REQUEST FOR

PROPOSALS

“St. Joseph's Hospital Rural Healthcare Pilot Program” Bridge Funding Project

RFP #02 HCP Number 17257

FCC RN 0017410317

St. Joseph’s Hospital Rural Health Care Pilot Program

2661 County Highway I Chippewa Falls, WI 54729

Attn: Kevin Groskreutz, Associate Project Coordinator

September 12, 2012

St. Joseph's Hospital Rural Healthcare Pilot „Bridge Funding‟ Program Request for Proposal Page 2 of 15 9/20/2012 (Final)

1. Background The St. Joseph‟s Hospital‟s Rural Health Care Pilot Program was one of 69 projects selected to participate in the Universal Service Rural Health Care Pilot Program. With Pilot Program funding, St. Joseph‟s Hospital was able to extend existing fiber infrastructure to connect two hospitals with fiber connections and connect two rural hospitals with T-1 services. St. Joseph’s Hospital is seeking fiber service substitution for the two existing T-1 service connections. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program will utilize Bridge Funding provided by the Federal Communications Commission (FCC) under the Commission‟s order 12-74 (“Rural Health Care Support Mechanism”) of 6 July 2012, as well as matching and participatory funds as defined in the Order and provided by the Partners and their member sites and organizations. The locations to be served will be St. Joseph's Hospital Chippewa Falls, WI; Sacred Heart Hospital, Eau Claire, WI; Rusk County Memorial Hospital, Ladysmith, WI; and Memorial Medical Center, Neillsville, WI (the „Partners‟) to increase utilization of tele-health services among non-profit healthcare providers serving rural communities across western Wisconsin. This RFP addresses the needed Service Substitution. It is anticipated that several solutions are possible so the RFP is intentionally generic to solicit a variety of innovative responses. Solution providers will need to submit end to end connectivity capability. All sites in the network must support full internet protocol (IP) services/ports advanced services including but not limited to H323 audio and video conferencing, large (100MB+ file transfers, web based audio and video streaming, Voice over Internet protocol (VoIP) and full support for both IP Sec and SSL VPN traffic for complete technical convergence within the existing infrastructure. The Universal Service Administration Company (USAC) administers the Rural Healthcare Pilot Program. USAC will employ a form called the Network Cost Worksheet (NCW) to approve planned project expenses and to manage the vendor payment process. The NCW will list all of the non-recurring and recurring vendor charges for building the broadband network and operating its first year of service. Vendors will be paid from two funding sources:

85 percent of the payment will come from USAC and

15 percent from the rural healthcare network group through St. Joseph‟s Hospital.

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2. Administrative and Procedural Information The Rural Health Care Pilot Program („RHCPP‟) of the Universal Service Fund, which is administered by the Universal Service Administrative Company (USAC), is a support program authorized by Congress and designed by the Federal Communications Commission (FCC) to encourage the development of rural broadband networks to provide advanced healthcare telecommunications capabilities and services to rural health care providers (HCPs). Notice: This project is subject to the USAC procurement rules. Vendors must meet all USAC requirements. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program will submit a USAC Form 465 to USAC who will review the documentation and will post the RFP on the USAC website. More information on bidding and posting rules can be found at: http://www.usac.org/rhcp/vendors/default.aspx The following considerations apply to the proposal submission / review process:

Bidders are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies they have concerning this bid in writing to:

Kevin Groskreutz Sacred Heart Hospital 900 West Clairemont Ave Eau Claire, WI 54701 Telephone: 715-717-5030 Email: Kgroskreutz@sjcf.hshs.org

Questions and answers will be emailed to all bidders throughout the bidding process. Bidders should include an email contact for notification of any Q&A and clarification.

Any communications with St. Joseph‟s Hospital‟s Rural Health Care Pilot Program staff members other than via the method described above should not be considered authoritative, are not binding on St. Joseph‟s Hospital‟s Rural Health Care Pilot Program, and may be disavowed without notice or explanation. In the event it becomes necessary for St. Joseph‟s Hospital‟s Rural Health Care Pilot Program to amend, add to or delete any part of this RFP, the amendment will be posted on the USAC web site, as required by the Order and by the USAC-mandated bidding procedures. Bid proposals must be received at the St. Joseph‟s Hospital‟s Rural Health Care Pilot Program office no later than midnight the 28th day after the posting date. This receipt deadline requirement is a mandatory requirement and is not subject to waiver by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program. Accordingly, no

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bid proposals will be accepted after the date and time specified. A late bid proposal will be returned unopened to the bidder. No bid proposal will be accepted by telephone, electronic mail or facsimile. The proposal receipt deadline is for actual receipt in the St. Joseph‟s Hospital‟s Rural Health Care Pilot Program office as identified below. Delivery, whether via postal mail of other service, must be arranged to assure arrival before the deadline set forth above. Bid proposals must be mailed or otherwise physically delivered to the following address:

