HomeMy WebLinkAboutResolution - 6604 - Grant Application - Lubbock Health Department -Telecommunications Infrastructure - 11/11/1999Resolution No. 6604
Nov. 11, 1999
Item No. 14
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute on behalf of the City of Lubbock a grant application and any
associated documents for a Non -Competitive Grant for Not -for -Profit Hospitals and
Clinics for a telecommunications infrastructure grant at the Lubbock Health Department
with the Telecommunications Infrastructure Fund Board of Austin, Texas, which
application and associated documents are attached hereto and which shall be a part of this
Resolution as if fully copied herein in detail.
Passed by the City Council this 1 ith day of November,_ '1999.
WINDY SI ON, MAYOR
AT REST:
City Secretary
APPROVED AS TO CONTENT:
Tommy C den, Health Department Manager
APPROVED AS TO FORM:
AAald G. Vandiver, First Assistant City
Attorney
DDres/grantres.doc
October 29, 1999
No Text
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Resolution Ho. 6604
Nov. ill 1999
TIFB Grants for Non -Profit Hospitals & Clinics PH3 Item No. 14
Release Date: October 25,1999
Request for Proposals
The Telecommunications Infrastructure Fund Board (TIFB) announces the availability of approximately $19
million in non-competitive grants for Non -Profit Hospitals and Healthcare Clinics that have not received
previous TIFB funding, in order to increase connectivity to the Internet; provide public access to medical
information; and/or provide telemedicine services for direct patient care.
TIFB applicants may select from a configuration list in order to do one or more of the following:
1. Establish a local area network of at least 100 Mbps that is connected to the Internet. Applicants not
having a local area network of 100 Mbps or greater connected to the Internet must meet the
minimum criteria prior to expending funds in other allowable areas. One of the purposes of this
program is to allow Non -Profit Healthcare Clinics to participate in statewide public health initiatives
including the state's Health Alert Network.
2. Provide "inside -the -walls connectivity" for public access for medical information of value to the
public as well as healthcare professionals by establishing a LAN or LANs in the clinic facilities,
together with public access terminals or kiosks.
3. Install telemedicine telecommunications equipment in order to provide clinical services for direct
patient care. (See the allowable equipment list in this RFP.)
Eligible Applicants
The following entities are eligible:
• Clinics identified by the Texas Department of Health as being eligible members of the State's Health Alert
Network, or
• Public not-for-profit health care facilities: rural or regional hospital or other entity such as a rural health
or community healthcare clinic that provides direct patient care that:
o is supported by local or regional tax revenue; or
o is a certified not-for-profit health corporation, under federal law; or
o is an ambulatory health care center
All public not-for-profit healthcare facilities must submit the following Provider Number(s) on their
Letter of Intent:
• Medicare Part A and/or Part B, or
• Medicaid
Public School-based clinics that serve the general public are NOT eligible for this round of funding. Instead,
school-based clinics should rely on TIFB Public School grants.
Funding Eligibility
Each Hospital/Clinic is eligible for up to $60,000. In collaborative projects, the intent of the TIF Board is that
the majority of funding goes to sites where the patient is located. Since the funding level is determined by the
number of sites, each site should receive $60,000. In collaborative arrangements where this is not the case,
ample justification will need to be provided in the application.
No entity may apply for more than one grant.
No entity may be a member of more than one collaborative.
TIFB reserves the right to amend award amounts based on the availability of funds and the number of
applications received.
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Program Detail
Proposals should include the following components:
(Please see the Application Guide and specific forms listed in this document.)
• Project narrative that describes specific healthcare need and how the proposed telemedicine project meets
those needs consistent with the practice of medicine in the state of Texas.
• Technical description that specifies how the project combines telecommunications technology with
clinical resources to address the identified healthcare need, including equipment specifications.
• Evaluation plan that relates the objective to discrete measures, indicators or milestones that can be used to
determine if objectives are achieved. These can include measurements related to healthcare benefits, cost
effectiveness, and financial sustainability.
• Timeline that details how the project will be developed.
• Budget that explains how the project combines existing resources with those of the TIFB to develop,
implement, and sustain the proposed system.
• Business plan that explains how the project will conduct clinical business in the two years following the
grant period.
Collaboration is encouraged but not required. Collaboration with Health Science Centers is not required.
For the Existing Equipment Inventory, applicants will list workstations with a 400 MHz or faster processor
connected to a local area network of 100 Mbs or greater that are connected to the Internet.
