Instructions for Preparing an RFP/RFI Using This

Template
Note: This Sample RFP/RFI is designed for facilities who are in the market
for a Laboratory Information System AND an Outreach software solution.
If you are not in the market for an outreach solution, please refer to
www.orchardsoft.com to download an RFP/RFI template
for an Laboratory Information System only.

1. Replace any red type with information pertaining to your facility.

2. Add any supporting information that would be helpful to the vendor
to understand the dynamic of your facility such as:
a. Network Topology
b. Diagram or description of current laboratory workflow
c. Listing of current instrumentation/hardware
d. Listing of planned future instrumentation/hardware
e. Listing of names and contact information for your facilitys key
personnel that will be included in the LIS purchase process
such as:
i. LIS Administrator
ii. IT Director
iii. Lab Manager
iv. Department supervisors, i.e. Microbiology, Anatomic
Pathology, etc.
v. CEO
vi. CFO
3. Any rules you would like vendors to follow during the RFP/RFI
process, i.e. only asking questions to a specific person at your facility.
4. Delete any questions that do not pertain to your facility.
5. Add any questions not already included that you wish to have
answered during the RFP/RFI process. Keep in mind that this
document is a generalized RFP/RFI with broad topics. Questions on
specific functionality of the proposed system should be asked in the
Functional Requirements section.
6. Include all timeline dates for the RFP/RFI due date, etc.
7. Include the number of copies you want of the RFP/RFI and the
method in which it should be returned to your facility.
**Note: An RFP is a Request for Proposal, which indicates that your facility
would like a cost proposal for the proposed system. An RFI is a Request for
Information, which indicates that your facility is only gathering
information and is not interested in a cost proposal at this time.

-0-

-1-

<Facility Name and Address>

REQUEST FOR
PROPOSAL/INFORMATIO
N
Laboratory Information
System

<Date>

-2-

<FACILITY NAME>
REQUEST FOR PROPOSAL/INFORMATION
TABLE OF CONTENTS
SECTION I INTRODUCTION...........................................................3
SECTION II FACILITY PROFILE......................................................4
SECTION III CRITERIA FOR EVALUATION.....................................5
SECTION IV VENDOR PROFILE......................................................6
SECTION V TECHNICAL ENVIRONMENT......................................7
SECTION VI IMPLEMENTATION AND SUPPORT...........................9
SECTION VII SYSTEM PROPOSAL..................................................10
SECTION VIII FUNCTIONAL REQUIREMENTS..............................11

-3-

SECTION I INTRODUCTION
This Request for Proposal is an invitation to a select group of companies to
submit proposals for a Laboratory Information System for <Facility Name>.
The intent is to obtain information leading to the selection of a Laboratory
Information System that will best meet the clinical and management
information needs of <Facility Name>.
Respondents who are selected for further consideration will be requested to
make on site presentations and demonstrate their system.
<Facility Name> requires that all proposed software currently be installed
and operating at two or more sites. If developmental software or enhanced
versions of existing software is included in the overall package being
proposed, the nature, status, and timing of development and delivery
activities should be clearly stated.
All questions and inquiries regarding this RFP/RFI should be directed to:
<Contact Name>
<Title>
<Facility Name>
<Street Address>
<City>, <State> <Zip Code>
<Phone Number>
<Fax Number>
<E-mail Address>
Anticipated Time Frames for Evaluation and Selection Process
Issue RFP/RFI to Vendors
Questions on RFP/RFI due
Responses to RFP/RFI due
On Site Vendor Demonstration
Finalists Selected
Site Visits and Reference Checks
Final Evaluation and Selection
Contract Negotiations
Contract Signed
Commence Installation

<Date>
<Date>
<Date>
<Date>
<Date>
<Date>
<Date>
<Date>
<Date>
<Date>

Please submit <Number> copies of your response to the above

address.
Responses received after <Date> will not be considered.

