Gap Analysis process at Maccabi's laboratories.

b. Submit a "Gap Analysis" document.

c. Submit a Statement Of Work (SOW) for the execution of the project.

d. Submit, on the determined date, their financial proposal, Appendix C. 0.3.5 It is possible to submit proposals in which part of the services under the RFP

are provided by a subcontractor; however, the winner shall be exclusively liable towards Maccabi for the provision of all services, including those provided by subcontractors working on his behalf.

0.3.6 In the case that a winner who chooses to engage a subcontractor for part of

the services is selected, the subcontractor shall be required to prove his professional capabilities in the required field of implementation, and to maintain the rules of confidentiality. Maccabi shall receive in advance the details of all the subcontractor's employees participating in the implementation of the system, and shall approve the subcontractor's employees by name.

0.3.7 For the avoidance of any doubt, all dates stated in the RFP Documents are

stated in Israeli time. 0.3.8 Exchange of documents between Maccabi and the vendors shall be through

e-mail.

0.4 Purchasing the RFP Documents

0.4.1 Those wishing to participate in the RFP process may purchase the RFP Documents unless they already purchased the documents during the previous Tender. The purchase will take place from November 3, 2013 to November 25, 2013 (Excluding Fridays and Saturdays), in exchange for a sum of USD 5,000 (which shall not be refunded), through a bank transfer to "Maccabi Healthcare Services" as follows:



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Name of Bank Bank Leumi Le-Israel B.M

Full Address 19 Herzel Street Tel Aviv, Israel

Account Name Maccabi Healthcare Services

Account Number 24424424

IBAN Number IL870108000000024424424

Swift Code LUMIILITTLV

0.4.2 The Vendor shall send an email notification to Ms. Beki Kir

[email protected] and to Ms. Miri Lavi [email protected] , of making the payment for the purchasing the RFP Documents. The Vendor shall enclose to the notice the bank's approval of the actual transfer and contact details, including email address and an available telephone number.

0.4.3 After receiving the confirmation of the transfer as foregoing and the bank's

confirmation of the receipt of the required sum, Maccabi shall transfer the RFP Documents to the vendor's email address, as stated above. To eliminate any doubt, the RFP Documents (including all its appendices) will be transferred as PDF files together with some documents also in MS-Office format to be used by vendors for submission of their proposal (Phase A). In all cases, the PDF version of the RFP Documents shall be the binding version.

0.4.4 For inquiries and clarifications – see Paragraph 1.1.2, under the Administration

chapter. 0.4.5 For the manner and deadline of submitting proposals – see Paragraphs 1.1.3

and 1.1.4 of the Administration chapter.

mailto:[email protected]




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0.5 Definitions In any case where a document constituting part of the RFP Documents includes a specific definition which is different from the following definitions, the specific definition in the document shall prevail. The "RFP" – Public RFP with a Preliminary Selection Phase, conducted in

accordance with the provisions of the RFP Documents.

"Maccabi" – Maccabi Healthcare Services. Additional definitions as defined in the Engagement Agreement – Appendix B

of the RFP Documents. 0.6 Detailed description of the winner selection process: Below is a detailed description of the selection process. It is clarified that at all

phases, Maccabi reserves the right to request written clarifications from the vendors.

0.6.1 Preliminary Phase.

Examination of the compliance of vendor's documents with the minimum conditions (Paragraph 1.10 below). A vendor that does not meet the minimum conditions, shall be disqualified.

0.6.2 Phase A.

a. Following the Preliminary Phase, examination of the compliance of proposals with the mandatory requirements in the Technical Specifications Document (Appendix A). A proposal that does not meet the mandatory technical conditions and the minimum quality scores required in the Administration Section, Paragraph 1.11 below, shall be disqualified.

b. Maccabi reserves the right to request clarifications and allow correction

of technical flaws only, and to request technical completions revealed in the process of examining the responses.

c. Inspection, study and evaluation of the proposals – evaluation of the

Vendor's proposal including its various professional aspects, and the degree of its compliance with Maccabi's requirements, including the expected range of services, proposed project team, Vendor's experience, its economic strength etc. At this phase, Maccabi shall rely on the Vendor's proposal, its clarifications in response to Maccabi's requests and all other relevant information at its disposal.



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The Project Team shall examine the proposals and the vendors. The Project team may, but not required to, visit any facility or site, held or operated by the Vendor, to request and to receive any information with respect to the Vendor and/or the service it proposes, as well as to meet the proposed Project Manager and/or key team members. The Project Team shall be permitted to reject any proposal, if it believes that the Vendor did not cooperate with the Project Team or anyone on its behalf, or did not provide information as required.

d. Weighing all proposals according to the quality criteria in order to

receive a weighted score and determine the final group of vendors – the two vendors with the highest weighted score for Phase A, subject to their compliance with the minimal quality scores as defined in parts 1 – 5 of the quality evaluation (Paragraph 1.11.3). In the case of a difference between the second and the third scores, of less or equal to 5%, the third highest ranked vendor will be added to the final group of vendors.

0.6.3 Phase B

a. The final group of vendors shall be called to perform a Gap Analysis at Maccabi's laboratories.

b. Submission of a "Gap Analysis" document and a Statement Of Work

(SOW) by each Vendor, together with its financial proposal. c. Examination, study and evaluation of the "Gap Analysis" document and

Statement Of Work (SOW), and a reweighing of each proposal according to the quality criteria in order to achieve a weighted score.

d. Examination of the financial proposal. e. Weighing all vendors' proposals qualifying for Phase B in accordance

with the quality and cost criteria in order to achieve a weighted score.



