Mastering the PACS RFP

The level of a realized picture archiving and communications system (PACS) benefit is dependent upon a careful approach to choosing a vendor that will satisfy the specific requirements of an organization, including architecture, storage, networking, hardware specifications, user interfaces, and workflow. The request for proposal (RFP) process serves to provide a systematic approach to requesting, receiving, scoring, and awarding competitive bids for contracts. Typically, administrators (and vendors) must endure a very arduous process before a vendor is ultimately selected. This can take as much as 9, 12, or even 18 months. A significant problem with the legacy RFP is the length of time the process can take. If the decision point is determined to be 12 to 18 months in the future, much of the data in a fast-changing industry will be irrelevant right now. A dynamic RFP is conducted in 3 to 5 months, depending on the product or service being reviewed. This shortened timeline will provide a better chance of having the right people on the steering committee. A shorter timeline also increases the accuracy of the steering RFP decision. The dynamic RFP creates a level playing field that will enable the committee to select the right vendor. This level playing field can be created through weighting, on-site demonstrations, and vendor presentations.