DRC009_OT901022_Contract.pdf

Index No.: DRC009 Eff. Date: 09/10/2021

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: MAGNETIC RESONANCE IMAGING (MRI) SYSTEM RENTAL AND SERVICE

CONTRACT No.: OT901022 EFFECTIVE DATES: 09/10/21 to 06/30/26

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. OT901022 that opened on 07/28/21. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed.

The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract term s & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals m ay not exceed 24 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Ohio Department of Rehabilitation and Correction, Franklin Medical Center 1890 Harmon Ave, Columbus, Ohio 43223, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

http://www.ohio.gov/procure

Signed: __________________________________________________________ Kathleen C. Madden, Director Date https://procure.ohio.gov/pdf/Instructions_010118.pdf https://procure.ohio.gov/pdf/Standard_t_c_051520.pdf

Eff. Date:09/10/2021 Page No.: 2

SPECIAL CONTRACT TERMS AND CONDITIONS

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

DELIVERY AND ACCEPTANCE: Supplies will be delivered to the participating agency on a mutually agreed upon date and services will be performed as set forth herein. The delivery location will be noted on the purchase order issued by the participating agency. Acceptance (transfer of title) will occur upon the inspection and written confirmation by the ordering agency that the supplies delivered conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

SITE VISIT: A site visit will be held on 07/14/2021 at Franklin Medical Center Zone A, 1990 Harmon Ave., Columbus, Oh 43223 to survey the facility and discuss the requirements of the bid. The site visit will commence promptly at 10:30 AM EST, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The State will not be responsible to a bidder for their failure to obtain information discussed during the site visit due to their failure to attend and/or arriving after the si te visit has convened.

Bidders must contact Brian Browder at brian.browder@das.ohio.gov to be added to the list and to obtain authorization to enter the facility to attend the site visit. In order to obtain this authorization, Bidders must identify electronics and measuring devices to the individual identified above. Bidders must contact the person listed above by 7:30 AM on 07/12/2021 to obtain entry authorization into the institution. Bidders must have with them a picture I. D. (such as a valid Ohio driver's license) in order to be admitted to the institution for the site visit. In accordance with agency policy, no knives, firearms, computers, and/or pagers wi l l be allowed in the complex. Padfolios, writing instruments, measuring devices (tape measure, laser measuring device, and measuring wheels) are all permitted. Pictures are also permitted, however every picture taken must be reviewed by the State to ensure that no pictures pose any security issues to the State. Any picture identified by the State must be permanently deleted. By attending this site visit, Bidders automatically agree to the above.

Bidders are limited to one (1) representatives per vendor. Each representative will be required to: wear a facial covering at a l l times, submit to a temperature check, and provide answers to screening questions for entry. These screening questions could include, but are not limited to, general health questions. The State may turn away any person based on the responses provided, the temperature received from the temperature check, the refusal to wear a face covering at all times, or any other related reason. A person turned away due to any of the above reasons will not be marked as attending the site visit. It is the responsibility of the Bidders to send a representative that is not sick or recently exposed to someone who is sick and wi l l pass the aforementioned health checks.

DESCRIPTIVE LITERATURE: The Bidder should submit descriptive literature of the supplies or services being offered as part of their bid submission. The literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. Any references, that may appear in the descriptive literature, that may alter the terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be disregarded by the State of Ohio. Failure of the bidder to furnish descriptive literature as part of their bid response shall provide it to DAS wi th in f our

(4) days of request. Failure to provide descriptive literature as part of their bid response or within the allotted amount of tim e af ter request could cause Bidders to be deemed not responsive.

REFERENCES REQUIRED: Each bidder should submit with their bid a listing of three (3) references with whom you have conducted business in the previous three (3) years or are currently providing services with the same scope and size of this project. Name, address and telephone number of each reference must be included. If a Bidder fails to provide references wi th their bid response, references are due to DAS within four (4) days of request. Failure to provide references within the timeframe above may lead to Bidders being deemed not responsive.

EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the State will:

calculate the Total Annual Cost by multiplying the bid Monthly Cost by twelve (12).

CONTRACT AWARD: The items listed are being bid as Brand Name or Approved Equal in accordance with Ohio Administrative Code 123:5-1-10(I). In addition to filling out ATTACHMENT ONE, Bidders who offer alternate items to the Brand Names listed must provide detailed written justification with their Bid, describing how the alternate items offered meet or exceed the Brand Name items specified. The specifications for the Brand Names listed are considered necessary only to establish functional requirements.

