Request for proposal the University of Texas Health Science Center at Houston




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REQUEST FOR PROPOSAL

The University of Texas Health Science Center at Houston




RFP No.: 744-1321


Patient Satisfaction Survey Measurement

Bid Submittal Deadline: Wednesday, March 27, 2013





Prepared By:

Angela Rodriguez, Buyer II

The University of Texas

Health Science Center at Houston

1851 Crosspoint, OCB 1.160

Houston, Texas 77054

Buyer email: Angela.Y.Rodriguez@uth.tmc.edu


Date: February 25, 2013


Request for PROPOSAL

TABLE OF CONTENTS

SECTION 1:  INTRODUCTION 1
SECTION 2:  NOTICE TO PROPOSER 3
SECTION 3: SUBMISSION OF PROPOSAL 6
SECTION 4: GENERAL TERMS AND CONDITIONS 8
SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS 9
SECTION 6: PRICING AND DELIVERY SCHEDULE 18
Attachments:
APPENDIX ONE: PROPOSAL REQUIREMENTS
APPENDIX TWO: SAMPLE AGREEMENT

SECTION 1


INTRODUCTION



    1. Description of University

Founded in 1972, The University of Texas Health Science Center at Houston (UTHSC-H) is one of the fifteen component Universities of The University of Texas System. UTHSC-H is the most comprehensive academic health center in Texas, and is comprised of the following buildings & schools:




  • Medical School (MSB) - 6431 Fannin Street

  • Medical School Expansion (MSE) – 6431 Fannin Street

  • Cyclotron Building (CYC) – 6431 Fannin Street

  • School of Dentistry (SOD) – 7500 Cambridge Street

  • School of Public Health (SPH) - 1200 Pressler Street

  • School of Nursing (SON) – 6901 Bertner Avenue

  • School of Health Information Sciences (SHIS) - 7000 Fannin Street

  • Graduate School of Biomedical Sciences (GSBS)– 6655 Travis Street

  • Biomedical & Behavioral Sciences Building (BBS) – 1941 East Road

  • Institute of Molecular Medicine (IMM) – 1825 Pressler Street

  • Harris County Psychiatric Center (HCPC) - 2800 South MacGregor Drive

  • Operations Center Building (OCB) -1851 Cross Point Avenue

  • University Center Tower (UCT) - 7000 Fannin Street

  • Professional Building (UTPB) - 6410 Fannin Street

UTHSC-H combines biomedical sciences, behavioral sciences, and the humanities to provide interdisciplinary activities essential to the definition of modern academic health science education. UTHSC-H is committed to providing health professional education and training for students, and is dedicated to providing excellence in research and patient care, which is offered through its clinics, Memorial Hermann Hospital System (its primary teaching hospital), and other affiliated institutions. UTHSC-H is a major part of the concentration of medical schools, hospitals and research facilities generally referred to as the Texas Medical Center.


The University of Texas Health Science Center at Houston System has nearly 4,500 employees and approximately 3,600 students. As a component of the University of Texas System, UTHSC-H is subject to the “Rules and Regulations of the Board of Regents of the University of Texas System for the government of The University of Texas System.”
1.2 Objective of this Request for Proposal
The University of Texas Health Science Center on behalf of The University of Texas Harris County Psychiatric Center (“University”) is soliciting proposals in response to this Request for Proposal for Selection of a Vendor to Provide an inpatient satisfaction survey measurement and improvement system. Services related to RFP No. 744-1321 (this “RFP”), from qualified vendors.
1.3 Group Purchase Authority
Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP.

