F2100079373_DOH21009_Final.pdf

Version 2/2021

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH21-009

INVITATION TO BID (ITB)

FOR

Ventilator and High Flow Oxygen System Maintenance

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS BID TITLE PAGE, I HEREBY STATE THAT I HAVE

READ THE ENTIRE ITB TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS AND

ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Contract including those contained in the Department’s Order Terms and Conditions.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

DOH21-009

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TABLE OF CONTENTS

SECTION 1.0: Introductory Materials…………………………………………………………………

SECTION 2.0: Procurement Process, Schedule, & Constraints ........................................ ……

SECTION 3.0: Instructions for Bid Submittal ..................................................................... ……

SECTION 4.0: Special Conditions......................................................................................... ,,...12

ATTACHMENT A: Scope of Work - LTV1200 Ventilator with SprintPack (Group A) ........ ...….. .16

ATTACHMENT B: Scope of Work - Newport HT50-H1 Ventilator (Group B) ................... ….. …23

ATTACHMENT C: Scope of Work - Airvo 2-Humidified High Flow Oxygen System (Group C)...29

ATTACHMENT D: Scope of Work - PF-Plus-US-High Flow Nasal Cannula Machine (Group D).36

ATTACHMENT E: Scope of Work - AHP300 Transport Ventilator (Group E)……….…….….…..43

ATTACHMENT F: Price Page .......................................................................................... …...…50

ATTACHMENT G: Prior Experience Form ..................................................................... ….…..61

ATTACHMENT H: Statement of Non-Collusion Form ...................................................... ….…..63

ATTACHMENT I: Respondent Certification Regarding Scrutinized Companies List………....…..64

ATTACHMENT J: Identical Tie Certification Form………………………………………..……….…65

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SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is for the State of Florida, Department of Health (Department) to obtain competitive prices to obtain a fully managed solution for the maintenance and repair of the Bureau of Preparedness and Response’s (BPR) stock of ventilator and high flow oxygen system equipment.

1.2 Legal Authority

Chapter 287 and section 381.0011(7) Florida Statutes, under which the program operates and is administered.

1.3 Scope of Services

A detailed scope of work for this solicitation is provided as Scopes of Work (Attachments A - E), in this ITB.

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this ITB for further detail.

Pursuant to Rule 60A-1.002, Florida Administrative Code, the terms of this solicitation, which includes the Department’s Order Terms and Conditions, control in the event of a conflict between either the PUR1000 or the PUR1001, unless such conflicting term is required by Florida law.

1.5 Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scopes of Work (Attachments A - E), the following definitions also apply to this ITB:

Bid: The complete written response of Provider to this ITB, including properly completed forms, supporting documents, and attachments.

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Certified Minority Business Enterprise: A business certified by any local governmental jurisdiction or organization accepted by the Department of Management Services, Office of Supplier Diversity (DMS), as a certified minority business enterprise for purposes of doing business with state government when DMS determines that the state’s minority business enterprise certification criteria are applied in the local certification process in accordance with section 287.0943, Florida Statutes.

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Contract: The formal agreement or Order that will be awarded to the successful Provider under this ITB, unless indicated otherwise.

Department: The Department of Health; may be used interchangeably with DOH.

Minor Irregularity: As used in the context of this solicitation, indicates a variation from the ITB terms and conditions which does not affect the price of the Bid, or give the Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

Order: As used in the context of this solicitation, refers to a Purchase Order.

Respondent: The business entity that submits a Bid.

Provider: The successful Respondent awarded a contract by the Department in accordance with the terms of this ITB.

State: State of Florida.

State Holidays: New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday After Thanksgiving, Christmas Day.

Vendor Bid System (VBS): Refers to the State of Florida’s internet-based vendor information system, which is available at:

http://myflorida.com/apps/vbs/vbs_www.main_menu.

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scopes of Work (Attachments A - E), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scopes of Work (Attachments A

- E), will prevail when the term is used in the Scopes of Work (Attachments A - E).

http://myflorida.com/apps/vbs/vbs_www.main_menu

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SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE, & CONSTRAINTS

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Debbie Brown 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: Deborah.Brown3@flhealth.gov

******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(25), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Bid.

2.3 Term

It is anticipated that the Contract resulting from this ITB will be 3 years, beginning April 1, 2022, or the Contract execution date whichever is later, subject to renewal as identified in Section 2.4. The Contract resulting from this ITB is contingent upon availability of funds.