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1. Administration [I] Below is the timetable up to the submission of proposals in Phase A:

Activities Date – Israel time

RFP publication date November 3, 2013

RFP documents purchasing dates From November 3, 2013

to November 25, 2013

Last date for e-mailing notification of transfer of

payment for RFP Documents (bank transfer). November 25, 2013

Preliminary Phase documentation should be

received from vendors

From December 1, 2013

to December 15, 2013

Phase A proposals should be received from vendors By January 16, 2014

1.1 General [M] 1.1.1 Contact [M] The contact on behalf of Maccabi Healthcare Services, who is to be contacted

on all matters related to the Request for Proposals, or questions and clarifications regarding this RFP, are: Ms. Beki Kir [email protected] and Ms. Miri Lavi [email protected].

1.1.2 Procedure for sending questions and inquiries [M]

a. Questions and inquiries regarding this RFP or regarding the RFP Documents may be sent in a MS-Word file, as in the example in Appendix J attached herewith.





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b. To eliminate any doubt, no changes will be made to the RFP Documents (including all its appendices). Maccabi will respond ONLY to clarification questions and inquiries.

c. All questions and inquiries regarding this RFP should be sent by e-mail. To Ms. Beki Kir [email protected] and Ms. Miri Lavi [email protected].

d. Inquiries received after December 15, 2013, shall be answered upon

Maccabi's discretion. e. Answers to the foregoing inquiries shall be provided by e-mail, by 1

week from receiving the inquiries. 1.1.3 Submission of vendor minimum conditions documents, Preliminary

Phase [M] a. The documents for the purpose of examining the vendors' compliance

with the minimum conditions (as detailed in Paragraph 1.10 below) must be submitted by e-mail.

b. The documents shall be submitted as required and as detailed in the

Administration Section. c. The documents shall be submitted until December 15, 2013 d. The Project Team may, at its discretion, postpone the deadline for filing

the proposal by an additional period of time, as long as the notice regarding the extension of deadline as foregoing is published.

e. The Vendor shall examine itself the worthwhileness of the Engagement

Agreement, the legal rights therein or any other matter which the Vendor believes has any significance or weight in its decision of whether to submit a proposal or enter into an agreement with Maccabi in case its proposal wins. The Vendor shall examine all of the foregoing by itself and at its own expense and shall be prevented from making any claims against Maccabi and/or anyone on its behalf on this ground.

1.1.4 Submission of proposals, Phase A [M]

a. The documents for the purpose of examining the vendors' compliance with the technical specification requirements must be submitted by e-mail.





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b. The proposal shall be submitted as required and as detailed in the Administration Section.

c. The proposal shall be submitted until January 16, 2014 d. The Project Team may, at its discretion, postpone the deadline for filing

the proposal by an additional period of time, as long as the notice regarding the extension of deadline as foregoing is published.

e. The Vendor shall examine itself the worthwhileness of the Engagement

Agreement, the legal rights therein or any other matter which the Vendor believes has any significance or weight in its decision of whether to submit a proposal or enter into an agreement with Maccabi in case its proposal wins. The Vendor shall examine all of the foregoing by itself and at its own expense and shall be prevented from making any claims against Maccabi and/or anyone on its behalf on this ground.

1.1.5 Submission of proposals, Phase B [M]

a. The vendors qualifying for Phase B shall submit the "Gap Analysis" and Statement Of Work (SOW) document together with the financial proposal, filed using the Proposal Form, in the wording detailed in Appendix C, after it is signed. All documents shall be submitted together with the RFP Documents, the Proposal Form being part thereof, as detailed in Paragraph 1.7.3 below, and as detailed according to the requirements of the RFP, in one copy.

b. The proposal for Phase B shall be filed by e-mail.

c. The proposal shall be filed on the date determined by the Project Team and provided to the Vendor's representative by e-mail.

d. The Project Team may, at its discretion, postpone the deadline for

submitting the proposals by an additional period of time, as long as the notice regarding the extension of deadline as foregoing is published.

1.2 The RFP Documents [M] The RFP includes: Part 1 – This Administration Section and its appendices (excluding the

Technical Specifications Document).



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Part 2 – Technical Specifications Document – Appendix A of the Administration Section (will be provided only to those purchasing the RFP documents).

Before reviewing the Technical Specification Document, please read

thoroughly the Administration Section (this section) detailing the general conditions of the RFP and accurately defining the manner of response.

1.3 Specification Component Classification 1.3.1 Method [I] Specification components are classified as follows:

I (Information) A component presented for purposes of information only. It must be answered: "We read, understood and accepted". In case of any comments or reservations, it is necessary to state them.

G (General) A component requiring a general answer, in a relatively open format. Usually this is an "open" item, where it is possible to add creative suggestions and solutions, as explained in Paragraph 1.7 below, as long as a clear answer to the requirement is ultimately given, the primary characteristics are emphasized and it is clear what exactly is being proposed, what already exists and what is guaranteed / proposed to exist in the future.

S (Specific) A component requiring an accurate, detailed answer, in the exact format required in the Specifications: filling in a table, attaching approvals etc. Usually this is a "closed" item. It is possible to add information beyond what is required, subject to the guidelines for the G classification. If there is a great deal of information, it should be added as an appendix, under the appropriate classification.

M (Mandatory) A minimum component (go / no go), also called a mandatory item ("mandatory" refers to the contents of the paragraph, not to the very requirement to answer. The requirement to answer applies to all specification items as explained in Paragraph 1.7 below). The Vendor's answer shall be of the "we read, understood



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and accepted – our proposal meets the requirements of this paragraph" type, or compliance with the requirement (producing an approval, for example), or an undertaking to comply with the requirements, all in accordance with the subject matter and contents of the paragraph. No answer, an answer not complying with the requirement, no answer to the requirement, or an unclear or ambiguous answer, in a paragraph of this type, shall result in the outright rejection of the proposal.

