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TreatmentPlanningSystemRFP MoffittCancerCenterv4 1
H.LeeMoffittCancerCenterandResearchInstitute,Inc.
RequestforProposal19-01-SSPBeamRadiationTreatmentPlanningSystemfor
RadiationTherapyPatients
TreatmentPlanningSystemRFP MoffittCancerCenterv4 2
TableofContents
1 ExecutiveSummary..............................................................................................................................4
1.1 MoffittCancerCenterOverview..................................................................................................4
1.2 RadiationTreatmentPlanningSystemOverview.........................................................................4
1.3 RFPPurposeandObjectives.........................................................................................................4
2 RequestforProposalProcess...............................................................................................................4
2.1 RFPContents................................................................................................................................4
2.2 RFPTimeline.................................................................................................................................5
2.2.1 VendorPre-SubmissionConference.....................................................................................5
2.3 ResponseRequirements...............................................................................................................5
2.4 AwardCriteria..............................................................................................................................5
3 RFPQuestionsandRequiredSolutionRequirements..........................................................................6
3.1 CompanyInformation..................................................................................................................6
3.2 SolutionOverview........................................................................................................................6
4 Business/FunctionalRequirements......................................................................................................6
5 Non-FunctionalRequirements.............................................................................................................8
6 ReportingRequirements......................................................................................................................8
6.1 TechnicalandArchitecturalRequirements..................................................................................8
6.1.1 General.................................................................................................................................8
6.1.2 ApplicationServers...............................................................................................................9
6.1.3 DatabaseServers..................................................................................................................9
6.1.4 Databases.............................................................................................................................9
6.1.5 Network..............................................................................................................................10
6.1.6 Workstations......................................................................................................................10
6.1.7 Integration..........................................................................................................................10
6.2 Security.......................................................................................................................................11
6.2.1 RatingInformation.............................................................................................................11
6.2.2 RiskManagementPoliciesandProcedures........................................................................11
6.2.3 NetworkSecurityandDataManagement..........................................................................11
6.2.4 RegulatoryandComplianceManagement.........................................................................12
6.2.5 PastCircumstances/Claims/Breaches................................................................................12
TreatmentPlanningSystemRFP MoffittCancerCenterv4 3
6.3 MaintenanceandSupport..........................................................................................................12
6.4 ImplementationandTraining.....................................................................................................12
6.5 Pricing.........................................................................................................................................13
6.6 VendorItemizedPricing.............................................................................................................13
Appendix1–VendorAcknowledgementFormIntenttoRespond...........................................................165
Appendix2–SupplierDiversityUtilizationandSubcontractingPlan.........................................................16
TreatmentPlanningSystemRFP MoffittCancerCenterv4 4
1 ExecutiveSummary
1.1 MoffittCancerCenterOverviewTheH.LeeMoffittCancerCenter&ResearchInstitute,Inc.(“MoffittCancerCenter”),locatedinTampa,Florida,beganoperationsin1986.Asanacademicandresearchmedicalcenter,MoffittCancerCenteristheonlyNationalCancerInstitute-designatedoncologyresearchinstituteinFloridaandoneoftheSoutheast'sleadingcancercenters.
Comprisedofaninpatientfacility,ambulatoryoutpatientsurgerycenter,ambulatoryclinics,acancerscreeningfacilityandresearchlaboratories,MoffittCancerCenteroffersasophisticatednetworkofservicesandtechnologiesthatassurethecitizensofitsregionconvenient,cost-effective,highqualityhealthcare.MoffittCancerCenter’sworkforceiscurrentlycomprisedofapproximately5300employees,700medicalresidents,600volunteers,and1000studentsandinterns.
1.2 RadiationTreatmentPlanningSystemOverviewMoffittCancerCenterisseekingareplacementofitscurrentRadiationTreatmentPlanningSystem(“TPS”)whichisusedtosimulate,calculate,andoptimizetheradiotherapytreatmentofpatients.ThemaintasksperformedintheTPSarelesionlocalizationandradiationplangeneration.TheTPSsystemsupportsapproximately15Dosimetrists,20RadiationOncologists,15Physicists,and4CT-Simulators.
1.3 RFPPurposeandObjectivesThepurposeofthisRequestforProposalistoreview,select,andimplementanexternalbeamradiationtreatmentplanningsystemthatprovidesoptimalperformanceandallowsforthemostadvancedtreatmentcalculationsandquickturnaroundtimeswithspecificobjectivesasfollows.
