RFR_161022~2.doc

The Commonwealth of Massachusetts

Department of public health

Lemuel Shattuck Hospital

170 Morton Street Jamaica Plain, MA 02130

Contact Name: Barry Bergen Telephone #: 617-971-3513 Fax #: 617-971-3861 Email: Barry.Bergen@state.ma.us

Request for Response (RFR) Document Title: Blood Gas Analyzer Agreement Small Procurement ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-15-1031-LSH00-LSH01-00000003134 DPH RFR Document Number: RFR# 161022 23 February 2015 It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register go to www.COMMBUYS.com.

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Procurement Category: 42-19-17 Object Code: F06 Activity Code: 4807

1.1 Procurement Scope and Description:

The Lemuel Shattuck Hospital is seeking an agreement with a vendor to supply an integrated system of products for Blood Gas Analysis. The system will consist of a Blood Gas Analyzer, all consumables and product support. The agreement will be for five (5) years with one (1) option to renew for two (2) years.

1.2 Background Information:

Lemuel Shattuck Hospital is a fully accredited teaching facility operated by the State Department of Public Heath in Jamaica Plain Massachusetts. The hospital has 225 inpatient beds and operates 26 outpatient specialty clinics. The hospital is unique in its collaboration with the Massachusetts Department of Corrections and County Sheriffs to provide quality inpatient and outpatient care for inmates in a secure setting. The hospitals current Blood Gas Analyzer Agreement expires in July of 2015.

1.3 Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.4 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

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Single Contractor

Multiple Contractors

1.5 Calendar Rule Type:

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1.6 Acquisition Method:

Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

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Other: Rate Agreement

1.7 Use of a Procurement by a Single or Multiple Departments:

Limited User Contract – Restricted to Use by Issuing Entity Only.

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Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· All Massachusetts Department of Public Health Facilities The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.8 Expected Duration of Contract:

Anticipated Initial Duration up to: 5 years

Anticipated Renewal Options: 1 option to renew for 2 years Final End Date of this Contract: 7/1/2022

1.9 Anticipated Expenditures, Funding Or Compensation For Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $100,000.00 Check One (“X”):

Contract will have a Maximum Obligation

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Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

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No

Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

2.1 Specifications

The Respiratory Care / Clinical Laboratory Department at Lemuel Shattuck Hospital is seeking a 5 year contract with a vendor who can provide an analyzer agreement that includes a blood gas analyzer, all consumables, preventative maintenance and repair, product updates, in-service training and bi-directional interfacing compatibility with the Hospital’s installed Medi-tech System (version 5.66).

The System should be capable of analyzing whole blood, measuring pH, pCO2, p02, and have the ability to derive HCO3 and Oxygen Saturation.

The System should be capable of sampling both venous and arterial whole blood samples.

The preferred system will offer the following features:

· Cartridge Sampling Technology

· Cartridge sampling capacity that can accommodate a minimum of 60 test samples monthly

· Automated Calibration and Quality Control with Event Documentation

· Self-containment of bio-hazard waste

· Quality Control and Data Management Storage

· Minimal maintenance requirements

· Patient Test Results available within 1 one minute of sample introduction

· Back Up power source

· Machine Print Out for all Quality Controls and Patient Test Results

· No external gas source requirement

· Analyzer Cassettes with a minimum shelf life of 6 month

· Clot management system

· Scheduled maintenance downtime should not exceed 1 hour

· EQC (External Quality Control) materials for validation of cartridge installation. EQC should be able to test the instruments ability to measure blood gas values for Normal, Acidosis and Alkalosis.

2.1.1 Consumables

Consumables should include, but are not limited to, reagents, cartridges, diskettes, print paper, calibration validation products and EQC as described above.

2.1.2 Support Agreement

The Support Agreement should offer:

· Preventive Maintenance with appropriate documentation as defined by the manufacturer

· Repair/Replacement availability 24 hours a day, 365 days per year with a response time of (8) hours

· Service Coverage to include all replacement parts, labor, and shipping

· 24 hour technical support service

· Product Updates

· Technical support for the MediTech Client Server 5.66 (priority pack 8) interface software

· A Quality Control program that meets current CLIA (Clinical Laboratory Improvement Amendments) and Joint Commission (JCAHO) requirements

· Calibration Verification and Testing 2 times per year at a minimum or as required by the manufacturer.

· Calibration Verification testing that meets CAP (College of American Pathologists) requirements.

· Calibration Verification Material Testing following instrument repair as needed

2.1.3 Other RFR Requirements

· Lemuel Shattuck Hospital reserves the right to require a demonstration if it is determined that it is required for further evaluation of a specific proposal. The demonstration should be for the specific analyzer proposed by the vendor, preferably in the greater Boston area.

· The Hospital may require delivery within 30 days of a contract award. The awarded contractor must be able to install the analyzer no later than June 30, 2015 to allow for dual operations.