The classification of a parent component applies to all subcomponents, unless the subcomponent states otherwise. In other words, if a component states a classification – this is the binding classification. If a component states no classification – the classification of its parent component is binding. Beyond any classification, please note the applicable guidelines detailed in each paragraph.

1.3.2 Classification of the paragraphs of the Administration Section [M] The administration paragraphs (this chapter and the introduction) including the

Cost section are all classified M, and must all be accurately answered. Signing the Letter of Declaration and Undertaking (Appendix D) testifies to the understanding and acceptance of all provisions and obligations in these paragraphs.

It is clarified that a list of all required documents and approvals is

attached to Chapter 2.

1.3.3 Classification of the Technical Specifications Document (Appendix A)

[M] The components of the professional part (Sections 1 – 5 below) are classified

in the following manner:

SECTION 1 – Goals and Objectives [G] SECTION 2 – Application [S] SECTION 3 – System Requirements [S] SECTION 4 – Technology & Infrastructure [S] SECTION 5 – Implementation & Support [S]

In addition, the classification is stated in the specifications themselves, next to

the heading of each paragraph (or its parent component).



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Beyond any classification, please note the applicable guidelines detailed in each paragraph.

1.4 Undertakings and approvals for submitting the proposal

[M] 1.4.1 Insurance policy confirmation

a. If the Vendor is a resident of the State of Israel – it shall be required to produce to Maccabi an insurance policy confirmation (attached to the RFP Documents as Appendix H to the Engagement Agreement), signed and approved by the insurance company, in a wording that is not materially different, and which shall be acceptable to Maccabi, one day before the date of signing the Engagement Agreement.

b. If the Vendor is not a resident of the State of Israel – a letter of

undertaking shall be submitted in accordance with the relevant items in Paragraph 20 of the Agreement.

c. Questions and clarifications in connection with the insurance policy

confirmation may be made in accordance with the provisions of Paragraph 1.1.2 above.

1.4.2 Approvals [M] If the Vendor is a resident of the State of Israel – shall produce confirmation

stating that it performs bookkeeping as legally required, as well as confirmation under the Public Body Transactions Law (Enforcement of Bookkeeping), 1976, that it keeps accounts in accordance with the Income Tax Order and VAT Law.

Alternately, if the Vendor is not a resident of the State of Israel, it shall produce a residency approval from the tax authorities in its country of origin, in order for it to receive an exemption / reduction for deduction of tax at source, in case payment of taxes applies.

A summary list of all required approvals / documents is included in Chapter 2. 1.4.3 Validity of the Proposal – Phase A [M]

a. The Vendor shall confirm that its offer shall be in effect for 12 (twelve) months from the deadline for submitting proposals. After this period elapses, if the process of selecting the winner is not yet completed, Maccabi shall be permitted to request from the vendors that they



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extend the effect of their proposals for additional periods of up to 90 (ninety) days each, in which case each Vendor shall be permitted to extend the effect of its proposal in accordance with the request, or to inform Maccabi of the cancelation of its proposal. Such request shall be sent by Maccabi in writing.

b. A notice of agreement to the extension of the effect of the proposal, or

the cancelation of the proposal, shall be sent to Maccabi by the Vendor in writing, to Ms. Beki Kir [email protected] and to Ms. Miri Lavi [email protected], by email, within 2 business days of the time the Vendor is requested to extend the effect of its proposal or cancel it.

c. In case there is no answer from the Vendor within the foregoing period

of time, its proposal shall be deemed to have been canceled by the Vendor.

d. If the Vendor cancels its proposal in accordance with the provisions of

Paragraph 1.4.3b above, or in the manner set in Paragraph 1.4.3c above, it shall have no claims or suits against Maccabi.

1.4.4 Validity of the Proposal – Phase B [M]

a. The Vendor shall confirm that its proposal shall be in effect for 90 (ninety) days from the deadline for submitting proposals. After this period elapses, if the process of selecting the winner is not yet completed, Maccabi shall be permitted to request from the vendors that they extend the effect of their proposals for additional periods of up to 90 (ninety) days each, in which case each Vendor shall be permitted to extend the effect of its proposal in accordance with the request, or inform Maccabi of the cancelation of its proposal. Such request shall be sent by Maccabi in writing.

b. A notice of agreement to the extension of the effect of the proposal, or

of cancelation of the proposal, shall be sent to Maccabi by the Vendor in writing, to Ms. Beki Kir [email protected] and to Ms. Miri Lavi [email protected] by email, this within 2 business days of the time the Vendor is requested to extend the effect of its proposal or cancel it.

c. In case there is no answer from the Vendor within the foregoing period

of time, its proposal shall be deemed to have been canceled by the Vendor.

d. If the Vendor cancels its proposal in accordance with the provisions of

Paragraph 1.4.4b above, or in the manner set in Paragraph 1.4.4c above, it shall have no claims or suits against Maccabi.







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1.4.5 Intellectual Property rights [M] The Vendor declares that it has no legal or contractual hindrance to supply the

solution it proposes as part of this RFP, and that the supply of the solution and/or the system it proposes as a whole violates no patent and/or design and/or copyright and/or any infringement of property rights, including intellectual property rights of any other company and/or entity including any other person.

In case Maccabi is sued by any party due to the violation of property rights,

including intellectual property, and/or other claims by any third party, related to the solution proposed by the Vendor and/or the system as a whole, the Vendor undertakes to immediately compensate and/or indemnify Maccabi for any expense it incurs as a result of such a claim.

1.4.6 Conflict of interest [M] The Vendor declares that to the best of its knowledge, the submission of this

proposal and the execution of the project (if it wins it) constitute no business or personal conflict of interest for it or for its employees, for subcontractors or third party companies involved in this proposal or in the execution thereof.

The Vendor undertakes to act with fidelity towards Maccabi and to promptly

inform Maccabi of any issue in which it has any personal interest and/or which may cause a conflict of interest with the services under the RFP.