Configuration List
o Telecommunications costs if the facility has no Internet connectivity or less than a T-1 connection
o Installation fees (Should be included in the purchase price of the equipment.)
o Servers with a minimum of a three-year on-site maintenance agreement
o Workstations with a minimum of a three-year maintenance agreement
o CSU/DSU or other network termination
o Router(s)
o Hub(s) or Switch(es) (Switches are recommended)
o Multifunction Server(s)
o Network printer(s)
o Cable and cable hardware (enhanced Cat S or fiber recommended)
o Software: security, web authoring, network operating system, remote network administration,
disability, centralized administrative software
o Distance Learning Equipment
o Remote Access Server(s)
o LCD or Video Projector(s)
o Electronic whiteboard(s)
o Video Conferencing and peripheral equipment suitable for telemedicine
o Video streaming devices
o Monitor(s)
o Document Camera(s)
Allowable Contractual Service:
1. Telecommunications and ISP contracts.
2. Remote Network Administration costs may be used as a Local Match.
Non -allowable Contractual Services:
Project Management costs, and other indirect costs will not be funded by TIFB. Grantees may only use Project
Management costs as a local match if they use a bidding process to award the contract per TIFB contractual
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services rules. Grantees may not count as a local match any funds that are paid to their own institution,
personnel of that institution, collaborative members, or to sub -recipients of the grant.
Database subscriptions are NOT an allowable expense under this RFP.
Additionally, applicants should note that the TIFB limits the number of workstations that may be purchased
with TIFB funds in order to encourage applicants to focus on implementing an extensive inside -the -walls
infrastructure. Applicants are limited to purchasing no more than 10 workstations per entity.. Applicants
may fund network connectivity for more than 10 workstations; however, software licensing should match the
number of TIFB funded workstations.
Where the grantee's stated purpose is public access, those workstations designated for public access should be
available to the public for the preponderance of time.
Applicants are required to commit to the following:
• Provide public service locations for Internet access in the hospital or clinic (within the framework of your
operations policy).
• Develop and implement Internet Access policies.
• Provide furniture, building modification and 'outside the walls' connectivity for project equipment out of
non TIFB-grant funds.
• Participate in project -related training.
• Assume ongoing telecommunications, hardware, and software costs when the TIFB-funded project is
completed.
• For those clinics connecting to the State Health Alert Network, participate in training recommended by the
Texas Department of Health.
• Provide in matching funds, a minimum of 10% of the funds requested from TIFB (The matching
money must be spent within the grant period and cannot be in-kind contributions.)
• In telemedicine projects, provide training on medical protocols for telemedicine.
General Submission Guidelines
Letter of Intent
All prospective applicants must notify TIFB in writing of their intent to submit an application by November
15, 1999. Not-for-profit providers must list their Medicare Part A or Part B or Medicaid Provider
Number. Refer to Section 2, page 1, of the TIFB Grant Application Guide for information regarding the content
of the Letter of Intent. There is also a sample letter of intent in Appendix B.
The Authorized Official must sign the letter of intent. For the purposes of this grant program, the
Authorized Official must be the individual authorized by the governing body of the applicant
organization to sign contractual agreements and, therefore, apply for, accept, amend, decline or cancel
the grant for the applicant entity. The letter of intent must be postmarked no later than November 15, 1999,
and may not be faxed. Applications will not be accepted if the letter of intent is not submitted or
postmarked by November 15, 1999. Signatures must be original. Stamped or copied signatures will not be
accepted.
Application Instructions
The TIFB application consists of the forms listed in this document, which are found in the TIFB Grant
Application Guide unless otherwise noted. Please refer to the TIFB Application Guide for information about
completing the forms and submitting a complete application. Applications are due by 5:00 p.m. (CST) on
December 10, 1999, and must be in the TIFB Office by this date (see Section 2, page 2, of the Grant
Application Guide for submission policy). The TIFB reserves the right to disqualify any application that does
not meet the stated guidelines for submission. TIFB also reserves the right to disqualify any applicant based on
poor performance or misadministration of previous TIFB grants. Applications may be delivered or mailed to
the following address:
Telecommunications Infrastructure Fund Board
1000 Red River, Room E208
Austin, Texas 78701-2698
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Questions
Contact the TIFB at 1-888-533-8432 or (512) 344-4300 if you require additional information. An FAQ list will
be available at the TIFB homepage (www.tifb.state.tx.us).
Award Guidelines
Awards
It is anticipated that awards will be announced on January 7, 2000. Grantees will receive a TIFB award packet
containing an Award Letter, a Statement of Grant Award, a Grantee Acceptance Notice, an Approved Budget, a
Press Release, a Grant Management Handbook, a Project Director Form, and a Direct Deposit Form. See
Section 1, page 7, of the TIFB Grant Application Guide for a brief overview of the grant management process.
