DQ Oxygen Concentrators.doc

COLORADO DEPARTMENT OF HUMAN SERVICES

COLORADO MENTAL HEALTH INSTITUTE AT PUEBLO

Oxygen and Oxygen Rentals 2016001462

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

QUOTE SUBMISSION VIA EMAIL

Submissions via email are preferable. Quotes submitted via fax are also acceptable.

Email: jamie.gott@state.co.us Fax: 719-546-4896

Southern District Procurement

1600 West 24th Street, Pueblo, Colorado 81003

PROCUREMENT CONTACT

The procurement contact is the primary contact for this DQ. Direct all inquiries to the procurement contact.

Jamie Gott

Purchasing Manager

SECTION I - ADMINISTRATIVE INFORMATION

Quote Submission - Quotes will be received until the date and time indicated. Late Quotes may be accepted at the discretion of the Procurement Contact.

Pricing - All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception.

Price Increases – Pricing shall remain firm for the term of the award, including option years, unless otherwise specified.

Quote Acceptability - The State will be the sole judge in determining the acceptability of a quote and in determining the most beneficial quote for the State. Evaluation of quotes will also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the DQ, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices.

Evaluation - The choice of vendor for goods and services must be based on which acceptable response is most advantageous to the state, price/cost being the primary consideration. Other factors to be considered include experience, delivery, and warranties (if applicable). The basis for the selection must be documented and will be final and conclusive unless determined to be arbitrary, capricious, or contrary to law.

Service Disabled Veteran Owned Small Businesses (SDVOSBs) - SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. (www.vip.vetbiz.gov) , may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid. SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the U.S. Department of Veterans Affairs in their response to the solicitation. Bid submissions without this documentation will not be given a preference.

Award - The state intends to issue a single vendor award, unless otherwise specified. Awards will be made on the basis of the quote most beneficial to the State. Vendor shall extend pricing to other Human Services divisions (i.e. Pueblo, Grand Junction).

Term of Award - The period of award made as a result of this DQ is 12 months and may be renewed for up to _4 years one year options.

Bid Results - After the award is made, bid tabulations or a summary can be made available.

Purchase Order or State Contract – As a result of the award, a Purchase Order or State Contract may be required. The awarded vendor may not perform or deliver goods or services until such time the Purchase Order or Contract is executed.

Terms and Conditions - The State Purchase Order Terms and Conditions and Solicitation Instructions apply to this DQ. If not attached, they can be made available upon request.

Quantity of Goods/Services – At the time of award and/or during the term of the resulting award, the State reserves the right to increase or decrease the quantity of goods/services based on available funding using the rates established in the Purchase Order or State Contract.

Vendor disclosure of services identifies if the vendor or subcontractor will perform the services outside the state of Colorado or United States. If this is the case, provide a brief statement explaining why the vendor believes it is necessary or advantageous to perform the services outside the state of Colorado or United States.

BACKGROUND, OVERVIEW, GOAL and REQUIREMENTS

The Mission of the Colorado Department of Human Services (CDHS) is to design and deliver quality human services that improve the safety and independence of the people of Colorado. The Colorado Mental Health Institute at Pueblo (CMHIP) is a psychiatric facility with over five hundred working beds.

The Colorado Department of Human Services is seeking a qualified vendor to provide CMHIP rental of oxygen concentrators, portable liquid oxygen units, stationary refill stations and the purchase of liquid oxygen. This solicitation is submitted to identify interested offerors and to obtain information relative to the offeror’s specific qualifications, ability to provide equipment and services requested, fee for services performed, training documentation and support. Offerors will be expected to provide services for selected inpatients of CMHIP.

The offeror must furnish a copy of any licenses held by the agency and facility, and state the name of the licensing authority. The offeror must be willing to comply with the specified CMHIP policies and procedures (Appendix A).

The Colorado Department of Human Services reserves the right to accept or reject any or all proposals, and to waive any informalities and irregularities in the proposals.

