ITB # 66 Bulk Oxygen Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO DIVISION OF VETERANS SERVICES

Invitation to Bid (ITB) ITB # 66

BULK LIQUID OXYGEN AND OXYGEN EQUIPMENTAL RENTAL

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Buyer Division of Purchasing 650 W State St, RM 100, Boise ID, 83702 Michael.Piccono@adm.idaho.gov 208-332-1612

Submit sealed Bid:

Submit electronically via IPRO – POWERED BY LUMA :

Electronic Submission

IPRO LOGIN

Pre-Bid Conference:

Pre-Bid Conference Location:

Thursday August 24, 2020 9:00 AM Mountain Time

Microsoft Teams

PURPOSE

The Idaho Division of Veterans Services (“IDVS”), through the State of Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase and delivery of bulk liquid oxygen, and rental of oxygen equipment to the two (2) Idaho State Veterans Homes (Home), in accordance with the specifications provided below (Section 5).

The locations listed below are long-term care nursing facilities licensed by the State of Idaho, Department of Health and Welfare, Bureau of Facilities Standards. Both homes provide nursing care to Idaho veterans and spouses of veterans. The Boise Home currently has a one hundred twenty-two (122) bed capacity. The Pocatello Homes has a sixty-six (66) bed capacity.

Idaho State Veterans Home – Boise 320 N. Collins Road Boise, ID 83702

Idaho State Veterans Home – Pocatello 1957 Alvin Ricken Drive Pocatello, ID 83201

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO – POWERED BY LUMA : (IPRO LOGIN). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO – POWERED BY LUMA to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO – POWERED BY LUMA as an amendment to this ITB.

ITB Lead: Michael Piccono Phone: 208-332-1612 E-mail: Michael.Piccono@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

PRE-BID CONFERENCE

All parties interested may attend the optional virtual pre-bid conference, at their expense. The Parties interested in attending this conference should notify the ITB Lead no later than one (1) business day prior to the date of the pre-bid conference by emailing Attachment 3 Pre-Bid Conference Registration Form to the ITB Lead. The written request should specify the name and title of each person who will be attending. A maximum of three (3) persons for each party interested will be allowed to attend in-person.

Failure to attend the optional pre-bid conference shall not relieve the Bidder of meeting the requirements of this ITB.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

General Requirements All oxygen purchased and delivered to the Home’s must be medical oxygen for medical use.

IDVS Home’s must only rent oxygen tanks which meet the requirements of NFPA99 (National Fire Protection Association) as required by CMS (Centers for Medicare & Medicaid Services). The Bid must include repair and maintenance of rented tanks.

An uninterrupted supply of liquid oxygen is required by the IDVS Home’s at all times; should it be necessary to transition and/or replace tanks the Contractor must be responsible for maintaining the Home’s needs.

Contractor must provide instruction to staff on proper use of equipment.

IDVS Boise Home – Medical Oxygen Delivery The Contractor must provide liquid oxygen for the Boise Home.

All oxygen must be United State Pharmacopeia (USP) Grade.

The Contractor must deliver liquid oxygen to the Home’s one hundred pound (100 lb.) reservoirs. Delivery must be on Mondays and Thursdays of each week.

Based on the needs of the Home, additional delivery of liquid oxygen must be on a flexible as needed basis that must be mutually agreed upon by the Facility and contractor.

IDVS plans to add an additional Bulk Liquid Oxygen Tank to the Boise home in the near future. IDVS reserves the right to add Bulk Liquid oxygen delivery to the contract resulting from this ITB. The cost of Bulk Liquid for the Boise Home at that time shall be mutually agreeable and shall not exceed the amount for IDVS Pocatello Home. Cost must be approved in writing by IDVS before becoming effective.

IDVS Boise Home – Oxygen Tank Rental The Contractor must have a minimum of twenty (20) one-hundred-pound (100 lb.) reservoirs available for rental by the Home.

The Contractor must have a minimum of thirty (30), two pound (2 lb.) Puritan-Bennet companion 1000 or equal available for rental by the Home.

Additional portable companions must be available for rental, by the Home, on an as needed basis.

The Contractor must have, at a minimum, two (2) each five (5) liter per hour and two (2) each ten (10) liter per hour oxygen concentrators available for rental by the Home, on an as needed basis.

IDVS Pocatello Home: Medical Oxygen Delivery The Contractor must provide liquid oxygen for the Pocatello Home.

