REQUEST FOR QUOTATION

WEH2500000006 Service Support Hematology Analyzers and Reagents/Consumables

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration, Purchasing Division is soliciting bids on behalf of the Department of Health Facilities (DHF), Welch Community Hospital (WCH) to establish an open-end contract for a service support agreement and reagent/consumables for two (2) Hematology Analyzers at Welch Community Hospital.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to attached Provisions Required for Federally Funded Procurements.

NOTE The DoHS OSA has developed an EEOP Utilization Report, and it is available at:

HTTP://WWW.WVDHHR.ORG/PDFS/H1.5%20UTILIZATION%20REPORT%20AND%20EEO%20POLICY.PDF

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section 3.1 below and on the Pricing Pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below. Vendors shall provide service support for two (2) Hematology Analyzers and meet or exceed the mandatory requirements listed below.

3.1.1 All-Inclusive Service support for Hematology Analyzers (PARTS/LABOR and Preventive Maintenance)

3.1.1.1 The vendor must provide all-inclusive service support to include parts/labor and PM-preventative maintenance for two (2) TN, DHX690T Hematology Analyzers (Serial Numbers BD49901 and BD49902).

3.1.1.2 The vendor must ensure that a local engineer/technician is available to provide service within 12 hours of receiving a service call, within 24 hours on nights, weekends, and holidays. Also, Technical support must be available via telephone 24 hours a day, 7 days a week to troubleshoot problems and/or answer staff questions.

3.1.1.3 Vendor shall be responsible for all labor, travel, parts and/or supplies, associated with the performance of preventative maintenance. Any anticipated costs may be included in the flat monthly fee rate, but such costs will not be paid by the agency separately for preventative maintenance services. The vendor must complete preventative maintenance on a monthly and/or bi-annual basis for the specified hematology analyzers as recommended by the manufacturer for equipment listed.

3.1.1.4 The estimated number of tests provided within this document is for bidding purposes only.

3.1.1.4.1 CBC: estimated 10,000

3.1.1.4.2 Manual Diff: estimated 1,000

3.1.1.4.3 Hgb: estimated 100

3.1.1.4.4 Hct: estimated 100

3.1.1.4.5 CONTROL RUNS: estimated 6,570

3.1.1.4.6 CALIBRATION PROCEDURES: estimated 24

3.1.2 REAGENTS/TEST KITS AND CONSUMABLES

3.1.2.1 The vendor must provide all necessary products including reagents, controls and all supplies required to perform tests.

3.1.2.1.1 REAGENT 628019 CELL LYSE 5L OR EQUAL

ESTIMATED ANNUAL USAGE 15 EACH

3.1.2.1.2 REAGENT 628020 DIFF PACK OR EQUAL

ESTIMATED ANNUAL USAGE 18 EACH

3.1.2.1.3 REAGENT 628023 CLEANER OR EQUAL

ESTIMATED ANNUAL USAGE 30 EACH

3.1.2.1.4 REAGENT 628026 S CAL CALIBRATOR OR EQUAL. ESTIMATED ANNUAL USAGE 10 EACH

3.1.2.1.5 REAGENT 628024 LATRON CONTROL OR EQUAL. ESTIMATED ANNUAL USAGE 18 EACH.

3.1.2.1.6 REAGENT 628027 6C CONTROL OR EQUAL ESTIMATED ANNUAL USAGE 40 EACH

3.1.2.1.7 REAGENT 628017 DILUENT 10L OR EQUAL ESTIMATED ANNUAL USAGE 170 EACH

3.1.2.1.8 REAGENT 628029 LINEARITY CONTROL OR EQUAL ESTIMATED ANNUAL USAGE 2 EACH

3.1.2.2 All reagents must have a minimum shelf life of ninety (90) calendar days or more beyond date of receipt. Also, the vendor must ensure that each of the products delivered to the hospital have the maximum shelf life available for that specific product.

3.1.2.3 Reagents/Consumables will be shipped as requested within six (6) days of the vendor receiving the order.

3.1.2.4 Reagents must not have to be mixed before using and be immediately ready to put on the analyzer. Reagents must not need to be frozen or reconstituted-they must be ready to use out of the refrigerator.

3.1.2.5 All products to be quoted FOB Destination. All shipping cost related to the shipping of the reagents will be included on the vendors quote. The cost per test is to be included in the quote for the reagents and consumables.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest grand total cost as shown on the Pricing Pages.

4.2 Pricing Pages:

Exhibit A: Line 1 Vendor must provide pricing for monthly cost for an all-inclusive service support for two (2) TN, DXH690T hematology analyzers. The monthly cost will then be multiplied by 12 months to get the annual total cost. Lines 2, 3, 4, 5, 6, 7, 8, and 9 the vendor must provide pricing for reagents based on the estimated number per each by the vendor’s pricing for each reagent. The vendor must add the Total Annual Cost (A) and Estimated Annual Cost (B) for the Overall Total Cost (A) + (B).

Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard consumable orders within five (5) working days after orders are received. Vendor shall deliver emergency orders within two (2) working day(s) after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the WV DHHR Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. The vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014