HSP32RFQFormMetroLifts-wrentham Martch 18.doc

Commonwealth of Massachusetts

HSP32 Healthcare Equipment, Furniture, Furnishings and Related Services

Request for Quotation Form

(To be filled out by the Purchasing Entity) Dear HSP32 Vendor The Requesting Purchasing Entity is seeking quotes for the item(s) described within this RFQ Form. Please respond with a statement of quote or no quote by the RFQ Due Date. If you require additional information to respond to the RFQ please contact the contact person listed on the RFQ. Once the Purchasing Entity has received and reviewed the responses to the RFQ they will determine the Vendor that provides best value and will contact the Vendor to work out details before issuing a purchase order.

RFQ Date: March , 17,2016

Vendors must respond to the by the RFQ Due Date: March 25, 2016

Purchasing Entities RFQ Number:

Name of the Requesting Facility Contracting Agent and Tel#: Kevin Buckley 781 788-5288

Facility Information

Name:

Metro Residential Services Department: Developmental Services (DDS)

Address:465 waverley oaks rd.

City, State, Zip Code Waltham Ma. 02452

Contact Person: David Dunton Telephone: 339 222 2494 Fax:

Email: David.Dunton@state.ma.us

Description of items being requested (Free Text Format or use Item Number Format below):

Description

Install one Multi Rail 16 foot straight rail 440 lb. overhead lift and transfer system in a pre-determined bedroom at 475 Dedham st.Wrentham ma and one 7foot multi rail in predetermined bathroom – include 2 motors

Scale and scale adapter-

Extra Large high back slings

*Vendors are encouraged to provide “or equal” opportunities as well as the exact item(s) described.

Additional Specifications

Scope: see above

Delivery requirements: Must be installed by

Installation requirements: Contact David Dunton for install dates and lift locations - must be included in the acquisition costs

Shipping Charges: All charges are to be spelled out if not included in the acquisition cost.

In-Servicing requirements:

Training requirements: David Dunton and staff of his choosing must e trained in operation and care of lift.

Manuals, type and quantity: 2 Manuals Updated manuals when necessary.

Warranty Requirements: Provide details of

a. What is covered

b. Duration of warrantee

Cost of extended warrantee

Post warranty service and maintenance requirements:

Acceptance requirements:

Other requirements:

Commonwealth of Massachusetts

HSP32 Healthcare Equipment, Furniture, Furnishings and Related Services

Request for Quotation Instructions and Guidance

2. Complete the Request for Quotation (RFQ) Form for Category 1 items and email it to all the Category 1 Vendors, to the GPO, and to the OSD Contract Manager.

3. Complete the Request for Quotation (RFQ) Form for Category 3 items and e-mail it to all Category 3 Vendors and to the OSD Contract Manager.

4. Quotes will be returned via e-mail. Please allow ten (10) calendar days for return of Quotes, a shorter period may be used if circumstances require it. State the actual day the Quote must be received by.

5. The Request for Quotation Form is used as a guideline to define all requirements for the specific acquisition being proposed. The RFQ form may be used as a cover document if it is necessary to provide more detailed information to Vendors.

6. Use the following as some of the considerations that you might want to incorporate into the RFQ Form:

7. Description of the equipment to be purchased and how it is to be utilized:

a. Include all required components.

b. Indicate that “or equals” opportunities are encouraged (useful for negotiating in the future).

c. Pricing for all required ancillary supplies and available through whom?

d. Quantity of ancillary product(s) provided with the purchase.

8. Scope:

a. How do you plan to utilize the equipment?

b. What is it to replace, if anything?

c. What do you expect from this equipment over and above the equipment being replaced?

d. What physical constraints must the equipment conform to?

i. Size?

ii. Shape?

iii. Facility requirements such as Electrical, Steam (high or low pressure), IT interface considerations, etc.?

