Request for Information
whole slide imager and software suite
RFI Due Date: November 30th, 2007 at 1pm (CST)
Section 1 Overview
1.1Purpose for this Request for Information (RFP)
The intent of the Request for Information (RFI) is to solicit information for hardware and software required that best meets the requirements of the University of Texas M.D. Anderson Cancer Center (M.D. Anderson) Division of Pathology and Laboratory Medicine for a whole slide imaging system with digital image management software, and possibly including image analysis software and tissue microarray software, which will meet numerous use-cases in both the clinical and research setting. The highest priority for the department at this time revolves around the following Use –cases:
1.1.1 – Slide/Image archival of referral cases that are sent to M.D. Anderson and then returned upon completion of review
1.1.2 – Clinical intra-departmental specialist consultation for immediate diagnosis (Frozen sections)
1.1.3 – Biopsy slide archival for intra-operative decision support for frozen sections
1.1.4 – Immunohistochemistry controls for distributed viewing and rapid availability
1.1.5 – Permanent record of Immunohistochemistry stained slides ( in case of fading or loss of pigment) for comparison with subsequent material.
1.1.6 - Archival of representative sections from all positive cases
1.1.7 – Conference support for tumor boards, allowing distributed teleconferencing
1.1.8 – Educational / teaching support
1.1.9 – Enterprise image management
1.1.10 - Other use cases
a)Tissue microarray
b)Image Analysis
1.2M. D. Anderson Cancer Center Background Information
1.2.1Mission
The mission of the University of Texas M.D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research, and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.
1.2.2Vision
We shall be the premier cancer center in the world, based on the excellence of our people, our research-driven patient care and our science. We are Making Cancer History.
1.2.3Core Values
Caring:By our words and actions, we create a caring environment for everyone.
Integrity: We work together to merit the trust of our colleagues and those we serve.
Discovery: We embrace creativity and seek new knowledge.
1.3Laboratory Informatics Environment
1.3.1 Current Applications
The Division of Pathology and Laboratory Medicine, through its Laboratory Information services group currently maintains its own data center (see below), help desk, and desktop support services running multiple mission critical applications for the delivery of care at M.D. Anderson. PowerPath (v8.3, currently upgrading to v9.1), IMPAC’s Anatomic Pathology system, manages the workflow and daily operations for our laboratory for surgical pathology, cytopathology, dermatopathology, autopsy pathology, and parts of the hematopathology services. Cerner’s Classic PathNet Laboratory Information System is used by the Laboratory Medicine Department, for most areas of the laboratory, including Transfusion medicine. We have recently initiated the project to replace Cerner for the Transfusion Medicine service with the eProgressa platform from MAK-System. We are currently using a self-developed software for the HLA laboratory. The Clinical laboratories will also be moving off of Cerner to SCC Soft Computer’s SoftLab, and we are co-developing/enhancing the SCC Soft Computer’s SoftGene product for our Molecular based laboratories. The hospital information systems include Siemens Invision (ADT) anda self-developed C# .NET windows forms application EMR called ClinicStation. We currently use the Quovadx QDX™ Integrator (MDI Solutions, Toronto, CA) Interface engine in the enterprise We have also developed a VB.NET windows forms application called PathStation which acts as a workflow integration platform, tying together all of the relevant applications for the pathologists into a unified platform with single sign-on and patient synchronization. Our dictation application (Winscribe), PowerPath, Cerner and ClinicStation are all connected this way. Ideally, an image management application and potentially, the other software applications related to WSI would be able to connect to our integration platform.
PowerPath’s uses a case-centric view of the data. As our mission critical system, it facilitates the workflow for both the laboratories and the pathologists. We currently have the ability to store case relevant images, although we don’t currently use this functionality for slide images. We are scanning case paperwork and associating these images with the cases.
For reference, the following are the available software interfaces for PowerPath:
- ADT Interface: Imports admission, discharge, and transfer information from hospital information systems to PowerPath.