2.4 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made for no more than three years beyond the initial Contract, or for the term of the original Contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and are subject to the availability of funds.

2.5 Timeline

EVENT DUE DATE LOCATION

ITB Advertised / Released 3/23/2022 Posted to the Vendor Bid System at:

http://vbs.dms.state.fl.us/vbs/main_menu

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Questions Submitted in

Writing

Must be received

PRIOR TO:

3/31/2022 @

2:30 PM EST

Submit to: Florida Department of Health Central Purchasing Office

Attention: Debbie Brown Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: Deborah.Brown3@flhealth.gov

Answers to Questions

(Anticipated Date) 4/5/2022 Posted to Vendor Bid System at:

http://vbs.dms.state.fl.us/vbs/main_menu

Sealed Bids Due and Opened

Must be received

PRIOR to:

4/19/2022 2:30 pm EST

PUBLIC OPENING

Submit to: Florida Department of Health

Central Purchasing Office Attention: Debbie Brown Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749

Anticipated Posting of Intent to Award 04/25/2022 Posted to the Vendor Bid System at:

2.6 Addenda

If the Department finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VBS. It is the responsibility of the Respondent to be aware of any addenda that might affect this ITB or their Bid.

2.7. Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received in writing (either via United States Postal Service, courier, e-mail, or hand-delivery) by the Procurement Officer identified in Section 2.1, within the time indicated in Section 2.5. Verbal questions or those submitted after the period specified in Section 2.5 will not be addressed.

Answers to questions submitted in accordance with Section 2.5 will be posted on the

VBS.

2.8. Basis of Award

Multiple awards will be made under this solicitation; however, a single award will be made for each Group, to the responsive, responsible Respondents offering the lowest grand total for each Group requested in this ITB including labor and delivery, FOB destination.

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The Department reserves the right to not make an award under this ITB, as determined to be in the best interest of the State.

2.9. Identical Outcomes

In the event the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will provide the Identical Tie Certification, Attachment J, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Department will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Department to submit Respondents net worth.

In the event the Department is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment J, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VBS.

2.10. Modifications and Withdrawal

A Respondent may modify or withdraw its Bid at any time prior to the submittal deadline, as specified in Section 2.5, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Bid must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Bid will be returned to the Respondent and will not be considered unless resubmitted by the Bid due date and time.

2.11. Clarification Process

The Department may request clarification from the Respondent to resolve ambiguities or to question minor irregularities presented in its Bid. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

2.12. Federal Excluded Parties List

In order to comply with Federal grant requirements, and determining Provider responsibility in accordance with sections 287.057(1), (2) and (3), Florida Statutes, and Florida Administrative Code, Rule 60A-1.006(1), a Respondent or its subcontractor(s) that, at the time of submitting a Bid for a new Contract or renewal of an existing Contract is on the Federal Excluded Parties List, is ineligible for, may not submit a Bid for, enter into, or renew a Contract with an agency for goods or services, if any federal funds are being utilized.

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2.13. Contract Formation

The Department will enter into a Contract with the Provider pursuant to Section 2.8, Basis of Award. The Contract will incorporate the terms of the Scopes of Work (Attachments A - E), the Department’s Order Terms and Conditions, and the awarded Provider’s Price Page (Attachment F).

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SECTION 3.0 INSTRUCTIONS FOR BID SUBMITTAL

3.0 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Bid. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR1001.

3.1 Instructions for Submittal

3.1.1. Respondents must complete, sign, and return the “Title Page” with their Bid submittal.

3.1.2. Respondents must complete and return the Price Page (Attachment F) with their Bid submittal.

3.1.3. Respondents must submit all technical and pricing data in the formats specified in the ITB.

3.1.4. Respondents must submit one original paper copy of their Bid and one original copy on a single USB storage device, or CD viewable in Adobe Acrobat Reader (PDF). The electronic copy submitted must contain the entire Bid as the submitted original copy, including all supporting and signed documents. Refer to Section

3.4 for information on redacting confidential information, if applicable.

3.1.5. Bids must be sent by United States Postal Service, courier, or hand delivered to the location indicated in Section 2.5., Timeline.

