Inventory Management Project
Request for Proposal (RFP)
December 9, 2014
SCOPE OF WORK
The Metropolitan Chicago Healthcare Council is soliciting proposals from prospective consultants to
operate, maintain and monitor an electronic inventory management system/database. This database is
used to track all assets purchased with Assistant Secretary for Preparedness and Response (ASPR)
funding. Prospective consultants will also be responsible for the maintenance of 156 ventilators and IMS
project expansion into healthcare facilities. Additionally contractor will be responsible for performing
annual Chicago Healthcare System Coalition for Preparedness and Response (CHSCPR) visits including a
warehousing facility storing ASPR/HPP assets to assure that stored and deployed equipment and
supplies are maintained and in a ready state that, at a minimum, meets The Joint Commission standards
and Good Manufacturing Practices (GMP) Guidelines for each type of equipment, materials and
supplies.
Selected consultants will work with hospital healthcare system preparedness coordinators, CHSCPR
preparedness committees/subcommittees, MCHC staff, and the Chicago Department of Public Health
(CDPH). This collaborative approach will be utilized to ensure that all tasks are within standards and
guidelines set forth by the aforementioned accrediting agencies and organizations.
Proposals must be post marked by January 8, 2015.
Please submit proposals to the following address:
Ms. Keneatha Johnson
Clinical Services, Program Manager
Metropolitan Chicago Healthcare Council
222 S Riverside Plaza, Suite 1900
Chicago, IL 60606
Late proposals will be returned unopened. Three hardbound copies and three (3) CD copies of the
proposal are required. Faxed proposals will not be accepted. MCHC will post any supplemental
information as necessary on the MCHC web site: [Link] under Business Community. Please
visit our website periodically to check for any additional information.
BACKGROUND
The events of September 11, 2001, and the anthrax attacks that followed, highlighted the importance of
the local, state, and federal public health systems. In 2009-10, the H1N1 influenza pandemic again
underscored the importance of communities being prepared for health threats. Preparing adequately
for public health emergencies requires continual and coordinated efforts that involve every level of
government, the private sector, non-governmental organizations, and individuals (January 21,
2013:[Link]
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In order to support the ability to address a public event or incident such as a pandemic influenza, the
Chicago Department of Public (CDPH) maintains and stores caches of medical assets that can be
deployed to hospitals and/or emergency medical services (EMS) agencies if requested. In conjunction
with CDPH, the Chicago Healthcare System Coalition for Preparedness and Response (CHSCPR) has
implemented protocol for the direction and distribution of medical assets.
DELIVERABLES
The following products will be designed, conducted and evaluated:
Inventory Management System
o Support/technical guidance on logistics and software products of the Inventory
Management System.
Ensures planning for the delivery of the necessary logistic components in
compliance with industry and government standards.
Provide technical guidance to program and project managers.
o Responsible for overseeing and managing the day-to-day operations of the ASPR/HPP
asset program.
Identify potential issues and solutions through data analysis, reduction, and
entry.
Provide identified point(s) of contact to be dedicated to assist MCHC and CDPH
24/7 in case of an emergency
Create protocol for requesting, moving (including putting away) and receiving
stored equipment for use during an emergency event
o Provide oversight and management of the day-to-day inventory management
operations.
Assure that stored and deployed items are maintained as required by MCHC and
are in a ready state for deployment that, at a minimum, meets The Joint
Commission standards for each type of equipment.
Assure that all palletized items are appropriately stored and identified
Oversight of re-palletizing and labeling of stored assets
Creating/updating protocol/SOG for maintaining, receiving and moving stored
assets
o Track inventory based on:
Pallet requirements
Minimum order requirements
Expiration dates
Inventory on hand and;
Inventory on order.
o Provide adequate resources to address
Quality assurance
Potential issues/risks and solutions that are based on data analysis, reduction,
and entry.
o Updates and maintains inventory and records including but not limited to:
Recording type and quantity of materials
Locating and moving materials
Determining overdue materials
Preparation of production records
Ventilator Maintenance
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o Operational Qualification
Quarterly operational verification recommended for all 156 ventilators. This
operational check performed quarterly will serve as a periodic inspection and
operational verification as prescribed by CDPH for all inventory and other
supplies stored at the EAMC under existing inventory protocols.
Inspection of Vent for completeness
Confirm all needed ancillary materials present
Confirm “ready to deploy” condition of crate/case
Confirm location, serial, asset, and indicator tags
Dusting / wipe down / cleaning of exterior
Operational exercising/powering up unit
Perform manufacturer prescribed operational check (via HMI).