SECTION 2
NOTICE TO PROPOSER

2.1 Submittal Deadline
University will accept proposals submitted in response to this RFP until 11:00 a.m., Central Prevailing Time on Wednesday, March 27, 2013 (the “Submittal Deadline”).
2.2 University Contact Person
Proposers will direct all questions or concerns regarding this RFP to the following University contact (“University Contact”):
Angela Rodriguez, CTPM

Buyer II


1851 Crosspoint, OCB 1.160

Houston, TX 77054

Angela.Y.Rodriguez@uth.tmc.edu
University specifically instructs all interested parties to restrict all contact and questions regarding this RFP to written communications forwarded to University Contact. University Contact must receive all questions or concerns no later than Friday, March 15, 2013 at 11:00 a.m. CST. University will have a reasonable amount of time to respond to questions or concerns. It is University’s intent to respond to all appropriate questions and concerns; however, University reserves the right to decline to respond to any question or concern.
2.3 Criteria for Selection
The successful Proposer, if any, selected by University in accordance with the requirements and specifications set forth in this RFP will be the Proposer that submits a proposal in response to this RFP on or before the Submittal Deadline that is the most advantageous to University. The successful Proposer is referred to as the “Contractor.”
Proposer is encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) services to University, (2) total overall cost to University, and (3) project management expertise. Proposers should describe all educational, state and local government discounts, as well as any other applicable discounts that may be available to University in a contract for the Services.
An evaluation team from University will evaluate proposals. The evaluation of proposals and the selection of Contractor will be based on the information provided by Proposer in its proposal. University may give consideration to additional information if University deems such information relevant.
The criteria to be considered by University in evaluating proposals and selecting Contractor, will be those factors listed below:  


  • Cost -40%

  • Reports -15%

  • Benchmarking – 15%

  • Function/Survey Design 15%

  • Improvement Tools and Partnership Support / Training – 10%

  • Technical Expertise -5%

In accordance with Section 361.965(d), Health and Safety Code, and in addition to any other preferences provided under other laws of the State of Texas, the University shall give special preference to a Proposer that demonstrates that it has a program to recycle the computer equipment of other manufacturers, including collection events and manufacturer initiatives to accept computer equipment labeled with another manufacturer's brand. (ref. Section 5.4.5 of this RFP.)


2.4 Key Events Schedule
Issuance of RFP: February 25, 2013
Deadline for Questions/Concerns: Friday, March 15, 2013 at 11:00 a.m. Central Prevailing Time (ref. Section 2.2 of this RFP)

Submittal Deadline: Wednesday, March 27, 2013 at 11:00 a.m. Central Prevailing Time (ref. Section 2.1 of this RFP)




2.5 Historically Underutilized Businesses
2.5.1 All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (each a “HUB”) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangement resulting from this RFP, Contractor subcontracts any of the Services, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Proposals that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFP. Proposer acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any of the Services will continue throughout the term of all agreements and contractual arrangements resulting from this RFP. Furthermore, any subcontracting of the Services by the Proposer is subject to review by University to ensure compliance with the HUB program.
2.5.2 University has reviewed this RFP in accordance with Title 34, Texas Administrative Code, Section 20.14, and has determined that subcontracting opportunities are not probable under this RFP.
   

SECTION 3
SUBMISSION OF PROPOSAL

3.1 Number of Copies
Proposer must submit a total of nine (9) complete and identical copies of its entire proposal and a complete and identical copy of its entire proposal on CD-ROM. An original signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. Section 2 of APPENDIX ONE) of at least one (1) copy of the submitted proposal. The copy of the Proposer’s proposal bearing an original signature should contain the mark “original” on the front cover of the proposal.
3.2 Submission
Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1 of this RFP) and should be delivered to:
The University of Texas Health Science Center at Houston

Procurement Services

1851 Crosspoint, OCB1.160

Houston, TX 77054

Attn: Angela Rodriguez, CTPM, Buyer II
3.3 Proposal Validity Period
Each proposal must state that it will remain valid for University’s acceptance for a minimum of One Hundred Twenty (120) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.
3.4 Terms and Conditions
3.4.1 Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer (ref. Section 2 of this RFP), Proposal Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5 of this RFP). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:
3.4.1.1. Specifications and Additional Questions (ref. Section 5 of this RFP);
3.4.1.2. Agreement (ref. APPENDIX TWO);
3.4.1.3. Proposal Requirements (ref. APPENDIX ONE);
3.4.1.4. Notice to Proposers (ref. Section 2 of this RFP).