3.1.6. Bids submitted via electronic mail (email) or facsimile will not be considered.

3.1.7. Bids must be submitted in a sealed envelope or sealed package with the solicitation number, date, and time of the Bid opening clearly marked on the outside.

3.1.8. The Department is not responsible for improperly marked Bids.

3.1.9. It is the Respondent’s responsibility to ensure its Bid is submitted at the proper place and time indicated in Section 2.5., Timeline.

3.1.10 Bids must be received by the date and time specified in Section 2.5., Timeline.

3.1.11. The Department’s clocks will provide the official time for Bid receipt.

3.1.12. Materials submitted will become the property of the State and accordingly, the State reserves the right to use any concepts or ideas contained in the Bid.

3.2. Cost of Preparation

Neither the Department nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

http://dms.myflorida.com/content/download/2934/11780

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3.3. Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Bid to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as

“CONFIDENTIAL”.

Simultaneously, Respondent will provide the Department with a separate redacted paper and electronic copy of their Bid and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Department at the same time Respondent submits its Bid and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Bid are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Bid are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Bid, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.4. Price Page

Respondent must fill out the Price Page (Attachment F), as indicated, and return it with their Bid.

3.5 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment G, Prior Experience Form of this ITB to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

3.6 Licenses/Certifications

The Respondent submitting a bid for that scope is attesting they meet the qualifications and can perform the services as specified. Provider must have service technicians that are certified to work on the LTV 1200 Ventilators with SprintPack, Newport HT50-H1 Ventilators, PF-Plus-US High Flow Oxygen Nasal Cannula Machines, and AHP300 Transport Ventilators, as applicable. Provider must provide copies of these certifications upon submission of their Bid.

3.7 Subcontractor List

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The Department will not authorize the use of subcontractors in the Contract resulting from this solicitation.

3.8. Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-Bid conference, Bid opening, or meeting at (850) 245-4199. If hearing or speech impaired, please contact the Department’s Purchasing office through the Florida Relay Service, at 1-800-955-8771

(TTY).

3.9. Background and Drug Screening Requirements

Prior to Contract execution, and in accordance with the terms of this solicitation, a Level 2 Background Screening or Drug Screening may be required for all Provider staff, including employees and subcontracted providers, collectively referred to as Provider staff, that will perform duties under the Contract that involves contact with a vulnerable person or working in Department designated sensitive positions.

3.10. Responsive and Responsible (Mandatory Requirements)

Respondents must complete and submit the following mandatory information or documentation as part of their Bid by the time specified in Section 2.5. Any Bid which does not contain the information below will be deemed non-responsive to this ITB.

3.10.1. Title Page must be completed, signed, and submitted with the Bid.

3.10.2. Price Page (Attachment F), as specified in Section 3.4.

3.10.3. Prior Experience Form (Attachment G), as specified in Section 3.5.

3.10.4. Statement of Non-Collusion (Attachment H) as specified in Section 4.3.

3.10.5. Respondent Certification Regarding Scrutinized Companies Lists

(Attachment I) as specified in Section 4.2.

3.10.6. Bids must document the Respondent’s ability to meet the requirements specified in Attachments A - E, Scopes of Work.

3.10.7. Respondent must submit copies of service technician’s certifications at bid submission as specified in Section 3.6.

3.11. Late Bids

The Procurement Officer must receive Bids pursuant to this ITB no later than the date and time specified in Section 2.5. Bids that are not received by the date and time specified will not be considered.

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this ITB and contains general Contract terms and conditions that will apply to any Contract resulting from this ITB, to the extent they are not otherwise modified. This document should not be returned with the Bid. The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

Paragraph 31 of PUR 1000 does NOT apply to this ITB or any resulting contract.

4.2 Scrutinized Companies

All Respondents seeking to do business with the Department must be in compliance with section 287.135, Florida Statutes. The Department may, at its option, terminate a Contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

Refer to Respondent Certification Regarding Scrutinized Companies Lists Form, Attachment I.

4.3 Conflict of Interest and Statement of Non-Collusion

Section 287.057(19)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

Refer to Statement of Non-Collusion Form, Attachment H.

4.4 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Department retains the right to ask for verification of compliance before Contract execution. Failure of the Provider to http://dms.myflorida.com/content/download/2933/11777

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4.5 Provider Registration

Each Provider doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.033, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. The Provider must be registered in the MyFloridaMarketPlace system within five days after posting of the Intent to Award.