General Qualifications:

A.

Protection of Work and Property: The offeror shall continuously maintain, at his/her expense adequate protection of the work and the owner’s property and shall take all practicable precautions in the interest of safety. In the event that work is being performed improperly, or in a defective manner, CDHS retains the right to terminate all work until such problems are corrected.

B.

Assignment of Responsibility: The successful offeror shall not assign responsibility or warranty responsibility to any other party unless CDHS is notified in writing and approves assignment. Any assignment will not invalidate any stipulations agreed upon at contract signing.

C.

Specifications:

1.

Maintain confidentiality of patient’s medical records in accordance with C.R.S. 27-10, and other applicable State and Federal laws relating to the confidentiality of records as they presumably exist or may be subsequently amended.

2. Offeror will be required to provide an itemized invoice for each patient to Colorado Department of Human Service Accounting Department, 1600 West 24th, Pueblo, CO 81003 for services performed up through the last day of each month. CDHS-Accounting Department must receive the invoice for the previous month within five working days of the last day of the month. Invoice to be sent to the Director of Cardiopulmonary Services.

3. Offeror will be required to provide the name, addresses and Social Security numbers of all personnel serving this account to the CMHIP Public Safety Office for routine background checks and clearance prior to working at the Institute.

4. The offeror will be available by telephone to handle those issues that cannot wait until the next campus visit. A representative of the offeror that has received security clearance by the CMHIP Public Safety Department will be available after hours for services as needed.

5. The offeror will specify in their proposal how backup service will be provided when he/she is not available.

6. Emergency response time for replacement or repairs and any other needs that may arise shall not exceed 60 minutes.

7. Offeror will be required to provide initial and continuous in- service training to CMHIP- Respiratory Therapy Department personnel on the maintenance and operation of all equipment.

8. Offeror will check and certify all equipment that is removed from use by CMHIP personnel.

9. Offeror will comply with all Federal Recommendations specified in the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191 (HIPAA) and regulations as amended, promulgated there under by the United States Department of Health and Human Services.

10. Offeror will provide back-up Concentrators Liquid Portables available for set up, 3 each in the Cardiopulmonary Department of CMHIP, and 1 of each in Building 140 and Medical Clinic. Liquid Stationary units will be provided on as needed bases to the fuel stations located in building 106,121, and 140.

11. Offeror must be a JCAHO Accredited Respiratory Equipment Supply company or accredited by a Nationally Recognized and acceptable Accrediting agency that is acceptable to Centers for Medicare and Medicaid (CMS). Offeror must provide a copy of the JCAHO Accreditation or Nationally Recognized and acceptable Accrediting Agency Certificate and an outline of the in-services and educational material that they would be able to provide to CMHIP Cardiopulmonary Staff

FEE SCHEDULE

(Hourly or Monthly)

Concentrator, Oxygen

Each

Portable Liquid Oxygen Unit

Each

(Liquid Stationeries must be weighed on a certified scale before and after fill. Weights to be included on the delivery ticket.

Pound

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VENDOR INFORMATION

COMPANY NAME

FEIN

ADDRESS

Name & title of authorized officer & agent:

NAME:

TITLE:

Name & number of contact person for inquiries on your Quote response:

NAME:

NUMBER/EMAIL:

Name & number of contact person for orders if an award to your company is subsequently made:

NAME:

NUMBER/EMAIL:

IMPORTANT: Vendor should read the entire DQ before submitting a Quote. Quotes shall be properly marked with DQ number. All Quotes shall be F.O.B. destination, unless otherwise specified.

PHONE #

Authorized Signature By Officer or Agent of Vendor

FAX #

Date Signed

REMIT ADDRESS:

E-MAIL:

PAYMENT TERMS:

Terms of less than 45 calendar days will not be considered.

SIGNATURE PAGE REQUIRED – RETURN THIS PAGE