02 - Attachment B - RFP 1433 Scope of Work.pdf

Request for Proposals for

MEDICAL SUPPLIES

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK

Attachment B

SCOPE OF WORK

This Scope of Work describes the Deliverables being sought through this RFP and the scope of what Contractors will be expected to offer through a Master Agreement resulting from this RFP. The Scope of Work is intended to provide potential Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposal's content or exclude any relevant or essential data.

1. Overview And Definitions

This Request for Proposals (“RFP”) is being issued by the State of Idaho (“Lead State”) in collaboration with NASPO ValuePoint. The purpose of this RFP is to develop Master Agreements with select Offerors who can provide a comprehensive array of Medical Supplies for all participating States and US territories.

All supplies, consumables and equipment must be of new/unused condition, current production models and design, FDA compliant and free from any workmanship or material defects.

2. Master Agreement Objectives

The purpose of this Request for Proposals (RFP) is to establish Master Agreement(s) with qualified Offerors to provide a catalog of medical supplies, medical equipment and support and maintenance for purchased equipment for all Participating Entities in the following categories:

Category 1: Consumables and Supplies

Category 2: Equipment and Devices

Category 3: Support and Maintenance

Offerors responding to Category 1: Consumables and Supplies; Category 2: Equipment and Devices;

and/or Category 3: Support and Maintenance must accept orders from and extend contract prices to all fifty (50) states and U.S. territories, to include qualified public entities and qualified non-profits. The subcategories listed below and on the Cost Proposal attachment are not exhaustive; Contractors must offer discounts for all subcategories they sell and/or market. Offerors that do not enter a discount into the Cost Proposal attachment for a given subcategory will not be permitted to sell Products in that subcategory if awarded a Master Agreement.

3. Master Agreement Deliverables

3.1 Category 1: Consumables and Supplies

3.1.1 Apparel and Textiles (Staff and Patient)

3.1.2 Diagnostic

3.1.3 Feeding Supplies

3.1.4 Gloves

3.1.5 Incontinence

3.1.6 IV & Infusion

3.1.7 Needles & Syringes

3.1.8 Nutritional Supplements

3.1.9 Obstetrics & Gynecology

3.1.10 Orthopedic, Therapy & Support Products

3.1.11 Ostomy & Urology

3.1.12 Respiratory

3.1.13 Surgical Instruments

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK

3.1.14 Wound Care

3.2 Category 2: Equipment and Devices

3.2.1 Ambulatory

3.2.2 Anesthesia Equipment

3.2.3 Appliances (Durable Goods)

3.2.4 Cardiology

3.2.5 Examination Equipment

3.2.6 Feeding Equipment

3.2.7 Indicators & Signage

3.2.8 IV & Infusion Equipment

3.2.9 Medical Imaging

3.2.10 Monitoring Equipment

3.2.11 Operating & Exam Room Equipment

3.2.12 Respiratory

3.2.13 Sterilization

3.2.14 Transfer Equipment Products

3.3 Category 3: Support and Maintenance

3.3.1 Support and Maintenance is a non-evaluated category within this solicitation. All successful Offerors awarded a contract in Category 2 under this RFP will automatically receive this category as an optional component of the contract.

3.3.2 Services under Category 3 apply exclusively to equipment procured under this contract and are intended to take effect after the expiration of the initial manufacturer’s warranty and any included service period associated with the original equipment purchase.

3.3 Items Not Included In This Master Agreement

The following items are NOT included in this RFP:

3.3.1 Equipment and Supplies specifically designed for laboratory use, such as microscopes.

3.3.2 Regular living and/or office furniture, such as reception chairs, couches, coffee tables, etc.

3.3.3 Leased items or equipment.

At the discretion of the Lead State, the scope of a Master Agreement resulting from this RFP may be amended at any time during its term to include or accommodate new or updated models, versions, or technologies related to the objectives and deliverables set forth in this RFP.

4. Contractor Responsibilities And Tasks

4.1 Ordering

4.1.2 Contractor must provide and maintain a toll-free phone number for order placement. At a minimum, the buyer shall be able to place an order, inquire about orders, and be provided with pricing and availability information. Contractor must establish a wait time to place an order of less than 3 minutes. The toll-free number must also provide customer service Monday- Friday, 8am-8pm EST.

4.1.3 Contractor must accept orders via email.

4.1.4 Contractor must provide and maintain an Internet-based ordering system consisting of a website that is accessible by both the Purchasing Entity and the Lead State, for the

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK resulting contract. This requirement is mandatory for Categories 1 and 2 and optional for Category 3.

4.1.5 Contractor must provide products and services on an emergency, same-day, and next-day basis as required by the buyer.

4.1.5.1 Emergency orders are defined as orders that must be fulfilled immediately due to operational or safety needs; and

4.1.5.2 Same-day and next-day orders are defined as expedited requests requiring delivery within the same calendar day or by the end of the next business day.

4.1.5.3 Participating Entities will be allowed to place three (3) emergency orders per month at no additional cost. Additional costs may be applied after emergency orders exceed three (3) during the month.