All oxygen must be United State Pharmacopeia (USP) Grade Liquid Oxygen is required for a one thousand five hundred (1,500) gallon oxygen tank, owned by the Home.

The liquid oxygen tank must be on a keep fill basis. The contractor must be responsible to check the amount of oxygen in the bulk tank and ensure that it is always filled above the low alarm amount, low alarm must be set at eighteen (18) inches.

The current liquid oxygen tank fill area will accommodate a tractor-trailer delivery vehicle.

Liquid oxygen must be delivered to the Pocatello Home’s one hundred pound (100) reservoirs that are rented from the contractor.

The Contractor must deliver liquid oxygen on Monday, Wednesday and Friday of each week.

Based on the needs of the Home, additional delivery of liquid oxygen must be on a flexible as needed basis that must be mutually agreed upon by the Facility and contractor;

Pocatello Home: Medical Oxygen Tank Rental The Contractor must have a minimum of thirty (30), two-pound (2 lb.) Puritan-Bennet companion 1000 or equal available for rental by the Home.

Additional portable companions must be available for rental, by the Home, on an as needed basis.

The Contractor must have, at a minimum, four (4) each five (5) liter per hour and four (4) each ten (10) liter per hour oxygen concentrators available for rental by the Home, on an as needed basis.

Inspections The Contractor must conduct a monthly inspection on all equipment rented from the Contractor for filters on concentrators, portable units and companions and replace as needed. The inspection must be scheduled with the IDVS Maintenance Chief. The inspection must be documented, and a brief report provided to the Home’s Facility Foreman or designee. Any equipment failing to meet the inspection must be returned to the Contractor, at their expense, and replaced with a fully functional and capable unit which must pass all inspection criteria.

The Contractor must conduct an annual inspection and maintenance service on all concentrators, portable units and companions. The inspection must be scheduled with the IDVS Maintenance Chief. The inspection must be documented, and a brief report provided to the Home’s Facility Foreman or designee. Any equipment failing to meet the inspection must be returned to the Contractor, at their expense, and replaced with a fully functional and capable unit which must pass all inspection criteria.

The Contractor must visually inspect all gauges, piping, valves and reserve system on all of the rented tanks. The visual inspection must be documented, and a brief report provided to the Home’s Facility Foreman or designee. Any equipment failing to meet the visual inspection must be returned to the Contractor, at their expense, and replaced with a fully functional and capable unit which must pass all inspection criteria.

Tanks, as well as all attachments and connections must be rust-free and leak-free. Any equipment failing to meet this requirement must be returned to the Contractor, at their expense, and replaced with a fully functional and capable unit which must pass all inspection criteria.

The Contractor must be responsible to complete all annual certifications on the fifteen hundred (1,500) gallon tanks as required for compliance with state and federal life safety regulations. Contractor must complete an initial inspection of the oxygen tanks within two (2) weeks of the start of the contract and annually thereafter during the terms of the contract. Inspection reports must be submitted to the Building Facility Foreman or designee within one (1) week of the completion of the individual inspections.

All supplies, equipment and services must be subject to inspection or tests by the Home’s prior to acceptance. In the event supplies, equipment or services are defective in material or workmanship or otherwise not in conformity with specified requirement, the Home must have the right to reject the items or services or require acceptable correction at the Contractors expense.

QUANTITY

The quantities provided in Attachment 2 – Bid Schedule are total estimated annual quantities and are used for evaluation and award purposes, actual quantities each Home purchases may vary; no minimum or maximum amounts are guaranteed or implied.

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

BILLING PROCEDURE

The Contractor must provide a signed invoice upon deliver. The invoice [and respective reports] must be submitted no later than thirty (30) calendar days after delivery. No invoice will be accepted or paid without receipt of required reports/documentation. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Business Office Agency Name: Idaho State Veterans Home - Boise Address: 320 N. Collins Rd. Boise, ID 83702 Email: boiseaccountspayable@veterans.idaho.gov Agency Contact Person: Business Office Agency Name: Idaho State Veterans Home - Pocatello Address: 1957 Alvin Ricken Dr. Pocatello, ID 83201 Email: pocatelloaccountspayable@veterans.idaho.gov

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO – POWERED BY LUMA .

