Located in Syracuse, New York, SUNY Upstate Medical University (the "Hospital") desires to enter into an agreement with a contractor to provide Physician Oncall software that will allow the hospital and departments maintain Oncall support schedules. The Oncall software would be used to enter information into a database that will allow searching capabilities to see what physicians are oncall for a particular department or service within our institution. The software will not only act as an oncall list but will offer an automated way to roll out schedules for a physician or department. This automation will save countless hours of manual data entry when creating schedules. This software should provide the ability to create schedules as far out into the future as desired. The software will need to be able to take into account built preferences and rules when creating and rolling out schedules. We also wish to have the software available for viewing on handheld devices, such as iPhone and android phones. The software needs to be able to interface with our Electronic Medical Records vendor EPIC, among other vendors. The software should also support the ability for providers to submit requests for open shifts and swap with other providers if needed.

The software should have the ability to configure various levels of user permissions and associated functionality at the enterprise, departmental and user level. The software should also be able to produce robust reports for administrative purposes.

Contractor shall ensure that all services provided pursuant to any Resulting Agreement are in accordance with the rules and regulations of the Hospital (including department specific policies and procedures), the Hospital medical staff Bylaws, all applicable Federal and New York State laws and regulations, and in compliance with all applicable standards promulgated by the Hospital’s current Centers for Medicare and Medicaid Services (CMS) Approved Accreditation Organization and all other appropriate public or private licensing or accrediting organizations

Contractor shall ensure that all services provided pursuant to any Resulting Agreement are in accordance with the rules and regulations of the Hospital (including department specific policies and procedures), the Hospital medical staff Bylaws, all applicable Federal and New York State laws and regulations, and in compliance with all applicable standards promulgated by the Hospital’s current Centers for Medicare and Medicaid Services (CMS) Approved Accreditation Organization and all other appropriate public or private licensing or accrediting organizations.

Minimum Qualifications of Eligible Organizations :

• Contractor must be able to do business with New York State.
• Contractor must be able to support a ‘single sign on solution’.
• Solution must be cloud-based
• Contractor must be SOC 2 compliant.
• Contractor must provide ability to interface with EPIC Oncall and EPIC Cadence products.
• Contractor must provide ability to interface with SPOK, Amtelco.
• Contractor and software should be able to allow creation of schedules without limitation in the future.
• Contractor must provide ability to access schedules on iPhone and Android devices and provide ability to view, schedule, request changes with other users.
• Contractor must provide the ability to create schedules both manually and through automation such as a ‘rules-based engine’.
• Contractor must provide ability to host the platform and require minimal hardware/software on site.
• Contractor must support the ability to run analytics and provide analysis at the Enterprise level.
• Contractor software must be able to run reports on demand and be exportable to EXCEL, CSV and PDF platforms.
• Contractor software must be able to have the ability to manage provider requests for time off requests, open shifts, and allow limits to be built that our facility would like to create.
• Contractor must have experience working with Academic Medical Centers and have software implemented in these environments.
• Contractor software must be able to take into account rules or preferences built to identify consecutive shifts and allow for more variable numbers of consecutive time-based shifts.
• Contractor must provide use of a secure, facility specific web site and mobile application.
• Contractor must provide the ability to filter schedule data by provider type, department, location.
• Contractor must provide ability to configure multiple levels of user permissions and associated functionality at the enterprise, departmental and user level.
• Contractor software must be able to allow for the ability to post shifts that other providers can select and pick up.
• Contractor software should be able to interface with Microsoft Outlook.

To indicate interest in and eligibility to provide these services, interested eligible Contractors should submit a completed Checklist and Application Cover Sheet (available under the “Documents” tab) and no more than a four (4) page Letter of Interest describing the Contractor’s background, capacity and experience that demonstrates and affirms its ability to conduct the activities as described above during the anticipated contract term. These documents must be submitted via email to graziank@upstate.edu no later than 2:00pm EST on Friday, May 12, 2023.

This procurement is subject to New York State Finance Law §139-j and §139-k, also known as the Lobbying Law. Therefore, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed as the primary contact. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of the New York State Finance Law. Failure to comply with this requirement can range from no contract award to debarment from sales to any New York State agency. Please refer to the Office of General Services website at https://ogs.ny.gov/acpl for more information about the Lobbying Law.

The successful contractor will be required to submit applicable documents related to Vendor Responsibility, New York State Finance Law §139-j and §139-k, and New York State's Tax Law §5-a. The successful contractor will be required to submit valid and current New York State Workers' Compensation and Disability Benefits insurance certificates.