Request for Proposal (RFP)
Table of Contents
Purpose
This Request for Proposal (RFP) ‘s significant purpose is to assess the various vendors providing the best quality solutions, services, and products and might be subject to a request to provide the General Hospital with those essential services.
The evaluation of the vendor(s) will be based on experience, the capability to deliver quality products and services, meet prices and expenses within the budget, and also providing knowledge on the various issues in the organization while providing the most effective solutions and equipment.
Background
The General Hospital is one of the most highly ranked hospitals in the country, with a rapidly growing healthcare service that has assisted the state of Northwest Ohio. The hospital is considered among the top facilities that offer full hospital services among the 25 most recognized hospitals internationally on an international level. The General Hospital is one of the most highly praised, influential, and qualified hospitals in the provision of essential medical care, as well as consideration of customer preferences and personal information. It is one of the leading hospitals in the United States that is essential in providing health services for individuals in the region.
The hospital has provided services for the people in the area as well as internationally ever since the application of medical care quality improvement policy in the late 1900s. It became popular based on the quality of services offered to the region, as well as foreign individuals. Some of the significant praises the hospitals known for is in light of having the best medical facilities and is currently ranked as the best full-service hospital in the United States; the hospital is responsible for performing every kind of medical care service that can be done to the young individuals as well as the adults. Some of the core values employed by the institution’s employees are based on achieving a conducive environment that is comfortable and providing effective services to clients. These core values are inclusive of transparency, integrity, commitment, dedication, innovation, respect, and focus on achieving the mission.
General Hospital has a specific vision set in light of achieving world-class academic recognition through the provision of adequate medical facilities and support resources. This is also by achieving positive customer relations and high satisfaction levels in services such as surgeries, neurology, full-service cardiology, oncology, and other essential services. Some of the campus buildings include a birthing center, pediatrics (full service), burn center, worship/meditation services, disaster services, residence services, sports medicine, administration, and research.
The General hospital has been famous for the quality services provided that offer complete customer satisfaction; as such, it has long since grown and expanded its range of services, as is the purpose of the strategic plan.
Business Case
Accessing medical healthcare might be a challenge and as well provision of quality services to assist in health care, and as such, the General Hospital is responsible for prioritizing and providing aid to individuals to service their needs faster. This is the primary goal of the plan and the impact of assimilating a new scheduling system that integrates all the medical records and personal patient records. This will ensure accurate record-keeping that is essential in the General Hospital to ease patient services in the facility such as records retrieval, scheduling dates, price information, medical diagnosis, past medical records, procedures needed, and even the various doctors assisting the patients. This system basically focuses on making work easier for the employees and medical specialists in the hospital and providing quality services that meet patient satisfaction. The medical records that are filed and extracted from the patients, paper records are used as well as digital filing and organization systems. The services provided in the institution are recorded on paper, and backups included in various digital formats. They include transport services, medical care reports, personal medical documents, as well as the employee reports. In light of this filing method, it is efficient to employ effective record keeping practices that ensure file keeping accuracy. This aids in the retrieval process as well as future planning of activities such as scheduling appointments. Based on the filing strategies, employing the latest versions of digital systems that integrate the use of various operating systems and service providers such as OS and Windows computer systems.
The hospital seeks to replace the current copiers and engage a new system that essentially makes work more comfortable and ensures a conducive environment for both patients and medical personnel. In light of this, the general hospital is seeking to buy the latest and upgraded copiers from an effective brand in order to replace the old devices that outdated and assimilation of the new advancements. The facility is looking to add fifteen new copiers that integrate various department services offered in the General Hospital.
Submission
The replies to the Request for Proposal will be managed and analyzed after successful submission to the facility. The proposal should focus on the requirements needed in the institution and the general information on the services being offered. The written proposals should be efficient and productive in light of providing a convincing case that will ensure accurate working with the institution. The institution has the right to implement the proposal ideas once the submission is made due to the document’s change in ownership. The hospital can implement the essential ideas that rea represented as subject to the Law of the state. The expenses incurred in the proposal creation will not be funded by the institution, and relevance to the requirements is the top priority needed.
