STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

Invitation for Bid

Southern District Procurement

1600 West 24th Street

Pueblo, CO 81003

FAX INVITATION FOR BID WILL NOT BE ACCEPTED.

IMPORTANT: Vendor should read the entire Invitation for Bid document before submitting a Bid. Invitation for Bid properly marked as to INVITATION FOR BID NUMBER, DATE, and HOUR of opening, subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, will be accepted at the address listed above, prior to the date and time listed for the Bid opening. All Invitation for Bid shall be quoted F.O.B. destination, unless otherwise specified, to the delivery location or job site listed herein.

Vendors must be registered on Colorado/VSS at time of opening.

TYPED OR PRINTED SIGNATURE

ADDRESS

Terms of less than 30 calendar days will not be considered.

FEIN or SSN

The above Invitation for Bid is subject to attached Terms and Conditions.

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COLORADO DEPARTMENT OF HUMAN SERVICES

SEE THE COMPLETE TERMS AND CONDITIONS THAT APPLY TO THIS SOLICITATION

FOUND ON THE COLORADO INVITATION FOR BID ANNOUNCEMENT PAGE.

PROCUREMENT ADMINISTRATION:

General. The State of Colorado, Department of Human Services (DHS), seeks Invitation for Bids for goods or services in accordance with specifications contained in this Invitation for Bid.

Bid Submission. Invitation for Bid will be received in a sealed envelope, clearly marked with the bid title, number and due date on the outside of the bid envelope, until the date and time indicated, and at that time publicly opened. FAX BIDS WILL NOT BE ACCEPTED.

Invitation for Bids It is the responsibility of the vendor to ensure that the Southern District Procurement Office receives the Bid on or before the due date and time. All interested parties are cordially invited to attend the official opening, if they so desire.

Vendors mailing their Invitation for Bid shall allow sufficient mail delivery time to ensure receipt of their response by the time specified.

Pricing. All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception.

Bid Evaluation. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer(s) for the State. Invitation for Bid evaluation will consist primarily of comparing unit price Bid for the listed items. Evaluation of Invitation for Bid may also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the Bid, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices.

The State may make such investigations as may be deemed necessary to determine that the Vendor possesses or can acquire: (1) sufficient financial ability; (2) the services of properly qualified personnel; (3) the equipment, facilities and capacity necessary for adequate performance; and (4) has an overall satisfactory record in the performance of prior contracts which the Vendor may have been awarded.

Low Tie Invitation for Bids. Low tie Invitation for Bids shall be decided in accordance with the provision of C.R.S. Section 24-103-202.5 as it currently exists or is hereafter amended, which gives a preference to resident vendors.

Award. The state intends to issue a single vendor award, or may issue multiple awards as necessary. Awards will be made on the basis of the Bid most beneficial to the State. Vendor shall extend contract pricing to other Human Services divisions if the vendor has a presence in that area (i.e. Pueblo, Grand Junction).

Term of Award: The period of award made as a result of this Bid is from October 1, 2015 to June 30, 2016, with 4 one- year options to renew the award.

Bid Review. After the award is made, any vendor that wishes to recap the Bid may do so at the Department of Human Services. Please call 719-546-4431 to make an appointment to review the Bid.

Performance/Remedies: Awarded vendor(s) shall comply with the requirements as to brand, quality, quantity, time frames, container size, etc. If the awarded vendor fails to perform, the State reserves the right to take remedial action (upon written notice), including canceling the original award, in whole or in part, for cause, and awarding to the next lowest priced/responsible vendor. Cause is defined as failure to meet requirements of the within specifications and conditions, or failure to correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award.

Additional Condition that is Applicable to All Purchase Orders and Contracts Issued to Sole Proprietors Effective Aug. 1, 2006.

A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

Additional Condition that is Applicable to All Purchase Orders and Contracts for Services Effective Aug. 9, 2006.

The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 (EXCLUDED; SECURITIES, INVESTMENT ADVISORY SERVICES OR FUND MANAGEMENT, SPONSORED PROJECTS, INTERGOVERNMENTAL AGREEMENTS, OR INFORMATION TECHNOLOGY SERVICES OR PRODUCTS AND SERVICES).