1.4.7 Service and maintenance [M] The Vendor declares that all solution components are covered under ongoing

service and maintenance. To the best of its knowledge and the knowledge of all subcontractors involved in this proposal, there is no information regarding any planned interruption of support for them, and there is no problem in providing developments and updates until Maccabi decides on the termination of the engagement. In case that over the years it is decided to cease developing the product, the Vendor undertakes to continue developments and updates throughout the period of the undertaking, until Maccabi decides on the termination of the engagement.



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1.5 Undertaking and Approvals for Winning the RFP [M] 1.5.1 Bank Guarantee for execution of the RFP [M] The winner shall attach a decreasing bank Guarantee in accordance with

Paragraph 10 of the Agreement. 1.5.2 Quality procedure [M] Execution of the project shall be performed in accordance with quality

procedures. Complementary methodologies and tools proposed by the Vendor shall be presented under the appropriate paragraphs in the Technology Chapter.

Maccabi's IT branch works according to ISO9001:2008 standard, and

therefore the Vendor shall comply with the generally accepted conditions required as a result.

1.5.3 Engagement Contract and Technical Appendix [M] Signing the Engagement Agreement – Appendix B to this RFP, as well as the

Technical Appendix attached to the RFP, constituting an integral part thereof. The Technical Appendix shall consist of a combination of the Technical Specifications Document (Appendix A), Vendor's proposal (as explained in the RFP) and the characterization documents prepared by the Vendor.

The RFP winner shall sign the Engagement Agreement attached as Appendix

B to the RFP Documents, in two copies, and shall produce these to Maccabi within 30 (thirty) workdays from the date of receiving the notice on winning the RFP.

The winner undertakes to produce to Maccabi, one day before the date of signing the Engagement Agreement, an insurance policy confirmation signed and approved by the insurance company. The winner acknowledges and agrees that no changes / reservations shall be accepted in the wording of the Engagement Agreement as it appears in Appendix B to the RFP. The Vendor declares that: The Vendor acknowledges that Maccabi intends to complete the engagement process within a fixed period of time from the date of announcing the RFP winner (up to thirty business days). In case this engagement is not performed within this time period, for any reason, Maccabi reserves the right to select a second, third, etc. winner.



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1.5.4 Ownership of the system and rights of use [M] The proposed system shall be used by Maccabi. Parts developed on the basis

of requirements unique to Maccabi shall be owned by Maccabi. The Vendor shall undertake to fully regulate rights of use of all accessory components, including shelf software, for Maccabi. If the proposed solution includes rights of use for any third party, the Vendor shall undertake to regulate these rights for Maccabi, without Maccabi having to sign any contract or agreement beyond the contract between the third party and the Vendor.

1.5.5 Warranty, maintenance and service [M] Undertaking to provide warranty, maintenance and service, including for

individual parts and components in the system, as detailed in the specifications. In any case, the minimal warranty period for the entire system shall be no less than 12 months. The reaction time per call shall be as detailed in the agreement.



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1.6 The Rights of Maccabi Healthcare Services [M] 1.6.1 Accepting the proposal [M] Maccabi does not undertake to accept the cheapest proposal, or any proposal,

all at its exclusive discretion. 1.6.2 Negotiations [M] Maccabi reserves the right to hold negotiations, at its discretion, with the

contending vendors whose proposals are found to be the most suitable, which passed all stages of professional elimination.

1.6.3 Canceling the RFP [M]

a. The very publication of the RFP or receipt of proposals or their examination shall not constitute any obligation towards any Vendor, as long as Maccabi and the winning Vendor do not sign an agreement for the supply of the laboratory information management system, all as detailed in the Engagement Agreement (Appendix B).

b. Maccabi shall be entitled, at any time, to cancel the RFP for any reason as

it sees right, at its sole discretion, and Maccabi shall also be allowed – but not required – to publish a new RFP or tender following such cancelation.

c. A notice of the cancelation of the RFP shall be sent by email to all buyers of the RFP.

d. If Maccabi decides on the cancelation of the RFP, none of the buyers of

the RFP Documents shall have any claim and/or demand and/or suit against Maccabi and/or anyone on its behalf.



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1.7 The Vendor's Proposal [M] 1.7.1 General structure [M] The proposal's structure shall have 1:1 correspondence with the RFP's

structure. For example: Paragraph 2.1 of the proposal shall contain a response to Component 2.1 of the Technical Specifications Document, Paragraph 2.2 shall contain a response to Component 2.2 of the Technical Specifications Document etc. Next to a component for which there is no response, it will be stated "no response", and the following component shall maintain its original number in the Specifications. It is mandatory to answer all paragraphs, in accordance with the structure and the details within each paragraph! It is recommended to elaborate and to provide any extra information next to the response.

1.7.2 Structure of the proposal: details [M] The contents and structure of the response for each component (and

subcomponent) shall comply with the component classification: I, G, M or S, as defined in Paragraph 1.3 above.

The Vendor may add notes and/or clarifications next to the response. In case

of a long response, it shall be attached as an appendix to the proposal. The appendix shall be marked with the number of the reference component.

For example: The appendix "Section 4 P 2" shall expand on the matter of hardware infrastructure required for the system.

It is highly important to attach long responses as appendices in order to

simplify the contents of the proposal and allow for easier reading. Professional and advertising materials shall be attached as appendices to the

relevant paragraph, and shall be marked as detailed in the above example. 1.7.3 Proposal components [M] The Vendor's proposal shall be submitted in the following manner: Preliminary Phase

Response to Part 1 – Administration



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Phase A

Response to Part 2 – Technical Specifications Document Phase B

Proposal Form Gap Analysis document and Statement Of Work (SOW)

1.7.4 Number of proposals [M] A Vendor shall submit no more than two proposals (alternatives). Each

alternative shall be submitted as a separate proposal and shall be discussed individually. This restriction includes integrated proposals with other vendors.