-4-

-5-

SECTION II FACILITY PROFILE

1. <Facility Name, Address, Phone, Web site>
2. Description of organization including type or facility (hospital, clinic, or
reference lab; size (number of beds, physicians, patient requisitions/day,
etc); and configuration (number and proximity of satellite laboratories
and/or client facilities).
3. LIS Project Goals and Expectations
The goals of the Laboratory Information System Project are: <include
goals your facility wishes to achieve with the implementation of a new
system, i.e. expanding outreach, streamlining workflow, return on
investment, increase reimbursements, etc.>

<goal>
<goal>
<goal>

4. Outreach Goals and Expectations

The outreach goals of the facility are: <include outreach goals your
facility wishes to achieve with the implementation of a new system, i.e.
number of physicians/facilities supported, reporting and data-mining
goals for outreach clientele, return on investment, increased revenue,
etc.>

<goal>
<goal>
<goal>

5. Current Management Information System Environment

Description of current management information systems environment
including existing systems (name, version and vendor), wide and local
area network environment, number of laboratories or draw sites as well
as the number and type of existing hardware located at each site.
The current Laboratory Information System (if applicable) is: (Indicate if
there is a desire to acquire historical laboratory data and import into
new LIS.)
The current outreach solution (if applicable) is: (Indicate if there is a
desire to acquire existing client data and import into new outreach
system.)

-6-

The information systems to be interfaced to the Laboratory Information

Systems are: (Include any of the below systems that are currently
functional at your facility including the vendor and name of system.)

Practice Management System

Hospital Information System
Billing System
Electronic Medical Record
Please indicate multiple systems if outreach software should
interface to client information systems.

-7-

The laboratory equipment to be interfaced to the Laboratory Information

System is: (Include any of the below analyzers; vendor and modeland
the number of eachthat are currently functional at your facility.)

Chemistry Analyzer
Hematology Analyzer
Immunoassay Analyzer
Coagulation Analyzer
Microbiology Analyzer
Urine Strip Reader
Other Instruments to be Interfaced

-8-

SECTION III CRITERIA FOR EVALUATION OF RESPONSES

<Facility Name> will evaluate the responses to this RFP/RFI based on the
vendors ability to:

Meet the functional and technical requirements described in this

RFP/RFI as evidenced by the RFP/RFI response and demonstration
of the software.

Provide a cost-effective solution that meets the financial goals of

<facility>.

Provide timely program modifications and upgrades in response to

changing industry needs, regulatory requirements, and advancing
technology.

Demonstrate expertise and functionality as evidenced by client

references and site visits.

Provide a superior level of customer service and technical support,

both pre-installation and post-installation to clients as evidenced by
references.

-9-

SECTION IV VENDOR PROFILE

1. Identify the company name, address, city, state, zip code, telephone, and
fax numbers.
2. Identify the name, title, address, phone and fax numbers, and e-mail
address of the primary contact person for this project.
3. Provide a brief overview of your company including number of years in
business, number of employees, nature of business, and description of
clients.
4. Identify any parent corporation and/or subsidiaries, if appropriate.
5. Give a brief description of the evolution of the laboratory information
system software. Include the date of the first installed site and major
developments that have occurred (e.g. new versions, new modules,
specific features). Describe any previous ownership, if appropriate.
6. List any industry awards/recognition that you have received, the
awarding party, and the date received.
7. Indicate the total number of installations in the last 3 years by the year
of installation and the total number of current users for the proposed
system.
8. Provide a summary of your companys short term and long term goals
and strategic vision.
9. Provide a list of three references similar in size and specialty mix to
<Facility Name>. References should be clients who have had their
system installed within the past 5 years. (Include name, contact,
address, telephone, system(s) installed and date of installation)

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SECTION V TECHNICAL ENVIRONMENT

Hardware
1. Describe the required hardware configuration including descriptions of
central processing unit(s), networking hardware, back up devices, and
Uninterrupted Power Supply.
2. Describe the ability of the proposed system to support fail-safe data
storage (redundancy, mirrored, etc.).
3. Describe the requirements of system cabling for communication to the
server and to the existing network.
4. Does the system employ 32-bit architecture?
5. What are the warranty periods provided for hardware?
6. Please outline service and maintenance costs for the system as proposed.
7. In an outreach environment, describe the connectivity of the proposed
system.
Software
1. Describe the operating systems under which the proposed system will
operate. (UNIX, DOS, Windows, Windows NT, etc.)
2. Name and describe the database management program utilized by the
system.
3. What programming language(s) was used to develop the system?
4. How many records can be stored in the proposed system?
5. Describe the file purging/archiving methodology used by the proposed
system.
6. List cost of license agreements, renewal, and upgrades.
7. Describe the length of time a software version is supported.
8. Please describe your systems database reporting tools.
9. Describe the security system used by the proposed system.