Registration may be completed at:

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

A Provider lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

4.6 Minority, Women, and Florida Veteran Business Participation

The Department encourages certified minority, women, and Florida veteran business participation in all its solicitations.

4.7 Indemnification

Provider must save and hold harmless and indemnify the Department against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

4.8 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scopes of Work (Attachments A - E).

4.9 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if successful Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scopes of Work (Attachment A - E).

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

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4.10 Order Terms and Conditions

Respondent must become familiar with the Department’s Order Terms and Conditions which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Department of Financial Service’s Chief Financial Officer.

Use of the Department’s Order Terms and Conditions are mandatory for Department Orders issued in MyFloridaMarketplace as they contain the basic clauses required by law. The terms and conditions contained in the Department’s Terms and Conditions are non-negotiable. The Department’s Terms and Conditions are located at:

http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf

4.11 Conflict of Law and Controlling Provisions

Any Contract resulting from this ITB, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

4.12 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

4.13 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must make the public records available for inspection or copying upon request of the Department’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this ITB and entitles the Department to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf http://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions1272021.pdf

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Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.14 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

4.15 Protests

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Only documents delivered by the United States Postal Service, a private delivery service, in person, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

No filings may be made by email or any other electronic means. All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

Do not send Bids to the Agency Clerk’s Office. Send all Bids to the Procurement Officer and address listed in Section 2.5, Timeline.

The Agency Clerk’s mailing address:

Agency Clerk, Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005

The Agency Clerk’s physical address for hand deliveries:

Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd.

Tallahassee, Florida 32399 Fax No. (850) 413-8743

ATTACHMENT A

SCOPE OF WORK

LTV 1200 Ventilator with SprintPack (Group A)

VENTILATOR AND HIGH FLOW OXYGEN SYSTEM MAINTENANCE

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1. PURPOSE:

This Scope of Work is for the Florida Department of Health (Department) to obtain a fully managed solution for the Preventative Maintenance (PM), Sanitization, and repair of the Bureau of Preparedness and Response’s (BPR) stock of LTV 1200 Ventilators with SprintPack. Contractor will provide these services to the Department. For purposes of this Scope of Work, Contractor means Provider.

1.1. DEFINITIONS:

Cache: The entire stock of the Department’s LTV 1200 Ventilators with SprintPack, which consists of approximately 595 LTV 1200 Ventilators with SprintPack. The amount of LTV 1200 Ventilators with SprintPack is subject to change (increase or decrease) during the contract term.

Logistics Response Center (LRC): BPR’s warehouse site located at 125 Hamilton Park Drive, Tallahassee, Florida 32304, where approximately five percent of the LTV 1200 Ventilators with SprintPack are housed when not in use.

PM: The regular and routine maintenance of LTV 1200 Ventilators with SprintPack in order to keep the LTV 1200 Ventilators with SprintPack running and prevent any costly unplanned downtime from unexpected equipment failure.

Sanitize: To clean and disinfect the LTV 1200 Ventilators with SprintPack including internal parts.

State Logistics Response Center (SLRC): BPR’s warehouse site located at 2702 Directors Row, Orlando, Florida 32809, where approximately 95 percent of the LTV 1200 Ventilators with SprintPack are housed when not in use.

Surge Maintenance: Maintenance that would be required if the demand for the item surged during an incident.

2. TERM:

This scope of work will begin on 4/1/2022 or the date on which the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2025. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of Contractor.

3. LOCATION OF WORK:

The worksite for this scope of work is the following location(s):

AWARDED CONTRACTOR CONTRACTOR’S ADDRESS

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

4.1. See section 3.6 of DOH21-009.

5. SERVICE TASKS: Contractor will be required to perform, the following service tasks in the time and manner specified:

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5.1. Maintain an online tracking system throughout the Purchase Order term. Contractor will only be required to have one online tracking system if awarded multiple equipment groups.

5.1.1. Ensure the online tracking system has the ability to electronically create and track maintenance records.

5.1.2. Enter all serial numbers and service records for each LTV 1200 Ventilator with SprintPack into the online tracking system upon receipt of the LTV 1200 Ventilator with SprintPack.

5.1.3. Provide the Department access to the online tracking system within 30 calendar days of issuance of the Purchase Order. Ensure the Department is able to do the following in the online tracking system:

5.1.3.1. View the status of all the Department’s LTV 1200 Ventilators with

SprintPack 24 hours a day, 7 days a week.