The grant period will begin on January 15, 2000, and end on January 14, 2001.
Training
• Costs for training for the use of equipment purchased for the project should be included in the
equipment price.
• TIFB funds may not be paid to the grantee's own institution, personnel of those institutions,
collaborative members, or to sub -recipients of the grant for training or any other contractual service.
• The TIFB does not fund curriculum development training, software development, or personnel costs.
Matching funds, however, may be used for project -related training not funded by the TIFB.
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Timeline
• October 25, 1999
RFP Guidelines Released
Applicants should begin to fill out the application and get estimates for project costs.
• November 15, 1999
Letters of Intent Due
Letter of Intent must be postmarked by this date.
• December 10, 1999
Applications Due
Applications must be in the TIFB office by 5:00 PM on this date.
• January 7, 1999
Grants Approved
Award Packets will be mailed after grants are approved. Grantees accept award and return
applicable information within 30 days.
• January 15, 2000
Grant Period Begins
• March 20, 2000
First Financial Status Report Due
• June 20, 2000
Second Financial Status Report Due
• July 15, 2000
Interim Program Progress Report Due
• September 20, 2000
Third Financial Status Report Due
• December 20, 2000
Fourth Financial Status Report Due
• January 14, 2000
Grant period ends
• February 1, 2001
Final Program Progress Report Due
Evaluation of the project completed.
• March 20, 2001
Final Financial Status Report Due
*None of these documents will be accepted in fax form. Originals must be mailed to the TIFB offices.
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Application Forms: Instructions
The grant application consists of the forms listed below, and on the application checklist. The TIFB Grant
Application Guide describes these forms in detail. The forms not included in the Grant Application Guide are
found in Appendix B of this document. If no additional information is indicated below, applicants should follow
the instructions provided in the Grant Application Guide.
GENERAL FORMS
FORM 1: PUBLIC HEALTHCARE COVER PAGE (See Application Guide Section 9)
FORM 1: COLLABORATIVE COVER PAGE* (If required. See Section 6)
FORM 3: DESIGNATION OF GRANT OFFICIALS
FORM 4: CERTIFIED ASSURANCES
FORM 5: TABLE OF CONTENTS
FORM 6: NARRATIVE ABSTRACT
NARRATIVE
FORM 7: VISION STATEMENT & INTRODUCTION TO NARRATIVE
No more than one page.
FORM 8: NEEDS ASSESSMENT
No more than one page.
FORM 9: STATEMENT OF EXISTING CONDITIONS
No more than one page
FORM 10: PROJECT OBJECTIVES & METHODS
No more than two pages.
TECHNICAL COMPONENT
FORM 11: SYSTEM, INFRASTRUCTURE, AND NETWORK
No more than three pages.
FORM 11-A TELEMEDICINE SYSTEM
FORM 12: NETWORK DIAGRAM
FORM 13: EXISTING EQUIPMENT INVENTORY AND DIAGRAM
No more than three pages.
FORM 14: PROJECT EQUIPMENT
No more than two pages.
FORM 15: SUSTAINABILITY/SECURING FUNDING
No more than one page.
PROJECT TIMELINE
FORM 16: PROJECT TIMELINE
No more than two pages.
EVALUATION PLAN
FORM 17: EVALUATION PLAN
No more than three pages.
BUDGET
FORM 18: BUDGET PLAN
FORM 19: BUDGET SUMMARY FORM
SCHEDULE A: PERSONNEL COSTS RELATED TO TRAINING
SCHEDULE B: CONTRACTUAL SERVICES
SCHEDULE C: TRAVEL
SCHEDULE D: SUPPLIES AND MATERIALS
SCHEDULE E: EQUIPMENT
FORM 20: APPLICATION CHECKLIST
*COLLABORATIVE COVER PAGE (If required. See Section 6)
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CONFIGURATION LIST AND MINIMUM SPECIFICATIONS
The TIF Board requires items purchased with TIF funds must meet certain minimum standards. All equipment
will be Year 2000 compliant. The following items, with the following descriptions, are suitable to be part of the
TIF -funded package:
Workstations
Operating System: Windows 98, NT, Linux, Mac OS 8.1 or later (or equivalent)
Must be capable of being upgraded as new versions become available.
Software: Must be properly licensed. TIF Board will assume no liability for unlicensed software.
Year 2000: All hardware and software must be certified as being Year 2000 compliant.
Warranty: Three-year warranty required. The manufacturer or vendor must be able to support the system
architecture throughout the warranty period with repair parts. Systems manufactured by the
grantee would not meet these requirements, and so this RFP will not fund the manufacture of
workstations by the grantee.