1. Utilizeupdatedtechnologyinfrastructuretoimprovesystemperformanceresultingin:
a. Minimizingdosecalculationtimeb. MinimizationofoptimizationtimeforIMRT/VMATc. Streamlinetreatmentplanningapprovalprocess
2. Utilizethenextgenerationofautomatedradiotherapytreatmentplanningtoimproveefficiencywhileassuringthatthebestpossibletreatmentplans,accordingtotheestablishedinstitutionalstandards,areconsistentlyachieved.
2 RequestforProposalProcess
2.1 RFPContentsThisRFPpackageincludesthefollowingdocumentsandcontents,whichrequireresponseaspartofthevendor’sproposalasindicated:
1. RequestforProposal(RFP)Document–requiresresponse2. SubmitcopyofW-9Form-requiresresponse3. VendorAcknowledgementForm(Appendix1)-requiresresponse4. SupplierDiversityUtilizationandSubcontractingPlan(Appendix2)–requiresresponse
TreatmentPlanningSystemRFP MoffittCancerCenterv4 5
2.2 RFPTimelineThisRFPshallbeconductedunderthefollowingtimeline,whichissubjecttochangeonlyuponpriorapprovalbytheMoffittCancerCenterPurchasingDepartmentandgrantedtoallvendors.
Event Date
IssuanceofBid 11/02/2018
ReturnofIntenttoBid 11/09/2018
VendorConferenceCall 11/13/2018
BidPackagesDuefromVendors 11/29/2018
AwardofBid TBD
Onthedateindicatedabovefor‘BidPackagesDuefromVendors’inthetimelinesectionofthisRFP,yourbidmustbereceived,viae-mail,pertheresponserequirementsbelow,bynolaterthan2:00p.m.
2.2.1 VendorPre-SubmissionConferenceMoffittCancerCenterwillconductavendorPre-SubmissionconferencecalltofurtherclarifyanddiscusstherequirementsofthisRFPonNovember13th,201812:00pm-1:00pmEST:800-206-6032.ConferenceID:7457113.
2.3 ResponseRequirementsAllresponses,proposals,communications,andcorrespondencerequiredduringtheRequestforProposalprocessmustbedirectedto:
Yourresponseshouldbeprovidedinelectronicformat.Allresponseswillbeconfidential.
Failuretoadheretothisrequirementmayresultinyourorganizationnotbeingconsidered.
2.4 AwardCriteriaTheawardofthisRequestforProposalissubjecttotermsandconditionscontainedhereinandanythatwillbedevelopedbyMoffittCancerCenterduringtheRequestforProposalprocesstoaugmentpurchaseorderconditionsofpurchase.
Qualityofservice,pricing,products,SupplierDiversityandothertermsofpurchasewillbeanintegralpartofthedecisionselectionprocess.
Ifyouareawardedthisbid,aguidelinewillbedevelopedthatwillquantify,monitor,andprovideaplanforcureofdeficiencieswhichshallinclude,butnotbelimitedto,reimbursementofpersonnelandadministrativecosts,monetaryassessmentforcontinualdeficiencies,andpossiblecancellationofagreement.
TreatmentPlanningSystemRFP MoffittCancerCenterv4 6
WereservetherighttoawardthisagreementinwholeorinparttothevendorthatcanbestmeetMoffittCancerCenter’sbusinessneeds.
MoffittCancerCenterassumesnoresponsibilityandbearsnoliabilityforcostsincurredbyaCompanyinthepreparationandsubmittalofaquoteproposalinresponsetothisRFP.
3 RFPQuestionsandRequiredSolutionRequirements
3.1 CompanyInformationPleaseprovidethecompanyname,address,city,state,zipcode,telephone,andfaxnumbers.Identifythename,title,address,phoneandfaxnumbers,ande-mailaddressoftheprimarycontactpersonforthisRFPresponse/project.Pleaseprovidedetailsonthefinancialstabilityofyourorganization.Pleaseprovideabriefoverviewofyourcompanyincludingnumberofyearsinbusiness,numberofemployees,productandservicesoffering,clientelemarketdescription,andanyparentcorporationsifapplicable.WhatattributesmakeyourcompanyanidealpartnerforMoffittCancerCenter?