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10. Describe your proposed disaster recovery plan to safeguard source

code and ensure that the proposed system is recoverable in the event of
a disaster at the headquarters of your facility.
11. Describe

your proposed disaster recovery plan for <facility> to ensure

that our data is safe and secure in the event of a disaster.

Network and Interface Issues

1. Have you interfaced your LIS with other Clinical Information Systems?
(Provide names of interfaced systems.)
2. Describe the network topology of your outreach solution in conjunction
with your LIS solution.
3. Describe the network topology of your outreach solution in conjunction
with another vendors LIS solution.
4. Can your outreach solution be a stand-alone application utilizing a
different LIS?
5. Have you interfaced your outreach solution with other information
systems (i.e. the outreach solution needs to be able to accept orders from
and send results to information systems that do not reside on the same
LAN or WAN as the laboratory)? Describe the interface functionality in
detail.
6. Does the proposed system comply with Health Level 7 (HL7) interface
standards for importing and exporting data to and from other systems?
7. Have you interfaced your LIS with reference laboratories? (Provide
names of interface reference laboratories.) Describe the interface
functionality.
8. Does your LIS have the capability to provide a direct link to off-site
locations for order entry and result retrieval? Describe this capability in
detail.
9. What communication protocols are supported?
10. What speeds of network lines are required for proposed LIS to
function on a Wide Area Network?
11. What network infrastructure is needed to operate a true outreach
operation (i.e. the laboratory needs to accept orders from and send

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results to a nursing home that is not within the same LAN or WAN as the
laboratory)?

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SECTION VI SYSTEM IMPLEMENTATION AND TECHNICAL

SUPPORT
1. Describe and attach your typical implementation plan. Describe the
length of time your engineer will be on our site during implementation
and the exact scope of the work they will perform.
2. Describe the experience and qualifications of your installation team.
3. What kind of client communication and implementation planning is done
prior to the installation?
4. Describe the training provided. Include a training outline.
5. Where is your technical support center located?
6. What are the methods for contacting technical support?
7. What are your hours of operation for technical support?
8. Describe the qualifications of your technical support staff.
9. Describe the organization and structure of your technical support
services.
10. What percentage of your total employees is responsible for direct
client support?
11.

Describe the ongoing system support provided by the vendor.

12. Are software upgrades provided as part of the software support

contract?
13.

Describe your software upgrade process.

14. Are there hot fixes or updates between versions? Do these

updates cost extra?
15.

How often are new versions released?

16. How are customer requests for enhancements and customizations

handled?
17.

How many separate modifications were included in the last release?

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18. How many separate modifications included in the last release

requested by current users?
19.

Describe the qualifications of your product development department.

20. What percentage of your total employees is responsible for product

development?
21.

Do you have a formal users group?

22. Describe the companys policy regarding source code.

SECTION VII SYSTEM PROPOSAL
Provide a system proposal that includes:
1. Detailed listing of hardware provided.
2. Detailed listing of software provided.
3. Description of training provided, including location and time
commitment.
4. Description and cost of ongoing support.
5. Cost of proposed system.

- 15 -

SECTION VII FUNCTIONAL REQUIREMENTS

Refer to the following Functional Requirements checklist. Notice that there
is a Functional Requirements section for the Laboratory Information System
portion of the proposed solution and a separate Functional Requirements
section for the Outreach portion of the proposed solution. A response and
detailed description to each checklist item is required. Failure to respond
to every item could result in dismissal of your RFP/RFI submission.
Elaborate on any items that differentiate you from other vendors.
Assign one of the following Availability Codes to each item:
A - Feature is available off the shelf.
N - Feature is not available.
C - Feature is available with additional cost and custom programming.

LABORATORY OUTREACH SOLUTION

FUNCTIONAL REQUIREMENTS
NOTE: Detailed Descriptions of features are REQUIRED for all responses.
A - Feature is available off the shelf.
N - Feature is not available.
C - Feature is available with additional cost and custom programming.
Feature
Availabil
ity
SYSTEM ARCHITECTURE AND MAINTENANCE
Provide an outreach system
that operates in a Windows
environment.
Functional Description

A.
A.1

A.2

Provide an outreach system

that employs a centralized
relational database.