4.2 Contractor Website Functionality

The Contractor’s website must have the ability to provide the following:

4.2.1 Allow Participating Entities and Purchasing Entities to search Contractor’s catalog based on key word, brand name, description, etc.

4.2.2 Provide List Price, Discount information, and Contract Pricing for the Purchasing Entity (which may vary based on the applicable Participating Addendum).

4.2.3 Allow Participating Entities and Purchasing Entities to place an order on-line, with a secure means for storing procurement card information.

4.2.4 Provide tracking/status information after an order is submitted.

4.2.5 Maintain a database for each Participating Entity. Purchasing Entities shall be identified by a unique number. The database shall include a comprehensive sales record that includes all sales for that Purchasing Entity for the life of the contract. The sales record shall include at a minimum: the date and status of each order (including the date of shipment); the quantity and pricing; as well as the contact information for the individual at the Purchasing Entity that placed the order.

4.2.6 Provide training materials and FAQs for use of the website and the contract, as well as troubleshooting tips.

4.2.7 Provide contact information for ordering, billing, credit, service, and other complaints/issues.

4.2.8 Provide a current list of names and contact information for all of Contractor’s sales representatives assigned to support the Contract, identifying the geographic area assigned to each one.

4.2.9 The awarded Contractor(s) will have a maximum of sixty (60) calendar days after execution of the Master Agreement to post their fully functional NASPO ValuePoint webpage on their company website. Failure to meet the sixty (60) day requirement will be considered a default and may lead to cancellation of the award.

4.3 Back-Orders, Fill Rate and Allocations

4.3.1 Contractor must take every available precaution to prevent back-order and out-of-stock contract items necessary for the operation of the Purchasing Entities’ facilities;

4.3.2 Contractor must provide communication for back-ordered and/or out-of-stock contracted items. Contractor shall provide assistance to accommodate alternative/substitution items for products that are back-ordered or out-of-stock.

4.3.3 Substitutions must be approved in writing by the Purchasing Entity and Contractor must make effort to provide a price match in the event that the substitution item price is greater than the back-ordered item contract price; and

4.3.3.1 Contractor must ensure the substitution is of greater or equal value than the original item ordered.

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK

4.3.4 Contractor must maintain an order fill rate of ninety-five percent (95%) or better for all orders; and

4.3.4.1 Approved substitutions or replacements as defined noted in Section 4.3.2 will be counted towards fulfillment completion.

4.3.5 Contractor fill rates may fall below target during times of unexpected industry demand; and

4.3.5.1 In these instances, Contractors must communicate as soon as feasible, any shortages or allocations that will be applied to specific products or categories.

4.4 Packaging and Delivery

4.4.1 Delivery is FOB Destination, inside delivery, pre-paid and allowed to the Purchasing Entity’s specified address unless otherwise agreed to by Purchasing Entity.

4.4.2 For items ordered under Category 2, Contractor will ship within 45 days, unless otherwise agreed to by Purchasing Entity, after receipt of order (ARO).

4.4.3 All other equipment and supplies must be delivered within seven (7) days ARO, unless a longer delivery time is agreed to by the Participating Entity. Contractor will be required to notify the Purchasing Entity within twenty four (24) hours of order placement if delivery cannot be completed as required by the Contract. Upon receipt of such notice, or upon failure to deliver within the specified time, the Purchasing Entity may cancel the order without penalty and make the purchase elsewhere.

4.4.4 Delivery FOB destination must be included in pricing; no additional delivery fees may be charged except for items identified below. If any items ordered have special packaging (e.g. dry ice, hazardous materials), handling (e.g. next day delivery required), lift gate delivery or a special pricing arrangement has been made between the manufacturer and the Participating Entity that will require the Contractor to charge additional shipping, these items must be marked/flagged in the ordering system to clearly identify that they are subject to additional charges.

4.4.5 Contractor shall properly package and handle all items ordered under the resulting Contract, in accordance with industry standards and all applicable regulations.

4.4.6 Any products offered with an applicable shelf life must be date stamped (including gloves) and have at least twelve (12) months or seventy five percent (75%) remaining shelf life (whichever is greater) at time of delivery to Purchasing Entity.

4.5 Late Delivery and Failure to Deliver

Contractor must deliver the equipment and supplies ordered pursuant to the resulting Master Agreement in accordance with all the terms and conditions contained in the Master Agreement.

Repeated failure to meet specified delivery requirements may result in Master Agreement termination, or the Lead State may pursue any other remedies that may be available to it, at its discretion. Contractor must complete delivery and installation within the time specified in Section

4.4 above but may agree to shorter timeframes with Purchasing Entities for specific orders.