3.2 SolutionOverviewPleaseprovideanoverviewofthesolutionproposal.Pleasegiveabriefoverviewoftheproductincludingdateoffirstlaunch,majordevelopments,andanypreviousownershipifapplicable.Whatisyourreleasescheduleformajorandminorproductupdates?Whatisthesoftwareversionofproposedsolution?Whenisthenextsignificantversionexpectedtobereleased?Candifferentversionsofsoftwareco-exist?Pleaselistanyindustryawardsthatyoursolutionhasreceived,theawardingparty,andthedatereceived.Pleaseindicatethetotalnumberofhealthcarecenter/systemimplementationsoftheproductinthelastthreeyears,thesizesoftheclientsandthenumberofusers.
4 Business/FunctionalRequirementsReq# DescriptionR1. Supportsthetreatmentplanningforthefollowingradiationmodalities:
• Forward-planned3D-CRT• Inverseplanning(IMRT/VMAT)• CranialStereotacticRadiosurgeryincludingsingle-Isocentermulti-targettechniques• ExtracranialStereotacticBodyRadiationTherapy• AdaptiveRadiationTherapy• 4DImagingandRadiationTherapy• Simplepointdose(Irregularfield)calculations• Electronisodose/MUcalculations
TreatmentPlanningSystemRFP MoffittCancerCenterv4 7
R2. Supportsthefollowingrolesandfunctions:• RadiationOncologist
o CT,PETandMRIevaluationo ROIcontouringo Identifyclinicalgoals
• Targetcoverage• Targethomogeneity• Targetconformity• Radiotherapyprescription
o MultiplanviewingandcomparisonbasedonisodosedistributionsandDVH-basedtargetcoverageandprioritizedclinicalgoalsinspreadsheetformat
o Electronicapprovaloftreatmentplansbasedonrolesandstandarddomaincredentials
• Physicisto Imageregistrationandfusion(rigidanddeformable)o Treatmentplanqualityreviewo Systemcommissioning
• Dosimetristo ContourOAR’so OARsparingo Treatmentplandoseoptimizationandcalculationo ExporttoR&Vo QATools
• Simulationo CT/MRsimulationsupporto ROIcontouring,IsocenterplacementandLAPlasercontrol
R3. Deformabledoseaccumulation.R4. Visualizationofbeamarrangementandapertures.R5. Photondosecalculationalgorithm(s):acceptablebyIROCHoustonforlungprotocols:
Superposition/Convolutionorbetter.R6. Electrondosecalculationalgorithm:MonteCarloorequivalent(PencilBeam/RedefinitionPencilBeam
explicitlynotacceptable).R7. Automaticplangenerationutilizingtemplates,protocolsandscripting.R8. Inverseplanningautomationsufficientlyrobusttoproducecomplex(e.g.HeadandNeck)treatment
plansconsistentlymeetingorbeatinginqualitythecurrentmanuallyoptimizedplansattheinstitution.R9. Supportsrigidmultimodalityanddeformableimageregistration(DIR).DIRaccuracytobequantifiedin
verifiabledetailalongthelinesifTG-132andsuitabilityforspecificsitesandtasksidentified(e.g.DosesummationinThorax,Targetcontouringforprostate,NormaltissuecontoursinH&N,etc.).
R10. Irregularfieldandsimplemechanismforopenfieldcalculations.R11. Filterandcomparemulti-planviewingbasedontargetcoverageandprioritizedclinicalgoals.R12. UtilizePareto-frontbasedtechnologywithdeliverabledose(WYSIWYG),tofacilitatereal-timeplanning
decisionmaking.R13. Bothoptimizationanddosecalculationspeedsshouldsubstantiallyexceedthoseofthecurrentsystem
atMoffitt.R14. Distributedcomputations.R15. IROC-protocolcompatiblephotoncalculationalgorithm.R16. MonteCarloelectroncalculationalgorithm.R17. Automatedcontouringandplanningtools.ModernapproachessuchasMachineLearning/AIare
desirableandshouldbeeitheravailableordocumentedinthedevelopmentcycle.R18. ObjectivescheckingwithcustomizableconstraintstablesandPDFprintofconstraintsverificationtable.R19. SupportselectronicMDtreatmentplanapproval(includingremoteaccess).DescribeifMDaccesson
TreatmentPlanningSystemRFP MoffittCancerCenterv4 8
hand-helddevicesispossible.R20. Forwardx-rayplanning:beamspreadsheet,interactiveweightadjustment,field-in-fieldsegmentedplan
support,site-specific(e.g.breast)tools.R21. FullDICOMRTcomplianceforexportandimportofDICOMimagingstudies(CT,MRI,PET),andDICOM
RTplan,structure,anddoseobjects.R22. DICOMimportofimages(CT,PET/CT,MR,4D-CT,andCBCT),ROIs,photonplans,electronplans,RTION,
brachytherapyRTplansanddoses.R23. DICOMRTexporttoR&VsystemsandanyotherDICOMRTarchives.Selectiveexportofstructures.R24. TemplatefiltersincludedinAppendixA.R25. Deformablemulti-modalregistrationandfusion.R26. Adaptiveandauto-contouring.R27. Complexmotionmodeling.
