RFR 193225 Hospital Laboratory Reagents_1 14 19 (1).doc

The Commonwealth of Massachusetts

Department of public health Lemuel Shattuck Hospital

Address: 170 Morton Street, Jamaica Plain, MA 02130 Contact Name: Lauren Cosby

Telephone #: 617-971-3093 Fax #: 617-971-3851 Email: Lauren.Cosby@massmail.state.ma.us

Request for Response (RFR) Document Title: Hospital Laboratory Reagent Agreement ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-19-1031-LSH00-LSH01-34059 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR 193225

December 20, 2018

UNSPSC: 41-11-60 Object Code: F05 Activity Code: 4807

1.1 Procurement Scope and Description

The Lemuel Shattuck Hospital I seeking a vendor to provide a comprehensive Chemistry Testing System/Reagent Agreement as described in Section 2. The estimated dates of the initial contract will be 03/01/2019 – 06/30/2025 Equivalent to: Siemens Dimension Series. The reference to brand names is used solely for the purpose of describing the standard of quality, performance and characteristics desired and is in no way intended to limit or restrict competition.

Additional equipment, accessories, supplies, and/or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

1.1.1 Background Information

The Lemuel Shattuck Hospital’s current hospital laboratory reagent agreement expires 6/30/19.

1.2 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)

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

Check One (“X”):

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Single Contractor

Multiple Contractors

1.4 Calendar Rule Type:

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1.5 Acquisition Method:

Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

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Other: Reagent Agreement – Additional equipment, accessories, supplies, and/or future upgrades that are not specifically covered in this RFR but are specifically related to the use and operability of the system(s) and equipment covered under this RFR may be purchased under this procurement.

1.6 Use of 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:

· Massachusetts Department of Public Health Hospitals

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

1.7 Expected Duration of Contract:

Anticipated Initial Duration: 5 year(s) 4 months;

Anticipated Renewal Options: 1 option to renew for 1 year(s) each option

Final End Date of this Contract: 06/30/2025

1.8 Anticipated Expenditures, Funding or Compensation for Expected Duration Estimated Value of Procurement (Including Anticipated Renewal Options):

Amount $1,500,000.00 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 Scope:

The Lemuel Shattuck Hospital is seeking a vendor to provide a Chemistry Testing System/Reagent Agreement consisting of the consignment of a Chemistry Analyzer and an agreement to include the following:

· Reagents

· Consumables

· Maintenance

· Backup analyzer

· Parts

· Service

· Repair

· Information System Interface (Meditech)

· Millipore water purification system or equivalent

· Staff Training

2.2 Specifications

The Chemistry System/Analyzer is to be comprised of a multi-channel, random access, computer controlled, chemistry analyzer that, as a minimum, must be capable of the following tests:

Direct Bilirubin

Thyroxine

Glucose

HSCRP

Iron

Chloride

FTI

The analyzer must also be capable of performing the following tests on one analyzer:

Methadone

Opiates

Phencyclidine

6-acetylmorphine

All of the tests listed above must be available on the instrument for testing twenty-four hours per day.

2.3 Specific Features

A. The chemistry analyzer must have the following minimum specifications:

· On board computerized management workstation. This workstation is to control: instrument testing functions, test resulting functions, quality control functions, onboard reagent inventory, reagent calibration/verification functions, as well as instrument malfunction diagnostics on site and via remote telephone modem.

· Primary tube sampling

· Minimum of ninety-day calibration stability.

· Automatic rerun of specimens with “Panic” values

· Small test sample volume requirement, 2-60 l

· Biohazard/Self-contained cuvette system

· Available user defined analyte channels

· “STAT” sample processing

· Onboard reagent storage, twenty four hours per day

· Automated daily maintenance

· Throughput of at least twenty test profiles/hour

· Onboard inventory management system

· Multiple format, barcode read capability

· Capable of host query interface with Meditech Client Server lab information system

· Quality control, two levels once per 24 hours

· Computer tracking of when the quality control is to be run and automated alert to technical staff of when quality control is due

· UPS to be part of testing system

B. Support Features: The chemistry analyzer must be supported in the following manner:

· 24-hour, 7 days a week, support, service, parts and repair

· Ability to offer remote access (via VPN) for service trouble shooting OR offer Modem diagnostics. Please indicate which methodology is offered. When the technical service representative determines that a field service engineer must come on site, they must arrive on site within 5 hours from the time the service call has been placed.

· Backup analyzer that can perform the majority of the tests in section 1 on one instrument: to include cardiac markers, therapeutic drug monitoring, electrolytes, STATS, routine and specialty chemistries.

· Water purification system

· Off-site intensive training for 4 (four) primary LSH operators to include cost of all transportation, hotel, and meal costs.

· On-site operational training for all operators.

· Ongoing computer software support to address any and all interface problems. This will take the form of the instrument company representative interacting directly with the Meditech representative to correct any and all problems that may arise.

C. Software Upgrades:

The awarded vendor will notify the Clinical laboratory as upgrades become available during the contract period. The Department of Public Health, Lemuel Shattuck Hospital reserves the right to negotiate with the vendor the addition of those upgrades into the terms of the reagent agreement if it is in the best interests of LSH to do so.

