Biomedical-ODVA-RFP-CLI-FY25.pdf

ODVA Biomedical Equipment Inspection RFP 8/2024

ODVA RFP for Biomedical Equipment & Bed Inspections and Repair

1.0 Statement of Needs

The purpose of this RFP is to enter into a maintenance agreement with a Contractor that will provide on-site inspection and repair of biomedical equipment and beds at our Clinton Veterans State Home in Clinton Oklahoma. This Home is a long-term, skilled nursing care facility for Veterans that is operated by the State of Oklahoma and approved by the Federal Department of Veterans Affairs.

Definitions:

2.0 Agency: The entity for which the contract has been issued.

2.1 Business Day: Any day in which normal business operations are conducted. Monday through

Friday from 8 a.m. to 5 p.m. CST.

2.2 FMS: Facility Maintenance Supervisor to include assigned personnel in the absence of FMS.

2.3 ODVA: Oklahoma Department of Veterans Affairs.

2.4 On-call: Services rendered by the Contractor by request of ODVA to extend the life of the equipment, minimize breakdowns, and improve the overall efficiency of the equipment while reducing operation costs.

2.5 State: State of Oklahoma

2.6 Contract Term and Renewal Options

The Contract term, which begins on September 1st, 2024, as the effective date of the Contract, is one year with the option to renew two (2) additional one (1) year periods.

3.0 ODVA TERMS:

3.1 The Bidder is encouraged to read the Solicitation documents very carefully, as the ODVA shall not be responsible for errors and omissions on the part of the Bidder. The Bidder is also encouraged to carefully review their final submittal documents, as the Evaluation Committee is not required to make interpretations or correct detected errors in calculations.

3.2 The Bidder shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

3.3 SITE VISIT: Bidders are strongly encouraged to visit the facility sites prior to submitting a bid and take other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so shall not relieve bidders from the responsibility of estimating properly the difficulty and cost of successfully performing the work. Site visits may be arranged by contacting Heath Dlugonski Heath.Dlugonski@odva.ok.gov. Site visits must be completed no later than August 22nd, 2024.

3.4 SAFETY: Safety of the Contractor’s employees, employees of the State, as well as the public is a prime concern of ODVA and the Contractor must take all necessary steps to assure proper safety during the performance of the Contract.

3.5 CONDUCT: The Contractor shall be fully responsible for the actions of their employees while they are at the job site. Contractor employees shall be fully qualified to perform skillfully all the mailto:Heath.Dlugonski@odva.ok.gov

3.6

3.7

3.8

3.9 work as required for the Contract and shall conduct themselves in a courteous, professional manner at all times while on state property.

COVID-19: Contractor shall follow all standard precautions advised by the Center where work is to be performed. Contractor and their subcontractors are responsible for supplying their own PPE (Personal Protective Equipment) at no extra cost to the ODVA, and following OSHA Standard

1910.132. ODVA reserves the right to have any employee of the Contractor removed from the job site and replaced if they are not compliant with contractual requirements.

DRESS CODE: The Contractor shall assure that all workers assigned to perform service and/or repairs on state property shall be dressed in an appropriate company uniform with the company name, and a photo ID in their possession.

On-Call: On an as needed basis, requests may be made for service by FMS based on the Hourly Maintenance Service Rate in Exhibit C Price Sheet.

Contract Modification: ODVA reserves the right, at any time (including after an award hereunder), to add or remove any equipment to, or from the list of equipment to be serviced hereunder listed in Exhibit A Equipment, awarded to a Contractor(s) hereunder by contract modification.

3.10 If the Contractor is unable to respond to the needs of ODVA for any reason, ODVA reserves the right to call in another qualified, licensed Contractor to perform the work required at that time.

3.11 DAMAGE TO STATE OWNED PROPERTY: The Contractor shall perform all work so that no damage to the equipment, building or grounds occurs. The Contractor shall repair any damage to equipment, buildings or grounds caused by gross negligence or any other means to the satisfaction of ODVA at no cost to the State.