· The vendor will provide upon installation of the analyzer a minimum of four (4) “in service” training sessions to be coordinated with the Director of Respiratory on the proper operation of the analyzer for hospital staff.

· The vendor will provide a minimum of 2 “in service” training sessions per year in the proper operation of the analyzer for hospital staff at the request of the director of Respiratory.

2.2 The Cost Proposal

· Hospital current usage exceeds 30 samples per month. The hospital’s present installed system is an IL GEM Premier 4000 system. The Respiratory Department used approximately thirteen (13) GEM 4000 BG/Hct 75 tests, with iQM 4 week GEM Packs, twenty (20) GEM 3000 diskettes and ten (10) rolls of printer paper during Fiscal Year 2014.

· The vendor shall consign a blood gas analyzer to Lemuel Shattuck Hospital. The Hospital agrees to the exclusive use of the analyzer for whole blood testing. Vendors should submit a detailed price list for all associated products as their cost proposal. The product price list must reflect the use and support of the analyzer.

· The cost proposal must be inclusive of equipment, preventive maintenance and service (including parts and labor), consumables, training and technical support, both on-site and via telephone, including the Medi-Tech interface. Quoted prices must include installation, shipping, handling and all other fees. Additional charges may not be honored unless approved in advance by hospital staff via an approved purchase order.

· The cost proposal must include all costs associated with the bi-directional computer interface to Meditech, Client Server 5.66

· The vendor shall include a cost tier for the various sizes of blood gas test cartridges in the event that testing capacity should increase during the contract period.

· So long as the vendor retains title to the analyzer, the vendor shall be responsible for any loss or damage resulting from the intended use of the analyzer as set forth in the package inserts, operator manuals, and other technical documents provided by the vendor.

Please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the Specifications tab for environmental purchasing requirements.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Commodities, Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Commodities, Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing. As a State Facility, Lemuel Shattuck Hospital receives an annual appropriation to meet its financial obligations. All invoices for goods and services received through the end of our fiscal year (6/30/YR), must be received no later than the following 8/15/YR in order to be paid from available funding.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. Please see Forms and Terms screen.

5.0 Evaluation Criteria

· Cost Proposal

· Analyzer Capabilities, including the ability to interface to Meditech Client Server 5.66

· Bidder Qualifications and References

· Service Capabilities and Responsiveness

· Overall Completeness & Quality of the Bid

· At the hospital’s discretion, the vendor may be asked to provide a demonstration of the system Prompt Payment Discounts (PPD) All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation under the Forms and Terms tab.

6.0 Estimated Procurement Calendar (eliminate row if N/A)

Deadline for Questions All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section on or about 3/19/15.

Questions are due no later than 3/16/15 at 11:00 AM To: Barry.Bergen@state.ma.us

Deadline for Submission of Response (BID opening date)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

3/30/15 at 2:00PM

Deadline for Forms that require Ink Signatures.

(See Instructions for Submission of Responses below for further instruction.)

4/21/15

7.0 Instructions for Submission of Responses

All responses to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page.

All Quotes must be received by the Department of Public Health before the specified date, month, year and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

COMMBUYS Item Screen All bidders are required to enter a Unit Cost amount on the Item Screen in COMMBUYS in order to submit a quote. The acquisition method for this RFR is Rate. Enter the maximum rate you would charge.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

Ink Signatures

The Commonwealth of Massachusetts requires Contractors to submit original ink-signature versions of the following forms:

· Contractor Authorized Signatory Listing - BOTH PAGES are required

· Commonwealth Terms and Conditions (If not already on file with the Comptroller)

· Request for Taxpayer Identification and Verification (Mass. Substitute W9 Form) (If not already on file with the Comptroller)

· Electronic Funds Transfer Sign Up Form (If not already on file with the Comptroller)

Bidders who agreed to the terms and conditions of these forms electronically via COMMBUYS online Quote submission tool must still submit the above forms with ink signatures within seven (7) calendar days of the Open date for this BID (See Procurement Calendar above). Successful bidders may have a delay in the execution of their contracts if the above forms are not received by DPH in timely manner.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Zipped files will be accepted and must be in must be in a .zip format.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

8.0 RFR Attachments:

The forms listed on the COMMBUYS Bid Solicitation section for this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

complete and sign in blue ink and return with application

the application.

9.0 COMMBUYS Support

The following resources are provided to assist Bidders in submitting Quotes:

· An online job aid on “Creating a Quote in COMMBUYS for DPH; Standard RFRs”

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS.

Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

This is a Small Procurement targeted to verified small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to award a contract to one or more SBPP-participating businesses verified through COMMBUYS who submits a quote that meets or exceeds the best value requirements. Subcontracting in SBPP procurements is limited to no more than 20% of the total value of the contract, unless it is with another verified SBPP participant. If it is determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive quote, the Department may award the solicitation to vendors who submitted responses and are not participating in the SBPP. To determine eligibility and to participate in the SBPP, please review the eligibility criteria and general program information at www.mass.gov/sbpp.

Small procurement 9-26-2014