2.4 The Cost Proposal

Cost proposals must be submitted as a “cost per reagent” only. This cost must reflect reagents, calibrators and verifiers, consumables, supplies, chemistry analyzer, maintenance, parts, service and repair to the analyzer, all associated training and an Information System interface. Cost must include delivery and setup of the analytical system to include calibration, verification and validation of all Analytes as mandated by C.L.I.A as well as H.C.F.A. Cost proposal must be all-inclusive.

2.4.1 Annual Volumes Jan – Dec 2017 (Does not include calibrators, QC, Repeat Testing, Cap Surveys or Linearity Studies). Provided for informational purposes only.

Specialty

Chemistry

Tdm

Enzymes

Ck

DOA

Lytes

HM

All calibrators/verifiers per each analyte are required.

2. 5 Other RFR Requirements

· The proposed system must have a verifiable history of successful performance in a clinical setting.

· The vendor must provide a minimum of (3) references for currently active accounts preferably in the New England area. The reference sites must be those using the system brand and model for which the vendor is offering a quotation.

· The vendor must include service plan details. The system should be covered by a service plan in a manner that provides uninterrupted service (use of equipment) to the hospital.

· The initial term of this agreement is for 5 years with one renewal option of up to one (1) year. The scope and cost of this renewal period will be negotiated separately during the final year of the initial term.

· 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 bidder agrees to make available service records from units currently operating in a clinical setting.

· 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.

· The hospital will be re-locating to a building on the Boston Medical Center campus within the next 3-5 years. Assuming the contract that results from this RFR remains in effect, the vendor agrees to assist and direct the move of analyzers, including set-up and testing at the new location at no additional charge to the Commonwealth.

3.0 Performance Requirements and Contract Monitoring

3.1 Performance Requirements

· Up-time Guarantee of 95%

· Service within 5 hours if emergent

· Service within 3 hours if both primary and backup instruments are down

· Service within 8 hours if non-emergent

3.2 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

Monthly unless otherwise agreed upon. 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 (06/30/YR) must be received no later than the following 08/15/YR in order to be paid from available funding.

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. COMMBUYS Bid Solicitation for this form.

5.0 Evaluation Criteria

The following components will be the criteria considered by the Evaluation Team when evaluating each quote.

· Cost Proposal

· Analyzer Capabilities

· Bidder Qualifications and References

· Service Capabilities and Responsiveness

· Overall Completeness and & Quality of the Bid

· At the hospital’s discretion, the vendor may be asked to provide a demonstration of the system

Supplier Diversity Program (SDP): The Supplier Diversity Program (formerly known as Affirmative Market Program) was established in September, 2010 via Executive Order 524 to promote equality in the state contracting market by ensuring full participation of minority and women owned business enterprises (M/WBEs) in all areas of state contracting including construction, design, goods and services. The Executive Order consolidates the State Office of Minority and Women Assistance (SOMWBA) and Affirmative Market Program (AMP) into a new Supplier Diversity Office (SDO) that is part of the Operational Services Division. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. The essence of both Executive Orders is to provide policies to promote the award of state contracts in a manner that develops and strengthens certified Minority and Women Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBEs), because a diverse business community strengthens the economy and is beneficial to all of the citizens of the state.

Additional information about SDP can be found in the Supplier Diversity Program (SDP) Plan section of the “Additional Requirements” document found on the COMMBUYS Bid Solicitation. The Supplier Diversity Program (SDP) Plan Commitment & Declaration of SDP Partner(s) form can be found at the COMMBUYS Bid Solicitation.

The SDP plan counts for 10% of the total proposal review score. Unless there are documented extenuating circumstances, no contract will be executed with a provider unless a percentage commitment of the contract amount has been made with at least one SDP-certified business.

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.

6.0 Estimated Procurement Calendar

January 24, 2019 @ 11 AM

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.

February 5, 2019 4 PM Questions must be emailed to Lauren.Cosby@massmail.state.ma.us

The BID opening date

(Deadline for Submission of Response)

February 21, 2019 4 PM

Ink Signature copies submitted See section 7.2 ink signature for instructions February 28, 2019 4 PM

Lemuel Shattuck Hospital

Contracts Department

170 Morton Street

Jamaica Plain, MA 02130

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

Submit LSH Coversheet with:

Submit 1 copy of the required contract documents with original signatures.

Send Hardcopies of the above to:

Lemuel Shattuck Hospital

Contracts Department

170 Morton Street

Jamaica Plain, MA 02130

Please Note: The outside of your envelope/package must be clearly labeled “BID RESPONSE”.

7.2 Submission Instructions

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 displayed in COMMBUYS are Eastern Standard/Daylight Savings (US).

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. DPH recommends that Quotes be submitted early. Changes to your quotes can be made by withdrawing using the “Withdraw Quote” button offered under the Summary tab of a submitted quote. Quotes may be withdrawn up until the Bid Opening Date.

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

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:

· 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. Attachments must be uploaded individually and cannot be combined in a zipped file.

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).

Public Records All information, documents, and attachments submitted as a response to this RFQ are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID

DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid. DPH and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with 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 as instructed in section 7.2 of this RFR.

9.0 COMMBUYS Support

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

· A link to a job aid on How to Submit a Quote on COMMBUYS

· 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.

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.

Standard Template 3-30-2017