5 Non-FunctionalRequirementsReq# DescriptionNF1. CitrixapplicationanddesktopvirtualizationwithreceiverforWindowswith3Dview,compliantwith
MoffittInfrastructure.NF2. GPUutilizationforfasterdosecomputationsandoptimization.NF3. LINACandR&Vsystemagnostic.NF4. Backupandredundantsystems.NF5. Vendor-neutralbatcharchive/restore.NF6. Solutionshouldbecompatiblewithavirtualenvironment.
NF7. ThereshouldbeseparateClinicalandTest/Researchdatabases.Describethebusinesssolutionfornon-obsolescenceofhardwaresupportingtheTestdatabase.
6 ReportingRequirementsReq# Description
RR1. Commissionreportdetails.RR2. Biomedicalsoftwareaudit(QA).RR3. Audittrailreporting.RR4. Nostatisticalreportinghasbeenrequested.
6.1 TechnicalandArchitecturalRequirements
6.1.1 General1. Pleasedescribethesolutionarchitecture:
2. Doyouhavearchitecturaldiagramsandtechnicalspecificationsthatwecanreview?Ifso,pleaseprovidealong
withRFPresponse.• Includeallsystemcomponents(Application/databaseservers,authentication,network,database,
interfaces,browsers,desktop,reporting,etc.).3. Ifsolutioniscloudorremotehosted,whatisthelengthofdataretention?
• Istheapplicationand/ordatabaseenvironmentsingleormulti-tenant?• Ifmultitenant,whatsecuritycontrolsareinplacetoprotectagainstinformationbreaches?• Ifagreementisdiscontinued,dowehavetheabilitytodownloadallofourdata?
TreatmentPlanningSystemRFP MoffittCancerCenterv4 9
6.1.2 ApplicationServers4. Whatapplicationserverplatformsdoyousupport?
• WindowsServer2012(VM)____(Physical)_____• WindowsServer2012R2(64-bit)(VM)____(Physical)_____• WindowsServer2016(64-bit)(VM)____(Physical)_____• Other_______________________
Ifotherpleaseexplainwhy___________________________ Moffittpreferstomaintainavirtualmachineenvironment.IfyourapplicationdoesnotsupportVM,pleaseexplainwhy_____________
5. Whatanti-virusdoyousupport?
• Sophos____• Other__________________
o IfSophosisnotsupported,pleaseprovidedocumentationforexceptions__________________
6.1.3 DatabaseServers6. Whatapplicationserverplatformsdoyousupport?
• Linux5.x____• Linux6.x____• AIX6____• AIX7____• Windows2012R2____• Windows2016____• Other:________________________
Ifother,pleaseexplain:__________________________7. Whatanti-virusdoyousupport?
• Sophos• Other__________________
o IfSophosisnotsupported,pleaseprovidedocumentationforexceptions__________________
6.1.4 Databases8. Whatdatabaseplatformsdoyousupport?
• Oracle12.x____• Oracle11.2.x–Standard,EnterpriseEditions____• Oracle11.1.x–StandardandEnterpriseEditions____• SQLServer2012____• SQLServer2014Standard&BusinessIntelligence,andEnterpriseEditions____• SQLServer2016____• Other:_________________________
Ifotherpleaseexplainwhy___________________________
TreatmentPlanningSystemRFP MoffittCancerCenterv4 10
6.1.5 Network9. Servernetworkconnection:
• HowmanyNetworkInterfacesareavailable?____• HowmanyNetworkInterfacesarerequired?____• NetworkInterfaces:
o 10Mbpso 100Mbpso 1Gbpso 10Gbps
§ Copper§ Fiber
10. Whatwirelessstandardsdoyousupport?• 5GHz802.11a/n/ac____• 2.4GHz802.11b/g/n____• Other_______________________
o Ifotherpleaseexplainwhy___________________________11. Whatauthenticationmethodsdoyousupport?
