Electronic Data Interchange (EDI) Services

Upstate Medical University (“Upstate”) intends to make an award under our discretionary authority, which is up to $125,000.00, for Electronic Data Interchange (EDI) services as noted below, pursuant to New York State (“NYS”) Education Law §355(5)(a) which authorizes purchases without a formal competitive process in certain circumstances, including purchases from NYS small businesses, from business certified pursuant to Article 15-A of the NYS Executive Law, and if applicable, from businesses selling commodities or technology that are recycled or remanufactured. If you are interested in providing a proposal for the above commodity or service, you must contact the appropriately designated Campus contact in this advertisement within fifteen (15) business days of this Advertised Notice. A sealed bid will not be held.

1. Introduction

Upstate invites qualified vendors to submit proposals to provide Electronic Data Interchange (EDI) services to support the procurement and supply chain management needs of our organization. This solicitation seeks to identify a provider that can offer a comprehensive EDI solution to facilitate seamless data exchange with our suppliers and trading partners.

Our goal is to enhance operational efficiency, increase data accuracy, and ensure compliance with industry standards. The selected vendor will play a critical role in modernizing our procurement processes and supporting our ongoing efforts to improve supply chain performance.

This bid advertisement is published in accordance with New York State procurement guidelines and is open to all qualified and responsive bidders. Vendors who meet the minimum qualifications and have relevant experience in providing EDI services are encouraged to apply.

1. Requirements and Scope of Work

2.1. General Requirements

1. Experience and Qualifications

• Vendor must have a minimum of 7 years of experience providing EDI services to healthcare providers, hospitals, or similar institutions.
• Vendor must demonstrate successful implementation of at least 100 comparable EDI integrations with Acute care facilities and their suppliers.
• Vendor must provide client references for past projects of similar scope and complexity.

• Vendor must comply with all relevant industry standards for data security, such as HIPAA (Health Insurance Portability and Accountability Act) and any other applicable data protection regulations.
• Vendor must adhere to New York State security and privacy standards.

• Vendor must provide 24/7 customer support with a dedicated support team.
• Response time for system outages or critical issues must not exceed 1 hours.
• Vendor must provide access to a knowledge base or support portal for troubleshooting and self-service support.

2.2. Technical Requirements

1. System Integration and Compatibility

• The proposed solution must integrate with our existing Enterprise Resource Planning (ERP) system (Infor Lawson) using industry-standard ODBC connections and XL7 protocols.
• The solution must be capable of integrating with supplier data feeds, including but not limited to GHX and other similar platforms.
• Support for both inbound and outbound EDI transactions, including but not limited to purchase orders (POs), order acknowledgements, invoices, and advance shipping notices (ASNs).

• The system must provide tools for data validation, error handling, and exception reporting.
• Vendor must offer dashboard capabilities for real-time tracking of EDI transaction statuses.
• Reporting functionality must allow for customizable reports and export options in multiple formats (e.g., CSV, Excel, PDF).

• The solution must be scalable to accommodate future growth, including new suppliers and increased transaction volume.
• The system must allow for the customization of workflows and business rules to align with agency-specific needs.

2.3. Project Implementation and Training

1. Implementation Timeline

• Vendor must submit a project implementation plan with key milestones, tasks, and deadlines.
• The implementation must be completed within 6 months from the contract start date.

• Vendor must provide end-user training for agency personnel, both technical and non-technical users.
• Training materials must include user manuals, video tutorials, and quick reference guides.
• Vendor must conduct at least 20 hours on-site or virtual training sessions.

2.4. Pricing and Cost Proposal

1. Cost Structure

• Vendor must submit a detailed cost proposal, including all fees for software licenses, implementation, support, maintenance, and any other associated costs.
• Cost proposals must clearly delineate one-time costs from ongoing subscription fees or licensing fees.

• Payment terms will be negotiated with the successful bidder but must comply with New York State procurement requirements.

This procurement is subject to NYS Finance Law (“SFL”) §§139 –j & –k, also known as the Lobbying Law, therefore, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed below. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of SFL. Failure to comply with this requirement can range from no contract award to debarment from sales to any NYS agency. Please refer to the Office of General Services website at http://www.ogs.ny.gov/aboutOgs/regulations/d efaultSFL_139j-k.asp for more information on the Lobbying Law.

The successful contractor will be required to submit applicable documents related to Vendor Responsibility, NYS SFL §§139 –j & –k and NYS Tax Law Section 5-a.

The successful contractor will be required to submit valid and current NYS Workers’ Compensation and Disability forms.

NYS Small Business and businesses certified pursuant to Article 15-A of the NYS Executive Law are encourage to submit bids.

Service-Disabled Veteran-Owned Set Aside: No

Minority Owned Sub-Contracting Goal: 0%

Women Owned Sub-Contracting Goal: 0%