Proprietary design, exact dimensions, capacities, or restrictive features will not preclude acceptance of other recognized alternates meeting comparable performance requirements as determined by the State. Bidder signifies compliance or non-com pliance wi th specifications by listing and outlining all deviations from specifications on company letterhead and returning it with the bid. Fai lure to provide this information may deem the bid not responsive.

mailto:brian.browder@das.ohio.gov

Page No.: 3

SPECIAL CONTRACT TERMS AND CONDITIONS (CON’T)

INSURANCE: Until all obligations under this Agreement or any Order are satisfied, and without limiting Contractor’s indemnification obligations under Indemnity, Contractor shall provide and maintain the insurance policies set f orth be low. In addition to the insurance requirements in the Standard Terms and Conditions following insurance requirements shall also apply:

1. Commercial General Liability (CGL): written on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $5,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. The defense costs shall be outside the policy limit. If Contractor is performing work in or around a data center (janitorial, HVAC, electrical, fire suppression system maintenance), the general liability policy shall include a Loss of Electronic Data Liability endorsement.

2. Professional Liability (Errors & Omissions) Insurance for acts, errors or omissions of Contractor’s employees while performing professional services under this agreement, with a limit not less than $5,000,000 per claim or occurrence for core services, including electrical work, system programming and maintenance.

3. Cyber liability with limits not less than $1,000,000 per claim/aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses with limits sufficient to respond to these obligations.

4. Crane and Rigging – In the event the Services performed by the Contractor require the use of cranes, heavy lift equipment or rigging, then the Contractor shall provide liability insurance of not less than $5,000,000 per occurrence for bodily injury or property damage resulting from the crane or rigging operation. Coverage can be obtained with the other required coverage; however, if the Contractor’s commercial general liability or professional liability insurance excludes coverage for crane and rigging operations, then the Contractor shall purchase a separate policy. In the event the Contractor subcontracts load lift engineering or crane operations, Contractor shall require all subcontractors performing such work to provide the required coverage.

DISCLOSURE OF SERVICE PROVIDERS:

Bidders seeking to enter into a service contract shall disclose the following:

a) Principal location of business for the contractor (Name/City/State/Country)

b) Principal location of all subcontractors (Name/City/State/Country)

c) Location where services will be performed (Name/City/State/Country)

Page No.: 4

SPECIAL CONTRACT TERMS AND CONDITIONS (CON’T)

DISCLOSURE OF SERVICE PROVIDERS(CON’T):

d) Location where any State data, applicable to the Contract, will be maintained or made available (Name/City/State/Country)

By the signature affixed to Page 1 of this Bid, Bidder hereby certifies that the above information is true and accurate. The Bidder agrees that no changes will be made to this list of subcontractors or locations where work will be performed or data wi l l be stored without prior written approval of DAS. Any attempt by the Bidder/Contractor to change or otherwise alter subcontractors, locations where services will be performed or locations where data will be stored, without prior written approval of DAS, will be deemed as a default. If a default should occur, DAS will seek all legal remedies as set forth in the Term s and Conditions which may include immediate cancellation of the Contract. Failure to complete this page may deem your b id not responsive.

Page No.: 5

SPECIFICATIONS

I. PROJECT BACKGROUND

Currently, the State of Ohio rents a wide bore Siemens Magnetom Espree system that is self-contained and located at the Franklin Medical Center Zone A, 1990 Harmon Ave., Columbus, Oh 43223. Franklin Medical Center Zone A (FMC) is a high security level institution opened in 1993 and is a 277 bed medical facility for the Ohio Department of Rehabilitation and Corrections (DRC). FMC provides comprehensive inpatient medical services and end of life care for inmate patients. This project includes the rental, installation in a location determined by ODRC, maintenance, service, upkeep, and removal of a system in accordance with the specifications outlined herein.

II. PROJECT SPECIFICATIONS

The MRI scanner must be a 1.5T, DICOM compatible, whole body, wide bore machine, with bolus tracking;

model Siemens Sola 1.5T or Approved Equal. Additionally, a power injector with Mobile Clamp Kit must be provided.

A. MRI UNIT FEATURES:

1. The unit must be in a self-contained stand-alone configuration either mobile or modular in design.

2. The unit must provide a changing area.

3. The scanner software must include a work list function.

4. The Contractor will provide a standardized technology interface to existing facility standards: (i.e.

integration with the Picture Archiving Communications System (PACS)).

5. The Contractor will ensure the unit operates per manufacturer’s specifications.

6. The following 16 channel coils must be included:

a. CTL

b. Neurovascular

c. Body

d. Wrist

e. Extremity

f. Shoulder

g. Head

h. Phase Array Body

7. Specifications outlined in ATTACHMENT ONE must be provided for each proposed scanner. Any additional specifications or features beyond the following list should also be provided along with a description of the specification or feature.

