RFI-Purchase Lease Medical Equipment.pdf

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U.S. Immigration and Customs Enforcement (ICE)

ICE Health Service Corps (IHSC) Health Information and Technology Unit (HITU)

Purchase / Lease of Medical Equipment

Request for Information (RFI)

Office of the CIO (OCIO)

February 2025 Washington, DC

PROCUREMENT SENSITIVE. THIS DOCUMENT IS CONFIDENTIAL AND INTENDED

SOLELY FOR THE USE AND INFORMATION OF THE COMPANY TO WHOM IT

IS ADDRESSED.

Department of Homeland Security (DHS) – U.S. Immigration and Customs Enforcement (USICE) –

Purchase/Lease of Medical Equipment i

TABLE OF CONTENTS

1. PROJECT TITLE

2. BACKGROUND

3. SCOPE OF WORK

4. VENDOR GENERAL

5. OPERATION, SUPPORT, AND SERVICES PROVIDED

6. MAINTENANCE, RECALLS, WARRANTY, AND EXCHANGE

7. ACCOUNT ACCESS

8. DISPOSAL, DECOMMISSIONING, RECYCLING, AND/OR REPLACEMENT ...5

9. COSTS

1. PROJECT TITLE

This Request for Information (RFI) is regarding Purchase/Lease of Medical Equipment for Immigration and Customs Enforcement (ICE) Health Service Corps (IHSC) facilities. This RFI is issued solely for information and planning purposes and does not commit the Government to contract for any supply or service.

The U.S. Government will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested party’s expense.

2. BACKGROUND

The Department of Homeland Security (DHS) ICE Office of Enforcement and Removal Operations (ERO) enforces the nation’s immigration laws. ERO identifies, apprehends, detains, and removes non-citizens from the United States. IHSC serves as the health authority for ICE/ERO on all matters related to detainee healthcare and has approximately 1,600 employees.

ICE/ERO/IHSC healthcare includes several distinct activities and services required by DHS to support the enforcement of immigration law and maintain national security. Currently, IHSC manages 18 detention facilities across the nation with an average combined population of approximately 6,800 detainees, and in fiscal year (FY) 2022 IHSC delivered health care to approximately 118,400 people.

IHSC would like to identify a vendor for the lease of medical equipment to supply high quality medical equipment for IHSC facilities (excluding medical supplies). IHSC would also like to obtain information regarding the purchase of medical equipment. IHSC's definition of Medical Equipment: Reusable, fixed, or portable devices/hardware used for direct patient care AND meets at least one of the following criteria: Required to have maintenance/inspection/calibration and/or cost equal to or greater than $1,000. Identifying a vendor for the lease of medical equipment will optimize, streamline, and centralize management of leasing medical equipment, to ensure compliance with regulatory requirements. Program implementation, management, execution, and operation of the purchase/lease of medical equipment is led by the IHSC’s Health Information and Technology Unit (HITU).

IHSC currently does not have a centralized solution for the purchase/lease of medical equipment as each IHSC facility is currently responsible for their own purchasing and leasing of medical equipment which varies between facilities.

3. SCOPE OF WORK

The objective of this RFI is to determine if there are vendors for purchase/lease of medical equipment that can fulfill IHSC’s requirements. The overall scope consists of the following:

• Ability to lease medical equipment at all IHSC medical facilities nationwide.

• Ability to purchase medical equipment at all IHSC medical facilities nationwide.

• Notification of medical equipment recalls management and tracking of manufacturer/U.S.

Food & Drug Administration (FDA) recalls.

• Determine on-site support for initial medical equipment set up and training as applicable.

• Replacement, disposal, or decommissioning of equipment.

• Reporting capability, current, ad-hoc, and historical with details including medical equipment purchases, leases, transfers, and trade-ins.

This RFI requires interested vendors to provide a detailed description of their solution showing how they meet IHSC’s needs and requirements according to the following:

• Initial setup and training of medical equipment.

• Manufacturer/FDA recalls of medical equipment.

• Warranty, documentation, and report capability of medical equipment.

• Replacement, disposal, decommissioning, or repair of medical equipment as applicable.