A.3

Allow the outreach system to

operate on all networking
infrastructures, including
local and wide area networks,
and Internet based
connectivity linking all
practice sites.
Provide the ability for
outreach solution to integrate
with any LIS.
Provide the ability for
outreach solution to integrate
with multiple LIS.

A.4
A.5

- 16 -

Detailed Description

A.6

Allow full system functionality

from any computer,
regardless of computer
specifications.

A.6

Provide a scalable system

that can be expanded easily
as our facility grows.

A.7

Provide an operational
environment that will ensure
the security and integrity of
the system and all its data.
Provide for redundant storage
of all system data files.

A.8
A.9
A.10

A.11
A.12

B.
B.1

B.2

B.3

B.4

B.5

B.6

Provide for redundant

processing capabilities to
protect against processor
failures. a checkpoint
Provide
recovery capability to restore
data files after a system
failure.
Provide expanded
descriptions for error
messages.
Please describe any
scheduled maintenance
procedures.
SECURITY AND AUDITING
Provide a multi-level security
system that is separate from
the LIS to ensure the
confidentiality of patientrelated information and to
control access to outreach
functions and features.
Restrict access to specific
areas of the application based
on system function to be
performed.
Provide practice level security
ensuring that associates of
one practice cannot gain
access
to the patient
records
Allow password
protection
at
different levels (i.e. system
administrator, phlebotomy,
nursing,
provider,
etc.).
Allow a user
of proper
security clearance to modify
the database parameters once
the
system
is live,
Restrict
access
to without
configuration tables, profile
indexes, etc. to designated
personnel via security

- 17 -

B.7

B.8

B.9

C.
C.1

C.1.
1
C.1.
2
C.1.
3
C.1.
4
C.1.
5
C.1.
6
C.1.
7
C.1.
8
C.1.
9
C.1.
10
C.1.
11
C.2
C.3

C.4

Maintain an automated
system log of user sign-on
activity.
Maintain an audit trail for
system entries including user
code, date, and time of each
system
Providetransaction.
multi-level password
security down to options
within menus.
INTERFACING
Provide operational interfaces
for the following applications
(Please provide a functional
description of each interface
available):
Hospital Information
System
Reference Laboratory
Electronic Medical Record
Laboratory Information
System
Billing System
Practice Management
System
Demographics System
Pathology
Module/Software
Microbiology
Module/Software
Radiology
Module/Software
Other Information System
Provide additional interfaces
for multiple systems.
Provide all interfaces as an
integral part of the
application requiring no
additional third-party
software to implement or
Provide technical support for
all active interfaces.

D.

ORDER ENTRY

D.1

Allow multiple tests ordering for a

single patient using a common
demographic record.

D.2

Allow laboratory orders to be

entered from any computer on or

- 18 -

off the local network.

D.3

Allow the lab to develop and

customize orderable items.

D.4

Allow simple test ordering: Single

header linked to a single test result
field (e.g. Glucose).

D.5

Allow compound test ordering:

Single header linked to multiple
test result fields (e.g. CBC, Lipid
Panel, and Comprehensive
Metabolic Panel).

D.6

Allow the user to order tests by

entering test codes and/or by
selecting from a test menu.

D.7

Automatically alerts users to

previously ordered lab work.

D.8

Allow at the time of ordering a

request that patient lab results be
sent to more than one provider.

D.9

Allow the cancellation of orders for

patients who do not show for
appointment.

D.10

Provide Medical Necessity

validation based on lab-defined
valid diagnosis codes for each
applicable test.

D.11

Allow the generation of Medicarecompliant ABN forms when test

ordering fails medical necessity
validation.

D.12

Allow entry of four diagnosis codes

for each ordered test.

D.13

Provide automatic testing

destination routing as specified in
payor's contract.

D.14

Provide automatic label printing as

orders are entered.

D.15

Allow lab-defined label

configuration.

D.16

Describe the bar code formats your

outreach solution accepts and
prints.

D.17

Provide the specific sample

requirements or sample tube types

- 19 -

at the time of order entry.

D.18

Store diagnosis codes in

registration function.