9. Delivery Requirements: IF STATE MONEY is being used all goods and Services must be delivered and received by June 29. Based on business days this date varies slightly each fiscal year.

a. Required by (give date)?

b. Received at the facility (loading dock)?

c. Received by the end user location (department)?

d. Equipment is to be uncrated by the facility or the manufacturer (check one)? __ Facility __ Manufacturer

e. Who is responsible for receiving the equipment? If 7(b) or 7(c) above or if by the manufacturer, consider paragraph 9(a) below as to when ownership passes.

10. Installation Requirements:

a. To be done by whom?

b. Is installation to be by the manufacturer or manufacturer’s representative?

c. If by the manufacturer the completion date is to be (leave room for a date) _____________?

d. Indicate if these costs are to be included in the acquisition costs, otherwise they should be identified.

e. In house installation and labor?

f. Are installation specifications required?

g. Determine when the installation is considered to be complete. Does it involve a specific number of operational days? If patient usage is involved does it involve a specific patient throughput? Be clear!

11. Shipping Charges:

a. FOB destination with ownership passing at the destination.

b. All charges are to be spelled out if not included in the acquisition cost.

12. In-Servicing Requirements:

a. Provided by whom?

b. Details of how it is to be performed.

c. Secure the contact numbers and Service Manager information.

d. Indicate the response time required to a service call.

e. Identify the hours services is required or expected.

13. Training Requirements:

a. On site?

b. Off site?

c. Number of individuals to be trained?

d. Travel Costs and Accommodations paid by whom?

e. Updated training due to personnel changes.

14. Manuals

a. User manuals (quantity)?

b. Maintenance manuals (Request a minimum of two)?

c. Updated manuals when necessary.

15. Warranty Information and requirements:

a. Details of what is covered?

b. Duration of warrantee?

c. Cost of extended warrantee?

d. If software involved what is the support and availability of updates?

16. Post Warranty Service/Maintenance requirements:

a. Full Service costs?

b. Less than full service costs?

c. Time and Materials? (duration of pricing quote and/or maximum annual increases)

17. Acceptance Requirements:

a. Is there to be a hold back of payment based on:

i. Full acceptance of the equipment?

ii. Stages of equipment acceptance.

iii. Stages of project completion?

The Evaluation Process:

18. Upon receipt of the quotes, the Purchasing Entity will need to determine which responding Vendor provides the best value.

a. Negotiate with the approved Vendor in order to achieve Best Value.

b. Negotiable elements might include, but are not limited to the following:

i. Installation requirements

ii. Shipping Charges

iii. In-Servicing

iv. Training

v. Manuals, type and quantity

vi. Software upgrades

19. Ensure that the RFQ costs that are returned are in the format as defined below:

Categories 1 & 3 HSP32 Vendors have been instructed to respond to RFQs via e-mail using the format below.

In the event a Category 1 & 3 HSP32 Vendor does not follow this format the Purchasing Entity should notify the

OSD Contract Manager.

Categories 1 & 3 HSP32 Vendors Standard RFQ Response Format

Vendor’s Acquisition Cost

Vendor’s % markup* on Vendor Acquisition Cost

Net Price for a Product**

Special Deliver Costs if any ***

Installation Costs if any

Other Costs such as removal and disposal of old equipment

Maintenance & Repair Agreement at Time of Purchase

Credits such as for the Trade in of old equipment

Final Purchase Price to Purchasing Entity

* The % markup the Vendor is using in preparing its quote which cannot be greater than the Not to Exceed (NTE) % markup for the Vendor. The % markup normally includes delivery from a Vendor to the Purchasing Entity.

** Vendor’s Acquisition Cost multiplied by Vendors % markup = Net Price for a Product.

*** Used primarily when it’s a drop shipment from a manufacturer to a Purchasing Entity or for a complex inside delivery.

20. Purchasing Entities should also consider the Prompt Payment discount listed in the Pricing and Acquisition Section of the OSD Update for each HSP32 Vendor when determining which Vendor provides the best value. For Purchasing Entities that use MMARS the Prompt Payment Discounts will automatically be taken by MMARS at the time of payment to HSP32 Vendors.

21. Agree on expected deliverables and outcomes with the completion of a ‘Statement of Work’