1.7.5 Proposal Summary (Executive Summary) [M] It is necessary to attach an Executive Summary. It is recommended that this

summary shall not exceed 5 pages.

1.8 Ownership of the RFP Documents and proposal [M] 1.8.1 Ownership of the RFP Documents and their use [M] The RFP Documents are Maccabi's intellectual property, which is transferred

to the vendors for the purpose of submitting a proposal only. No use for any purpose other than preparing the proposal shall be made of them. All buyers of the RFP Documents are strictly forbidden to transfer them and/or a copy thereof to another.

1.8.2 Ownership of the proposal and its use [M] The Vendor's proposal (the response to the request for proposals) is the

Vendor's property. Maccabi shall have the option of using the proposal and the information it contains for all purposes related to the RFP, until the completion of the engagement.

1.9 Wholeness of the proposal and overall liability [M] The Vendor may submit a proposal in which parts of the services are supplied

through sub-contractors, agents etc., as long as it strictly complies with the following conditions:



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In each and every component, it will be clear who the vendor, marketer and owners of that component are. In case there are multiple owners of a component, the part of each of the owners shall be stated.

Under the Vendor's details, it is necessary to describe all the sub-suppliers,

agents etc. involved, in accordance with the required attributes, and what the mutual relations are between the Vendor in charge and the sub-contractors.

The parties acknowledge and agree that the submitted proposal is a whole

and is proposed as one integrative and operative unit. The Vendor of the proposal shall be considered as the primary contractor and shall be responsible for all activities and products, including those of the sub-contractors, agents or any third party integrated in the project. For the purpose of receiving service for components supplied by sub-contractors / agents, Maccabi shall be permitted to contact them directly or contact the primary contractor in the RFP.

1.10 Preconditions (Minimal Conditions) for Participating in the RFP process [M]

Only a Vendor that bought the RFP Documents, or previously bought the

Tender No. 102/2013, from Maccabi, holds a receipt / approval proving this, and meets itself (and not through its sub-contractors) the following accumulative conditions shall be permitted to participate in the RFP process:

a. Is a legally registered corporation.

b. If the Vendor is a resident of the State of Israel – shall produce confirmation

stating that it performs bookkeeping as legally required, as well as confirmation under the Public Body Transactions Law (Enforcement of Bookkeeping), 1976, that it keeps accounts in accordance with the Income Tax Order and VAT Law.

c. It owns the rights to the proposed system.

d. It has the ability to supply Maccabi with the system itself, as well as to adjust

it, perform developments in it, assimilate it, install it on all its components, provide training for its users .Provide maintenance services for the system and its components, whether by itself or through a subcontractor on its behalf.

e. It has proven experience, and not through a sub-contractor, in the implementation, customization, assimilation, interfacing to operation systems of the client, and in providing maintenance services for the proposed system, during at least the last four (4) years (2009 – 2012) in at least five (5) laboratories under different ownership, out of which at least one clinical laboratory in the last two (2) years (2011 – 2012).



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f. Its income in the last two years (2010 – 2011) according to generally accepted accounting principles, and as reflected in its financial statements, is equivalent to NIS 6 million per year at least.

g. It has attached and signed as necessary the Letter of Declaration and Undertaking, Appendix D.

h. It has attached and signed as necessary the Vendor Details Form, Appendix E.

The Vendor's compliance with all of the above conditions constitutes a necessary minimal condition for the very submission of the proposal.

The proposal of a Vendor that failed to comply with all of the above conditions will be disqualified!

1.11 Examining and Evaluating the Proposals [I] 1.11.1 Evaluation of cost / quality [I] The criteria for selecting the winning proposal in the RFP shall be by way of

weighing the components detailed below: Quality – 50% Cost – 50% All at the sole discretion of the Project Team, and in such manner that the

proposal providing Maccabi with the optimal advantages is selected. 1.11.2 Cost evaluation – 50% [I] Evaluating the cost of the proposals shall be done by way of weighing the

components as detailed below:

80% according to the total costs for 10 years, including the total costs of the project and its maintenance. The total cost of the project shall be calculated by summing up the Vendor's proposal for the supply of the system in accordance with the Proposal Form, together with the calculated cost for investment in infrastructure (according to the Vendor's demands and in accordance with the costs known to Maccabi).

15% according to the estimate of the total costs of development and maintenance for them, after the project goes live. The calculation shall be performed according to an estimate of 3,000 annual hours, in an average weighing of the cost price per hour of the various professionals as they appear in the Proposal Form.

5% according to the programmer cost estimate for a period of 7 years for the purpose of future developments – at Maccabi's option.

All costs shall be capitalized according to a rate of 3% per year.



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1.11.3 Quality Estimate – 50% [I] Below are the details of the criteria used for the purpose of evaluating

quality: Description of quality criteria Weight for

paragraph Weight for criteria

Criteria

1 Professional experience – the professional experience and expertise of the Vendor's company in the customization, development, implementation and maintenance of laboratory information systems for the management of clinical laboratories.

25

15% Vendor's

evaluation

2 Overall impression – the strength, size and scope of activities of the company in the field of clinical laboratories, recommendations from direct clients, reputation of the professional and managerial staff, extent of response to the RFP.

25

3 Scope of installations of LISs – scope and type of active installations of the specific system abroad and in Israel, in environments that are similar to Maccabi and in other environments.

25

4 The professional team for the project – impression of the skills, experience and professional level of the professional team members proposed for the project – in the various professions, and the practical knowledge in professions and in laboratory processes.

10

5 Technical support for the system – managing a technical support hotline (including call center and remote support), manner and methods of support, recommendations from direct clients etc.

