RFP 27-08-SSP EPIC Clinical Staffing Support

Description: Moffitt Cancer Center Overview The H. Lee Moffitt Cancer Center and Research Institute, Inc. (“Moffitt”), located in Tampa, Florida, began operations in 1986. As an academic and research medical center, Moffitt is a National Cancer Institute-designated oncology research institute in Florida and one of the Southeast's leading cancer centers. Comprised of two inpatient facilities, ambulatory outpatient surgery centers, ambulatory clinics, a cancer screening facility and research laboratories, Moffitt offers a sophisticated network of services and technologies that assure the citizens of its region convenient, cost-effective, high quality health care. Moffitt’s workforce is currently comprised of a robust group of individuals ranging from full-time and part-time employees, medical residents, volunteers, students and interns, all engaging in varying scopes and projects across the institution. RFP Purpose and Objectives Moffitt is looking for a partner to provide onsite at-the-elbow support across ambulatory oncology, infusion services, inpatient oncology, pharmacy, radiation oncology, and research operations during Epic go-live. Support will include Beacon treatment planning, chemotherapy ordering and administration, clinical documentation, scheduling, registration, medication management, clinical trial workflows, and patient safety processes. Staff will offer real-time workflow guidance, issue triage, escalation management, and end-user coaching during hypercare operations. Scope 1. Clinical Areas Supported • Ambulatory Oncology Clinics • Inpatient Units at 2 Hospital Facilities • Ancillary Areas\ Pharmacy (especially oncology pharmacy) Laboratory Radiology Radiation Oncology Research/Cancer Clinical Trials Offices 2. Epic Applications Supported Oncology Specific • Epic Beacon • Treatment Plans • Chemotherapy Ordering • Protocol Management • Infusion Workflows • Oncology Documentation Ambulatory • EpicCare Ambulatory • Scheduling • Registration/Check-In • Referrals • Patient Messaging • Clinical Trials - Epic Research Inpatient • EpicCare Inpatient • Orders • Clinical Documentation • My Chart Bedside TV • Grand Central Pharmacy • Willow Inpatient • Willow Ambulatory • Beacon Pharmacy Workflows Ancillary • Cupid • Radiant • Beaker 3. At-the-Elbow Responsibilities Provider Support • Navigation assistance • Order entry support • Beacon treatment plan activation • Documentation assistance • SmartTools usage • In-Basket management Nursing Support • Chemo administration workflows • Treatment verification • Medication scanning • Documentation • Patient education documentation Scheduler/Front Desk Support • Check-in/check-out • Appointment management • Referrals • Insurance verification workflows Pharmacy Support • Treatment plan verification • Order validation • Dispensing workflows • Prior authorization processes 4. Proposed Staffing Model Staffing ratio for go-live support is: Area Typical Coverage Providers - ATE to XX Proposed Infusion Nursing - ATE to XX Proposed Inpatient Oncology - ATE to XX Proposed Pharmacy - ATE to XX Proposed Registration/Scheduling - ATE to XX Proposed Ancillary Locations - ATE to XX Proposed 5. Coverage Windows Week 1 • 100% onsite coverage • Open-to-close clinical operations Week 2 • Targeted support based on ticket volume • Focus on high-risk oncology workflows Weeks 3-4 • Reduced staffing • Hypercare model • Remote support augmentation Workday Strategic Sourcing RFP Event Contents This RFP package includes the following documents and contents, which require responses as part of the Respondent’s proposal as indicated: 1. Supplier Utilization and Subcontracting Plan – Requires Response REQUESTED DOCUMENTS 1. Copy of W-9 Form RFP Timeline This RFP shall be conducted under the following timeline, which is subject to change only upon prior approval by the Moffitt Purchasing Department and granted to all responsive parties (hereinafter “Respondent(s)” or “Vendor(s)”). Event Date Issuance of Bid - 10/20/2026 Respondent Pre-Submission Conference Call - October 27th, 2026 @ 1pm EST RFP Responses Due - 11/6/2026 by 5pm EST Virtual Demos - Week of November 16th, 2026 Award of Bid - TBD On the date indicated above for "RFP Responses Due” in the timeline section of this RFP, Respondent’s bid must be received, online, in accordance with the requirements below, by no later than 2:00 p.m. Eastern Time. RESPONDENT PRE-SUBMISSION CONFERENCE CALL Moffitt will conduct a vendor pre-submission conference call to further clarify and discuss the requirements of this RFP on October 27th, 2026, at 1:00pm Eastern Time. Zoom Link: https://moffitt.zoom.us/j/98164102022 Dial in: 305-224-1968. Conference ID: 981 6410 2022 RESPONSE REQUIREMENTS All responses, proposals, communications, and correspondence required during the Request for Proposal process must be routed through the Workday Strategic Sourcing portal. All responses will be confidential. Failure to adhere to this requirement may result in your organization not being considered. Award Criteria The award of this RFP is subject to the terms and conditions contained herein, in addition to any supplemental terms and conditions developed by Moffitt during the course of this RFP process to augment purchase order conditions of the purchase. Quality of service, pricing, products, acceptance of Moffitt’s Vendor Contracting Requirements, and other terms of purchase will be an integral part of the decision selection process. Moffitt reserves the right to award this RFP bid, in whole or in part, to the Respondent that can best meet Moffitt’s business and regulatory needs, in Moffitt’s sole and absolute discretion. Moffitt assumes no responsibility and bears no liability for costs incurred by a Respondent in the preparation and submittal of a bid in response to this RFP.