- Results Interface: Transfers outbound results from PowerPath to other hospital information systems.
- Billing Interface: Minimizes the chance of incorrect billing and increases billing efficiency by sending demographic and order information to the billing system. PowerPath can be used to manage either global billing or professional and technical billing.
- Referring Physician Master File Interface: Automatically updates PowerPath when changes to a centralized physician database are made.
- Inbound Orders Interface: Allows PowerPath to automatically receive orders, cancellations, and number assignments from external information systems.
- Ventana Stainer Interface: Transfers patient demographics and orders for a specific stain directly to the staining machine.
- Cassette Labeler Interface: Allows PowerPath to work directly with printers to automatically inscribe blocks with labels upon order entry.
We currently are not using whole slide imaging in any clinical relevant business processes at this time. Having said this, we do currently own 2 Trestle Robotic Microscopes which have been deployed in both of our frozen rooms for remote consultation of staff members during frozen sections. This system includes a gross camera setup in one room.
We do utilize image analysis systems. We have Applied Imaging’s ARIOL system (San Jose, CA), which consists of a walk-away scanner with the ability to analyze 50 slides. The adjacent microscope comes with lenses of 10, 20, and 40x. We have 5 stations located in various laboratories throughout the hospital with the ability to add more. Currently, we use the system for IHC analysis of single section and TMA immunostaining. Ariol has the ability to distinguish 4 color differences, along with their shapes. The system is used to quantitate, separate, and analyze, digitally, the various measurements of color and shape variation obtained with DAB and AEC. At the present time, we are not using the system for immunofluoresence because we need upgrades, including a new camera. A second system is the Biogenex iVISION & gVISION system (San Jose, CA), which is also is used to quantitate, separate, and analyze similar to Ariol’s system, but has no shape classifier. Unfortunately, the company has offered poor technical support. One strong point, however, is that the instrument is user friendly.
1.3.2 Laboratory Informatics: Server Hardware and Operations
The LIS data center houses over 52 servers, of which the overwhelming majority are Hewlett Packard model servers. The center also hosts the Cerner PathNet system (OpenVMS). Implementation projects for 2 new Unix (AIX & TRU64) systems recently kicked off: One system (Soft) will replace the Cerner lab system, and will be comprised of 2 racks hosting 2 IBM P5 9117 570 servers. The second system will consist of 1 rack with 2 HP Alpha ES45 servers for the MAK blood bank applications. The Cerner system will be decommissioned and removed from the data center upon implementation of the Soft system. An old home-grown legacy database, (data store) called Concurrent, is currently in the process of being decommissioned with the data off-loaded into a new data warehouse, referred to as SPiDR (Shared Pathology Information Data Repository) that we are developing in house using a Microsoft SQL platform, .NET architecture, and Web services. An entire Citrix environment is also hosted from this data center allowing thin client and cross platform support for laboratory applications distributed throughout the campus. The systems are backed via an HP MSL 6060 tape library running Veritas software. This system provides 12 Tb of data storage, non-compressed
The data center maintains an MGE COMET 80KVA/64KW UPS to maintain electrical protection. The center also manages a Liebert chilled water-cooling system, which keeps the room temperature 63 degrees 24x7. The operations staff verifies this hourly. The data center floor is raised 1.5 ft. and all wiring is managed under the floor, which is equipped with liquid sensors. The room is equipped with a non-liquid fire suppressant system. Access to the data center is protected by a badge entry system, currently limited to operators and server administrators. All other employees must get permission for entry. A second coded lock door inside the operations room also limits access to the data center. Only the server administrators have the combination to this lock.
1.3.3Networks
The core of the network is a Gigabit Ethernet using switches configured in a fully meshed topology. The riser closets are connected via 100-base-fx (fiber optics running 100mbps speeds in full duplex). The secondary closets are connected in the same manner. The individual desktops have 10mb switched ports guaranteeing consistent performance across the entire network. All buildings on campus are connected to the institution-wide Ethernet. Since coverage of the backbone is 100%, all applications can be accessed from any location within M.D Anderson.