• 802.11i(RSN)____o WPA2-EAP(TTLS,TLS,PEAP)____
• WPA2-PSK____• WPA-PSK____• WEP____• Other_______________________
o Ifotherpleaseexplainwhy___________________________
6.1.6 Workstations12. Whatinternetbrowsersdoyousupport?
• IE11____• Chrome____• Other__________________
o Ifotherpleaseexplainwhy___________________________13. WhatOperatingSystemsdoyousupport?
• Windows7• Other:____________________
o Ifother,pleaseexplainwhy_____________________14. Whatanti-virusdoyousupport?
• Sophos• Other__________________
o IfSophosisnotsupported,pleaseprovidedocumentationforexceptions__________________
15. Howmuchmemoryisneededtosupporttheapplication?
6.1.7 Integration16. Whatmethodsdoyouprovideforinterfacingtoothersystems?
• API____• ETL____• FTP____• HL7____
TreatmentPlanningSystemRFP MoffittCancerCenterv4 11
• Other:_________________________o Ifotherpleaseexplain___________________________
17. Haveyoudoneanyinbound,outbound,orbi-directionalinterfacestothefollowingsystems:(Pleaseprovide
detail)• SoarianFinancials• RadNet(Cerner)• PathNet(Cerner)• Mosaiq
6.2 Security
6.2.1 RatingInformation1. Willtheapplicationcollect,receiveprocess,transmit,storeormaintainanyofthefollowingconfidential
information:PersonallyIdentifiableInformation(PII)orProtectedHealthInformation(PHI)?(Y/N)• ProtectedHealthInformation(PHI)?(Y/N)• Credit/DebitCardData/BankAccount#?(Y/N)• IntellectualProperty/MoffittBusinessInformation?(Y/N)• PersonallyIdentifiableInformation(PII)?(Y/N)(CustomerInfo,SSN,License#,Employee/HRinfo,etc.)
6.2.2 RiskManagementPoliciesandProcedures2. DoestheapplicantemployaChiefSecurityOfficers/ITSecurityPerson?
• NameofPrivacyofficer? • NameofSecurityofficer?
3. DoyouhaveanyofthefollowingwrittenPolicies/Procedures?Includethedateoflastrevision?• PrivacyPolicy?• NetworkSecurityPolicy?• AcceptableUsePolicy?
6.2.3 NetworkSecurityandDataManagement4. Doyouemployencryptionforthefollowing:
• Dataintransit?(Y/N)Ifyes,typeused?
• Dataatrest?(Y/N)Ifyes,typeused?
• Dateoflast3rdPartyPenetrationTest?• DateofLast3rdPartyPrivacyComplianceAudits?• WouldMoffittdatabestoredbytheapplicant’ssub-contractor?
Ifyes,name?• Willapplicantberesponsibleforsystemmaintenance?(Y/N)
Ifyes,isthereasystempatchpolicy?(Y/N)Ifyes,frequencyofvulnerabilityscanandpatchcycle?
• WillyouallowMoffitttoaudityoursecuritycontrols?
TreatmentPlanningSystemRFP MoffittCancerCenterv4 12
6.2.4 RegulatoryandComplianceManagement5. Doyouhaveincidentresponseplanandprocedures?(Y/N)6. AreyourequiredtoobtainSarbanes-Oxley(SOX)TypeIorTypeIIAudits?
• Ifyes,dateoflastaudit?