D.19

Support retrieval of patient records

by partial (e.g. first few letters of)
patient last name.

D.20

Support sample storage and

retrieval modules for the purpose of
drug testing, add-on testing, etc.

D.21

Process orders for profiles that

include multiple tests (e.g. cardiac
enzyme profile).

D.22

Allow a miscellaneous test code so

previously undefined tests can be
ordered and charged.

D.23

Ability to correct a field on a screen

without having to re-enter entire
order transaction.

D.24

Allow entry of orders for future

dates.

D.25

Allow splitting one ordered test into

more than one request (e.g. group
tests, pre-op, and coag screen).

D.26

Automatically check for and warn

of duplicate single test orders with
profile orders.
Support cancellation of tests-logging accession #, test code,
patient name, reason, date, time,
and tech ID.

D.27

D.28

Provide simple method to order

additional test requests on sample
already received and processed in
lab.

D.29

Allow cancellation of an order

without canceling prior results.

D.30

Provide flexible, customizable

Sample ID formats.

D.31

Print sample collection labels for

timed and routine collections.
Allow for multiple labels per test to
print.
Print instructions/comments (e.g.
do not collect from right arm) on

D.32
D.33
D.34

Print aliquot labels when more than

- 20 -

one test is drawn in the same

collection tube.
D.35

Provide that uncollected samples

continue to appear on subsequent
lists until cancelled or collected.

D.36 Provide for easy free text entry of

information such as critical result
notification, sample rejection, or
culture sites.
D.37

Provide for intelligent prompting

for accessioning; e.g. When a
wound culture is ordered, the
system prompts the user for
site/location.

D.38

Provide easy access to sample

requirements for laboratory users.

D.39

Provide intelligent sample labeling

groups samples in chemistry
together and prints on labels, while
hematology tests print on separate
label and microbiology prints
separately. Allows for making the
number of labels customizable for
each test.

D.40 Provide intuitive user interface

easy to locate screens for
accessioning, reporting queries,
etc.
D.41 Provide for an easy, systematic, and
logical method of adding, editing,
or deleting tests in the test code
dictionary.
D.42 When looking up a patient in the
system, tests performed on that
patient and test results are made
available without additional steps.
D.43

Allow outreach clients to customize

their own order entry screens to fit
their practices needs.

D.44

Allow outreach clients to customize

colors and logos of the system for
their practice only.

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E.

RESULT REPORTING

E.1

Provide ability to auto deliver

results by the following methods:

E.1.1 Web Delivered (i.e. Provider logs in

to a website to retrieve results)
E.1.2 Email
E.1.3 Fax
E.1.4 Print
E.1.5 Electronic interface to client
information system (EMR, HIS,
PMS, etc.)
E.2

Accept images, graphics and linked

documents from a host LIS via
interface to display on reports.

E.3

Provide ability to designate HTML

or PDF format of reports.

E.4

Maintain patient result history

indefinitely.

E.5

Provide ability to purge results

after a specific amount of time if
desired.

E.6

Provide ability to graph historical

results on a report.

E.7

Provide scheduler for automatic

result delivery.

E.8

Allow re-delivery of results.

E.9

Automatically maintain a record of

reports delivered by each reporting
modality (FAX, Printer, and E-Mail,
etc.). Provide easy access to these
results at any time.

E.10

Allow patient test to be incomplete

for at least 8 weeks in the system.

E.11

Print daily detailed master log of all

work performed in lab for audit
purposes.

E.18

Display abnormal or critical results

uniquely from other results.

E.19

Allow for cumulative result

reporting. Please explain.

E.20

Describe the procedure for

correcting test results that have
been resulted. After correcting, are
the corrections able to be altered?

E.21

Print list of received but untested

samples due to insufficient quantity.
Allow for a comment to be placed
on the sample accordingly.

E.22

Includes features that allow batch

reporting.

E.23

Allow features for customizable

patient report formats.

E.24

Display patient results in an easy to

view format for all patients of a
provider or location.

E.25

Provide ability to batch print and

batch acknowledge receipt of
results.

E.26

Provide the date/time reported on

reports transmitted by FAX, laser
printer, and e-mail.

E.27

Provide a permanent log of all test

results that have been edited.