B. REQUIRED TRAININGS AND TRAINING MANUALS

1. The Contractor will provide comprehensive training and training manuals at no additional cost to the

State.

2. The Contractor will work with the agency to schedule on-site operator training in accordance with the following schedule:

a. First year of Contract: forty (40) hours.

b. All other contract years (including renewal years): sixteen (16) hours.

3. If additional training is required due to a change of requirement of the Contractor, manufacturer, or equipment licensing agency; adequate training specific to the change will be provided on-site by the Contractor at no additional cost.

Page No.: 6

SPECIFICATIONS (CON’D)

C. INSTALLATION AND REMOVAL

1. The MRI machine must be fully operational, including all applicable modifications to allow for full operation, in the number of months bid under MONTHS TO INSTALL found on page 8 of this invitation to bid.

2. A complete set of operator manuals, service manuals, machine drawings, and schematics for the MRI system and trailer or modular building, utility systems, and equipment must be maintained alongside the unit in printed format.

3. The unit must be able to utilize the existing electrical supply; 480V 3phrase. Any required modification to the electric supply will be the responsibility of the Contractor.

4. An ethernet line will be provided by the State.

5. The unit must be installed in a way that allows for it to remain in place 24/7/365.

6. Whether modular or mobile the entire transportation unit must either fit through the institution fence/gate system without modification or be capable of being lifted over the fence and set in place without modification or damage to the fence.

7. Contractor will be responsible for taking measurements to ensure the unit will fit through the security fence and gates, this may be done during the site visit.

8. The unit must be removed at the end of the Contract life (if applicable). The Contractor will work with ODRC on a transition (if applicable) that ensures minimal downtime.

D. SERVICE REQUIREMENTS

1. The Contractor will be responsible for maintenance and up-keep of the entire unit, user interfaces, and workstations.

2. The below hours are the hours the maintenance/service can be performed:

a. Weekday hours: 8:00am – 6:00pm EST.

b. Weekend hours: None.

The above hours are the only required hours in which the Contractor needs to show up for maintenance/service. The Contractor is able to perform work on the machine during hours outside of the specified above at no additional cost to the Agency, but should confirm with the Agency before. The Contractor is advised that the unit will be located in a correctional facility. Franklin Medical Center will make a good faith effort to allow service on the unit at all times. However, access to the machine may be restricted due to unforeseen security or other considerations. ODRC reserves the right to deny access to the facility for any reason. For this reason, it is recommended that the unit be supplied with a backup generator to ensure continued operation of the cryogenics in the event of a power failure to the unit.

3. The Contractor must be able to arrive onsite within twenty-four (24) hours of the call for service. This does not include hours not specified above in SERVICE REQUIREMENTS, 2. For example, the Contractor receives a call for service on Friday at 5pm, the Contractor is required to arrive onsite by Monday at 5pm.

4. The Contractor must be able to provide a twenty-four hour, seven day a week (24/7) technical support via phone.

5. The Contractor must be able to provide regular preventive maintenance as recommended by the manufacturer.

6. All repair costs, including but not limited to, travel to and from the site, technician hours, repair parts, installation of parts or repairs not made by regular service technician must be included in the monthly service cost.

7. The Contractor will be responsible for all costs associated with repair part shipping and/or transportation.

8. The Contractor will be responsible for electronic unit monitoring and reporting to ensure proper operation of cryogenic systems and all other monitorable systems.

9. The Contractor will be responsible for all cryogenic fills as a part of the Contract and the cost of any needed fills will be included in the Contract costs.

10. The Contractor shall maintain a copy in the unit of all individual written reports for each maintenance event whether it is scheduled maintenance or repair.

11. In the event of a transition to a new Contractor, the Contractor will work with the State to help ensure a smooth transition.

Page No.: 7

SPECIFICATIONS (CON’D)

12. The Contractor will guarantee (ninety-seven) 97% uptime during the hours of 8:00AM – 6:00PM Monday through Friday. This totals 650 hours per quarter (10hrs/day x 5 days/week x 13 weeks). The uptime will be calculated as follows, at the end of each quarter: [(650 hours – hour of hard down time)/ 650 hours] x 100 = % up-time. If the system falls below the guaranteed uptime, for whatever reason, during the following quarter, the monthly cost will be reduced according to the following table:

UPTIME REDUCTION %

97.0% – 100% NONE

90.0% – 97.0% 5% 80.0% – 89.0% 8% 79.5% or Below 15%

The Contractor is exempt from the above reductions during the set up and installation of the machine.

This is to allow for setup and installation without penalty.

Page No.: 8

PRICE SCHEDULE

Bidders should provide a monthly cost that encompasses all aspects of the project outlined herein. No additional costs will be permitted.