• Maintenance and/or calibration of medical equipment as applicable. When medical equipment is leased, please explain how maintenance and/or calibration is managed, such as being the responsibility of IHSC or handled by the vendor.

Vision of Future:

• Capacity to provide lease of medical equipment and training for all IHSC-staffed facilities (18 facilities as of RFI posting but may fluctuate in the future).

• Implement a centralized lease of medical equipment solution to have standardize management and oversight of warranties, recalls, equipment replacements, disposals, decommissioning, documentation, and reporting (repair/maintenance/calibration as applicable).

• Ability for medical equipment to be shared, exchanged, or transferred across all IHSC facilities with updates to headquarters (HQ) to manage inventory master list, equipment location, facility needs, and provide accurate reporting.

• Provide a mechanism for facilities to report inoperable equipment for repair, replacement, or disposal, as applicable.

4. VENDOR GENERAL

1. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients.

2. Describe the extent of your company’s healthcare experience.

3. Describe the extent of your company’s government experience and provide former and current agencies that utilize your services.

4. Describe the extent of your company’s correctional experience with a list of former and current “correctional facilities” that utilize(d) your services.

5. Where is your company based, and what geographical areas within the United States does your company service? Provide details for your company’s service. Include if it is offered throughout all areas of each state such as rural/remote locations or if it is limited to large cities.

6. Explain if your company has a maximum number of geographic locations supported.

7. Describe your largest current customer (by company size) utilizing your company for purchase/lease of medical equipment. Include information regarding geographic dispersion, number of facilities, etc.

8. Provide an example list of the medical equipment your company has available for purchase/lease (types of equipment and brands/manufacturers).

9. Regarding contracts with your company, explain any clauses in detail regarding liability, resolving disputes, injuries associated with use of equipment, limits on clauses, etc.

10. Provide availability for your company to provide a presentation/demo.

5. OPERATION, SUPPORT, AND SERVICES PROVIDED

1. Summarize your company’s services for purchase/lease of medical equipment, what it has to offer regarding training (if applicable), and length of contract requirements, early termination policies, etc.

2. Describe the process for purchasing medical equipment.

3. Describe the process for leasing medical equipment.

4. Describe the conditions and details of your purchase/buy-out option with lease contracts.

5. Describe the ability to transfer equipment between IHSC facilities under lease agreements, to include additional costs associated with relocation and set-up. (For example, if one facility needs certain equipment and another facility no longer needs certain equipment, or if a facility closure occurs and IHSC needs to transfer the equipment to other facilities.)

6. Explain the negotiation of lower pricing due to decreased scope if an IHSC facility closure occurs considering IHSC has a national contract.

7. Explain in detail a national contract that would encompass all IHSC facilities in one contract versus separate contracts for each IHSC facility.

8. Describe how transferring equipment among IHSC facilities would affect the contracts if each IHSC facility requires a separate contract.

9. Describe in detail how you provide lifecycle tracking reports from beginning to end of equipment life: starting at the initial lease to installation, training, repairs, maintenance/calibration, replacement, recalls, decommissioning, and disposal.

10. Describe any training required (if applicable) for IHSC facility staff to operate your medical equipment.

6. MAINTENANCE, RECALLS, WARRANTY, AND EXCHANGE

1. Describe support services your company offers/if any, for maintenance of medical equipment, prevention, calibration, repairs, replacement, and recalls. (For example: in the case of broken/malfunctioning medical equipment, are repairs made onsite, is the equipment picked up for repair and taken offsite, is a temporary replacement delivered, etc.)

2. Describe the process to obtain maintenance, and/or repairs to medical equipment.

Include who is authorized to provide maintenance/repairs and how this may affect warranties.

3. Explain your solution’s replacement/exchange plan, trade or buy back option relating to future events informed by factors including, but not limited to medical equipment age, broken medical equipment, changing needs of facility, and/or technology advancement/obsolescence.

4. Describe the different types of product warranties offered by your company based on whether the product is purchased vs. leased.

5. Describe the notification/tracking/management of manufacturer/FDA recalls for medical equipment and resolution/confirmation of recalls.

