Glucose Monitors, System, and Support for Springfield Hospital Center IFB.pdf

Maryland Department of Health Springfield Hospital Center

TITLE: Glucose Monitors, System, and Support for Springfield Hospital Center

PROCUREMENT ID NUMBER: SHC-021023

EMARYLAND MARKETPLACE ADVANTAGE (EMMA) NUMBER: BPM037239

ISSUE DATE: April 28, 2023 DUE DATE: May 12, 2023 at 10:00AM EST

THIS SOLICITATION SHALL BE MADE IN ACCORDANCE WITH THE SMALL PROCUREMENT

REGULATIONS DESCRIBED IN COMAR 21.05.07

Brief Description of Services:

The State is issuing this solicitation for the purpose of procuring for Springfield Hospital Center a glucose monitoring system to include 23 glucose monitors, carrying cases, docking stations, and peripherals, and technical and warranty support for term of contract.

I. PROCUREMENT OBJECTIVES

A. Issuing Office

Maryland Department of Health: Springfield Hospital Center 6655 Sykesville Road Sykesville, Maryland 21784

The Procurement Officer for this solicitation:

Sabrina Fields Director of Procurement, SHC 410-970-7058 Sabrina.fields1@maryland.gov

The Contract Monitor for this solicitation:

Mircea Todor, M.D.

Director of Medical Services, SHC 410-970-7120 Mircea.todor@maryland.gov

The sole point of contact in the State for purposes of this solicitation is the Procurement Officer.

B. Submission Deadline

Bids MUST be submitted on eMaryland Marketplace Advantage (eMMA) by 10:00 AM Eastern Time on May12, 2023 in order to be considered.

mailto:Sabrina.fields1@maryland.gov

II. GENERAL INFORMATION FOR VENDORS

A. Contract

1. The contract resulting from this solicitation shall be a fixed price contract, for a period of three years with two one-year option years. Exercising options are a unilateral right of the State and “option” as defined in COMAR 21.01.02.01(61).

2. The Department reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables within the time frame specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

B. Submission of Bids

Bidders MUST submit bid on eMMA.

Mailed, emailed, or faxed bids will not be accepted for this solicitation.

There will be a pre-bid conference held on May 5, 2023 at 10:00 AM. The pre-bid conference will be held on Google Meet. You will be able to join through meet.google.com/gwj-qpvz-jsy or by phone +1 405-825-1116 PIN: 614 846 170#. Prior to attendance, vendors must RSVP to the Procurement Officer at Sabrina.fields1@maryland.gov.

C. Vendor Experience and References

1. The vendor must have at least three years of successful experience in providing equipment and data support for medical monitoring systems. With the transmittal letter, the vendor must show evidence of reliability, ability, and experience by including:

a. A list of personnel who will perform under the contract, showing the length and type of experience of such personnel and;

b. The names and addresses of other concerns and/or similar institutions for which prior comparable services have been or are being rendered by the bidder.

The ability to meet the foregoing experience requirements and the adequacy of the information submitted will be considered in determining the responsibility of the bidder.

2. The vendor must provide a list of at least three references.

3. The vendor is to provide a list of all current contracts with any entity of the State of

Maryland or which have been completed within the last 5 years. For each identified contract the vendor is to provide:

a. The State contracting entity

b. A brief description of the services/goods provided

c. The dollar value of the contract

d. The term of the contract

e. The State employee contact person (name, title, telephone number and e-mail address)

f. Whether the contract was terminated before the end of the term specified in the mailto:Sabrina.fields1@maryland.gov original contract, including whether any available renewal option was not exercised.

D. Transmittal Letter

A transmittal letter prepared on the Bidder’s business stationary MUST be uploaded on eMMA with the solicitation response submission. The transmittal letter should be brief, but must include acknowledgement of meeting the requirements of the solicitation and required experience. The transmittal letter must include in body or accompanying uploaded documentation:

1. The required reference and information as described above in Section II.C;

2. “Attachment C. Bid/Proposal Affidavit”

3. “Attachment H. Conflict of Interest Affidavit and Disclosure”

4. “Attachment J. HIPPA Business Associate Agreement”

5. Specifications for the equipment/system for which the bid applies that demonstrate that they meet all of the requirements contained in Section III.

The letter shall be signed by an individual or corporate officer who is authorized to bind his firm to all statements, including services, material availability, timeliness and prices contained in the bid.

E. Selection Process

The contract resulting from this solicitation shall be awarded to the responsible and responsive bidder whose bid meets the requirements noted in this solicitation document, and is the most favorable bid price (lowest cost).

III. TECHNICAL SPECIFICATIONS

A. Scope

Providing for Springfield Hospital Center (SHC) a glucose monitoring system to include 23 glucose monitors, carrying cases, docking stations, and peripherals, and technical and warranty support for term of contract.

B. Description of Work

1. The Contractor will provide 23 glucose meters and 23 storage cases. Glucose meters must meet the following criteria:

a. Be portable and handheld with both audio and visual screen prompts to guide operators through testing procedures.

b. Have an auditory and visual alarm to notify the operators when meters need to be charged, calibrated, or needs any other maintenance attention.

c. Utilize test strips that are individually wrapped.

d. Capable of being used for multiple patients meeting all tracking needs for each patient. Springfield Hospital Center Contract Monitor or Designee must have the capability of implementing a low reading threshold and high reading threshold. If a patient’s reading falls outside the set threshold, the device must audibly and visually alert the user. If there is a reading outside of the threshold, the employee must be able to enter comments about actions that were taken.

e. Each reading must include an employee identification number to indicate which employee took the reading. Each employee who may use the devices must have their own number, and Springfield Hospital Center’s Contract Monitor or Designee, must have the capability of adding new employees and assigning them new numbers as well as remove employees. The employee identification numbers must be recognizable on each of the purchased devices and any compatible devices purchased in the future. The system must support at least 200 unique employee identification numbers at one time.

f. Each device must be able to be used in both a production mode and training setting mode and Springfield Hospital Center Contract Monitor or Designee must be able to switch the devices between modes.

g. Storage cases must hold the meter and any supplies needed for performing at least three tests.