The proposal shall be sent to the following contacts and to be submitted before the specified date on the 10th of May 2020 deadline as 12:01 pm EST. Any concerns issues, questions, or problems will be assisted by the human resource team or instructor, only in initial requirements for the service to be provided by the vendor(s) are met. The contact information is:
Student, Director of Purchasing
General Hospital
2801 Bancroft St., Toledo, OH 43606
Instructor’s office phone number: 419-530-2346.
Services to be Provided
The necessary and essentials required in the projects based on the General Hospital requirements are listed below. The list contains the various issues related to specific areas in the facility, and the primary priority is delivery of quality copier products, significant to solving significant issues including:
- Compatibility with design software and operation system
- Capable of internet connectivity
- Provision of adequate and quality products that are not used
- Capable of digital data storage
- Capable of integrating security software mostly scanning IDs
- Capable of integration with company personal key-cards to ensure security
- Capable of producing colored documents
- Capable of automatic organization and sorting of files
- Capable of handling a minimum of 100 sheets
- Capable of reducing the size of original copies
- Capable of cloud backup and large storage space
- Capable of duplex printing
- Capable of automatic stapling
- Stapling a minimum of 100 sheets
- Capable of high-speed scanning
- Capable of sending emails
- Capable of integration with other devices practically other digital medical devices
- Capable of sorting features
- Capable of optimization
- Capable of the scan to email function
- Capable of handling large paper sizes
- Capable of auto-filling of sheets, minimum of 100
- Capable of centralized management and control
- Capable of computer network control from various departments
- Capable of enraging original sizes
- Capable of editing and document error detection
- Capable of templet features that include brochures
- Capable of high-quality gloss paper use
- Capable of iOS integration
Based on the current statistics of devices in the facility, there are 10 Dell copiers in the facility and an approximate of 15 computers that are present in every department. A significant feature required in the proposal is the price incurred in the use of the new copiers and training needed to familiarize the medical staff with the use of the device. Installation prices, training prices, and the cost of the device are the primary targets.
The copiers will be used in various departments as well as providing a network that facilitates sending and receiving of data from these departments, editing and printing high-quality papers and capable of cloud storage for future reference after accurate sorting.
Needs Assessment
The General Hospital seeks to improve the quality of data management based on the use of new copiers and the replacement of the old ones. There are 15 departments in the medical facility that each require a functional copier that meets the requirements stated. An illustration of the figure will give a brief evaluation of the departmental needs and the volume needs as well. Negotiations can be stated based on the delivery or production capacity of the vendor(s).
| Department | Current Copiers | Copier Volume Usage | Increasing Volume Usage | Paperless Technologies/ Computers | Needed Copiers
|
| Medical Records (all Buildings)
| 1 | 200,000+ | 20,000+ | 70 | 1 |
| Birthing center & Women’s Health
| 1 | 100,000+ | 10,000+ | 20 | 1 |
| Pediatrics
| 1 | 300,000+ | 50,000+ | 60 | 1 |
| Burn Center & Disaster Services | 0 | 50,000+ | 10,000+ | 10 | 1 |
| Sociology Building: worship/translation/Counseling | 1 | 100,000+ | 20,000+ | 50 | 1 |
| Transportation
| 1 | 150,000+ | 5,000+ | 40 | 1 |
| Helicopter
| 0 | 5000+ | 1000+ | 10 | 1 |
| Air Transport
| 1 | 5000+ | 1000+ | 10 | 1 |
| Main Hospital
| 1 | 200,000+ | 50,000+ | 70 | 1 |
| Residence Services
| 0 | 50,000+ | 3000+ | 40 | 1 |
| Hospice
| 1 | 150,000+ | 40,000+ | 30 | 1 |
| Orthopedics and Sports Medicine
| 0 | 100,000+ | 30,000+ | 50 | 1 |
| Administration & Research
| 1 | 300,000+ | 100,000+ | 100 | 1 |
| Charitable Foundations and Community Service
| 1 | 150,000+ | 50,000+ | 50 | 1 |
| Other
| 0 | 2000+ | 500+ | 10 | 1 |
+ shows the volume increase in copier usage
The essential consideration that is accounted for include:
- Cloud saving
- Integration with paperless technologies
- Network functionality
- Security
- Production of high-quality papers
- Handling of extensive volume usage
Evaluation Criteria
The important requirements stated above are the necessary services that are essential in ensuring the control and protection of client information. In light of this, the evaluation criteria include the interviews conducted at the General Hospital regarding the qualifications and experiences and innovative ideas that can aid in solving various issues in the institution. Through this process, the presentation of various services will determine the selection process and also give insight into their ideas and latest designs that can be easily implemented in the hospital. The presentation of proposals is a necessary evaluation process that will aid in identifying the proposed solutions and critical skills in understanding the services being offered. With respect to the requirements and qualifications analyzed, the hospital is well within the right to accept or reject the proposals presented, as well as respond to the RFP done by various vendor(s). A such, the hospital is able to select a supplier, and proper presentation of their proposal will be offered at the institution.