4.6 Return of Items

4.6.1 Contractor Error

Equipment or Supplies which are unacceptable because of quality problems, duplicated shipments, outdated product, breakage, or other issues related to Contractor or product performance shall be inspected within fifteen (15) business days and be returned at Contractor’s expense within five (5) business days after receipt of notification from the Purchasing Entity, with no restocking charge. If the original packaging cannot be utilized for the return, Contractor must supply the Purchasing Entity with appropriate return packaging within the five (5) business day period. Postage must be paid by Contractor, by issuing an appropriate label to the Purchasing Entity via e-mail, and Contractor will assume the risk of loss in transit. The returned product shall either be replaced with acceptable equipment or supplies, or the Purchasing Entity must receive a credit or refund for the purchase price, at

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK the Purchasing Entity’s discretion.

4.6.2 Purchasing Entity Error

Standard stock equipment and supplies ordered in error by Purchasing Entities will be returned for credit within fifteen (15) days of receipt, at Purchasing Entity’s expense. Product must be in resalable condition (original container, unused). There shall be no restocking fee if returned products are resalable.

4.6.3 Recalls

All Purchasing Entities must be notified by the Contractor within twenty-four (24) hours of being made aware of industry or Contractor’s company recall on supplies, consumables, or equipment. Any items recalled for any reason must be replaced within a reasonable time frame at no cost to the Purchasing Entity.

4.6.4 Freight Damage

The Contractor must ensure all products are delivered to the Purchasing Entity in new, undamaged condition. In the event of any freight damage (including hidden damage), the Purchasing Entity will notify the Contractor within 24 hours of receipt of items. The Contractor must manage all claims with the freight carrier, retrieve damaged items, and provide replacements at no cost to the Purchasing Entity.

4.7 State Purchasing Card

In order to be considered for award, the successful vendor must accept both VISA and MasterCard Procurement/Purchasing Cards.

4.8 Training

Contractor must provide training that covers basic use of the website, performing searches, ordering, invoicing, customer service tools, credits, etc. to all Purchasing Entities upon request (no more than one, one (1) hour training session per Purchasing Entity per contract year), at no additional cost to the Participating Entity. Contractor may provide training remotely through videoconferencing, webinars, etc.

4.9 Customer Service Requirements

The Contractor must offer sufficient customer service support to ensure timely delivery, competent technical support for the products, professional, timely responses, and resolution to any issues.

4.10 Cost

4.10.1 Discounts to Remain Firm or Greater

The percentage category discounts from the Contractor’s submitted price worksheet is not to decrease for all updates or revisions of Contractor’s price worksheet during the life of the Contract and any subsequent contract renewals; however, Contractor may increase the discount at any time. New items or replacement products are to be discounted at the same (or greater) rate as similar products or replaced items.

4.10.2 Price Negotiation During Contract Term

Contractor is expected to continuously negotiate with manufacturers to obtain improved discounts and extend improved pricing to Participating Entities. Contractor must agree to negotiate in good faith to establish ceiling prices or other more favorable terms and conditions between the Contractor and manufacturer that are applicable to future orders during the term of the Contract.

Issued by the State of Idaho Solicitation Number RFP 1433

Attachment B, SCOPE OF WORK

4.10.3 Price Lists and Updates

Contractor must furnish a "hard copy" and/or an electronic copy (at Lead State’s option) of the price list(s) and periodic updates to the Division of Purchasing. Contractor must also furnish "hard copy" and/or electronic copy (Participating Entity’s option) to all Purchasing Entities for which account numbers have been established. Contractor must distribute price lists in a timely manner as they become effective. Price lists may be updated no more often than quarterly. Updated price lists may include new items but may not increase the price of items which previously appeared unless the price increase is requested in accordance with Section 4.11 below. Updates must be simultaneous for the entire line of products. All price lists and website access/ordering capabilities must be supplied to the Participating Entities at no additional cost. Contractor must not add new replacement products for the purpose of a price increase. SKUs shall be consistent, and Contractor shall document discontinued items in writing when submitting replacement products.

4.10.4 Price List Access

At any time during the Contract and for a three (3) year period following the end of the

Contract, the Lead State reserves the right to request from the Contractor access to and/or a copy of the applicable price list used for the Contract’s pricing basis for Contract pricing verification. Failure to provide the requested price list within three (3) business days following the Lead State’s request may result in Contract termination.

4.10.5 Additional Manufacturer Discounts

For contract items, the Contractor agrees to allow any particular Participating Entity to accept additional discounts offered by a Manufacturer for whom the Contractor is a distributor, if those discounts will result in a lower net price to the Participating Entity. The Contractor agrees to furnish these items under the terms and conditions of the Contract, but at the lower net price as agreed by the Manufacturer and the Participating Entity.

4.11 Price Changes

4.11.1 Price decreases or discount increases are permitted and encouraged at any time. Price reductions announced by a manufacturer must be applied at the time of the announcement for the products that have not yet been delivered to the Participating Entities.

4.11.2 All discounts offered must remain firm or higher during the term of the contract.

4.11.3 Contractor may request a price increase no more than once per Contract year by submitting a request to the State at least thirty (30) days prior to the end of the then current term. Price increases must be calculated from the published price list and may only be requested in accordance with changes made by the manufacturer or distributor in their established, nationally distributed price list or published catalog. The Lead State reserves the right to accept or reject any proposed price increase. A price increase will not be effective until approved, in writing, by the Lead State.