RFR_164716_revised.doc

The Commonwealth of Massachusetts

Department of public health

HOSPITAL BUREAU

Lemuel Shattuck Hospital 170 Morton Street

Jamaica Plain, MA 02130

Alison MacNeil Director of Contracts Management

Fax # (617) 971-3854 Email: Alison.macneil@state.ma.us

Request for Response (RFR)

Document Title: Philips Brilliance 64 channel CT scanner upgrade ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-16-1031-LSH00-LSH01-00000007045 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR# 164716 5 February, 2016

UNSPSC: 42-20-37: Medical imaging processing equipment and supplies Object Code: K09 Activity Code: 4807

1.1 Procurement Scope and Description: The Lemuel Shattuck Hospital (“the Hospital”) is soliciting qualified vendors for procuring a system upgrade to our Philips Brilliance 64 channel CT scanner that was acquired in 2006.

1.2 Background Information: The Lemuel Shattuck Hospital, located in Jamaica Plain, Massachusetts, is the primary provider of ambulatory and inpatient services for the Massachusetts Department of Public Health in the Metro-Boston area.

Lemuel Shattuck Hospital is unique in that it provides a comprehensive set of services to some of the Commonwealth's most disadvantaged and needy clients. The Hospital offers a network of services that allows individuals with multiple diagnoses to be treated at one site. This continuum of care greatly improves service delivery and reduces costs by consolidation and managing care. The Hospital is also a contractor for health care delivery to the Department of Correction and, as such, must communicate health care information to clinicians sited at multiple locations in the State.

1.3 Project Overview: The Lemuel Shattuck Hospital (The Hospital) is seeking a qualified vendor to provide a software and hardware upgrade to our Philips Brilliance 64 slice Cat Scanner (CT), which was originally installed in 2006. The upgrade will include all items and services as outlined in section 2.0 thru 2.3.

It is the intention of the awarding authority to solicit bids with a price proposal that consists of one all-inclusive price for software, hardware, installation, and support/warranty.

The hardware and software conversion will transform the installed Brilliance CT 64-channel configuration to the full performance of a Brilliance CT 64-channel with Essence technology configuration, including a 64-channel NanoPanel detector, iDose4 Premium Package, and iPatient.

1.4 Applicable Procurement Law

Executive Branch Goods and Services

FORMCHECKBOX

FORMCHECKBOX

Legal Services

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

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

Check One (“X”):

FORMCHECKBOX

Single Contractor

FORMCHECKBOX

Multiple Contractors

1.6 Calendar Rule Type:

FORMCHECKBOX

FORMCHECKBOX

1.7 Acquisition Method:

FORMCHECKBOX

Fee-For-Service

FORMCHECKBOX

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

FORMCHECKBOX

Other: Additional service, equipment, accessories, supplies, and/ or future OEM upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the medical equipment covered under this RFR (Philips 64 Brilliance CT) may be purchased under this procurement.

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

FORMCHECKBOX

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

FORMCHECKBOX

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: DPH Hospitals

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.9 Expected Duration of Contract:

Anticipated Initial Duration up to: 06/30/2021 Anticipated Renewal Options: 2 options to renew for 5 year(s) each option Final End Date of this Contract: 06/30/2031

1.10 Anticipated Expenditures, Funding or Compensation for Expected Duration:

Estimated Value of Procurement (Including Anticipated Renewal Options): $250,000 Check One (“X”):

FORMCHECKBOX

Contract will have a Maximum Obligation

FORMCHECKBOX

Rate Contract: Contract will NOT have a Maximum Obligation Amount

FORMCHECKBOX

Subject to Quotes by Pre-Qualified List of Contractors

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

FORMCHECKBOX

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

The hardware and software conversion will transform the installed Brilliance CT 64-channel configuration to the full performance of a Brilliance CT 64-channel with Essence technology configuration, including a 64-channel NanoPanel detector, iDose4 Premium Package, and iPatient. The transformed system will include, as applicable, all options currently installed on the 64-channel system to be converted.

The system upgrade will essentially be a “system swap” whereby all components (hardware/ software) outlined in this RFR will be pre-installed off-site at the vendor’s location, using only OEM hardware and software components installed by qualified/certified Philips imaging engineers.

The result will be a removal of current system and installation of the newly upgraded system no later than June 30, 2016.

Key Features

· NanoPanel 64-channel detector with Essence technology

· iDose4 Premium Package

· HyperSight IR console

· iPatient

· ExamCards

· ClearRay Reconstruction

· Additional 100 kVp station

· DoseRight Index (DRI): a single number used to specify the image quality required for the diagnostic task at hand

· Organ-specific DRI: Liver and Head/Neck localized settings to optimize dose and image quality

· NEMA XR-25 DoseCheck

· NEMA XR-29 Compliance

· DICOM Structured Reporting for Dose

· DoseRight 3D Modulation

· DoseRight and ZDOM improvements for adults

· DoseRight and ZDOM for pediatric (< 50 kg)

· Auto enable for scan planning

· Countdown time on gantry panels

· SyncRight Ready

· NanoPanel 64-channel Detector w/ Essence technology - A 4cm, 64-channel detector built with the modular TACH2 chip to reduce electronic noise.

· iDose4 Premium Package - The iDose4 Premium Package includes two technologies to improve image quality

· iDose4 iterative reconstruction technique

· Metal artifact reduction for large orthopedic implants (O-MAR)

2.1 Additional Requirements

Vendors must meet the following requirements:

2.1a NEMA XR-29 Compliance

· Through this upgrade, this system will comply with the NEMA XR-29-2013 Standard Attributes on CT Equipment Related to Dose Optimization and Management.