The proposal requirements are based on the following virtues that support the creation of a fair, competitive environment. They include:
- Experience levels
- Education and skills
- General integrity and socialization skills
- Professionalism
- Efficiency and quality of work
- Level of productivity
- The efficiency of the technology used
- Quality of products offered
Selection Process Schedule
- The 13th of October- Information gathering
- The 14th of October- RFP communication to vendor(s)
- The 10th of November- RFP responses via email
- The 16th of November- Final meeting
- The 15th of December- Notification of selected vendor(s)
- The 4th of January- Beginning of contract and Applying Training and Implementation Requirements
Additional information
Submission of the proposals will be subject to critical evaluation of experience, cost of services and training as well, and the timely delivery of the needed products. Responses to the RFPs will be made via email on the 10th of November. The analysis will also be based on meeting all the requirements stated by the General Hospital and focusing on the implementation of crucial objectives based on improving service performance in the facility. The vendor(s) will be subject to a series of interviews that will determine the device’s accuracy and quality in the RFP project. Replies to the proposals will be based on meeting the specified requirements, and those that do not will result in immediate rejection. Complying with the specifications and volume of usage, meeting urgent deadlines is essential in the selection process, where the most successfully delivered RFP will be accepted and responded to. The proposals that are submitted after the deadline will not be reviewed. All the RFPs submitted will be the General Hospital’s property, and the application of ideas and strategies can be implemented without any relative obligation to the responding company.
Contractual requirements
Based on the contractual requirements, the proposal will be subject to governing by the Laws of the State of Ohio, and each contract is to include:
- Price of training
- Respective model numbers of provided equipment
- Price of equipment and installation expenses to be incurred
- Specific terms based on requirements
- The extension terms
- Described in detail dates, times, and personnel attending along with training goals for each section
Vendor Policies
The request for proposal questions and related conversations will be assisted through the support team, and all needed specifications for the project will be made available through communication with the team.
Termination of contract is possible based on the rights reserved by the General Hospital in the event services provided do not meet the required specifications. This is subject to a 1month notice where the termination will be considered in the event of the realization.
The vendor(s) are required to provide accurate budgets needed and expenses based on the costs of their services and products. Accurate records need to be provided for assessment in order to select the most qualified vendor.
Conclusion
The institution will analyze each proposal with keen considerations of the requirements and fairly assess each RFP and provide replies to successful candidates. The General Hospital wishes the vendor(s) all the best in preparation of the proposals and requests strict application of the recommended information following the requirements needed at the facility. Successful candidates are welcome to the scheduled meetings and sessions as well as get an opportunity to use our resources. A kind reminder on the deadlines, where proposals submitted after the deadlines will be turned down. The requirements listed are the necessities needed, and the company seeks to appreciate the participants in the application of the RFP and recognize the time taken in the analysis, preparation, and presentation of the proposals.