Bid Submission Methods Bids must be submitted electronically via IPRO – POWERED BY LUMA . Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO – POWERED BY LUMA header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

Electronic Submission via IPRO – POWERED BY LUMA Submitting electronically via IPRO – POWERED BY LUMA , upload all of the Required Bid Submission Items (See Section 9) and enter your cost in IPRO – POWERED BY LUMA for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO – POWERED BY LUMA .

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO – POWERED BY LUMA , be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which you submit in IPRO – POWERED BY LUMA , which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO – POWERED BY LUMA , the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO – POWERED BY LUMA , all Bidders participating in a Solicitation issued through IPRO – POWERED BY LUMA must establish an account in the IPRO – POWERED BY LUMA system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made by location to the responsive responsible Bidder with the lowest Total Cost, as provided on the Bid Schedule. Bidders are not required to provide a cost for all locations.

The State reserves the right to award multiple contracts from this ITB, in the best interest of the State, as determined by the Administrator of the Division of Purchasing (Idaho Code 67-9211).

Contract Monitoring The Contract shall be monitored quarterly to ensure timely deliveries of oxygen and rental equipment.

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Reporting requirements Contractor must provide an annual written report for bulk tank inspections at the Idaho State Veterans Homes – Boise and Pocatello to ensure ongoing compliance with state and federal requirements. Inspection reports must be submitted to the Building Facility Foreman or designee within one (1) week of the completion of inspections.

Inspection reports and maintenance logs for rented equipment must be provided to facility upon request or as mutually agreed upon by both parties.

Fuel Surcharge Fuel surcharges shall not be allowed as part of the ensuing contract.

Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least seven (7) years after date of final action, or until all audits initiated within the seven (7) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

PRICE ADJUSTMENTS

During the initial one (1) year term of the contract pricing shall remain firm and fixed. Contractor may request an annual price adjustment for each one (1) renewal period. Price adjustments must be approved by the State in writing before becoming effective. IDVS reserves the right to deny request due to fiscal obligations or non-appropriation.

Insurance Requirements Prior to starting work under the contract (or as otherwise designated by the Purchasing Activity), the Contractor must provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the requisite time period may be cause for cancellation of the contract.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, Contractor will keep in force all required insurance until the Contract is terminated.

Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Contract.

CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

Bidder or offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its bid or proposal if the bidder or offeror will not use any owned, hired or non-owned vehicles to conduct business under the contract, if it is awarded the contract, and the State of Idaho will consider the request. If the bidder or offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of bids or proposals, the State of Idaho may not consider the request.

Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under this Contract.

The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

Contractor shall request that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability

Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

ITB # 66 BULK LIQUID OXYGEN AND OXYGEN EQUIPMENTAL RENTAL

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

Attachment 2-BID SCHEDULE

Bulk Oxygen, Liquid Oxygen, and Oxygen Equipment Rental

ITB # 66

Provide your fully-burdened cost for the initial contract term in the following tables (Table A for Boise Home, and Table B for the Pocatello Home). The Offeror must provide a fully burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, delivery, travel, profit, and supplies. No separate costs shall be paid by IDVS or ISVH (Homes).

Table A - IDVS Boise Home

*Estimated Usage is for evaluation purposes only and is not guaranteed. The Estimated Usage is IDVS’s best estimate based on historical and projected usage.

Table B - IDVS Pocatello Home

*Estimated Usage is for evaluation purposes only and is not guaranteed. The Estimated Usage is IDVS’s best estimate based on historical and projected usage.

Company Name of Bidder:

Contact Name/Phone:

Contact E-mail:

ATTACHMENT 3 – PRE-Bid CONFERENCE REGISTRATION FORM

BULK LIQUID OXYGEN AND OXYGEN EQUIPMENTAL RENTAL

Oral Information: Questions concerning an ITB must be directed in writing to the ITB Lead in the time period prescribed in the ITB document. Vendors are cautioned against relying on any verbal information, and do so at the Vendor’s sole risk. The ITB may only be amended by written documentation posted to the state’s eProcurement System, IPRO.

Potential Bidders choosing to participate in the Pre-Bid Conference must pre-register by submitting this completed form, via e-mail, to the ITB Lead at Michael.Piccono@adm.idaho.gov . After the ITB Lead receives your form and the registration deadline passes, you will be provided with phone conferencing and meeting details. Please indicate in the appropriate column if your attendance will be by phone. Attendees are asked to register for the Pre-Bid Conference no later than 5:00 PM, Mountain Time, Wednesday August 23rd, 2023.

PLEASE PRINT:

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