3.5 Submittal Checklist
Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:
3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)
3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6 of this RFP)
3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX ONE)
3.5.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)
3.5.5 Responses to questions and requests for information in the Specifications and Additional Questions Section (ref. Section 5 of this RFP)
3.5.6 Signed and completed W-9 Form.
3.5.7 Copy of Proposer’s insurance certificate in accordance with limits stated in the attached Sample Agreement (ref. APPENDIX TWO).



SECTION 4
GENERAL TERMS AND CONDITIONS

The terms and conditions contained in the attached Agreement (ref. APPENDIX TWO) or, in the sole discretion of University, terms and conditions substantially similar to those contained in the Agreement, will constitute and govern any agreement that results from this RFP. If Proposer takes exception to any terms or conditions set forth in the Agreement, Proposer will submit a list of the exceptions as part of its proposal in accordance with Section 5.4.1 of this RFP. Proposer’s exceptions will be reviewed by University and may result in disqualification of Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then University may consider Proposer’s exceptions when University evaluates the Proposer’s proposal.




SECTION 5
SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General
The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. As indicated in Section 2.3 of this RFP, the successful Proposer is referred to as the “Contractor.”
5.2 Scope of Work
Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements listed below
5.2.1 Provide inpatient satisfaction survey measurement and improvement system to meet the following specifications. A description / background of UT HCPC are provided at the end of this section


        1. Adult Psychiatric Inpatient Satisfaction Survey

5.2.1.2 Pediatric Psychiatric Inpatient Satisfaction Survey

5.2.1.3 Incorporate Adult Forensic Competency Restoration unit within Inpatient Satisfaction Survey measurement system



        1. Provide training and support for:

  1. Sampling

  2. Distribution methodologies

  3. Interacting with the patient when distributing the survey

          • How do we handle cases where the patient cannot read the survey?

          • How do we handle cases where the patient does not understand a question and / or questions?

          • How do we handle questions about the survey items or the survey in general?

          • Interpreting / analyzing results of inpatient satisfaction surveys

          • Provide on-site and webinar training services



      1. Ability to provide automation of distribution/collection methods such as a tablet or kiosk if University chooses this method.

5.2.2.1 Provide best practices on distributing the survey to within an acute care inpatient psychiatric care setting




      1. Benchmarking / Best Practice Resources for inpatient psychiatric settings




      1. Comparable database with characteristics similar to UTHCPC inpatient psychiatric care setting (acute average Length of stay 10 days)

5.2.5 Provide the following database demographic characteristics of the comparison facilities:




        1. Average Length of Stay

        2. Type of Services offered

        3. Type of facility: Free-standing or a unit within a medical facility

        4. Bed Size

        5. Volume

        6. Diagnosis codes

        7. Legal Status

5.2.6 Provide the number of facilities in the inpatient psychiatric hospital comparison data base


5.2.7 Provide improvement planning tools, best practices, case studies for improving quality of care in an inpatient psychiatric xare setting
5.2.8 Improvement tools and support should be readily available on-line
5.2.9 Report must identify opportunities for improvement and strengths
5.2.10 Languages Offered – Provide surveys in multiple languages especially Spanish, Vietnamese
5.2.11 Reporting Features


    1. Provide on-line, on-demand reports

    2. Unlimited on-line access to reports

    3. Provide data trending reports that includes unit and physician ranking reports

    4. Scalable reporting, able to provide reports by unit, by physician, by month, quarterly and annually

    5. Control charts by hospital-wide , unit and physician scores

    6. Provide comments report for open ended questions.

    7. How can we use the comments report to support performance improvement initiatives?

    8. Provide ability to electronically distribute reports to UTHCPC email boxes at pre-determined intervals




      1. Provide data Entry Services




      1. Provide reports within one week after close of data collection for the month.




      1. Provide archival copies of electronic copies of survey data (for example Excel spreadsheet of data) as requested by UTHCPC. UTHCPC is part of the University of Texas Health Sciences Center and as such participates in teaching and research, for which survey data is often used.




