RFP #2056: Purchase of Simulation Technology for the College of Nursing

Description: SUMMARY/SCOPE AND INTENT The Kent State University College of Nursing is looking for a remote observation software solution to be able to observe students performing medical practices from a remote location in a new Simulation Lab suite. The system will be used for recording and viewing students as they perform their simulations. Not only will it be used for recording, but it will also be used for the ability to playback videos for faculty to watch and evaluate the students' performances. The upcoming renovation project will include six (6) new state-of-the-art Simulation Labs with a single control room for viewing each Sim Lab. Each room will need to have at least two (2) camera angles and a microphone to hear and capture the in-room audio for each of the six (6) lab rooms. The system will have faculty access needed along with local IT access to support the faculty and student users. OVERVIEW OF REQUIREMENTS 1) Video Capture and Distribution a. Web app or application-based access for on-campus, of-campus, and international access without the use of any special setup. b. Patient monitor simulator data streamed and recorded in real time with simulation c. Easy to manage controls for recording and camera movement d. High-definition video capture to ensure possibility of detailed procedures, reviews, and analysis e. Ability to restrict video access based on participants f. Ability to simultaneously record and access multiple recordings of different rooms and applications g. Ability to export video in various formats for offline viewing (e.g., mp4) h. Cameras need to be able to pan and zoom. i. Must support at least 2 cameras and 1 mic per room. j. Must be able to start and stop recordings simultaneously 2) Debriefing a. Immediate remote debriefing • This must include an online means for immediate review of simulation sessions b. Need to add notes or addendums as part of debriefing c. Need to be able to annotate in live time 3) Centralized documentation, course materials, policies, and procedures 4) Resource Management a. Room Scheduling • Check in students to automatically start recordings • Schedule room usage b. Repair History and Maintenance Schedules c. Equipment Reservations d. Inventory e. System must send data to repository for storage/user access 5) Reporting a. Usage history for the following • Simulators and Equipment • Rooms • Programs and Courses b. Faculty and staff hours of involvement c. Create and save custom reports 6) Assessments and Evaluations a. Faculty members and supervisors need to be able to implement and score assessments of processes and procedures as simulations occur. b. Faculty members and supervisors need to be able to implement and score assessments of processes and procedures once simulations have been completed. c. Web-based creation and modification d. Collaborative creation and modification e. Rubrics must be fully customizable topics with our choice of point values / weights. f. Must be able to alter assignments after they have started or been recorded. 7) Scalability a. Incorporate expansion of system when the college expands facility availability b. Re-use of cameras and other solution equipment c. Expand recording and management to additional rooms and needs (e.g. lecture capture or incorporation of functions for non-academic entities) d. No physical equipment in the Sim Lab other than microphone, cameras and speakers e. No proprietary cabling; must be standard networking and audio cables f. The vendor should be able to provide and manage the AV switches for the observation platform g. Must be able to work with local IT and networking teams to satisfy all remote and traffic ports required by the application and hardware. h. Hardware must fit within one or two server racks of space and require no special advanced cooling. 8) Security a. User accounts should be directly tied to specific faculty, staf, and students. Please specify if the product can integrate with a central user management directory for login and if this integration allows access and / or roster provisioning based on directory groups. b. Granular configuration of access to videos c. Granular configuration of access to grades, assessments, evaluations, reviews, and reports d. Auditing records for access and changes to any videos, assessments, or related materials e. Local IT at KSU CON must have access for user creation and password resets. f. SSO integration for student and faculty accounts is required. • SAML or OpenID g. System must contain various user roles with various perm levels 9) Maintenance, Support and Updates a. Describe how technical issues are reported and monitored on the hardware (servers, cameras, video encoders, etc.). This should include any remote monitoring and automated reports or messages that are possible. b. How often are system software revisions released? Please provide a roadmap of features and updates we can expect where available. c. Are software and hardware revisions implemented by the company as part of a yearly maintenance fee? Describe the scope of what is covered by any maintenance fees. d. Describe how customer feedback for changes to the system are accepted and how that feedback may be used to improve the product. e. How is the system data backed up? And what is the retention policy for videos. f. Please describe your customer support process and any assurances for administrators and general users. g. Systems should have a backup job or the ability to recover data/videos in the event something happens to a recording. IMPLEMENTATION OF SOLUTIONS Simulation solutions should address the needs of the College of Nursing simulation center as currently listed. In addition to addressing these needs, the solutions should also offer the following features and functionality: 1) The solution must be able to operate and integrate all functions and features of equipment from various manufacturers. 2) The solution should be an all-in-one integrated solution. Faculty, staff, and students should not be required to login to multiple sites to access different components of the solution. 3) Each function that will be faculty or student facing should be easy to use and manipulate for their needs. FINANCIAL PROPOSAL Provide pricing as described in proposal and required above. Include a separate document for pricing if necessary, consistent with the format here presented. A current floor plan is provided for reference in the Appendix. Costs should be broken out in separate line items showing a detailed breakout of total cost. Any extra build plans you can provide would be greatly appreciated to understand how the systems and application work together. Please include cutsheets and technical information for all products and devices proposed for use within this project. Kent State University expects that all costs are included in the overall prices proposed, and that there will be no additional expenses billed to the University for any reason. (HECVAT and VPAT will be required once the RFP is awarded.)