7. ACCOUNT ACCESS

If your company has an online system to be utilized by IHSC staff for account access management and medical equipment lifecycle processes, please respond to the following questions:

1. Explain if your company requires unique end user authentication for access to your site such as login, password, or some other method (i.e., to prevent the same end user from being concurrently logged into the system simultaneously)?

2. Explain your company’s ability to provide technical support to the end user if they encounter problems with your site.

8. DISPOSAL, DECOMMISSIONING, RECYCLING, AND/OR REPLACEMENT

If your company offers disposal, decommissioning, recycling, and/or replacement of medical equipment, please respond to the following questions:

1. Describe the types of disposal services you provide for medical equipment (if any) and the process(es) for IHSC staff to follow for disposal, decommissioning, recycling, and/or replacement.

2. Explain if your company allows for the government or third-party companies to provide disposal; if yes, describe what documentation is required regarding the disposal.

9. COSTS

1. Provide pricing examples for the lease of medical equipment.

2. Explain the lease payment schedule such as monthly, bi-monthly, semi-annual, or annual.

3. Explain how your company determines the value/price of medical equipment for lease versus a purchase price, and upon buyout at end of lease.

4. Describe your current pricing model/methodology for lease of medical equipment and please provide an itemized list including (but not limited to) the following additional costs list and include any additional costs/fees you may have outside of what we listed below: (This is not an exhaustive list)

• Lease interest rates

• Lease contract processing fees

• Start-up costs/fees

• Recurring monthly/annual costs

• Renewal costs

• Taxes

• Inflation rates

• Shipping fees

• Delivery fees

• Set-up fees

• Disposal/recycling

• Training, and/or additional costs that will factor into bottom-line final costs in purchase and/or lease.

• Any additional fees/costs not listed above.

5. Explain your buy-out purchase option with leased equipment (e.g., contract shall state the buy-out purchase price or provide a formula which shows how the purchase price will be established at the time of lease).

6. Regarding the buy-out purchase of leased medical equipment, explain how depreciation factors into the buy-out purchase price.

7. Explain your company’s extent of experience with GSA pricing.

8. Describe your lease contract cancellation, renewal, and extension terms.

9. Describe how you ensure your pricing remains competitive.

***ALL RESPONSES ARE TO BE UNCLASSIFIED. DO NOT PROVIDE CLASSIFIED

INFORMATION IN A RESPONSE TO THIS RFI. ***

Vendor responses should not exceed fifteen (15) pages and shall be submitted in a single, PDF file type. The format for the RFI responses is described below: The Cover Page shall contain:

1. Company name, address, and primary point-of-contact information for questions on submittal.

2. A brief description of your company.

3. Dun & Bradstreet (DUNS) number.

4. Contact information (telephone, e-mail, website address).

5. Cage Code.

6. Primary North American Industry Classification System (NAICS) Code.

7. Federal Supply Schedule (FSS) Contract Number(s) or DHS Strategic Sourcing Vehicle Contract Number(s), if applicable.

8. Has your company worked with DHS or other Federal Agencies? Provide specific DHS component(s) along with POC info. Provide same information for other Federal Agencies.

To be considered for a Small Business set-aside, at least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the responder.

Response

Small Business? (FAR 19.102) □ YES □ NO Small Disadvantaged small business? (FAR 19.304) □ YES □ NO Service-Disabled small business? (FAR 19.14) □ YES □ NO 8(a) small disadvantaged small business? (FAR 19.8) □ YES □ NO HUBZone small business? (FAR 19.13) □ YES □ NO Woman-Owned Small Business? (FAR 19.15) □ YES □ NO

Involved in a mentor and/or protégé program? □ YES □ NO

Responses to this RFI must be received no later than March 7, 2025 at 1:00 PM Eastern Standard Time (EST). Questions must be submitted no later than Monday February 24, 2025 at 9:00AM EST. Questions and RFI Responses must be emailed to the following emails: kelli.brooks@associates.ice.dhs.gov and heather.cauthinn@ice.dhs.gov mailto:kelli.brooks@associates.ice.dhs.gov