5.1.3.2. View all service records for each LTV 1200 Ventilator with SprintPack by clicking on the LTV 1200 Ventilator with SprintPack’s serial number.

5.1.3.3. Review and approve quotes that are submitted by Contractor.

5.1.4. Upon issuance of a Purchase Order, provide the Department a user guide inclusive of screen shots, indicating how to access the data and documents of the online tracking system referenced in the above tasks.

5.2. Provide PM on the Cache as follows:

5.2.1. Visually inspect all parts of the ventilator for wear or damage upon receipt of the LTV 1200 Ventilator with SprintPack. Ensure each ventilator includes adult and pediatric circuits and silicone tubing per the manufacturer’s specifications. Document any wear and damage and if any parts are missing, defective, or expired in the online tracking system. Include the cost for labor and the replacement and repair of those parts in the quote as specified in Task 5.8.2.

5.2.2. Upon receipt of the LTV 1200 Ventilator with SprintPack, provide an itemized quote for the

PM and labor through the online tracking system to the Department for review and approval.

5.2.3. Maintain the ability to perform PM on a minimum of fifty percent of the Cache yearly unless otherwise directed by the Department.

5.2.4. Maintain the ability to meet Surge Maintenance requirements and perform PM on the entire Cache during a single fiscal year.

5.2.5. Throughout the Purchase Order term, create, manage, and maintain a schedule in the online tracking system for the rotation of LTV 1200 Ventilators with SprintPack and PM cycles in accordance with the manufacturer’s standard of care.

5.2.6. Perform PM on the LTV 1200 Ventilator(s) with SprintPack in accordance with the approved quote as specified in Task 5.2.2., the Original Equipment Manufacturers (OEM) specifications, and as follows:

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5.2.6.1. Perform the following every 10,000 hours or two years, whichever comes first:

5.2.6.1.1. Replace the Internal Battery (P/N 10140);

5.2.6.1.2. Calibrate the Transducers;

5.2.6.1.3. Replace the Motor Board;

5.2.6.1.4. Clean or replace the Interior Air Inlet Filter; and

5.2.6.1.5. Clean or replace the O2 Inlet Filter.

5.2.6.2. Perform the following every 30,000 hours or six years, whichever comes first:

5.2.6.2.1. Replace the Turbine Manifold Assembly;

5.2.6.2.2. Replace the Solenoid Manifold;

5.2.6.2.3. Replace the Flow Valve;

5.2.6.2.4. Replace the Rotary Switch Assembly;

5.2.6.2.5. Replace the O2 Blender;

5.2.6.2.6. Replace the Fan Assembly;

5.2.6.2.7. Replace all Silicone Tubing; and

5.2.6.2.8. Check the Thermo Pads for compression and replace if necessary.

5.2.7. Conduct the following after performing PM:

5.2.7.1. Create a document detailing the PM performed, the date it was performed, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number. Attach a copy of the documentation to the LTV 1200 Ventilator with SprintPack serviced and upload a copy in the online tracking system.

5.2.7.2. Place a sticker on the outside of the LTV 1200 Ventilator with SprintPack indicating the next PM due date.

5.3. Provide a 2-year PM Kit for each LTV 1200 Ventilator with SprintPack every 10,000 hours or two years, whichever comes first, in accordance with the approved quote as specified in Task

5.2.2. Document each 2-year PM Kit provided, the date it was provided, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

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5.4. Provide a 6-year PM Kit for each LTV 1200 Ventilator with SprintPack every 30,000 hours or six years, whichever comes first, in accordance with the approved quote as specified in Task 5.2.2.

Document each 6-year PM Kit provided, the date it was provided, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.5. Perform Sanitization on the Cache as follows:

5.5.1. Perform Sanitization on the Cache in accordance with the manufacturer’s maintenance schedule and each time an LTV 1200 Ventilator with SprintPack is deployed and used by a patient.

5.5.2. Visually inspect all parts of the ventilator for wear or damage upon receipt of the LTV 1200 Ventilator with SprintPack. Ensure each ventilator includes adult and pediatric circuits and silicone tubing per the manufacturer’s specifications. Document any wear and damage and if any parts are missing, defective, or expired in the online tracking system. Include the cost for labor and replacement and repairs of those parts in the quote as specified in Task 5.8.2.