3.12 HOUSEKEEPING: All materials, tools, equipment, etc. shall be removed or safely stored by the Contractor. ODVA is not responsible for theft or damage to the Contractor's property. All safety hazards to workers or the public shall be corrected immediately and the site shall be left in a safe condition at the end of each day.

3.13 The Contractor shall be responsible for restoring the building or grounds area where work has been performed back to the former or an improved state prior to final acceptance.

3.14 The Contractor shall keep the premises clear of all debris generated by the work involved.

3.15 The Contractor is responsible for the disposal of used fluids and materials from state property in accordance with all applicable laws, guidelines, regulations and codes.

3.16 Contractor shall furnish and provide all tools, equipment, materials and labor required to fulfill the contract.

4.0 MANDATORY BIDDER REQUIREMENTS: Failure to include these documents with your bid may deem your proposal non-responsive.

A. Provide a list of brands of equipment that the bidder is authorized to service.

B. List of services the bidder is experienced in that relates to biomedical equipment repair and inspection including but not limited to electrical safety and function, scale service, Ultrasound/Head Test and beds.

C. Provide an explanation stating that your company has sufficient experience providing inspection and repairs to all listed equipment in Exhibit A Equipment. If not, mark through the item(s) in the list and provide an explanation.

D. The bidder shall furnish documentation with bid that demonstrates a minimum of Six (6) years of experience in the biomedical equipment repair industry. The bidder shall have performed this work as the same organizational Contractor during those previous six (6) years.

E. Provide evidence of Contractor and employee technical training and brands serviced with experience of a minimum of six (6) years.

5. SCOPE OF WORK: Provide inspection and repair to biomedical equipment and beds including, but not limited to the equipment listed in Exhibit A Equipment. NOTE: This list is to be used as a guide and is not all inclusive. Equipment and beds may have been added or deleted after the posting date of this RFP. All work shall be in accordance with the current state adopted codes, and repair service laws or ordinances, and all rules and regulations of health, public and/or other authorities controlling or limiting the methods and materials to be used, or the actions of those engaged in this kind of work.

6. CONTRACTOR REQUIREMENTS:

6.1.1 Contractor shall have sufficient licensing for repairs to warranted systems and repair equipment needed to perform the work required as outlined in this solicitation.

6.1.2 Any parts or repairs must be approved by the FMS.

6.1.3 The Contractor shall provide a single point of contact phone number(s) Monday through Friday.

Automated answering services are not acceptable.

6.1.4 Contractor shall not shut down or render inoperative, any equipment without the expressed prior approval of ODVA personnel.

6.1.5 Any part(s) removed during service/repair shall be removed from the premises and disposed of properly by the Contractor unless otherwise specified by the ODVA.

6.1.6 Parts purchased at cost by the Contractor shall not exceed fair market value. ODVA will monitor and audit parts tickets to ensure parts purchased are not over-priced.

6.1.7 The Contractor shall maintain an adequate stock of common replacement parts and materials.

6.1.8 The ODVA has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain new OEM parts from other competitive sources. If required by the ODVA, the Contractor shall utilize ODVA purchased parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order or Purchase Card. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence. All major, non-manufacturer specific components shall be approved by ODVA. Under no circumstances shall items not related to work in progress be purchased for reimbursement.

6.1.9 The Contractor shall, without additional expense to the state, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work.

6.1.10 Upon arrival at building, the Contractor shall notify FMS and, at an area designated by ODVA, sign in before work is to start. Document and report any existing damage to equipment or malfunction immediately to the FMS prior to beginning work. Sign out when work is complete. When leaving the site, the Contractor shall report to FMS.

6.1.11 Parts for repairs shall be new. Used or refurbished parts will not be accepted.

6.1.12 Contractor’s cost for parts shall be stated on each invoice. Discounts, if applicable, shall be included on the invoices as well.

6.1.13 Part(s), component(s) or services furnished by the Contractor carry the same guarantee to the ODVA as the Contractor receives. If the ODVA requests parts or services not included in this agreement, it is agreed that all requested part(s), component(s) or services supplied by the Contractor will be accepted subject to the Contractor’s conditions of sale issued with each other.

