ESBD_365846_1719789537013_IFB #24-34 Refurbished Ultrasound System.pdf

IFB 24-34 Refurbished Ultrasound System 1

INVITATION FOR BIDS (IFB) #24-34

Refurbished Ultrasound System

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

July 1, 2024 IFB issued.

July 10, 2024

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding IFB documents shall be submitted in IonWave by 5:00 p.m. Central Time to be considered.

July 11, 2024 Issuance of final addendum, if necessary.

July 18, 2024

Bid Submission Deadline

All bid documents shall be submitted before 2:00 p.m. Central Time in IonWave.

Proposals will be digitally opened immediately following time due.

July 23, 2024 Recommendation of award and approval of contract award. Award will be announced after approval received.

IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil, Buyer

281-998-6326 farrah.khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:farrah.khalil@sjcd.edu

IFB 24-34 Refurbished Ultrasound System 2

SCOPE OF WORK AND SPECIFICATIONS

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed bids from qualified firms to provide one (1) refurbished ultrasound system.

The College’s budget for this purchase is $67,000.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Specifications

a. Quantity of one (1) refurbished ultrasound system, built no earlier than 2021. Bids shall include one (1) refurbished ultrasound system, initial one (1) year warranty, training, delivery fee, and installation/calibration.

b. The Collee’s preferred brand is Philips; however, the following alternates will be considered for award:

• Siemens

• Samsung

• GE Voluson

c. Specifications shall include, but are not limited to the following:

• Dual screen capability

• Vascular linear probe

• Linear probe small parts (ex. scrotal/thyroid/breast)

• Curvilinear probe (abdominal/pelvis)

• Transvaginal probe

• Sector probe for intercostal scanning and deep penetration (preferred)

• Neonatal probe for head/abdominal ultrasounds

• Available settings on the machine for the following:

o Abdominal pelvic o OB o Breast o Vascular o Thyroid o Scrotum o Prostate o Neonatal Hip/Head

IFB 24-34 Refurbished Ultrasound System 3 o Carotid o Venous/Abdominal/Renal Doppler o Lower/Upper Extremity Arterial/Venous Doppler

3. Training

a. Training shall be in-person or virtual (synchronous or asynchronous) and shall include operating instructions for one (1) refurbished ultrasound system.

b. Training date and time shall be scheduled and confirmed with SJCCD representative prior to delivery of portable CMM.

4. Annual Preventative Maintenance Agreement (Optional)

a. Annual Preventative Maintenance Services for one (1) refurbished ultrasound system shall include, but are not limited to the following:

• The awarded vendor will perform in substantial compliance with its performance specifications, in the documentation accompanying the system, for a period of twelve (12) months after completion of installation and availability for first patient use.

• During the warranty period, the service company personnel will schedule planned maintenance visits in advance at a mutually agreeable time on weekdays, between 8:00am and 5:00pm.

• Updates to standard software for the system that do not require additional hardware or equipment modifications will be performed as a part of normal warranty service during the term of the warranty.

• Awarded vendor will provide planned maintenance service (“PM”) pursuant to OEM recommended frequencies and published specifications as set forth in the OEM service manuals, (where available), or pursuant to documented alternate PM frequencies and specifications based on ultrasound machines' risk-based assessment. PM includes PM-related Replacement Parts (subject to availability).

PM and PM-related Replacement Parts for PM activities with a frequency of 7 years or greater are excluded.

• Awarded vendor will provide quality assurance activities (e.g., product and image quality control testing, calibrations, functional testing) to measure whether product is performing according to customer-determined standards.

b. The contract term, if any, for Annual Preventative Maintenance Services will be one (1) year with renewal options of four (4) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

IFB 24-34 Refurbished Ultrasound System 4

5. Standard Delivery and Installation

a. Equipment and technology must be delivered, installed, and operational no later than

August 30, 2024.

b. Delivery shall be made FOB destination, inside delivery, to San Jacinto College Central

Campus, 8060 Spencer Highway, C11 Room 2014, Pasadena, Texas, 77505.

c. The College’s loading dock will not be available; the awarded vendor(s) must provide lift gate service upon delivery (if applicable).

d. All equipment shall be assembled, set in place, and ready for College use upon delivery.

e. Pricing shall include equipment installation, calibration, faculty training and on-site technician set-up.

f. Bidder shall provide all accessories necessary for complete installation and operation of the refurbished ultrasound system and all applicable accessories.

g. Awarded vendor shall clean up all debris and is responsible for haul-away of shipping and packaging debris.

h. Awarded vendor shall coordinate all installation activity with the SJCCD contact person.

6. Expedited Delivery and Installation (optional)

Expedited delivery pricing shall be in lieu of Standard Delivery pricing.

a. Equipment and technology must be delivered, installed, and operational no later than

August 16, 2024.

b. Delivery shall be made FOB destination, inside delivery, to San Jacinto College Central

Campus, 8060 Spencer Highway, C11 Room 2014, Pasadena, Texas, 77505.

c. The College’s loading dock will not be available; the awarded vendor(s) must provide lift gate service upon delivery (if applicable).

d. All equipment shall be assembled, set in place, and ready for College use upon delivery.

e. Pricing shall include equipment installation, calibration, faculty training and on-site technician set-up.

f. Bidder shall provide all accessories necessary for complete installation and operation of the refurbished ultrasound system and all applicable accessories.

g. Awarded vendor shall clean up all debris and is responsible for haul-away of shipping and packaging debris.

h. Awarded vendor shall coordinate all installation activity with the SJCCD contact person.

IFB 24-34 Refurbished Ultrasound System 5

7. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

IFB 24-34 Refurbished Ultrasound System 6

BID RESPONSE REQUIREMENTS

All bids response requirements must be submitted through IonWave. The system does not allow a bid submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Price

Include pricing on the Line Items tab in IonWave for the following:

1. Refurbished ultrasound system, built no earlier than 2021 (cost of system only)

2. Initial one (1) year warranty (list $0, if no additional cost)

3. Training (list $0, if no additional cost)

4. Installation/Calibration (list $0, if no additional cost)

5. Standard Delivery Fee

6. Expedited Delivery Fee (optional)

7. Annual Preventative Maintenance Agreement (optional) If fees increase annually, provide a response attachment with fee increases.

Additional Costs Not Included in Pricing: Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section, including Annual Preventative Maintenance Agreement annual fee percent (%) increases. Any costs not explicitly stated in a bid response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments. If there is a discrepancy among the Line Items, Line Notes, and Response Attachments, the Line Items pricing shall prevail.

2. Specification Sheet

Upload a specification sheet for proposed refurbished ultrasound system in the Response Attachment tab in IonWave.

3. References

The bidder shall provide at least three (3) references of entities for whom you have provided the goods or services included in this IFB within the past three years. The name, telephone number, and valid email address of a reference person who may be contacted for further information must be entered in the Attributes tab in IonWave. If the College chooses to contact your references, they will be contacted by email.

IFB 24-34 Refurbished Ultrasound System 7

4. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this IFB, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered.

b. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

List of Response Attachments

The following documents are to be submitted through the Response Attachments tab in IonWave. All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all documents are required and failure to provide the correct required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Specification Sheet

2. Conflict of Interest Form

3. Proof of Insurance Requirements

4. Federal Vendor Certification Form

5. Exceptions to Terms and Conditions (optional)

6. Additional Costs Not Included in Pricing (optional)