Effective May 13, 2008, contractors who enter into or renew a public contract for services with Colorado state agencies or political subdivisions must participate in either the Federal E-Verify program, or the Colorado Department of Labor and Employment Program. For more information see:

E-Verify Program: www.uscis.gov/files/nativedocuments/E4_english.pdf

Colorado Department of Labor and Employment Program and notice forms: Division of Labor http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380 Quantity of Goods/Services. The State may increase or decrease the quantity of goods/services based on the rates established in the Purchase Order or associated Statement of Work or Service Agreement when mandated in the sole discretion of the State by changes in mission or programmatic level of goods/services requirements.

FOR GOODS ONLY: In accordance with Procurement Code, CRS24-103-207.5 titled Purchasing Preference for Environmentally Preferable Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

24-102-206 Contract Performance for Services Outside US or CO - Now requires Contractors to give written notice in accordance with the following State Contract terms and conditions:

If any services are performed outside the United States or Colorado.

Performance Outside the State of Colorado and/or the United States

[Not applicable if Contract Funds include any federal funds] Following the Contract Effective Date, Contractor shall provide written notice to the State, within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State shall constitute a material breach of this Contract.

Noncompliance

Contractor’s failure to provide reports and notify the State in a timely manner may result in the delay of payment of funds and/or termination as provided under this Contract.

Subcontracts

Copies of any and all subcontracts entered into by Contractor to perform its obligations hereunder shall be submitted to the State or its principal representative upon request by the State. Any and all subcontracts entered into by Contractor related to its performance hereunder shall comply with all applicable federal and state laws and shall provide that such subcontracts be governed by the laws of the State of Colorado.

COLORADO DEPARTMENT OF HUMAN SERVICES

Glucometer Blood Glucose

SPECIFICATIONS/REQUIREMENTS

· All bid responses must be quoted FOB Destination and Installation.

· All equipment, products and parts must contain at a minimum manufacturers warranties. Warranty must be provided with this bid

· All equipment and parts quoted by vendor must be NEW.

PROJECT DESCRIPTION:

The primary goal of this project is to replace two diverse legacy local-drive glucometer databases with one centralized middleware glucometer system that supports both Mental Health Institutes. The new middleware system will transport patient glucose data between the two institutes and the MHI Cerner Electronic Health Records system. The preference is for the patient data to be housed in a database on a CDHS-owned local or virtual server (rather than a remotely-hosted. Thirty-four glucometers and bases are required and will use an approximate volume of 70,000 test-strips annually.

Point of Care Glucose Monitoring System

Analyzer test system and data management system to perform point of care testing (POCT) for whole blood glucose for use at Colorado Mental Health Institute in Pueblo and Fort Logan locations.

CMHIP and CMHI-FL are Colorado’s two state-operated inpatient psychiatric hospitals. CMHIP has twenty adult treatment teams and an approximate patient population of 425. Testing frequency ranges from several times a day on some teams to once a month. CMHIFL has four adult treatment teams and a patient population of 94. Testing frequency ranges from several times a day on some teams to once a month. Estimated annual patient test volume is 70,000.00.

Instrument and Supply Needs:

CMHIP Specific Information

Approximate Annual Volume:

CMHI Fort Logan Specific Information

Note: Additional meters may be required in the event of facility expansion

Approximate Annual Volume:

Performance requirements:

· The sample must test capillary whole blood

· Real time electronic transfer of data

· Reliable patient results within 5 seconds

· Capillary blood sample size must be 6 microliters or less

· Meters must meet the International Organization for Standardization (ISO) 15197:2013 acceptance criteria for system accuracy. “95% of the measured glucose values shall fall within ± 15 mg/dl of the average measured values of the reference measurement procedure at glucose concentrations <100 mg/dl or within ± 15% at glucose concentrations ≥ 100 mg/dl. 99% of individual glucose measured values shall fall within zones A and B of the Parkes Error Grid for type 1 diabetes.”

· Meters must meet the current U.S. Food and Drug Administration (FDA) Point of Care standards

· Reagent test strips must support accurate results across a wide hematocrit range

· A list of interferences must be included

· Each meter must facilitate the performance of at least two levels of quality control every 24 hours of patient use

· Meter must prompt for a repeat test when results surpass designated critical value ranges (high and low) as determined by the agency

· Meters must screen for multiple losses of integrity with each blood glucose test and prompt correction, i.e.,

· Test strip damage

· Test strip exhibits a change in temperature or humidity

· Inadequate sample applied

· Meter being operated outside optimal temperature or humidity

· The meter must use recognized bar codes and be able to scan test strips, QC controls, calibrators, linearity testing material, automatically and seamlessly integrating the information into the data management system

· Must be able to upload data from new test strip and control solution lots.