St. Joseph‟s Hospital‟s Rural Health Care Pilot Program Attn: Kevin Groskreutz, Associate Project Coordinator 900 West Clairemont Ave Eau Claire, WI 54701

It is strongly suggested that certified delivery services be used to verify the receipt of bids by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program. Bid Proposals will be opened at 09:00 CDT on the 29th day after the posting of this RFP. The bid proposals and the evaluation documents created by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program will remain confidential until St. Joseph‟s Hospital‟s Rural Health Care Pilot Program has evaluated all of the compliant bid proposals submitted in response to this RFP and the selection process is complete. Once the evaluation and selection process is complete, the bid proposals submitted and the evaluation documents created by the St. Joseph‟s Hospital‟s Rural Health Care Pilot Program will be available for inspection.

Failure to comply with or supply any and all information requested to accompany bid proposals may be cause for rejection of the proposal as non-compliant. All bid proposals must be valid for a period of 90 days from the date of submission. By submitting a bid proposal the vendor agrees to the terms and conditions contained within this RFP.

3. Proposal Evaluation Proposed vendor responses will be evaluated based on, but not limited to, the following:

50% - Cost

Bid proposals must identify all costs associated with the proposed solution, including design, installation, configuration, maintenance, and monthly recurring costs, universal service fees and applicable taxes.

o Implementation fees, including one-time connection or provisioning charges, hardware costs.

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o Monthly recurring charges amortized over the period of the proposed contract, for transmission at the proposed bandwidth, port charges, transport charges, taxes, fees, and assessments.

o Contract termination provisions, including specific penalties, if any, for early termination by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program. Specifically, for hardware and fiber installation proposals:

o Purchase price for each unit. Bundled pricing may be cited, but individual components must be identified and detailed pricing provided.

o Shipping costs for each unit or shipment. o Design, engineering, configuration and installation charges. o Taxes, permits, fees, licenses. o Maintenance and/or support charges for the proposed contract

period. o All subcontracting shall be pre-approved by St. Joseph's Hospital.

The Prime Contractor/Bidder shall be responsible for all subcontractor(s) work and payment. St. Joseph's Hospital will not pay any subcontractor or third parties directly. Proof of release of liens of subcontractors will need to be submitted prior to invoice approval.

o All costs may not qualify for RHCPP bridge funding, so it is critical that accurate, detailed cost information should be provided for all portions of the bid proposal.

30% - Technical solution

Ability of the proposed solution to meet all technical requirements

Flexibility to scale needs to higher bandwidth over time.

Bidder‟s proposal accounts for existing hardware components and network logical and physical topology, and does not impose restrictions or reconfiguration requirements to accommodate specifications of proposed equipment that do not meet RFP requirements.

10% - Vendor qualifications, and experience (Vendor’s response to the RFP demonstrates a clear and complete understanding of the goals of the overall project)

Bidder possesses the ability to provide proposed services or products in the manner and within the timeline(s) specified in the RFP, as determined by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program, based on:

o References provided; o Reputation in the industry; o Past performance in the experience of one or more of the St.

Joseph‟s Hospital‟s Rural Health Care Pilot Program partners (if applicable).

o Objective qualifications of key staff and proposed project personnel;

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o Demonstration that the vendor has a full understanding of the purposes described in this RFP and the laws applicable to the project

10% - Implementation o Bid proposals must include a project plan and timeline detailing milestones

and overall schedule. Critical path items and potential delay circumstances must be clearly identified

o Service Level Agreements and/or Performance guarantees, including uptime and response time guarantees.

o Proposed system testing and acceptance provisions will be required on all bid proposals.

o St. Joseph‟s Hospital‟s Rural Health Care Pilot Program reserves the right to work in concert with vendors to develop appropriate testing and acceptance criteria for specific installations or configurations, to be defined and accepted by both parties prior to contract initiation.

o Any contract resulting from this RFP will contain specific deliverable item acceptance provisions.

o Bid proposals will contain acknowledgement of, and provisions for providing, USAC invoicing requirements and formats. Bidder will conform to invoicing procedures and processes as promulgated by USAC.

o Bidder agrees to provide a project manager or other individual who will be the primary contact for all dealings with St. Joseph‟s Hospital‟s Bridge Funding Rural Health Care Pilot Program.

