HSP38RequestforQuote Safety Grant 2015.doc

RFR HSP38, Attachment A, Categories 1&3 RFQ Form with Guidance Document Commonwealth of Massachusetts

HSP38 Healthcare Equipment, Furniture, Furnishings and Related Services

Request for Quotation Form

(To be filled out by the Purchasing Entity) Dear HSP38 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: 3/25/15

Vendors must respond to the by the RFQ Due Date: 4/13/15

Purchasing Entities RFQ Number: 15MRSMARQLIFTS

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

Facility Information

Name:

Kevin Buckley Department: Dept. of Developmental Services

Address:

411 Waverley Oaks

City, State, Zip Code Waltham Ma 02452

Contact Person: Kevin Buckley Telephone: 781 788 5288 Fax: 781-314-7550 Email: Kevin.M.Buckley@state.ma.us

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

Description

Bidders Conference: April 7, 2015 1pm at The Marquardt Center 200 Trapelo Rd Waltham Ma. 02452 -(located on Fernald Center Campus)- other site visits will be scheduled at this mtg. Must be present to be eligable for bid.

The Marquardt Nursing Facility 200 Trapelo Rd Waltham Ma. 02452

Install 4 Traverse overhead Liko Patient lift systems with 9ft rails. 440lb weight capacity in 6 pre-determined bedrooms

Install 2 Traverse overhead liko Patient lift systems with 20ft rails in 2 pre-determined bedrooms

Install 5, 8foot straight rail Patient lift systems in 5 pre-determined bedrooms.

All lifts to have a 440lb weight capacity include 11 motors and 11 scales

Equipment and Installation of 5 Liko Overhead Lift Systems in pre-determined bedrooms and bathrooms over 5 Residential homes total- 13 single straight rails with 440lb capacity

(4) 440lb multi rail motors including hand rails and quick release slingbars. also include hand held remotes and wall mounted chargers for 4 motors Locations for lifts Department of Developmental Services / Metro Residential Services:

1. 201 milk st. Westboro,- Install two 14 foot Multi Rail straight rail 440 lb. overhead lift and transfer system in 2 pre-determined bedrooms,( one rail per room). and two 6 foot straight rail 440 lb. overhead lift systems in 2 predetermined bathrooms. (one rail per bathroom). Include one motor, one scale and scale adapter. 2 large highback slin

2. 3 old Randolph st. Canton- Install one 22ft. Multi Rail straight rail, 440lb overhead lift and transfer system in 1 predetermined bedroom. And 1 8ft straightrail in predetermined bathroom. Include one motor, one scale and scale adapter- 1 large highback sling.

3. 49 Tremont st. Charlestown- Install one Multi Rail 9 foot straight rail 440 lb. overhead lift and transfer system in a pre-determined bedroom , and one 9 ft rail in predetermined bathroom. Include one motor, one scale and scale adapter- 1 large highback sling.

4. 28 Miriam rd. Waltham- - Install one Multi Rail 9 foot straight rail 440 lb. overhead lift and transfer system in a pre-determined bathroom . ( No motor, scale or slings needed)

5. 68 Baker st . Foxboro- - Install three Multi Rail 9 foot straight rail 440 lb. overhead lift and transfer system in 3 a pre-determined bedroom , and one 9 ft rail in predetermined bathroom. Include one motor, one scale and scale adapter- 3 large highback sling.

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

Additional Specifications

Scope:

Delivery requirements: Must be delivered and installed by June 24, 2015

Installation requirements such as maintain mfr warantee: None

Shipping Charges: in quote

In-Servicing requirements: None

Training requirements: None

Manuals, type and quantity: 1 per unit

Warranty Requirements: standard 2 year

Post warranty service and maintenance requirements: None

Acceptance requirements:

Other requirements such as trade in:

Commonwealth of Massachusetts

HSP 38 Healthcare Equipment, Furniture, Furnishings and Related Services

Request for Quotation Instructions and Guidance

1. 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.

2. 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.

3. Quotes will be returned via e-mail. Please allow 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.

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

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

6. 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 provided with the purchase.

7. Scope:

a. How do you plan to utilize the equipment?

b. What is it to replace?

c. What do you expect of this equipment over and above your equipment to be 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.?

8. Delivery Requirements: IF STATE MONEY is being used all goods and Services must be delivered and received by June 29. This date varies slightly each fiscal year.

a. Required by (give date)?

b. Made to the facility (loading dock)?

c. Made to end user location (department)?

d. Equipment is to be uncrated by the facility or the manufacturer?

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

9. Installation Requirements such as maintin mfr warantee:

a. To be done by whom?

b. Manufacturer or manufacturer’s representative?

c. If by the manufacturer the completion date is to be?

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?

10. 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.

11. In-Servicing Requirements:

a. Provided by whom?

b. Details of how it is to be performed.

12. Training Requirements:

a. On site?

b. Off sight?

c. Number of individuals to be trained?

d. Travel Costs and Accommodations paid by whom?

13. Manuals

a. User manuals (quantity)?

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

14. Warranty Information and requirements:

a. Details of what is covered?

b. Duration of warrantee?

c. Cost of extended warrantee?

15. 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)

16. Acceptance Requirements:

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

i. Full acceptance of the equipment?

ii. Stages of project completion?

The Evaluation Process:

17. 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 is not limited to the following:

i. Installation requirements

ii. Shipping Charges

iii. In-Servicing

iv. Training

v. Manuals, type and quantity

18. Insure that the RFQ costs that are returned are in the format as defined below:

Categories 1, 3 Vendors have been instructed to respond to RFQs via e-mail using the following format. In the event a Category1, 3 Vendor does not follow this format the Purchasing Entity should notify the OSD Contract Manager.

Categories 1 & 3 HSP38 Vendors Standard RFQ Response Format

Vendor’s Acquisition Cost

Vendor’s % markup* on Vendor Acquisition Cost

Volume or other discount if applicable

Net Price for a Product**

Special Delivery Costs if any ***

Installation Costs if any****

Other Costs such as removal and disposal of trade in equipment not subject to surplus property regulations

Cost of Maintenance & Repair Agreement at Time of Purchase

Cost of an extended warrantee at Time of Purchase

Credits such as for the trade in of 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.

**** Vendor must use installers who will maintain the manufacturer’s warrantee.

19. Purchasing Entities should also consider the Prompt Payment discount listed in the Pricing and Acquisition Section of the OSD Update for each Vendor when in 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 Vendors.

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

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