· Automatic lockout of operators for expired certification, with an alert prior to the impending expiration

· Automated recertification of operators capability preferred

· Criteria for configuration of meters and other processes can be manageable by Laboratory

Function specifications

· Must have the ability to easily generate customized reports over a time span ranging from one day to one year

· Quality control reports

· Linearity Reports

· Operator Proficiency Reports

· Results by patient

· Results by operator

· Results outside of established critical value markers

· Results of confirmatory testing

· Meter usage

· Number of patient tests performed

· Number of quality controls performed

· List of certified operators

· List of expired operators

· Generate automatic alert notifications to point of care coordinator at specified time intervals ranging from 1 day to 1 year

· Anomaly Reports

OIT specifications:

Middleware compatible with Cerner EHR (See Attachment A)

· Must have ability to access the system by multiple users at one time.

· Wireless data transfer capabilities.

· Capability of automated recertification preferred.

· CDHS Bandwidth. (see Attachment B)

Technical support

· Vendor must provide all warranty repairs and provide alternative replacement equipment within 3 business or working days.

· If a meter, docking station or other equipment supplied by vendor is broken or otherwise non-operational, a new one will be sent prior to having the broken one returned.

· Must have a 24/7 phone number staffed with trained technical support to assist with trouble shooting problems.

· Must have a local customer service representative to be available for on-site support.

· All hardware and software is covered under warranty for the entire term of the agreement.

· All software updates and fixes will be covered under the agreement.

Education and training

· The vendor will provide in-depth training to the point of care coordinator on linearity testing, calibration verification and the point of care data management system.

· Initial hospital staff training will be the responsibility of the vendor. This training will be provided to all staff performing POCT with the glucometer at both hospitals. This will include staff working all 3 shifts (days, evenings, and nights). Example training times at CMHIP that would accommodate the varied shifts would be 7am, 2pm and 7pm. The vendor must offer at least three training sessions per time slot on a least three separate dates (9 training sessions) at the Fort Logan and CMHIP locations.

· The vendor will use The Joint Commission standards for waived testing to document competency during the initial training for the staff that will be performing POCT with the glucometer and provide this documentation to both hospitals CMHIP and CMHI-FL.

· The vendor will be available to provide ongoing training to the point of care coordinator, when the need arises.

Maintenance of equipment

· Daily and monthly cleaning of meters needs to be compatible with CMHIP’s and CMHIFL approved cleaning supplies. ( Hydro-Peroxide Wipes, Micro Kill 1) Database System:

Quantities and future purposes

Middleware system that supports two independent data sites on one database.

Preference is for a non-hosted solution

Preference is for a virtual or server-based system to be installed upon State-owned server.

All software licenses obtained will belong to the State of Colorado

Database and server will be managed by the State

Two independent data sites managed on one database by autonomous managers and master administrator

Server and database compatibility to Windows 2008 R2

Prefer ODBC database compliancy

Not hardware\server specific

Vendor remote management to support\maintain middleware

Protocols are HL7 compliant between meter and middleware\middleware and EHR.

Data protocol\transport between glucometer and middleware: TCP\IP, Serial RS232, Web Services, Network File System (NFS)

Interface for sending and receiving from Cerner EHR LIS

Data exchange from glucometer to middleware and middleware to glucometer

Supports network and wireless communications from the glucometer

Screen Customization

User Security

Quality Control Reporting Features:

Staff meter credentials management. Develop and Print reports. Support for date and time

Support for rules. Support for roles.

Glucometer Provisions:

Meter management control, Quality control, Strip inventory control, Maintenance records

User security for meter, Lockout election control

Price Table:

Note: Additional meters may be required in the event of facility expansion

Reagent strips (100/box)

Calibration verification controls (5 bottles /box)

COLORADO DEPARTMENT OF HUMAN SERVICES

VENDOR INFORMATION

1. Vendor name:

2. Name and numbers of contact person for inquiries on your Bid response:

Name:

Telephone number :(______) ____________ Toll free/collect number :(______) _____

FAX number :(______) ____________

E-Mail address_

3. Name and numbers of contact person for orders if an award to your company is subsequently made:

Name:

Telephone number :(______) ____________ Toll free/collect number :(______) _____

FAX number :(______) ____________ E-Mail address_

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