5.5.3. Upon receipt of the LTV 1200 Ventilator with SprintPack, provide an itemized quote in the online tracking system for all Sanitization (including the Sanitize Kit), Filter Kit, testing services, and labor to the Department for review and approval.

5.5.4. Perform Sanitization, replace the filter, and conduct tests in accordance with the approved quote as specified in Task 5.5.3., at Contractor’s location, and as follows:

5.5.4.1. Disassemble and Sanitize the LTV 1200 Ventilator with SprintPack per the manufacturer’s specifications.

5.5.4.2. Perform functional testing to confirm equipment performance is in line with manufacturer’s standards of care for each unit as directed by the Department.

5.5.4.3. Perform 12-hour battery run down tests to confirm battery health as directed by the Department.

5.5.4.4. Replace the ventilator filter for each LTV 1200 Ventilator with SprintPack sanitized.

5.5.5. After conducting Sanitization, document the following in the online tracking system:

5.5.5.1. The serial number of the LTV 1200 Ventilator with SprintPack sanitized;

5.5.5.2. The date sanitization is performed;

5.5.5.3. The date the filter is replaced; and

5.5.5.4. The tests conducted, including their results.

5.6. Provide a Sanitize Kit for each LTV 1200 Ventilator with SprintPack Sanitized in accordance with the approved quote as specified in Task 5.5.3. Document each Sanitize Kit provided, the

Ventilator and High Flow Oxygen System Maintenance Page | 20 date it was provided, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.7. Provide a Filter Kit for each LTV 1200 Ventilator with Sprint Pack Sanitized in accordance with the approved quote as specified in Task 5.5.3. Document each Filter Kit provided, the date it was provided, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.8. Perform repairs and replace parts for the LTV 1200 Ventilators with SprintPack upon request and as follows:

5.8.1. Visually inspect all parts of the ventilator for wear or damage upon receipt of the LTV 1200 Ventilator with SprintPack. Ensure each ventilator includes adult and pediatric circuits and silicone tubing per the manufacturer’s specifications. Document any wear and damage and if any parts are missing, defective, or expired in the online tracking system. Include the cost for labor and replacement and repairs of those parts in the quote as specified in Task 5.8.2.

5.8.2. Upon receipt of the LTV 1200 Ventilator with SprintPack, provide an itemized quote for all repairs, replacements, and labor to the Department in the online tracking system for review and approval.

5.8.3. Perform repairs and replacement of parts on LTV 1200 Ventilators with SprintPack in accordance with the approved quote. Document all work performed, including the date it was performed and the corresponding LTV 1200 Ventilator with SprintPack’s serial

5.9. Provide the equipment for the LTV 1200 Ventilator with SprintPack and restock all adult and pediatric circuits and silicone tubing in accordance with the approved quote as specified in Task

5.8.2. Document the equipment replaced and restocked, the date it was replaced or restocked, and the corresponding LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.10. Provide pick-up and delivery for the LTV 1200 Ventilators with SprintPack as follows:

5.10.1. Pick-up the LTV 1200 Ventilator with SprintPack as directed by the Department from the

LRC and SLRC for PM, Sanitization, or repair. Document the date of pick-up and the LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.10.2. Store the LTV 1200 Ventilators with SprintPack in a climate-controlled storage location within Contractor’s location.

5.10.3. Deliver the LTV 1200 Ventilator with SprintPack with a bill of laden including each LTV 1200 Ventilator with SprintPack’s serial number to the LRC or SLRC as directed by the Department. Document the date of delivery and the LTV 1200 Ventilator with SprintPack’s serial number in the online tracking system.

5.11. Provide 24 hours a day, 7 days a week emergency contact information to the Department throughout the Purchase Order term.

6. DELIVERABLES:

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Contractor will complete and submit the following deliverables to the Department in the time and manner specified:

6.1. Provide labor for PM, replacement, testing, repair, and Sanitization with submission of supporting documentation in the time and manner specified in Tasks 5.1 through 5.2, Task 5.5., Task 5.8, and Tasks 5.10 through 5.11.