6.2.5 PastCircumstances/Claims/Breaches7. IsyourcompanyinvolvedinanActivebreachinvestigation?(Y/N)8. Haveyoueverhadaregulatoryproceedingorinvestigation?(Y/N)
• Ifyes,givedetails.9. Duringthepast5yearshaveyouhadanyprivacybreachincidentorcomplaint?(Y/N)10. Duringthepast5yearshaveyouhadanycomplaintsorlitigationpertainingaNetworkSecurityorPrivacy
Breach?(Y/N)
6.3 MaintenanceandSupport1. Describetheorganizationandstructureofyourtechnicalsupportservices.2. Describethesupportlevels/tiersprovidedbythevendor.3. Whatarethemethodsforcontactingtechnicalsupport?4. WhatarethestandardsupporthoursandServiceLevelAgreements(SLAs)?5. PleaseestimatethenumberofFTE’sthatwewillneedtoassigntothesolutionforproductsupport?Please
providedetail,rolesrecommendations,andnumberofresourcesperrole.6. Whatistheupgradeprocessandapproachformajorreleaseupgrades?Whatisthetypicalupgrade
implementationdurationforaclientofcomparablesizeandcomplexity?7. Whatisyourchangecontrolprocess?Whatcommunicationsareprovidedinadvanceofchanges?8. Whatisyourabilitytoretainhistoricaldataandperformdataarchival?Pleaseprovidedetail.9. Howarecustomerrequestsforenhancementsandcustomizationshandled?10. Doyoutrackorsurveyyourclientsontheservicesyouprovide?Ifyes,pleaseprovidetheoverallaverageclient
satisfactionscoresorotherexamplesofhowyoumeasureclientsatisfaction.11. Describetheongoingsystemsupportprovidedbythevendor.
6.4 ImplementationandTraining1. Pleaseprovideyourgeneralimplementationstrategyforahealthsysteminstallationofcomparablesizeand
complexity.
TreatmentPlanningSystemRFP MoffittCancerCenterv4 13
2. Whatisyourrecommendedimplementationmodel/approachandmethodologyforMoffittCancerCenter?Pleaseincludedetailsonthefollowing:
• Expectedimplementationlength• EndUserresourcerequirementsandcountfortheimplementation• ITandfunctionalanalystresourcerequirementsandcountfortheimplementation• ProjectManagementresourcerequirementsfortheimplementation• Pleaseprovidealistofthevendorpersonnelrolesandcountrequiredtoimplementthisproject• ApproachtoAnalysis• ApproachtoDesign• ApproachtoBuild• ApproachtoTesting• ApproachtoGo-LiveandGo-LiveSupportandresourcerequirements• Pleaseprovideanoverviewoftheinstallationschedule.Includemajortasksandtheir
duration/staffing/majordeliverables.3. PleasedescribethedocumentationandtrainingthatwillbeavailabletoMoffittCancerCenterusersanda
trainingoutline.Whatisthestandardmodelfortrainingtheimplementationteam?Whatisthestandardtrainingmodelfortheendusersattimeofgo-live?Whatisthestandardtrainingdurationforeach?
4. Doesyourcompanyprovidestafffortheimplementationdirectlyorsubcontracttopartnerfirms?• Pleasedescribeandlistanyproposedsubcontractors,ifany,andthescopeofworktheywouldperform.
5. Describeproposedtrainingfor:-RadiationOncologists-Physicists-Dosimetrists-SimulationTherapists
6.5 PricingWhatisyourlicensing/coststructure,typesoflicenses,lengthoflicenseterm,andlicensefeestructure?Howarechanges(additions,reductions)tothenumbersoflicenseshandled?Ex.AreTrue-upsperformed?(i.e.yearlyevaluationofendusers/licensestopaymenttiers)
6.6 VendorItemizedPricing
Thevendormustprovideaproposalwithmaximumcostfortheprojectbasedontheprojectasdescribedherein.Totheextentdesired,additionalrecommendationsandservicesoroptionsmaybeincludedasadditionstotheprojectonanoptionalbasis.TheseoptionalitemsshallbepricedseparatelyfromthisRequestforProposal.
Thissectionmustincludeallcostsassociatedwithacquisition,implementation,andongoingoperationoftheproposedsystemaswellasanynecessaryconversions,interfaces,andcustomizations.Providecompleteinformationregardlessofwhetheritisspecificallyrequested.
Note:Tofacilitatethecrossevaluationofvendorproposals,vendorsmustproposeacompletehardware/systemsoftwareconfigurationandshouldnotassumetheuseofexistingcomputerhardwareinfrastructure.Considerationofutilizingtheexistinghardware/systemsoftwarewilloccurduringcontractnegotiations.
TreatmentPlanningSystemRFP MoffittCancerCenterv4 14
MoffittCancerCenterwillmostlikelyrequestmoredetailsregardingyourcostproposalduringourproposalevaluationprocess.MoffittCancerCenterunderstandsthattheactualcostswillbedetailedinthestandardsystemcontract.Provideabreakdownofthefirm'srates,feesandchargesforservices;byphaseandfortotalproject,andaproposedpaymentschedule.Includeestimatesofanytravelexpensestobechargedaspartoftheprojectandtypicalreturnoninvestment(ROI)information,ifavailable.Anypayment/purchasealternatives,purchaseversuslicensing,etc.