E.28

Workstations work independently of

each other. Multiple functions can
occur simultaneously without one
party having to exit the system.

E.29

Provide flexible reporting formats.

E.30

Provide the ability to access all

patients of a particular client by
name, date, or date range.

E.31

Allow look-up of patient and patient

results by client number.

-1-

F.

RULES-BASED LOGIC

F.1

Ability for rules-based logic where

laboratory personnel can define
criteria in if-then statements.

F.2

Ability for Rules program to

evaluate all rule entries for tests,
not just the first one, so that
complex or cascading rules may
easily be designed, where several
rules can be invoked based on one
scenario.

F.3

Provide rules-based report routing.

F.4

Provide the ability to create rules to

assist in decision support.

F.5

Must have ability to flag results

based on criteria other than
standard reference ranges to
include testing location, drawing
location, ordering provider, patient
age, and priority of order.

F.6

Charge rule capability.

F.7

Provide ability to customize order

entry rules.

F.8

Allow rules to be enabled by

practice (i.e. one practice has
certain rules enabled and another
practice doesnt).

G.

SAMPLE STATUS AND TRACKING

G.1

Provide the ability to track patient

samples throughout the testing
process.

G.2

Provide identification of the

individual who ordered the test,
collected the sample, and released
the test results, including the date
and time of these occurrences so
that this information is accessible
Support user-defined priorities.

G.3
G.4

Support a way to identify the

phlebotomist, (doctor, nurse, etc.)
in system for samples not drawn by
laboratory personnel.

G.5

Include data for tracing order

(dates, times, tech ID, results) from
order entry to final reporting in
master log.

G.6

Provide index to master log by

accession number.

G.7

Provide customizable sample

storage tracking including
identification of freezers,
refrigerators, etc.

G.8

Allow sample storage/retrieval by

use of a barcode scanner (i.e. the
requisition is scanned into the
system and the system tells the
laboratory where the sample is
stored in the lab).

-1-

H.

PATIENT RECORDS

H.1

Provide ability to easily generate

historical patient reports.

H.2

Allow patient database search

based on:

H.2.1

Patient name

H.2.2

Patient account number

H.2.3

Patient SSN

H.3

Allow the user to search previous

patient results for specific tests and
easily view historical results of that
test.

H.4

Allow the user to graph patient

results by test to identify possible
trends.

H.5

Allow historical results for multiple

tests to be graphed on one
normalized graph.

H.6

Describe how the system handles

storage of old results. Is
archiving/purging necessary?

H.7

Allow the user to review specific

patient's results without paging
through the entire list of patient
results.

I.

MANAGEMENT AND ADMINISTRATION

I.1

Provide ability to create completion

reports by date.

I.2

Provide ability to create billing

summary reports by date.

I.3

Provide ability to create reports of

failed medical necessity checks.

I.4

Provide ability to create cancelled

test reports that include test name
and reason for cancellation.

I.5

Provide for a customizable overdue

report that would indicate tests
such as urine cultures that become
overdue at 4 days while blood
cultures become overdue at 7 days
and CBC overdue at 4 hours.

I.6

Provide ability to create turnaround

time reports by date.

I.7

Provide a summary report for test

usage over a user-definable period
of time.

I.8

Provide physician utilization report

(e.g. number of tests requested by a
physician).

I.9

Provide ability to print a list of

draws that need to be performed.

J.

DATA MINING

J.1

Provide user-friendly report

generator with graphical user
interface as an integral part of the
outreach application.

J.2

Provide ability to create reports

from any computer.

J.3

Provide ability to create a billing

report.

J.4

Provide ability to create a report

showing all tests completed during
a date range.

J.5

Provide ability to create a report for

order exceptions.

J.6

Provide ability to generate patient

lists (with certain demographic
data) who meet specific result
criteria for public health reporting.

J.7

Provide ability to create reports on

standing or recurring orders.

J.8

Provide ability to write queries

using logic in great detail within
the application.

J.9

Support the use of commercially

available tools for report
generation.

J.10

Provide ability to save commonly

performed searches.

J.11

Provide ability to schedule

automatic, unattended runs of data
reports.

J.12

Provide ability to create reports to

mine patient data for specific
practices within the application

J.13

Provide on-line help screens to

assist novice users in all
applications.