6.2 Provide a 2-year PM Kit with submission of supporting documentation in the time and manner specified in Task 5.3.

6.3 Provide a 6-year PM Kit with submission of supporting documentation in the time and manner specified in Task 5.4.

6.4 Provide a Sanitize Kit with submission of supporting documentation in the time and manner specified in Task 5.6.

6.5 Provide a Filter Kit with submission of supporting documentation in the time and manner specified in Task 5.7.

6.6 Provide equipment, circuits, and silicone tubing with submission of supporting documentation in the time and manner specified in Task 5.9.

7. METHOD OF PAYMENT:

7.1. A purchase order will be issued to Contractor.

7.2. The method of payment for this purchase order is unit rate.

7.3. Contractor will not receive payment in advance for goods or services described in this scope of work.

7.4. Contractor must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.

7.5. Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

8. PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES:

All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated below:

8.1. Failure to complete and submit Deliverables 6.1. through 6.6. in the time and manner specified will result in a payment reduction equal to 5 percent of the total invoiced amount.

9. FINANCIAL SPECIFICATIONS:

9.1. Contractor must provide and maintain the online tracking system at no additional cost.

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9.2. Contractor must enter information into the online tracking system as specified in the above tasks at no additional cost.

9.3. Contractor must deliver and pick-up the LTV 1200 Ventilators with SprintPack at no additional cost.

9.4. Contractor must provide emergency contact information at no additional cost.

10. CONTRACTOR TRAVEL REIMBURSEMENT:

The Contractor will not be reimbursed for any travel expenses under this agreement.

11. CONTRACTOR WARRANTY:

11.1. Contractor must warrant their services under this agreement will be free of defects in materials and workmanship for a period of thirty days from the date the performance of the services is completed.

12. DEPARTMENT CONTRACT MANAGER:

The Department Contract Manager for this scope of work is:

TBA

BPR CCOC

4052 Bald Cypress Way Tallahassee, Florida, 32399

Contract Manager Training Database

13. SHIPPING: Contractor is responsible for damage that occurs during shipping.

14. CONTROLLING TERMS AND CONDITIONS:

14.1. Agency Invitation to Bid (DOH21-009);

14.2. Department Purchase Order Terms and Conditions;

14.3. Contractor’s Response to the Department’s ITB; and

14.4. Department Scope of Work.

https://floridahealth.sharepoint.com/:x:/r/sites/Contracts/_layouts/15/WopiFrame.aspx?sourcedoc=%7B5D23C27B-FDEC-42D6-B2C8-B00B7E1EA1D2%7D&file=Training%20Database.xlsx&action=default

ATTACHMENT B

Newport HT50-H1 Ventilator (Group B)

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1. PURPOSE:

This Scope of Work is for the Florida Department of Health (Department) to obtain a fully managed solution for the Preventative Maintenance (PM), Sanitization, and repair of the Bureau of Preparedness and Response’s (BPR) stock of Newport HT50-H1 Ventilators. Contractor will provide these services to the Department. For purposes of this Scope of Work, Contractor means Provider.

Cache: The entire stock of the Department’s Newport HT50-H1 Ventilators, which consists of approximately 40 Newport HT50-H1 Ventilators. The amount of Newport HT50-H1 Ventilators is subject to change (increase or decrease) during the contract term.

Logistics Response Center (LRC): BPR’s warehouse site located at 125 Hamilton Park Drive, Tallahassee, Florida 32304, where approximately five percent of the Newport HT50-H1 Ventilators are housed when not in use.

PM: The regular and routine maintenance of Newport HT50-H1 Ventilators in order to keep the Newport HT50-H1 Ventilators running and prevent any costly unplanned downtime from unexpected equipment failure.

Sanitize: To clean and disinfect the Newport HT50-H1 Ventilators including internal parts.

State Logistics Response Center (SLRC): BPR’s warehouse site located at 2702 Directors Row, Orlando, Florida 32809, where approximately 95 percent of the Newport HT50-H1 Ventilators are housed when not in use.

This ITB will begin on 4/1/2022 or the date on which the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2025. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of Contractor.

4.1. See Section 3.6 of DOH21-009.

5. SERVICE TASKS:

Contractor will be required to perform, the following service tasks in the time and manner specified:

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5.1.2. Enter all serial numbers and service records for each Newport HT50-H1 Ventilator into the online tracking system upon receipt of the Newport HT50-H1 Ventilator.

5.1.3. Provide the Department access to the online tracking system within 30 calendar days of

5.1.3.1. View the status of all…