  • Description of UT Harris County Psychiatric Center (UTHCPC)

We are an acute care (average length of stay is less than 10 days) free-standing inpatient psychiatric facility. Roughly 66% of our patients are involuntary admissions. UTHCPC provides inpatient psychiatric services to patients with most primary psychiatric diagnoses. A large percentage of patients have a co-morbid diagnosis of chemical dependency. The child & adolescent programs treat children and adolescents, ages 3 through 17, who have a primary psychiatric diagnosis. Chemical dependency or mental retardation is present as a secondary diagnosis in many of these patients. UTHCPC does not treat patients with primary medical conditions, although some medical issues can be addressed in conjunction with psychiatric care (i.e., hypertension and diabetes).


Each unit’s schedule is designed to meet specific needs of the population served. Care is provided 24 hours a day on all inpatient units.

Evaluation services may include, when warranted:

* Psychiatric evaluations


* Physical examinations
* Blood tests and EEGs
* Activity therapy evaluations
* Learning disabilities evaluations
* Neuropsychological testing
* Pharmacological reviews
* Substance abuse evaluations
* Neurological consultations
* Psychosocial assessments
* Structured diagnostic interviews
* Psychological testing

  • Services Provided At UTHCPC

Child and Adolescent Services – 2 Units with 16 beds each

Services are offered for children, ages three through twelve and adolescents, ages thirteen through seventeen. The average length of stay for children and adolescents is eleven days. The goal of the treatment program is to help the child or adolescent better understand his or her illness, the possible need for medication, and how to better cope with life-issues that may threaten their mental health. Group and individual therapy are designed to teach the patients how to resolve interpersonal and family conflicts, stabilize psychiatric conditions and identify specialized educational and living needs. The supportive unit environment can help children develop a more positive self-image, learn insight into feelings and conflict and develop more adaptive styles of behavior. Patients are encouraged to express feelings, accept responsibility and accept the consequences of personal behavior as part of the treatment plan.



  • Children and adolescents treated by UTHCPC suffer from any of the following disorders:

* Bipolar or manic depression
* Schizophrenia
* Depression or major depression
* Anxiety disorders
* Disruptive behavior disorders
* Attention deficit/hyperactivity

  • Many children participating in the UTHCPC program also have secondary illnesses, including those related to:

* Substance abuse
* Behavioral adjustment
* Sexual abuse
* Physical abuse
* Life-threatening situations
* Suicide attempts
* Family relationship issues
* School difficulties

The UTHCPC Child and Adolescent Program allows the treatment team to focus on the stabilization of those in all levels of crisis, within a safe, secure, structured, small group milieu.



  • Inpatient program features on the Child and Adolescent Services include:

* Board certified child/adolescent psychiatrist-directed treatment
* Multi-disciplinary team approach, including psychiatrists, nurses, psychologists, social workers, chaplains, dieticians, therapists, teachers and aides
* Continuum of care providing inpatient care and out-patient referral
* Individualized treatment plans
* Individual and group therapy
* 24-hour care
* Family participation
* On-site Texas Education Agency accredited academic program

Adult Services  (10 Units)

Units range between 20 and 25 beds

Adults, ages eighteen and up are served on units providing a therapeutic living environment. The average length of stay for adults is seven days.

One Adult Competency Restoration Unit with 19 beds



  • Adults treated in UTHCPC’s inpatient program suffer from any of the disorders:

* Bi-polar or manic depression
* Schizophrenia
* Depression or major depression
* Other mental health disorders requiring inpatient care

The UTHCPC Adult Program allows the treatment team to focus on the stabilization of those in all levels of crisis, within a safe, secure, structured, small group milieu.



  • Inpatient program features on the Adult Services units include:

* Board certified psychiatrist-directed treatment
* Multi-disciplinary team approach, including psychiatrists, nurses, psychologists, social workers, chaplains, dieticians, therapists and aides
* Continuum of care providing inpatient care and out-patient referral
* Individualized treatment plans
* Individual and group therapy
* 24-hour care
* Family participation

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