· It encompasses DICOM Radiation Dose Structured Reporting, Dose Check Feature (Dose Notification and Dose Alerts), Automatic Exposure Control (Dose Modulation) and Reference Adult & Pediatric Protocols.

2.1b This conversion will include transfer of existing licensed applications, as applicable.

2.1c The existing system parts that will be replaced during the upgrade shall be considered Trade-In.

2.1d Operator’s Manual- English

2.1e Keyboard Language-English

2.1f Any rigging costs are the responsibility of the vendor.

2.2 Training

A Clinical Education Specialist will provide sixteen (16) hours of tailored CT On-Site Education for up to four (4) students, selected by customer.

iDose/iPatient Entitlements

· CT iPatient Upgrade Education

· Initial Training Provide twenty-four (24) hours of iPatient training focusing on maximizing advanced scanning concepts, protocols, dose tools, and interface module for the Med-Rad injector 9 for 2 CT techs.

Follow Up On-Site Training A Clinical Education Specialist will provide twenty-four (24) hours of additional training on iPatient and/or Advanced CT On-Site the week immediately following the initial handover training for up to four (4) students, selected by customer.

Advanced Follow Up On-Site Training A Clinical Education Specialist will provide sixteen (16) hours of additional iPatient and/or Advanced

CT On-Site Education for up to four (4) students, selected by customer.

2.3 Warranty

Vendor must warranty all software, equipment, and services.

2.4 Vendor qualifications

Vendors must provide documentation demonstrating that only a qualified / certified Philips field service engineer(s) will install software and hardware in order to upgrade the Brilliance 64 slice unit located at Lemuel Shattuck Hospital. A qualified / certified Philips field service engineer can only perform subsequent service on this unit as well.

Furthermore, vendors must be able to demonstrate that they are in the business of selling, installing, and servicing Philips CT units in the Commonwealth of Massachusetts.

For environmental purchasing requirements, 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 COMMBUYS Bid Solicitation; File attachment section.

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.)

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

4.0 Payment

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

5.0 Mandatory Submission Requirements

Vendor must be able to demonstrate that they are currently interfaced to a client (customer) using Meditech, client server, 5.66, priority pack 8 or higher for admission, discharge, and transfers (ADT), Orders and Reports.

6.0 Evaluation Criteria

6.1 Contract Requirements (ability to meet technical and clinical specifications)

15 (Fifteen) points are available for this section. A Vendor must be able to meet all the requirements or propose alternatives. Points will be awarded on the quality and usefulness of any alternatives proposed.

6.2 Cost

50 (Fifty) points are available for this section. Points will be awarded based on the lowest cost.

Bidders will submit as part of proposal submission a net price that is all-inclusive (use Attachment C). Additionally, bidders must offer a trade in allowance (see Section 11).

Net Price is the final, delivered price the hospital will pay to a vendor. Costs that are not specifically identified in the Bidder’s Response, and accepted by the Hospital, will not be compensated. Quotations must be responded to in the following manner:

1. All inclusive:

· System Upgrades

· Installation

· Removal and disposition of current system

· Training

· Trade in allowance

· Service Agreement – Includes:

· Availability Monday through Friday, 8:30AM-5:00PM EST

· All parts and labor

· One (1) PM (preventive maintenance) visit per month

6.3 Supplier Diversity Program Plan

10 (Ten) points are available for this section. Vendors will not receive points unless they submit a complete and meaningful SDP Plan online with their Bid. No Contract will be awarded without an approved SDP Plan.

6.4 References

25 (Twenty-five) points are available for this section. Ability to provide at least three (3) client (customer) references, at least one (1) of which has been electronically interfaced via Meditech (for ADT, orders and results) to the vendor for a minimum of one (1) year. Maximum points will be awarded to vendors successfully demonstrating multiple current interfaces to Meditech, client server, 5.66, priority pack 8 or higher.

6.5 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 at the COMMBUYS Bid Solicitation.

7.0 Estimated Procurement Calendar

Deadline for Questions and Answers

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 for this procurement.

Questions via email due:

February 12, 2016 by 5:00PM EST to the RFR Primary Contact.

Answers will be posted:

February 16, 2016 by 5:00PM EST

The BID opening date

(Deadline for Submission of Response)

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

February 19, 2016 at 5:00 PM EST

Deadline for Forms that require Ink Signatures.

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

March 3, 2016

Alison McNeil

Lemuel Shattuck Hospital 170 Morton Street Jamaica Plain, MA 02130

Installation of system upgrade must be completed no later than June 30, 2016.

8.0 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 Vendors submitting quotes with “No Bid” checked in the item screen will not be eligible to enter into a contract with DPH. “No Charge” must be checked or a dollar amount entered in the Unit Cost Field. The “No Charge” selection will not be construed by the Purchaser to mean an offer to provide services or products at no charge.

Electronic Signatures

The Bidder or the Bidder’s Agent must sign quotes submitted via COMMBUYS electronically 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 he or she 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:

· 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 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).

9.0 RFR Attachments:

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

Attachment A - Vendor Response Form Attachment B - Vendor References Attachment C – Cost Response Form 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:

10.0 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.

11.0 Price

Bidders will submit as part of proposal submission a net price that is all-inclusive (use Attachment C). Additionally, bidders must offer a trade in allowance.

Net Price is the final, delivered price the hospital will pay to a vendor. Costs that are not specifically identified in the Bidder’s Response, and accepted by the Hospital, will not be compensated. Quotations must be responded to in the following manner:

1. All inclusive:

· System Upgrades

· Installation

· Removal and disposition of current system

· Training

· Trade in allowance

· Service Agreement – Includes:

· Availability Monday through Friday, 8:30AM-5:00PM EST

· All parts and labor

· One (1) PM (preventive maintenance) visit per month

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 � HYPERLINK "http://www.COMMBUYS.com" �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.