6.1.14 Hours of Operation: Inspection and repair will be during normal business hours 8:00 a.m. to 5:00 p.m. (CST), Mondays through Fridays, excluding state holidays, unless otherwise required in the contract or approved by the appointed FMS. When the Contractor’s work schedule conflicts with ODVA’s requirement, advise the FMS and reschedule the work to minimize disruption.

6.1.15 On-Call response times shall be within 48 hours of notification. Note: Response time is the acknowledgement of notification which does not require the Contractor or Contractor employees to be on the site at that time. However, the Contractor shall arrive on site no later than three (3) business days from the request to perform diagnosis or to complete repairs.

6.1.16 The Contractor will be responsible for obtaining approval from the FMS prior to accessing the worksite. All work will be conducted in a manner that will provide minimal disruption to the employees, residents and visitors of the ODVA Center facilities.

6.1.17 WARRANTY: The Contractor will guarantee all workmanship and materials for a minimum of ninety (90) days from the date of final acceptance. The Contractor shall, upon demand, correct such defects and or deficiencies at their expense. Final acceptance does not relieve the Contractor from responsibility for latent defects or deficiencies.

Bidder’s Warranty period for repairs: Include warranty period for parts and labor below:

A. PARTS_________________________________

B. LABOR_________________________________

6.1.18 Work Orders: Upon completion of the service, both FMS and the Contractor will legibly sign the completed work order, and a signed copy will be provided to designated ODVA personnel.

Work Orders/Service Ticket shall include the following information:

A. Service Job# B. Service start & completion date C. VA Center Site Name, Address & Phone D. Job Contact E. Technician ID/Name F. Scope of work G. Labor hours H. Materials

6.1.19 Warranty repairs will be coordinated with FMS within two (2) business days of the Contractor receiving notification of a warranty claim. In the event a warranty claim threatens the malfunction or shutdown of any equipment, the Contractor shall immediately respond to the request for warranty service within twenty-four (24) hours of notification.

6.1.20 Invoice Accuracy: Original invoices will be electronically submitted to ODVA_AP@odva.ok.gov for services delivered and completed.

All invoices shall include the following:

a) Purchase Order Number,

b) Complete remittance address,

c) Building where work was performed,

d) Date(s) work was performed,

e) Description of services performed,

f) Itemized Services billed hours. Do not combine parts, materials and service labor.

g) Itemized parts and materials costs that the Contractor used for job completion.

6.1.21 Invoicing is due no later than 15 days from when the service was completed.

6.1.22 All incidental costs, including allowances for profit and overhead including mileage and tools of the trade, must be included in the contract hourly labor rates.

6.1.23 OBSOLESCENCE: Component Obsolescence shall be defined as the inability to purchase and/or otherwise repair parts of the system no longer produced by the original equipment manufacturer or a third-party after-market supplier. Claims of component obsolescence shall not be allowed when replacement parts, components or assemblies of equivalent design and functionality are available in the market.

A. In the event of component obsolescence as defined above, the condition shall be reported to FMS with the following information:

B. Alternative equipment or component parts renewal options for restoration of the system due to obsolescence. 2) Procurement and installation time for restoration of system service. 3) Any safety code requirements that will be triggered by the alternative equipment or component renewal (i.e., including filing, tests and approvals). 4) Certification by the manufacturer of the replacement parts that the parts meet or exceed the original equipment design intent including, but not limited to, durability, reliability, maintainability, longevity and safety.

7.0 Evaluation and Award:

7.1 Selection Criteria: ODVA shall conduct a comprehensive, fair and impartial evaluation of the responses received for this Solicitation. The responses shall be initially evaluated and scored separately. Responses will be evaluated using the best criteria whose proposal is determined to be responsive to the requirements in the Solicitation, Responses to Section 4.0, Warranties, years in business, experience servicing biomedical equipment and beds, Attachment A Value Added Plan and cost proposal that is fair, reasonable and provides the best value to the ODVA given the requirements of the contract.

Primary Contact phone number: ______________