ESBD_389928_1736780660909_IFB 25-17 - New Ultrasound Machine.pdf

IFB 25-17 Ultrasound Machine 1

INVITATION FOR BIDS (IFB) #25-17 Ultrasound Machine

PROPOSED SOLICITATION SCHEDULE

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

DATE ACTION

January 13, 2025 IFB issued.

January 22, 2025

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding IFB documents shall be submitted in IonWave by 33:00 p.m. Central Time to be considered.

January 24, 2025 Issuance of final addendum, if necessary.

January 31, 2025

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.

March 3, 2025 Recommendation of award and approval of contract award. Award will be announced after approval received.

IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Melissa Fuqua, Buyer

281-998-6378 Melissa.fuqua@sjcd.edu https://sanjac.ionwave.net/ mailto:Melissa.fuqua@sjcd.edu

IFB 25-17 Ultrasound Machine 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 a new ultrasound machine.

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) new ultrasound system. Bids shall include one (1) ultrasound system, initial one (1) year warranty, training, delivery fee, and installation/calibration.

b. The College will consider the following preferred brands, or alternate brands of equal or better value meeting all specifications within this IFB:

1) GE: Fortis, or E-10.

2) Philips: Epiq Elite, or Affiniti

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

1) Dual screen capability

2) Color/Power Doppler

3) Vascular linear probe

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

5) Curvilinear probe (abdominal/pelvis/OB)

6) Transvaginal probe

7) Sector probe for intercostal scanning and deep penetration (optional)

8) Neonatal probe for head/abdominal ultrasounds

9) Available settings on the machine for the following:

i. Abdominal

ii. OB/Gynecological (3D-4D)

iii. Breast

iv. Vascular

v. Thyroid

vi. Scrotum

vii. Prostate

viii. Neonatal Hip/Head/Spine

ix. Carotid

x. Venous/Abdominal/Renal Doppler

IFB 25-17 Ultrasound Machine 3

xi. Lower/Upper Extremity Arterial/Venous Doppler

xii. Elastography (preferred but not a must)

3. Training

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

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

4. Delivery and Installation

a. Equipment and technology must be delivered, installed, and operational no later than, Monday, March 24, 2025.

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 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.

5. 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 25-17 Ultrasound Machine 4

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. New ultrasound system (cost of system only)

2. Standard Delivery Fee

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

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

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

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. 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 new 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 25-17 Ultrasound Machine 5

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. Exceptions to Terms and Conditions (optional)

5. Additional Costs Not Included in Pricing (optional)