Attachment B Central Mass Area Contract Information.docx

Department of Mental Health Request For Response Medical Equipment Inspections, Inventory Services, and Repairs DMH Document Number: 2025-DMH-3134-01

Attachment B Central Mass Area (CMA) Contract Information

Facilities to be served: Worcester Recovery Center and Hospital (WRCH)

Estimated Annual Spending Amount: $24,000

Awarding Authority: DMH CMA Director of Field Operations, Michael Farrah

I. FACILITY BACKGROUND:

Worcester Recovery Center and Hospital The Worcester Recovery Center and Hospital (WRCH) is seeking proposals for medical equipment inspections, inventory services and repair services to be provided at 309 Belmont Street, Worcester, MA. DMH expects that these services will be required on an ongoing basis per industry and regulatory standards. WRCH is a modern 320 bed Department of Mental Health (DMH) psychiatric facility opened in 2012. It encompasses 428,000 square feet, employs a workforce greater than 1,000 and is LEED gold certified. Our recovery and rehabilitation services are provided to adults (290 beds) and to children and adolescents (30 beds).

II. SCOPE OF SERVICES

The Worcester Recovery Center and Hospital (WRCH), is seeking a contractor to provide scheduled preventative maintenance, inspections, inventory services and repair services of all WRCH medical equipment for an all-inclusive fixed rate. The inventory is subject to change with the approval of the contract manager at WRCH. A tour of the WRCH facility will be available to all bidders as requested. Please see Attachment I for contact information.

III. SERVICE REQUIREMENTS

The contractor will furnish all parts, labor, materials, tools, and equipment necessary to inspect, provide preventative maintenance, and repair all medical equipment at the Worcester Recovery Center and Hospital:

· All services will be performed in accordance with recommendations of the equipment manufacturers in compliance with applicable codes and standards and usual and customary practice.

· Scheduled preventative maintenance will be driven by a risk assessment which will determine levels and frequencies appropriate for the equipment type.

· The successful bidder must be able to inspect and repair optometry equipment.

· The contractor must be able to troubleshoot and obtain parts for repairs.

· The contractor will be responsible for providing testing procedures.

· Preventative maintenance must include rigorous procedures and measures and should not just be a cursory look at the equipment with the eye.

· Filters and auxiliary batteries should be changed in the equipment. Testing should be conducted on the equipment to verify functionality.

· WRCH will communicate to the contractor that certain pieces of equipment require more in-depth cleaning and more in-depth preventative maintenance. For example, WRCH may indicate to the vendor that the filters need to be changed out for an O2 Concentrator. See items on the attached inventory list that are marked for more in-depth care.

· Semiannual / annual inventory and preventative maintenance must be scheduled at least 1 month in advance. Set date or set dates cannot be rescheduled.

· The contractor will provide an updated inventory of all medical equipment to WRCH no later than June 1st of each year in order for comparison with what’s on site before the first preventative maintenance visit in the new fiscal year.

· The contractor will provide recommendations for updating and maintaining equipment.

· The contractor will provide recommendations for when to remove broken, damaged, or obsolete medical equipment.

· Contractor must be able to warrantee their work. If the contractor breaks or damages a piece of equipment beyond repair, the contractor must replace the item in relation to its current monetary value.

· Contractor will be available to repair all damaged and dysfunctional equipment within 24 hours of notification from the Hospital.

· The preferred contractor will be able to conduct ad hoc informal training and respond to questions about the medical equipment.

IV. ADDITIONAL SERVICES

The WRCH has two (2) Dexis dental equipment systems whose subcontract for a service level agreement for preventative maintenance, updates and repair is included in this RFR. See attached agreement form. A service charge may be proposed for administering this agreement and for including this equipment in the inventory.

V. OTHER CONSIDERATIONS

Contractor will represent the Hospital in all accreditation evaluations if needed. WRCH requires that the contractor keep all Hospital equipment, standards, and practices compliant with “The Joint Commission” (JCAHO) standards.

WRCH asks that the selected contractor participate in quarterly meetings with the Hospital Committees to provide updates on the status of the hospital’s medical equipment and answer questions regarding medical equipment.