10

6 Methodologies and controls – impression from the methods and methodologies practiced by the Vendor in order to ensure quality control throughout all phases of project management, risk management, resource management, system / computer performance control and management.

5

Total for Part 1 100

Minimum quality score – 80

1 Evaluation of LIS software – modern / up-to-date technology, flexible modular architecture and compatibility with Maccabi's functional requirements.

45

25% LIS software

2 System interfaces establishment – flexible data interface management tools that enabling to create and to maintain interfaces with other systems, in Maccabi and others, together with control tools for completeness and secure data exporting and importing processes.

10

3 Workflow tools and rule engine – built-in integrated tools in the system, modern architecture, flexibility in definition, in managing

15



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Description of quality criteria Weight for paragraph

Weight for criteria

Criteria

and maintaining rules and business processes – flexible connectivity with modules that are both internal and external to the system, etc.

4 User experience – clear and intuitive user interface, support for Hebrew and multilingual support – RTL / LTR display and writing direction, input of fields with mixed Hebrew / English / numerals / special characters – and display of system notices in Hebrew.

10

5 System specialization and compatibility – compliance with the required regulations and standards (professional and technical), system's ability to provide solutions to the defined disciplines and ability to process and manage the defined work volumes etc..

15

6 Report generator – a report and query generator, with Hebrew and multilingual support, built-in in the system, ease of operation on user level, flexible access to a built-in data glossary – high level of connectivity to the system.

5

Total for Part 2 100 Minimum quality score – 80 1 Architecture – modern technology, connectivity

to devices and automation, system layers, data structure, configuration management, response times, survivability and availability.

35

25% System

technology

2 Development tools – advanced built-in design, integration and development tools in the system, for Maccabi's use, and intuitive use, including support and compatibility with manufacturer versions.

25

3 Computing infrastructure – evaluation of the proposed system infrastructure specifications, hardware & software, including evaluation of the survivability / redundancy levels of the system, based on received specifications and quantities.

10

4 Software infrastructure – operating system, database management systems, version management and update methods, work environment management for development, tests, training, manufacturing etc.

15

5 Information security – compliance with generally accepted standards, management and compartmentalization of authorizations, server hardening, data encryption in storage and transfer, audit trail, single sign on, Active Directory.

15

Total for Part 3 100 Minimum quality score – 80 1 Project development methodology – an

organized, comprehensive methodology, compatible with quality standards, documentation levels, evaluation of the work method and ability to develop and assimilate in phases (without interruptions to ongoing work)

35 10%

Project



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Weight for criteria

Criteria

2 Data conversion – impression of the solution proposed by the Vendor, level of solution complexity, data completeness, time required for execution including tests, required development volume and test plan.

25

realization

3 Training, assimilation and guidance – impression of the methods, scopes and manners of execution of training, assimilation and guidance by the team.

30

4 Level of general planning – impression of the level of planning and controls proposed by the Vendor for all development and assimilation phases of the project.

10

Total for Part 4 100 Minimum quality score – 80 1 Professional impression – impression of the

professional abilities of the Vendor's team in preparing the solution – including the preparation and implementation phases entailed in assimilating the required solution.

25

10%

System

capability presentation

– POC

2 Development, planning and implementation – impression of the manner of planning and integration of the solution into the software package, including realization of existing mechanisms, performance of required configuration and/or developments.

25

3 Professional impression of the solution – examination of the manner of realization of the demands in the software package, the quality of the solution including all its components – levels of compatibility and completeness of the solution in comparison to the demands etc.

40

4 The Vendor's approach – impression of the Vendor's approach to providing the solution, the manner of its presentation to laboratory representatives and IT representatives, its willingness, seriousness, knowledge and professionalism.

10

Total for Part 5 100 Minimum quality score – 80 PHASE B

1 Solution contents – estimate of the contents of coverage of the software package for the purpose of providing a full solution to the demands from the new system – including evaluation of required developments.

30

15% System-wide Gap Analysis 2 Quality of Gap Analysis process – manner of

managing the process, examination of the proposed solutions including complexity / flexibility, implications of the required developments on the system architecture, ongoing maintenance and future changes.

30



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Weight for criteria

Criteria

3 Know-how and professionalism – impression of the general know-how and professional capabilities of the Vendor's team members designated for executing the Gap Analysis phase.

10

4 Statement of work and timetable (SOW) – impression of the submitted detailed statement of work for the project – including human resources allocated to the different phases and the applicability of timetables.

30

Total for Part 6 100 Minimum quality score – 80 1.11.4 The weighting process [I]

a. The Project Team shall examine the quality of the service and the Vendor's ability, according to an overall evaluation of the Vendor, its expertise, resources, experience and capabilities to meet the requirements of the RFP, the level of service, reputation of the manufacturer and global experience, relying on the data it attaches to the proposal, on the basis of Maccabi's satisfaction from the execution of various past engagements with the Vendor, as well as on the basis of the examination of clients' recommendations from the Vendor's past engagements, as well as according to any other finding collected by the Project Team or by an inspection team it appoints, if any is appointed, as provided by Subparagraph e below.

b. It is emphasized that the final weighted score shall only be given with

respect to proposals meeting the minimum conditions – Paragraph 1.11, and the mandatory requirements of the Technical Specifications Document (Appendix A).

c. The Project Team shall be permitted to reject the proposal of a Vendor

that does not comply with the minimum quality score for components included in the foregoing quality paragraphs, all according to the data it presented when presenting the proposal in Phase A, and/or which was collected during the examination of proposals examined by the Project Team, in the manner it decides on and according to its sole discretion.

d. The Project Team shall be permitted to demand additional details

and/or clarifications from the Vendor, at its discretion and in any manner as it sees right, to its full satisfaction, in order to examine the Vendor and its proposal as part of its considerations.