TreatmentPlanningSystemRFP MoffittCancerCenterv4 15
Appendix1–VendorAcknowledgementFormIntenttoRespond
VendorAcknowledgementFormIntenttoRespond
SUBMITTO:[email protected](Fax)
RFPNUMBER:19-01-SSPRFPTITLE:BEAMRADIATIONTREATMENTPLANNINGSYSTEMFORRADIATIONTHERAPYPATIENTS
VENDORNAMEandMAILINGADDRESS:
INTENTTOBID:Yes______________No_______________(Ifunabletobid,indicatereasonbelow)
TELEPHONENUMBER:FACSIMILENUMBER:
VENDOR’SAUTHORIZEDCONTACTFORRFPNAMEE-MAIL
PleaseletusknowhowyouheardaboutthisRFP:__NotifiedbyPurchasing__CommunityorMWBEOrganization__MonitoringMoffittCancerCenterWebsite___Advertisement___Other:
SUPPLIERDIVERSITYINFORMATIONIsyourfirmacertified“Minority,Women-Owned,Veteran,ServiceDisabledVeteran-OwnedBusinessEnterprise”definedasabusinessconcernengagedincommercialtransactionsandisaleastfifty-one(51%)percentminority,woman,veteran,service-disabledveteran-owned,andwhosemanagementanddailyoperationsarecontrolledbysuchpersons?Yes________________________No____________________Ifyourfirmiscertifiedasa“Minority,Woman,Veteran,orServiceDisabledVeteran-OwnedBusinessEnterprise,”youmustprovideacurrentcopyofyourcertificatewiththisform,andprovidethenameofthecertifyingentityandcertificationdatesbelow:NameofCertifyingEntity______________________________CertificationDateBegins_____________________________Ends_____________________________Icertifythatthisresponseismadewithoutpriorunderstanding,agreement,orconnectionwithanycorporation,firm,orpersonsubmittingaresponseforthesamematerials,suppliesorequipment,andisinallrespectsfairandwithoutcollusionorfraud.IagreetoabidebyallconditionsofthisresponseandcertifythatIamauthorizedtosignthisresponseforthevendorandthatthevendorisincompliancewithallrequirementsoftheRequestforQualifications.
__________________________________________________________________________________________________________SignaturePrintedNameandDate
TreatmentPlanningSystemRFP MoffittCancerCenterv4 16
Appendix2–SupplierDiversityUtilizationandSubcontractingPlan
SUPPLIERDIVERSITYUTILIZATIONANDSUBCONTRACTINGPLANREQUIREMENTMoffitt Cancer Center recognizes the importance of supplier diversity in all aspects of our business andprocurement practices and actively encourages the development, utilization and economic growth of certifiedMinority, Women, Veteran and Service Disabled Veteran-owned Business Enterprise(MBE/WBE/VBE/SDVBE).Centraltothis initiative istheinclusionandparticipationofadiversegroupofvendorsdoing business withMoffitt Cancer Center and as such,Moffitt Cancer Center encourages the participation ofMBE/WBE/VBE/SDVBEsinitsprocurementprocessbothattheprimevendorlevelaswellasatthesubcontractorlevelof itsprimecontracts.MoffittCancerCenter iscommittedtoacomprehensiveSupplierDiversityProgramthatensuresmaximumopportunitiesexistforsuchdiversebusinessesRFP responses should include bidder’s ability to provide fifteen percent (15%) spend with Minority, Women,VeteranandServiceDisabledVeteran-ownedBusinessEnterprise(“MBE/WBE/VBE/SDVBE”)relatedtothespecificcommodityorservicesidentifiedintheproposal.MoffittCancerCenterisanequalopportunitycorporation,and,as such, strongly encourages the lawful use of certifiedMBE/WBE/VBE/SDVBEs in the provision of services byprovidinga fairandequalopportunity tocompete for,or forparticipation in,providing services.MoffittCancerCenterbelieves inequalopportunitypracticeswhichconformtoboththespiritandtheletterofall lawsagainstdiscrimination,andiscommittedtonon-discriminationbecauseofrace,creed,color,sex,age,nationalorigin,orreligion.TobeconsideredforinclusionthepotentialbiddercommitstoMBE/WBE/VBE/SDVBEsParticipation.