St. Joseph‟s Hospital‟s Rural Health Care Pilot Program will select the most cost-effective bid or bids presented. The selection will be based on all factors indicated in this chapter, and may not go to the lowest bidder if cost is outweighed by a combination of other features in the winning vendor‟s bid. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program reserves the right to select bid proposals which, in the sole judgment of St. Joseph‟s Hospital‟s Rural Health Care Pilot Program, most nearly conforms to the specifications set forth herein, will best serve the needs of St. Joseph‟s Hospital‟s Rural Health Care Pilot Program and its Partners and participants, and provides the most cost-effective means for producing those results. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program reserves the right to waive any and all issues of form or presentation in considering bid presentations for acceptance or rejection, if, in the sole opinion of St. Joseph‟s Hospital‟s Rural Health Care Pilot Program, such waiver is in the best interests of the project. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program is not responsible for any costs incurred by a vendor related to the preparation or delivery of the bid proposal, or any other activities carried out by the vendor as it relates to this RFP. St. Joseph‟s Hospital‟s Rural Health Care Pilot Program is not obligated to accept any proposal received in response to this RFP. In particular, St. Joseph‟s Hospital‟s Rural Health Care Pilot Program may accept received proposals in whole or in part, or it may reject all proposals received. Changes in applicable laws and rules may affect the award process or any resulting contracts. Vendors are responsible for ascertaining pertinent legal requirements and restrictions. The selection decisions made

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by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program and reported to USAC under this RFP are final, and appeals or re-submissions will not be considered.

4. Site, Routing, and Technical Information

The purpose of St. Joseph‟s Hospital‟s Rural Health Care Pilot Program Bridge Fund project is to “preserve transitioning Pilot Program participants‟ connectivity and the resulting health care benefits that patients receive from those investments made by the Commission in health care broadband networks.” Following the FCC‟s Rural Health Care Support Mechanism (FCC 12-74, WC Docket No. 01-60) released July 6, 2012, this project consists of Service Substitutions: Because the Health Care Providers (HCPs) will exhaust allocated funding during year 2012, “Bridge Funding” support can fund Service Substitutions to allow HCPs to manage their networks efficiently, and have the effect of decreasing overall demand on the Fund. This Pilot projects is requesting Service Substitutions that will upgrade two existing T-1 circuits to fiber and increasing HCP bandwidth on the network. Bridge Funding will be used for recurring and nonrecurring charges, including installation charges associated with Service Substitutions that will allow participating HCP sites to upgrade existing circuits to fiber. This Service Substitution assures that connectivity needs are being met and allows HCPs to increase bandwidth on existing circuits to meet growing healthcare-related needs, and will help ensure that the Fund is used efficiently. The project requires an upgrade of existing circuits to fiber for enhanced broadband connectivity and increased HCP bandwidth, fiber optic cable installation, and site-based network routing hardware. The requirements for this RFP are grouped by Partner to enable vendors to most effectively evaluate the site(s) for which to submit proposal(s). Bidders are cautioned that most sites in all Partner regions are currently utilizing circuits funded in part by the Rural Health Care Program, administered by USAC. All connectivity bids solicited under this RFP are for service substitutions. Installation timing of circuit/connectivity substitution installations must be coordinated such that existing circuits are decommissioned. Each specification sheet provides site physical and contact information, as well as connectivity and hardware requirements.

St. Joseph's Hospital Rural Healthcare Pilot „Bridge Funding‟ Program Request for Proposal Page 8 of 15 9/20/2012 (Final)

Fiber Connectivity Requirements:

End-to-end fiber optic cable installation between the facility-designated telecommunications demarcation point in both sites of each site pair is required. Routing and installation particulars are to be determined by the bidder in accordance with the specifications below, and must be described in the bid proposal. Fiber services/installation bids are to include all labor and materials needed for the installation of the specified fiber connectivity, including site survey, engineering, fiber installation, and termination. Documentation, including final site survey, engineering drawings, fiber installation specifications and „as built‟ drawings, is to be provided in a timely fashion upon the acceptance on an installation bid by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program. The vendor will obtain permits from departments and/or agencies of cities, state, county, and federal government, railroads, or other entities which provide for the placement of facilities within their respective rights of way. The vendor will provide

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easements for construction on private lands, as needed. Any and all easements must be approved by St. Joseph‟s Hospital‟s Rural Health Care Pilot Program prior to implementation. It is preferred that all easements be one time, advance payments with no recurring charges. All external fiber installation will be of cable-in-duct construction within city limits and where needed, using twelve-strand (minimum) single-mode fiber optic cable unless specified. Portions of the fiber installation may consist of direct-buried cables. All fiber installation/services will be installed and tested in accordance with industry-standard practices, All equipment, transmission methods, and systems must be “industry standard” which is defined as the most current version of relative standards set by an American National Standards Institute (ANSI) or International Organization for Standardization (ISO) –accredited Standards Developing Organization (SDO), such as the Institute of Electrical and Electronics Engineers (IEEE), Telecommunications Industry Association (TIA), or Electronic Industries Alliance (EIA). Vendors should list the relevant standards the solution utilizes.