1.5T GRADIENT STRENGTH UNIT:

OAKS ID

NUMBER

UNIT OFFERED (Manufacturer, Model Name, and Number)

GRADIENT

STRENGTH

MONTHS

TO

INSTALL

ONCE

AWARDED

ESTIMATED

ANNUAL

USAGE

MONTHLY COST

39773 Siemens RS MAGNETOM Aera MRI System, #14430247 1.5T *4-6 12 **$34,900.00

*Installation and delivery will be coordinated with the Agency.

**Monthly payments will begin once the unit has been installed and operational.

Page No.: 9

ATTACHMENT ONE

Contractor must provide required information for each line in the following table for each unit offered. The table must clearly identify manufacturer and model. If multiple units are offered, Bidders shall duplicate ATTACHMENT ONE and submit it for each unit offered.

LINE SPECIFICATION SPECIFICATION RESPONSE

1 Manufacturer and Year of Unit Siemens

2 Model Name and Number RS Aera #14430247

3 Configuration 204x24ch

4 Magnet Type Superconducting

5 Homogeneity (35 or 40cm DSV), Vrms 40cm DSV VRMS 1.4 ppm (guaranteed), 1.1 ppm (typical)

6 5-Gauss Fringe Field, RadialAxial, m 4 x 2.5 m

7 Per-Patient Active Shimming Features Standard 3 linear channels (1st order). 3D shim (automated)

8 Cryogen Refill Interval, Years 10 years (approx.), Zero boil off technology

Finished (Covered) Gantry Weight, pounds

4560 lbs

Finished (Covered) Gantry Dimension (L x W x H), cm

145 x 231 W x 218.5 H cm

Minimum Finished Bore L-R Diameter, cm (Closed Magnet)

70 cm

Minimum A-P Dimension with Table Inserted, cm

55cm

13 Table Width (Moving Portion), cm 76 cm total, moving portion not specified

14 Table Capacity, lbs 550 lbs

Table Vertical Travel (Min Height - Scanning Height), cm

52 – 104 cm

Table Lateral Movement Range (Extreme L - Extreme R), cm

No L to R movement of table (H-F and A-P movement only)

17 Patient Cooling Features Variable speed fan, low SAR RF transmit mode included

18 Operator Call (Yes/No) Yes

19 Patient - Operator Intercom (Yes/No) Yes

20 Patient illumination Features In bore variable lighting

Maximum Amplitude, Single Axis, mTm (X, Y and Z)

Maximum Slew Rate, Single Axis, Tms (X, Y and Z)

23 Cooling System Type Water cooled

24 CPU Type Intel Xeon E5 – 1620 QuadCore

25 CPU Memory Size, MB 32,000 MB (32 Gigabyte)

26 Reconstruction Hardware Intel Xenon E3-1275 3.6 GHz

27 Reconstruction Memory Size, MB 48,000 MB (48 Gigabyte)

28 Image Storage Media Type Internal hard drive

29 Image Storage Media Image Capacity 300 GB+

Page No.: 10

ATTACHMENT ONE (CONT’D)

30 DICOM 3.0 Classes Supported Yes

Display Monitor Displayable Area (L x W), cm

19” (diagonal) monitor

Simultaneous Scan and Reconstruction (Yes/No)

Yes

Channels (Minimum, Maximum Configuration)

24 min, 64 max

Parallel Imaging Features (Name, ImageK-Space) mSense-Image, Grappa-Kspace, Caipirinha-Kspace

35 Noncontrast Angiography Included TOF and Native

36 Spectroscopy N/A

Motion Compensating Radial Techniques

Blade

38 Brain Volume Imaging MPRage, Space

Minimum Repetition Time (3-D T1 Spoiled Gradient Echo), msec

0.7 msec 3D GRE

Minimum Echo Time, (3-D T1 Spoiled Gradient Echo), msec

0.28 msec 3D GRE

41 FOV (AP, RL, HF, Min to Max), cm 5x5x5 cm min, 50x50x45 cm max

42 Voltage (Line Voltage, Phases) 380, 400, 420, 440, 460, 480 V. 3-phase and ground

43 kVA 85

44 AC, BTUhr (For Entire System) Not specified

Page No.: 11

CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: OT901022

0000290556 Shared Medical Service, Inc DELIVERY: Per Bid 209 Limestone Pass Cottage Grove, WI 53527 TERMS: NET 30

CONTRACTOR'S CONTACT: Toll Free:

Jennifer Robinson Telephone: 1-773-329-5084 E-Mail: jrobinson@sharedmed.com Purchase Orders Emails: SMSAP@sharedmed.com mailto:jrobinson@sharedmed.com mailto:SMSAP@sharedmed.com