Thesuccessfulbiddershallendeavortoprovidefifteenpercent(15%)spendwithMBE/WBE/VBE/SDVBErelatedtothe specific commodity or services identified in the proposal. A certification letter from any of the followingagencieswillberequiredofanybidderand/or identifiedsubcontractorclaimingMBE/WBE/VBE/SDVBEstatusatthetimeoftheRFPresponse.
MoffittCancerCenteracceptsallLocal,StateandFederalGovernmentagenciesMBE/WBEcertifications,includingthefollowing:
• CityofTampa• HillsboroughCounty• StateofFlorida• SmallBusinessAdministration(SBA)8AProgramCertification
OtherMBE/WBEcertificationsacceptedinclude:
• FloridaStateMinoritySupplierDevelopmentCouncil(FSMSDC)• NationalMinoritySupplierDevelopmentCouncil(NMSDC)®ionalaffiliates• Women’sBusinessEnterpriseNationalCouncil(WBENC)• NationalWomenBusinessOwnersCorporation(NWBOC)
Veteran&ServiceDisabledVeteran(VBE/SDVBE)Certification/Verificationaccepted:
• DepartmentofVeteransAffairs• StateofFloridaOfficeofSupplierDiversity
Pleaserespondtothesectionbelow:Supplier Diversity Utilization and Subcontracting Plan Requirement: Moffitt Cancer Center recognizes theimportanceofsupplierdiversityinallaspectsofourbusinessandprocurementpracticesandactivelyencouragesthe development, utilization and economic growth of certifiedMinority,Women, Veteran and ServiceDisabledVeteran-owned Business Enterprise (MBE/WBE/VBE/SDVBE s). Central to this initiative is the inclusion andparticipationofadiversegroupofvendorsdoingbusinesswithMoffittCancerCenterandassuch,MoffittCancer
TreatmentPlanningSystemRFP MoffittCancerCenterv4 17
Center encourages the participation of MBE/WBE/VBE/SDVBEs inits procurement process both at theprimevendorlevelaswellasatthesubcontractorlevelofitsprimecontracts.MoffittCancerCenteriscommittedtoacomprehensiveSupplierDiversityProgramthatensuresmaximumopportunitiesexistforsuchdiversebusinesses.SupplierDiversityUtilization and Subcontracting Plan - Vendors responding to this solicitation are required tosubmitaSupplierDiversityUtilizationandSubcontractingPlanfordiversesupplieropportunityandparticipationofcertifiedMBE/WBE/VBE/SDVBEs with their proposal. The Supplier Diversity Utilization and Subcontracting Plansubmittedmustincludethefollowing:
• ProvideaDescriptionofyourSupplierDiversityProgram.DescriptionofSupplierDiversityPlansubmitted:__________Yes__________No
• WhatpercentageofspendwithMBE/WBE/VBE/SDVBEsisprojectedforthespecificcommodityorserviceoutlinedinthisRequestforProposal(RFP):___________________(%).
• Outlinetheplanforachieving1st tierspendwithMBE/WBE/VBE/SDVBEsand identifythepercentageofspend:___________________(%).
• Outlinetheplanforachieving2ndtierspendwithMBE/WBE/VBE/SDVBEsandidentifythepercentageofspend:___________________(%).
• AlistofthecertifiedMBE/WBE/VBE/SDVBEsthatwillbeutilizedas2ndtiersubcontract(s)ListingProvided:__________Yes__________No
**Note: Your RFP submittalmust include your response that addresses the Supplier DiversityUtilization andSubcontractingPlanoutlinedabove.
Reports -Thesuccessfulbidderwillbe required toprovidemonthlySubcontractExpenditureReports toMoffittCancer Center identifying certified MBE/WBE/VBE/SDVBE participation that lists total payments made tosubcontractor(s) until 100% completion/delivery of the specific commodity or services outlined in this RFPfinalized. The report shall include thenames,addresses, typeof serviceor commodityprovided,dollaramountpaid,paymentdate,FEID#,nameofcertificationentity,businessclassification,andcopyofvendorcertificationforeachvendoridentifiedinthereport.AllSubcontractorExpenditurereportsarealsorequiredtobeturnedinwithall pay applications/invoicesand a copy sent toDesireeHanson,Manager, SupplierDiversity Program via [email protected].
• VendoragreestoprovidemonthlySubcontractExpenditureReportswithsubmittalofeverypayapplication/invoice:__________YES__________NO