Confirm proper charging and battery fitness (load test)
o Biannual Preventative
The preventative maintenance that would fall in line with the manufacturer
recommendations/CTS recommendations as outlined in the original ventilator
contract for Ventilator Service/Maintenance.
Includes full annual PM kit and recalibration per manufacturer standards.
o Documentation and QAQC for Equipment Accountability and Traceability
Maintain equipment records in FDA compliant database approved form
biomedical equipment maintenance
Update all records as work or maintenance if performed
Enter all equipment by serial numbers and schedule all maintenance and
qualification in automated system
Utilize system to generate reports and update “readiness” availability in IMS
Annual Inventory Site Visits and CHSCPR Partner locations
o Annual inventory allows for inventory validation of all materials purchased/account for
where items have been issued/removed from the emergency cache.
o Review recommendations where product has been identified that should be rotated
out of stock at locations/MCHC to discuss w/emergency POCS items identified that may
be deemed unfit for use see “white paper” recommendations i.e.“glove fitness testing”.
o Review individual hospital recommendations upon close out to address issues identified
where storage conditions may have caused product degradation/efficacy.
o Inventoried items will include but are not limited to:
Pharmaceuticals
Personal Protective Equipment (PPE)
Decontamination equipment and supplies
Evacuation equipment and supplies
Interoperable Communications equipment and supplies
Fatality Management equipment and supplies
Mobile Medical Equipment and supplies
Burn Cache supplies
Other miscellaneous emergency preparedness equipment and supplies
EAMC Annual Inventory
o City of Chicago’s Emergency Asset Management Cache warehouse (EAMC)
Inventory stored at the EAMC in designated storage areas should be counted/
verified.
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IMS Project Expansion
o Required to expand the IMS project and its capabilities to three organizations.
SCOPE OF WORK
MCHC has developed a general scope of work. Proposals should indicate that the respondent is
proposing on the entire scope of work and deliverables indicated within the solicitation. Respondents
may include further detail regarding methodologies or approaches being proposed.
CONTRACT PRICE
The contract will be awarded as a fixed fee. The proposal must indicate the cost of services to be
provided. The proposal must also include a schedule, broken down by task and personnel hours or time
commitment for each task. A project time line/schedule must also be included.
REQUEST FOR REFERENCES
Applicants must provide three current references for which similar work has been performed.
MINIMUM REQUIREMENTS
The responding applicant must:
Have at least one staff with a minimum of five years of demonstrable experience in public health
emergency planning
Possess at least three staff with training and certification in HSEEP
Provide demonstrable experience in the successful design and after action reporting of a wide
range of emergency preparedness exercises.
Hospital exercise experience in the City of Chicago is preferred
MANAGEMENT PROPOSAL
Provide a narrative description with a budget and schedule to each of the specifications below.
Maximum two page response per each section.
Experience, Knowledge and Expertise
o At least 10 years of experience in bio pharm production controls, software/hardware
integration, design, development, and testing.
o Use of IMS for health care logistics and managing large scale bio repositories
o Experience working with public health agencies
Qualifications and Added Value
o Describe in one page or less why you believe the experience, knowledge and expertise
possessed by your organization would be the best choice for MCHC as the selected
vendor for the projects described in the scope of work.
Approach and Methodology
o Provide a written response to the steps and related rationale your organization would
utilize to successfully complete all deliverables specified in the scope of work.
EVALUATION CRITERIA
Proposals will be evaluated according to the following factors, in order of priority.
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Specialized experience and technical competence of the contractor and staff relative to the
scope of work
Understanding of the nature of the project
o Understanding of Federal, state and local requirements and regulations
o General understanding of regional conditions related to this project
References reflecting previous work experience of the contractor and assigned staff and
satisfactory accomplishment of contract responsibility
o Ability to meet work schedules
o Quality of work
Project cost
o Total project cost
o Project schedule and timeline
SELECTION PROCEDURES
Vendors/Consultants will be selected by MCHC after analysis of all information submitted in the
proposals. MCHC reserves the right to negotiate a contact, including the scope of work with any other
qualified party.
This request does not commit MCHC to award a contract or pay any costs incurred in preparation of a
response to this request. MCHC reserves the right to accept or reject any or all responses received as a
result of this request.
Respondents shall not offer any gratuities, favors, or anything of monetary value to any officer,
employee director of MCHC for the purpose of influencing favorable disposition toward their proposal.
All proposals submitted in response to this request become the exclusive property of MCHC.
ADDITIONAL INFORMATION
Please direct inquiries to Keneatha Johnson at kjohnson@[Link]. In order to ensure that all potential
respondents receive the same information relative to this solicitation, MCHC will post response for
supplemental information requested on the website [Link].
All work must be completed no later than June 1, 2015. No extensions will be granted.