Processor: Pentium II, Intel Celeron, PowerPC G3, AMD K6, or Pentium equivalent operating at 450
MHz or faster (iMac is an acceptable alternative, IBook is acceptable for laptops).
Memory: 128 MB (Megabytes) of memory configuration.
CD-ROM: Should be a minimum of 40x speed or greater.
BUS/Motherboard: Supports at least 2 PCI adapter cards and/or universal serial bus (USB) technology and/or
IEEE 1394.
Network adapter: Appropriate to the LAN environment (e.g., 100 Mbps Ethernet adapter)
Hard Drive size: minimum 6.4 GB
Servers
Server: Pentium, 450 MHz or equivalent performance (dual processor capable); 64 MB 100 MHz ECC
SDRAM; 4 GB SCSI HD; RAID capable, Year 2000 compliant; 3 year warranty; appropriate network
interface.
For scalability, consideration should be given to allowing for the expansion in the number of
processors.
UPS: Uninterruptible Power Supply (UPS) is a device that conditions power and provides battery backup
power in the event of a power failure. UPS should support TIFB-funded server and the router.
Connectivity Hardware
Wiring: Certified Category 5 (Cat -5) Unshielded Twisted -Pair (UTP) cabling; or enhanced CAT 5 (Cat -5e).
All physical layer components must be installed in a manner that all warranties will be in effect. All wiring and
components must be certified after installation of the Category 5. Test results must be provided to the grantee in
electronic or hardcopy format. All wiring must conform to applicable state and local codes. All TIFB-funded
wiring installations must conform to standards for labeling and documentation.
Fiber Optic cable: All fiber installation must conform to wiring standards and all applicable state and local
codes. All fiber must be installed and terminated by a trained and certified technician. All fiber must be tested
and a hardcopy or electronic media results provided to the school district. All TIFB-funded fiber installations
must conform to standards for labeling and documentation.
Video Conferencing System Specifications
General: Fully integrated set top or room systems with 30 -fps video 384 Kbps or otherwise suitable for
classroom viewing. For Multipoint conferencing, 128 Kbps acceptable. All necessary cables and wiring to
install in conferencing room.
Connectivity: LAN, WAN or Internet capable.
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VCR: Videocassette Recorder with remote control.
The videoconferencing system must meet the ITU -T H.320 (Video System) and/or H.323 standards, provide
interactive two-way video with two-way audio, two-way data. Where the H.323 standard is chosen, a
gatekeeper should also be considered. All videoconferencing equipment proposed must support ITU -T
(International Telecommunications Union - Telecommunications) recommendations.
The videoconferencing system must have a transmitted picture frame rate suitable for the intended application
but shall be a minimum of 30 frames per second. (NOTE: Contact your principal content provider for any
required network interfaces.) Audio/video lip synchronization is required. The codec shall support full duplex,
fully interactive bridged audio with active echo cancellation for group classroom distance learning and group
video conferencing applications. All applicable equipment will be UL approved. All applicable equipment will
be FCC Class A approved.
Installation: Shipping, delivery, unpacking, installation and setup should be included in price. All delivery and
installation times to be coordinated and scheduled with project officials. Installation technicians will have
manufacturers' training and conduct the installation in accordance with manufacturers' practices and guidelines.
The installation will comply with all applicable statutory and local safety requirements. All work will comply
with State and Federal law. All cables and wiring will be adequately secured using appropriate fasteners.
Electrical equipment will be grounded according to the manufacturers' specifications. The installers will be
responsible to restore any damage to school facilities caused by them.
Documentation: Sufficient system documentation will be provided either in hardcopies or online.
Documentation will include hardware and software installation and operating manuals.
Testing: System Acceptance testing shall be done within 30 days of installation (subject to Network
availability). The bidding company will propose the acceptance tests to be accomplished in order to
demonstrate that the equipment is functioning properly and fully useable for videoconferencing and distance
learning. At a minimum these tests will include:
■ Video performance without fades, dropouts, cyclical dropouts, or noise
■ Correct operation of the video terminal equipment
■ Correct operation of PC equipment
■ Tests at 384 Kbps, and nominal 30 frames per second
■ For multipoint conferences, tests at 128 Kbps minimum
Warranty: Warranty will be in effect for three years from the date of acceptance for all hardware and software
with next day shipment for hardware replacement. At a minimum, all equipment will be warranted against
defects or failure of design, materials, and workmanship. Defective equipment will be repaired or replaced at
no cost to the project. The warranty will cover any costs to bring the equipment to full function such as labor,
shipping, or handling charges. The bidding company will note any days, times, and holidays when their
personnel will not be available to take or process warranty calls. The project will be provided with a toll free
telephone number, and an email address to use to report non-functioning equipment that is subject to warranty
coverage. Equipment warranty repair will be done on a remove and replace basis, where the equipment will be
restored to full functionality within a minimum time. Defective equipment that must be replaced will be
replaced with new or like new equipment.