1.3.4Imaging Workflow
No whole slide imaging workflow for clinical care is in place. We will require an integrated workflow within our current case workflow to ensure that images of critical assets are obtained, stored, accessible, secure, and retrievable.
1.3.5Desktop PC Computing Standard (current)
M.D Anderson PC Workstation StandardIBM compatible
Intel Core 2 duo 1.86 Ghz
1gb RAM memory
80 GB hard drive
Windows XP SP2
MS Office 2003 SP2
Lotus Notes client 5.0.11
Acrobat Reader 8.0
Trend Micro OfficeScan
Compaq DMI 5.01a3 (reads network settings and helps monitor the workstation)
Internet Explorer 6.0 SPI
1.3.6Internet/Intranet Security
M.D. Anderson’s security mission is to ensure the integrity, confidentiality, and availability of critical resources and assets while minimizing the impact of security procedures and policies upon business productivity. Policies and operating procedures exist for Hardware security, Operating system security, Identification and Authentication, Security Auditing, Information Access control, Network Security, Telecommunications security, Encryption, Enterprise Anti-virus/Anti-spyware security, Email security, Intranet/internet security, and Asset/Media security.
1.4Institutional Statistics
CATEGORY / 2006ACTUAL
Inpatient Beds / 512
Nursing Units (Inpatient and Outpatient) / 46 (Inpatient-19, Outpatient- 27)
Annual Inpatient Admissions / 21,221
Annual Inpatient Days / 155,551
Annual Outpatient Clinic Visits / 927,441
Annual Operating Hours / 50,917
Annual New Patient Accounts / 22,000
Number of Protocols / 1,081
Average length of stay for Inpatient / 7.3 days
1.5Department Statistics
CATEGORY / 2006ACTUAL
Surgical Cases (S type) / 50,233
Cytology Cases (C type) / 24,789
Hematopathology Cases (S/BM type) / 20,813
1.6 Vendor Instructions
Proposals must be summarized in a cover letter on the vendor’s letterhead, with a reference to this Request for Information. The RFI must also be referenced on the outside of the envelope or package.
The response to this Request for Information must be received at the address no later than November 30th, 2007 at 1pm (CST), and in accordance with the instructions provided. It is the responsibility of the vendor to insure that the Request for Information is received on time.
Vendors are specifically prohibited from contacting anyone at M. D. Anderson other than Lucy Calzada, C.P.M.regarding this Request for Information. Failure to comply with this requirement could result in the vendor being summarily disqualified from further consideration. Vendors may communicate with Dr Michael Riben, MD in the Department of Pathology for coordinating demonstration/site visits within the department.
This Request for Information is issued by:
Lucy Calzada
Sourcing Specialist, IS Sourcing / Contracts
Supply Chain Services
UT M. D. Anderson Cancer Center
713-794-5496
Your response to this Request for Information may be mailed or delivered to M. D. Anderson Cancer Center Supply Chain Services Department
Delivery Address:
University of Texas M. D. Anderson Cancer Center
Attn: Supply Chain Services, 110507/lp,
1020 Holcombe Blvd., Suite 230
Houston, Texas 77030
1.7 M. D. Anderson Reserved Rights
Compliance with the terms and conditions of the Confidentiality Agreement or Vendor acceptance submitted information relating to this RFI shall not bestow Vendor with any rights or expectations with respect to being selected to perform the work or provide a solution described herein. M. D. Anderson reserves the right to:
1)Terminate discussions with any Vendor at any point without incurring liability or expense.
2)Reject without notice or explanation any or all RFI submissions, or any portion of an RFI, for any reason.
3)Return or reject unopened any RFI documents delivered after the RFI closing date and hour, or to the wrong address.
4)Modify or amend any parts of the RFI documents prior to request of any proposal. Such modification or amendment will be communicated to all Vendors who will be given the opportunity to modify or amend any part of their submissions as a result.
5)Disqualify and reject any submission that is determined to be incomplete in any material respect.