e. The Project Team shall be permitted to appoint a team on its behalf to

examine the proposals and Vendors. The appointed team shall be permitted, but not required, to examine the Vendor as well as to request



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or to receive any information with respect to the Vendor and/or system and service it proposes. The Project Team shall be permitted to disqualify a proposal, if it believes that the Vendor did not cooperate with the Project Team or did not provide information as required.

f. Maccabi shall be permitted not to select a proposal which significantly

deviates upwards or downwards from the estimate of the value of the engagement, if the deviation is, in Maccabi's opinion, unreasonable.

g. The Project Team shall be permitted (but not required) to select a

second winner, third winner and so forth, in case the Engagement Agreement with the first winner, second winner and so forth is not realized for any reason, or is canceled by Maccabi within 3 (three) months of its commencement date.

h. The Vendor is responsible for ensuring full compatibility between its

declarations in the technical response and the manufacturer's declarations. In case of any contradiction, Maccabi shall refer to the manufacturer's data only, or shall disqualify the proposal, all at its sole discretion.

1.12 Jurisdiction [M] Sole and exclusive jurisdiction on all matters related to matters and issues in

connection with this RFP, or any claim deriving from the process of conducting this RFP, shall be exclusively given to the competent court in Tel Aviv - Jaffa.

1.13 Prices [M] The prices in the proposal shall be stated in NIS / USD ($) / EUR (€),

excluding VAT. We acknowledge that as the basis for comparing the prices of the proposals,

the representative USD ($) / EUR (€) exchange rate as of the last date for submitting proposals to the RFP shall be used.

1.14 Confidentiality 1.14.1 Classification of RFP Documents [M] This RFP (as well as the vendors' proposals and all other accessory materials

related to the RFP) is classified as confidential.

http://en.wikipedia.org/wiki/Euro_sign




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Upon the conclusion of the RFP, or receipt of an appropriate notice, all documents related to this RFP are to be returned to Maccabi.

1.14.2 Classification of the Project [M] The project is classified as confidential. The Vendor, the people it employs in this project and all information and

documents related to the project shall be in accordance with this classification. Upon the conclusion of the project or conclusion of the Vendor's work in the

project for any reason, the Vendor shall return to Maccabi all documents or other materials related to the project, including all copies and backups thereof, and shall erase the foregoing from all magnetic media in its possession.

1.14.3 Declaration of confidentiality [M] The Vendor shall ensure that all its employees and anyone working on the

project on its behalf sign a declaration of confidentiality, unlimited by time, which shall be sent by Maccabi.



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2. List of Documents to be submitted in the Preliminary Phase [G]

In Preliminary Phase, the Vendor must submit the following documents: a. Certificate of Incorporation as well as an attorney's / CPA's confirmation

that the corporation has been legally incorporated and is active, detailing the corporation's authorized signatories, and stating that their signatures, together with the corporation's stamp, binds the corporation for all intents and purposes.

b. If the Vendor is a resident of the State of Israel – it shall produce a

confirmation stating that it performs bookkeeping as is legally required, as well as a confirmation under the Public Body Transactions Law (Enforcement of Bookkeeping), 5736 – 1976, proving it keeps accounting books in accordance with the Income Tax Order and VAT Law.

if the Vendor is not a resident of the State of Israel, it shall produce a

residency approval from the tax authorities in its country of origin, in order for it to receive an exemption / reduction for deduction of tax at source, in case payment of taxes applies.

c. Accountant's approval of the scope of annual income as provided by

Paragraph 1.10f above. d. Up-to-date financial statements for the last two years, signed by an

accountant. e. Draft of an insurance policy confirmation. f. The Vendor's Letter of Declaration and Undertaking, Appendix D. g. The Vendor's details form, Appendix E, fully filled and signed as

required. h. Affidavit signed and approved by an attorney, Appendix G. i. The Administrative - Part 1

The Project Team shall be permitted, but not required, to allow a Vendor that did not produce with its proposal any document, approval, license, permit or any other paper as required by this RFP, to complete the production of the foregoing to Maccabi within a set period of time as it determines, as long as any such document, approval, license, permit or other paper are in effect and applicable as of the deadline set for by this RFP for submitting proposals.



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3. List of Documents to be submitted in Phase A [G] In Phase A, the Vendor shall submit the following documents:

a. Technical Specifications Document – a separate document containing

the Vendor's response.



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4. List of Documents to be submitted in Phase B [G] In Phase B, the Vendor shall submit the following documents:

a. The Financial Proposal Form (Appendix C below) – in a separate document.

b. A Gap Analysis document. c. A Statement Of Work (SOW).



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Appendices



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Appendix A: Technical Specifications Document [M] Please see a separate document



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Appendix B: Engagement Agreement [M] Please see a separate document



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Appendix C: Financial Proposal (Cost and Resources) [M] Please see a separate document



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Appendix D: Vendor's Letter of Declaration and Undertaking [M] To: Maccabi Healthcare Services 27 Hammered Street Tel Aviv

Re: Vendor's Letter of Declaration and Undertaking

The proposing corporation: Name of the proposed system / solution: Notes: We, the undersigned, authorized to sign and undertake on behalf of , hereby declare and undertake as follows: We read and understood all provisions of the RFP Documents, and agree to all their provisions and to all the conditions of the engagement, and accordingly we submit our proposal to the RFP and sign this Letter of Declaration and Undertaking. 1. We declare that we comply with all the minimum conditions and with the

conditions of the specifications required in the RFP. 2. Our signature on this Letter of Declaration and Undertaking constitutes our

obligation to execute the project in our proposal under the conditions detailed in all RFP conditions, all if we are declared the winners of the RFP, including signing the attached Engagement Agreement by the letter.

3. We acknowledge that Maccabi is not required to accept any submitted

proposal for any reason. 4. We undertake to maintain the confidentiality of the data and information to

which we shall be exposed directly or indirectly in the process of preparing the proposal and thereafter, including during the engagement period, if any, between Maccabi and us.