Technical Support: Technical support will begin on acceptance through the period of the extended three-year
warranty. Technical support will be available on all equipment hardware and software, and will be available by
either toll-free telephone number, or online. The bidding company will note any hours, days, or holidays when
technical support calls will not be taken.
Additional Equipment/Software/Services:
Printers: Printers must be network -ready laser printers with 600 dpi capability and six (6) pages per
minute, capable of letter, legal and plain paper or transparency printing..
Scanners: Scanners must be capable of scanning at least 600 dpi.
Digital Cameras
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Software: Web Authoring (For example: Frontpage, Homesite, MS Office 2000, Dreamweaver); Web
Hosting; E-mail; Listsery Software; Security Software; Access or Disability Software (to give
access to hearing or vision impaired); Audio/Video compression and manipulation software;
library automation software (for example: Ariel); Project Management
Video Camcorder
Video capture card
CD Read/write drive compatible with CD ROM media
Public Access Terminals/Kiosks: associated software/ service/ management
Inverse Multiplexor
Gateway or gatekeeper
Web -broadcast (Streaming video) equipment: used to broadcast video content (e.g. distance learning) over the
internet/intranet. The streaming server should allow remote users to view the video content, and hear the audio
feed through the use of a web -browser. VOD of superior quality is also acceptable.
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FORM 20: APPLICATION CHECKLIST
O FORM l: PUBLIC HEALTHCARE COVER PAGE
a FORM 1: COLLABORATIVE COVER PAGE (If a collaborative)
a FORM 3: DESIGNATION OF GRANT OFFICIALS
a FORM 4: CERTIFIED ASSURANCES
El FORM 5: TABLE OF CONTENTS
a FORM 6: NARRATIVE ABSTRACT
O FORM 7: VISION STATEMENT & INTRODUCTION TO NARRATIVE
a FORM 8: NEEDS ASSESSMENT
a FORM 9: STATEMENT OF EXISTING CONDITIONS
a FORM 10: PROJECT OBJECTIVES & METHODS
a FORM 11: SYSTEM, INFRASTRUCTURE, AND NETWORK
a FORM 12: NETWORK DIAGRAM
a FORM 13: EXISTING EQUIPMENT INVENTORY
a FORM 14: PROJECT EQUIPMENT
a FORM 15: SUSTAINABILITY/SECURING FUNDING
a FORM 16: PROJECT TIMELINE
a FORM 17: EVALUATION PLAN
a FORM 18: BUDGET PLAN
a FORM 19: BUDGET SUMMARY FORM
a SCHEDULE A: PERSONNEL (with Justification Page)
a SCHEDULE B: CONTRACTUAL SERVICES (with Justification Page)
a SCHEDULE C: TRAVEL (with Justification Page)
a SCHEDULE D: SUPPLIES AND MATERIALS (with Justification Page)
a SCHEDULE E: EQUIPMENT/FIXED ASSETS (with Justification Page)
a FORM 20: APPLICATION CHECKLIST (signed below)
a INTERLOCAL COLLABORATIVE AGREEMENT
Organization Name:
Bv:
Signature Project Director
Typed or Printed Name
Title
Date of Signature
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SAMPLE LETTER OF INTENT
Date
Mr. Gary Grogan
Director of Programs
Telecommunications Infrastructure Fund Board
1000 Red River, Room E208
Austin, Texas 78701-2698
Re: Name of Grant and RFP Number
Dear Mi. Grogan:
The (insert name) intends to submit an application for a (insert the name of this grant). The (insert name) meets the
qualification guidelines stated in the Request for Proposal in that (state reason why the Hospital or clinic meets RFP
qualifications).
Our Provider Numbers are as follows:
Medicare Part A
Medicare Part B
Medicaid
And/or: We are listed by Texas Department of Health as an eligible member of the Health Alert Network (y/n)
Our mailing address, along with the intended responsible individuals follows:
Name of Entity
Address
City, Texas Zip
Phone Number
Fax Number
John Doe, Authorized Official
Phone Number
Jane Doe, Financial Officer
Phone Number
Joe Doe, Project Director
Phone Number
Yours truly,
John Doe
Authorized Official
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