6100066725 - Question and Answer Log.pdf

IFB :# 6100066725 Title: NSH Pharmacy Refrigerators

Questions & Answers Log

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Section Reference Question Answer

Beyond delivery and setup, is any electrical work or additional installation service required?

Contractors should respond to the IFB, as written. Additional electrical or installation services are not required for this IFB.

Section Reference Question Answer

Does the bidder need to be an authorized Helmer distributor?

Contractors should respond to the IFB, as written. Being an authorized Helmer distributor is not a requirement for this IFB.

Section Reference Question Answer

Are advance payments or deposits available? If not, can completed and accepted installations be invoiced in phases, or is payment made only after the entire project is completed?

Advance payments are not available.

Payment will be rendered after the completion of the project and receipt of the invoice.

Section Reference Question Answer

Section III.B.1 Can the Commonwealth clarify how the existing BD Pyxis automated medication dispensing system interfaces with the refrigerators today? Specifically, is electronic integration with Pyxis-controlled access hardware required, or is the requirement limited to secure medication storage within a Pyxis-managed workflow? If electronic integration is required, please identify the existing Pyxis model and whether the necessary interface hardware will be provided by the Commonwealth.

Contractors should respond to the IFB, as written. Electronic integration is not required.

The Pyxis lock assembly bolts to the side of the refrigerator.

Section Reference Question

Section III.B.4 Is the internal lock box storage drawer intended to provide secondary physical security for designated medications, or is the Commonwealth requiring a specific locking drawer configuration currently utilized within its existing refrigeration equipment? Would a manufacturer-integrated, independently keyed locking drawer satisfy this requirement?

The lock box drawer provides secondary security for each unit. A manufacturer-integrated drawer will satisfy this need.

Section Reference Question Answer

Section III.B.8 Will refrigeration systems utilizing modern frost-management technology that maintain stable internal temperatures without a user-adjustable defrost schedule be considered compliant with the automatic defrost requirement?

Contractors should respond to the IFB, as written. The system should use modern frost-management technology.

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Section III.B.2 Are the specified dimensions of 24"W × 31.5"H × 26.7"D maximum allowable dimensions due to existing cabinetry, clearance, or installation constraints, or do they represent the dimensions of the existing refrigerator inventory? Would equipment with minor dimensional variations be considered if all functional and performance requirements are satisfied?

Contractors should respond to the IFB, as written. The Commonwealth will not accept alternative dimensions.

Section Reference Question Answer

Section III.B.12 Please confirm that the specified warranty periods of seven years for compressor/powertrain, two years for parts, and one year for labor represent minimum acceptable coverage and that manufacturer warranties exceeding these thresholds are acceptable. Additionally, should the warranty period commence upon successful installation and acceptance by the Commonwealth?

Contractors should respond to the IFB, as written. The listed warranties are what the Commonwealth will accept. These are expected to start upon completion of the project.

Section Reference Question Answer

Section III.C Will the Commonwealth be responsible for disconnecting, removing, relocating, and disposing of existing refrigerators, or should bidders include these services in their proposed installation pricing?

The Commonwealth will dispose of current refrigerators.

Section Reference Question Answer

Sections III.B.6 and

III.C

Please define the required scope of installation services. Specifically, should bidders include inside delivery to designated rooms, uncrating, equipment placement, leveling, electrical connection, commissioning, temperature calibration/validation, Pyxis integration, staff training, and packaging removal? Please identify any activities the Commonwealth's Maintenance Department will perform.

The selected contractor is responsible for all delivery and installation of each unit, which includes all uncrating, placement, leveling, electrical connection, commissioning, Pyxis integration, and packaging removal. The Commonwealth’s Maintenance department will escort the selected contractor to each location.

Sections III.B.13 and III.C

The solicitation requires one undercounter pedestal for each refrigerator. Please confirm whether contractor responsibilities include pedestal assembly, attachment to the refrigerator, leveling, and anchoring to the floor or surrounding cabinetry. If anchoring is required, please identify any applicable installation specifications or facility restrictions.

The selected contractor shall provide pedestal assembly and leveling. Anchoring is not required.

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Section III.A/C Will the Commonwealth permit a pre-award site survey to assess room access, door clearances, elevators, loading docks, and delivery routes? Are there any known restrictions affecting equipment movement between buildings or installation locations?

A site visit is not scheduled for this solicitation. There are no obstructions on the route to each refrigerator location.

Section Reference Question Answer

Section III.B.1 If electronic integration with the existing Pyxis system is required, will the Commonwealth coordinate and provide any necessary BD Pyxis technical support, licensing, configuration, and system commissioning? Alternatively, should bidders include third-party integration services within their proposed pricing?

The Pyxis lock assembly bolts to the side of the refrigerator. Additional services are not required.

Section Reference Question Answer

Sections III.B.6 and

VIII

Will the manufacturer's factory-issued certificate of calibration satisfy the requirement for certification of calibration upon installation, or is on-site calibration and temperature mapping/validation required? Please identify any required temperature stabilization period, documentation, testing procedures, or acceptance criteria.

The manufacturer’s factory-issued certificate of calibration will satisfy the requirement.

Section Reference Question Answer

Section III.B.10 Will factory-configured ventilated storage drawers and locking drawers be considered acceptable alternatives to adjustable shelving, provided they maintain appropriate airflow and meet the intended medication storage requirements?

Contractors should respond to the IFB, as written. The Commonwealth will not accept alternatives to adjustable shelving in each unit.

Section Reference Question Answer

Section III.B.7 Will the Commonwealth provide existing, properly rated and accessible electrical receptacles at each designated installation location? Should bidders exclude electrical modifications, new circuit installation, and receptacle relocation from their pricing?

Each location has prior existing electrical receptacles. Additional electrical work is not required.

Sections III.A/C Does the Commonwealth anticipate accepting all 14 refrigerators during a single coordinated delivery and installation period, or will delivery be staggered across multiple dates? If installation locations are not ready to receive equipment, will the Commonwealth provide secure temporary storage, or should bidders include off-site staging and storage costs?

All units should be ordered at the same time, and delivered on the same day. There is no on-site storage available.

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Spec III.B.8 calls for automatic defrost with an adjustable defrost cycle. Will the specified model's standard automatic defrost be accepted?

The model’s standard automatic defrost is acceptable.

Spec III.B.1 should bidders supply only the Pyxis-ready handle/adapter kit, with the BD Pyxis lock hardware provided by the hospital, or must the bidder also furnish the Pyxis lock?

The Pyxis lock system is currently at the facility.

Section Reference Question Answer

Spec III.B.4 (internal lock box storage drawer with key): how many locking drawers are required per refrigerator?

One locking storage drawer is required per unit.

Section Reference Question Answer

Was a prior solicitation for this requirement (6100066136) cancelled, and if so, were there issues bidders should be aware of?

Solicitation 6100066136 was cancelled in the best interest of the Commonwealth.

Section Reference Question Answer

Will DHS accept an equivalent refrigerator model that meets all listed technical specifications, or is the iPR105-GX i.Series mandatory?

Contractors should respond to the IFB, as written. The Commonwealth will not accept substitutions to the iPRO105-GX i.Series units.

Question Answer

May the prime contractor engage a qualified subcontractor to perform installation The selected contractor may use a qualified subcontractor for installation.