5. We undertake to keep our proposal and our undertakings in this Letter of

Declaration and Undertaking in effect, and not to cancel, change, amend or retract them, until 12 (twelve) months elapse from the deadline set for submitting proposals in this RFP, and if we are declared the RFP winners – throughout the period of the engagement under the agreement.

6. We understand and agree that by force of the RFP proceedings, it is possible

that this proposal of ours shall be revealed to the other vendors in the RFP.



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We know that the basis for comparing the prices of proposals shall be the representative USD ($) / EUR (€) exchange rate as of the deadline for submitting phase B response to the RFP. In witness whereof we have signed:




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Appendix E: Vendor's Details Form The Vendor is required to fill in the following details and sign at the bottom of the

form. The Vendor may attach any complementary materials. In case some of the services included in the proposal are provided by sub-

contractors, it is necessary to fill in Paragraphs 1 – 4 separately for each sub-contractor.

1. Vendor's details Name

Company No.

Legal status (form of incorporation) Active since:

Address of headquarters: Representing the company since:

Telephone No:

Fax:

Composition of ownership in the corporation: 1. 2. 3. 4.

2. General description of the Vendor 3. Human resources A. Total number of Vendor's employees: B. Number of support personnel employed by the Vendor:



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C. Names of support personnel employed by the Vendor, intended to work on the maintenance of the system, and their professional training: D. Fields of the company's activities including years of experience in each field: 4. Past experience, clients and recommendations: Number of years of experience the Vendor has in selling and providing maintenance services for laboratory information system. Total number of installations in Israel and globally. Please state the names of companies / organizations. 5. Below are the details of the largest clients which we regularly provided /

are providing in 2009 – 2012 with laboratory information management systems and all entailed services:

Client's name: Contact's name: Position: Telephone No: Description of services provided: Period of provision of services: Client's recommendation: Client's name: Contact's name: Position:



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Telephone No: Description of services provided: Period of provision of services: Client's recommendation: Client's name: Contact's name: Position: Telephone No: Description of services provided: Period of provision of services: Client's recommendation: We hereby declare all above details to be true. Date: Vendor's signature: Stamp:



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Appendix G: Affidavit [M]

A f f i d a v i t

I, the undersigned, , ID No. , after having been warned that I must state the truth and that I shall face the penalties set by law if I fail to do so, do hereby declare the following in writing: 1. This affidavit is given as an integral part of the proposal of

(hereinafter: the "Company") to Public RFP with Preliminary Selection for the provision of a laboratory management system (LIS / LIMS).

2. I serve in the position of in the Company, and I am authorized to

give this Affidavit in its name. 3. The Company owns the rights in the proposed system. 4. The Company is capable of providing Maccabi with the system, its warranty

and its maintenance by itself and/or through a sub-contractor on its behalf. 5. The Company has proven experience, not through a sub-contractor, in the

implementation, customization, assimilation, interfacing to client operation systems and provision of maintenance services for the proposed system of at least the last four (4) years (2009 – 2012), in at least five (5) laboratories in the world, under different ownership, out of which at least the last two (2) years (2011 – 2012) in clinical laboratories.

6. This is my name, this is my signature and the contents of my above affidavit

are true.

Signature

Approval

I hereby confirm, that on (date), appeared before me, , attorney-at-law, at my office, address: , Mr/Ms. , who identified himself using ID card No. , and that after I have warned him that he must state the truth and that he shall face the penalties set by law if he fails to do so – he confirmed the correctness of his above affidavit and signed it before me. Signature and stamp



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Appendix H: Guidelines for Demonstrations [M] The Vendor shall be invited to Maccabi to demonstrate the LIS / LIMS it proposes for assimilation, before selected representatives in Israel.

Demonstrations of the items by the Vendor shall be performed at Maccabi over 5 full workdays.

The items shall be demonstrated to Maccabi – user representatives, IT representatives, management representatives and others.

1. Live demonstration in a working system, including primary laboratory

work procedures (1 – 1.5 days)

a. The demonstration shall represent core processes in the laboratories, See Business Processes – Section II, chapter 3.

b. Demonstration of a certain process in expert laboratories (such as

pathology, genetics, tissue classification, cytogenetic, bacteriology). c. It is necessary to prepare in advance relevant test data and scenarios

for these processes. d. Additional capabilities / processes in the system crucial to users' use. e. Demonstration of support capabilities in Hebrew including: mixed fields,

general screens, table screens, queries, reports, sorting and filtering.

2. Live demonstration of proof of concept (POC) for the work process in the mycology laboratory – see detailed document attached to the RFP Documents (1 day)

a. On system user level b. On system administrator level c. On developer level

3. Live demonstration for system administrator (1 day)

a. Ongoing definitions – user, device, new test definition etc. b. Creation of forms / questionnaires / letters c. Maintenance / creation of new work processes and/or business rules d. Ongoing maintenance issues such as: adding a new device, container

collection route etc.



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e. Definition and management of interfaces to external systems

4. Description of system technology (1 day)

a. System architecture & configuration overview b. Development tools c. Report generator d. Form / questionnaire generator e. Online query tools f. Workflow g. Business rules engine h. Management tools, dashboards (OLAP) i. Data security (audit trails, user authorizations etc.) j. Main system tables k. Distribution tools



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Appendix I: System Requirements for POC [M] Please see a separate document



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Appendix J: Structure of Form for Presenting Questions [M] Serial No.

Paragraph No.

Question

Administrative 1 2 3 4 Technical Specifications response 1 2 3 4 Agreement / contract 1 2 3 4 Insurance policy confirmation 1 2 3 4 Cost Proposal Form 1 2 3 4 Affidavit 1 2