4.1. Partners: “St. Joseph’s Hospital and Rusk County Memorial Hospital”

All broadband fiber service site substitution links specified are to provide transport between St. Joseph's Hospital and Sacred Heart Hospital using available fiber infrastructure currently in place. The service substitution is to provide connectivity between St. Joseph's Hospital and Rusk County Memorial Hospital. The service connectivity could be provided by the use of available dark fiber through an ownership agreement or leasing or construction. The requirement is to connect to the existing fiber infrastructure. Detail Site Specifications: St. Joseph's Hospital

Funding year: FY2012 Connectivity: The scope of this project includes engineering, construction management and installation services for fiber optic cable infrastructure from St. Joseph's Hospital, 2661 County Highway I, Chippewa Falls, WI to Rusk County Memorial Medical Center, 900 College Ave. West, Ladysmith, WI.

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Image of St. Joseph’s Hospital 2661 County Highway I, Chippewa Falls, WI. The red line in the above picture shows St. Joseph‟s Hospital owned fiber optic cabling. We will need fiber services spliced in from the hand hole adjacent to County Hwy I in the above picture. Contractor to provide regeneration of 1 gigabit signal where needed.

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Rusk County Memorial

Rusk County

Memorial

Image of Rusk County Memorial Medical Center Suggested hardware that is compatible with existing infrastructure includes:

Ladysmith End 2 - WS-C3560X-24T-S switches 2 - C3KX-NM-10G network modules 2 - GLC-ZX-SM sfps Every Regeneration Point 2 - WS-C3560X-24T-S switches 2 - C3KX-NM-10G network modules 4 - GLC-ZX-SM sfps (2 for each switch). Hospital Sisters Health System (HSHS) /Western Wisconsin Division (WWD) End

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2 - WS-C3560X-24T-S switches for sjcf 2 - C3KX-NM-10G network modules 2 - GLC-ZX-SM sfps 1 - HWIC-4ESW for backhaul into shec router.

Facility: St. Joseph‟s Hospital, Hospital Sisters Health System Division (Western Wisconsin) 2661 County Hwy I Chippewa Falls, WI 54729 Facility Phone: 715-723-1811 Contact: Kevin Groskreutz Phone: 715-717-5030

Facility: Rusk County Memorial Hospital

900 College Ave. West Ladysmith, WI 54848 Facility Phone: 715-532-5561 Contact: Colleen Galetka Phone: 715-532-5561, Ext. 108

4.1 Partners: “Sacred Heart Hospital and Memorial Medical Center”

Connectivity: The scope of this project includes engineering, construction management and installation services for building out a 12 strand fiber optic cable infrastructure to provide connectivity between Sacred Heart Hospital, 900 W Claremont, Eau Claire, WI and Memorial Medical Center 216 Sunset Place, Neillsville, WI 54456. This connectivity is a Service Substitution to upgrade an existing T-1 circuit.

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The red line above shows HSHS owned fiber. The purple box is hand hole #53 (Clairemont Avenue and Stein Blvd.) We will need fiber services from this hand hole to the below drawing which is at Memorial Medical Center, 216 Sunset Place, Neillsville, WI. Contractor to provide regeneration of 1 Gigabit signal where needed

St. Joseph's Hospital Rural Healthcare Pilot „Bridge Funding‟ Program Request for Proposal Page 14 of 15 9/20/2012 (Final)

Suggested hardware that is compatible with existing infrastructure includes: Neillsville End 2 - WS-C3560X-24T-S switches 2 - C3KX-NM-10G network modules 2 - GLC-ZX-SM sfps Every Regeneration Point 2 - WS-C3560X-24T-S switches 2 - C3KX-NM-10G network modules 4 - GLC-ZX-SM sfps (2 for each switch). HSHS WWD End 2 - HWIC-1GE-SFP wic cards 2 - GLC-ZX-SM sfps

St. Joseph's Hospital Rural Healthcare Pilot „Bridge Funding‟ Program Request for Proposal Page 15 of 15 9/20/2012 (Final)

Facility: Sacred Heart Hospital, Hospital Sisters Health System Division (Western Wisconsin) 900 W. Clairemont Ave Eau Claire, WI 54701 Facility Phone: (715) 723-1811 Facility Contact: Kevin Groskreutz Phone: (715) 717-5030

Facility: Memorial Medical Center

216 Sunset Place Neillsville, WI 54456 Facility Phone: (715 )743-1301 Facility Contact: Derrick Longdo Phone: (715)-743-8018