Section 2—Scope of Work
2.1General
The system proposed by the Respondent shall meet the requirements outlined herein. This section of the RFI is divided general parts:
1.General System Specifications
2.Functional and Technical Requirements
The Respondent is asked to reply fully to each question and requirement in this section. RFI responses may be considered as an addendum to the final contract with M. D. Anderson Cancer Center.
2.2General
2.2.1Equipment Acceptability
Equipment must be available for general sale or lease on the date specified for receipt of responses. The minimum useful life span of the proposed equipment must be at least five years from the date of acceptance. All equipment proposed shall be of the latest design, system organization, and technology. The respondent is to provide equipment specifications.
2.2.2Software Acceptability
All system and application software proposed and specified as currently available must be demonstrable in a production environment or otherwise be so indicated. The degree of success of the software to meet the requirements outlined in this RFI will be decided by M. D. Anderson
2.2.3Vendor Questionnaire
The following sections present questions related to basic vendor information required by M.D. Anderson. Please answer each question completely, concisely, and accurately. Incomplete answers will be considered as “blank answers” and will be disregarded. For each response, indicate the number of the question to which you are responding.
2.3General System Specifications
2.3.1. GENERAL QUESTIONS
2.3.1.1 VENDOR PROFILE
1)Provide the primary contact person for purposes of addressing issues related to this RFI.
a)Name
b)Title
c)Address
d)Phone Number
e)Fax Number
f)Email Address
2)Please give a brief outline of your corporate organization, including relevant controlling interest, controlled companies, recent mergers or acquisitions, corporate philosophy and current strategic mission.
3)Provide a brief summary of your company and product offering including:
a)Number of years in your industry
b)Number of years serving the healthcare industry
c)Total number of employees
d)Name of hardware platform and software
e)Version of software
f)Total years hardware and software have been developed
g)Total number of client installations with proposed hardware/software solution(s),
h)Number of client installations in U.S.
i)Was the hardware/software internally developed or acquired from another source?
j)Describe any participation in healthcare standards groups (e.g. DICOM)
4)Please attach copies of any recent trade journal articles about your company, products or clients, including relevant case studies and product brochures
.
2.3.1.2 DEVELOPMENT
1)Describe your company’s commitment to continued development and product enhancements as well as how user enhancement requests are prioritized? What is your three-year plan for your current whole slide imaging platform and software applications, as well as future development?
2)Describe the development /release cycle for the proposed products including feature prioritization and user requests impact on product features.
2.3.1.3 CLIENT INFORMATION
1)Provide a partial client list indicating the client name, address, phone number, contact, installation date and functionality/modules in production for currently installed users of the proposed system who reflect the same business as M.D. Anderson Cancer Division of Pathology and Laboratory Medicine
2)Please provide a list of at least three clients for references. These clients should have used the system for at least 1-6 months and have a similar profile to the division of Pathology and Laboratory Medicine at M.D. Anderson. These references will be utilized by M.D. Anderson to evaluate the vendor’s performance on matters such as client satisfaction, application and technical issues, implementation and client support, training and responsivenessto issues. These references should be considered excellent users of the products proposed. (Ideally, they should be using the proposed version or the preceding version, but planning to upgrade to the proposed version)
a)Client name, address, phone and contact
b)Type of laboratory?
c)Brief description of environment and system configuration
2.3.1.4 SYSTEM ADVANTAGES/BENEFITS
1)Provide examples of tangible benefits (Return on Investment) that have been documented by other users/clients of your proposed system.
a)Where do your clients typically see cost savings/improvements (reduction of paperwork, reduction in errors, etc…)? Please quantify if possible.
b)What methodology do you use to measure benefits? Please provide a sample.
2.3.2 HARDWARE AND SOFTWARE TECHNICAL
2.3.2.1 Solution Architecture
1)Describe your solution’s current architecture (Hardware device, software, client server, PC based, etc.) and any expected hardware prerequisites or environmental prerequisites/site preparation.