2. The Contractor will provide 23 docking stations, software that allows SHC staff to access meter results on SHC’s computers and download as needed, cabling, if necessary, linearity kits and anything else needed to test and report results for the patients with diabetes.

3. The glucose monitoring handheld devices, docking stations, and/or any other peripheral responsible for transmitting data, must be able to transmit data through both Wi-Fi and ethernet connections. In the case of a network outage or other Wi-Fi malfunction/disruption in connection, data must be stored, prior to network connectivity, on the handheld devices, docking stations, and/or any other peripheral where data is stored for a minimum of seven days.

4. The Contractor will repair or replace within 2 business days, at no additional cost to the Department, any glucose meters, carrying cases, and docking stations that stop functioning properly for a period of three years from the date Springfield Hospital Center receives the initial equipment. Any devices replaced must be replaced with new units, not refurbished units, unless approved by the Contract Monitor.

5. All equipment, hardware, and software will be under warranty and support for the term of the contract.

6. The Contractor will provide any required or manufacturer recommended preventive maintenance on all equipment/hardware and software provided under this contract for the term of the contract.

7. The Contractor will provide ongoing technical support for any software that is required for the functioning of the glucose monitoring system for three years at no additional cost to the Department and at the prices submitted on the pricing grid for “Warranty and Support” for Option Year 1 and Option Year 2 should the Department exercise one or both Option Years.

8. The Contractor will provide initial on-site in person trainings for day, evening, and overnight shifts of approximately 200 employees. The training will include, but is not limited to, how to use the devices and system, how to maintain them, and how to transmit results. The Contractor will also provide additional, more detailed, initial training for up to 15 people who will be super users, trainers, and IT staff. The additional training will include, but is not limited to, software and hardware set up, system use, pulling reports, and employee addition and removal from the system.

9. The Contractor will provide additional live trainings as needed throughout the term of the contract when there are software or hardware updates that change any portion of use. If the Contractor determines a remote training will be sufficient, they are permitted to conduct the training remotely; however, if the remote training is unsuccessful, the Contract Monitor may require that the Contractor provide an additional in person training at SHC.

10. All parts of the system (equipment/hardware and software) must be compatible under the Data Use Agreement approved through the Strategic Data Initiative (SDI) Review, which takes place after an Apparent Awardee is selected. As the Apparent Awardee, the Contractor will work with SHC and other Maryland Department of Health Staff to complete the SDI Agreement review process. The Contractor will participate in and adhere to any modifications made to the Data Use Agreement and/or SDI Agreement throughout the term of the contract, which will be reviewed, at minimum, prior to exercising any Option Year.

11. Performance Improvement: the contract specifications will form the basis of the performance review as a means of quality control and quality assurance to determine the degree of Contractor compliance and level of performance satisfaction. Incidents of unacceptable performance will be documented with a copy to Springfield Hospital Center’s Director of Procurement, Springfield Hospital Center’s Contract Monitor, and the Contractor’s Account Representative. The Contractor shall be required to submit a written plan of correction identifying the timeframe for completion to the Contract Monitor or designee within Three (3) business days of receiving written notification regarding unacceptable performance. The Springfield Hospital Center Contract Monitor or designee will approve or reject the plan within two (2) business days of receipt.

Continuing failure to satisfactorily respond in the timeframes required in accordance with this section, or more than a total of three (3) situations involving unacceptable performance during a twelve (12) month period may be viewed as grounds for termination.

a. The Contractor’s plan must provide a mechanism for assuring that there is prompt written and verbal communication of performance improvement issues between Springfield Hospital Center, the Contractor, and the Optometrists.

b. Provide a mechanism for collaborating with Springfield Hospital Center’s Director of Medical Services or designee.

c. Provide a mechanism for implementing corrective actions, in collaboration with the Springfield Hospital Center Director of Medical Services or designee. For this purpose, the Contractor shall meet with the Director of Medical Services or the Chief Executive Officer on a regular basis, as deemed appropriate by the Director of Medical Services or the Chief Executive Officer.

12. The Contractor must provide for all persons coming to campus in relation to the contract resulting from this solicitation proof of COVID-19 vaccination or documentation of a medical or religious exemption approved by Maryland Department of Health’s (MDH) Office of Equal Opportunity Programs (OEOP). Within two days of notification of apparent awardee status, the Contractor must provide proof or documentation for any individuals who will be coming on campus for initial training sessions.

C. Drawings and Attachments

1. “Attachment C. Bid/Proposal Affidavit” (to be submitted with bid submission)

2. “Attachment H. Conflict of Interest Affidavit and Disclosure” (to be submitted with bid submission)

3. “Attachment J. HIPPA Business Associate Agreement” (to be submitted with bid submission)

4. “Additional Terms and Conditions” is attached and included as part of this contract agreement.

5. Sample Small Procurement Contract (contract to be completed upon award)

6. “Attachment N. Contract Affidavit” (to be completed upon award)

7. No Bid Notice/Vendor Feedback Form

8. Campus Map

BID PAGE

Bid must be submitted on the pricing grids on eMaryland Marketplace Advantage. No other bid formats will be accepted.

THE STATE OF MARYLAND ENCOURAGES

MINORITY BUSINESS ENTERPRISES TO

PARTICIPATE IN THIS PROCUREMENT PROCESS.