RFR 224930 BLOOD AND BLOOD RELATED SERVICES new 11 29 21.doc

The Commonwealth of Massachusetts

Department of public health

TEWKSBURY HOSPITAL

Address: 365 EAST STREET, TEWKSBURY MA 01876 Contact Name: MARIA BEAUDRY Telephone #: 978-851-7321 EXT. 2224 Fax #: 978-851-6745 Email : MARIA.BEAUDRY@MASS.GOV

Request for Response (RFR) Document Title: BLOOD AND BLOOD RELATED SERVICES ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-22-1031-TSH00-TSH01-66687 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: RFR 224930 09/20/2021

UNSPSC: __851218____ Object Code: J25 Activity Code: 4810

1.1.1 Procurement Scope and Description:

DPH Tewksbury Hospital is seeking qualified vendors to provide blood transfusion testing and related services as needed.

1.1.2 Background Information:

Tewksbury Hospital provides comprehensive treatment, care and comfort to adults with medical and/ or mental illnesses. Tewksbury Hospital operates a 354 bed Joint Commission accredited hospital. Approximately 210 complex chronic medical adult patients reside on seven (7) inpatient units and 144 psychiatric clients reside on (5) inpatient units. A Full range of ancillary services is available at the site, including 24/7 nursing, medicine and psychiatry as well as clinical laboratory, psychology radiology , respiratory care, speech pathology, occupational therapy, physical therapy, clinical dieticians, clinical social worker and pharmacy and on site dialysis clinic

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”):

Single Contractor

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Multiple Contractors

1.4 Calendar Rule Type:

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1.5 Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

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:

· 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.

· This RFR is opened to all DPH Entities

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __6__ year(s) ____months;

Anticipated Renewal Options: __1__ options to renew for ___3__ year(s) each option

Final End Date of this Contract: ___11/30/2030_____________________

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

Amount $250,000.00 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:

Transfusion services are needed at Tewksbury Hospital 4 to 5 times per week. In order to assure the safety of our patients, the hospital purchases blood from contractors certified by the American Association of Blood Banks (AABB). EDTA tubes with blood samples will be sent to a certified lab for cross matching and compatible blood will be sold to the hospital for the transfusion. The contract resulting from this solicitation will provide for blood and any related services and will not include any direct contract by the vendor with the hospital’s patients.

The vendor shall be able to provide outpatient requisitions, 10ml EDTA tubes to obtain patient samples, and blood bank identification bracelets at no additional fee.

The vendor shall be able to provide routine blood transfusion testing and all related services necessary to provide cross match compatible leuko poor red blood cells and any necessary follow-up testing for patients of Tewksbury Hospital.

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

Payments will be made upon the submission of invoices that are complete and that include appropriate documentation in accordance with the terms of the service scope and governing contract. Invoice submission is preferred on a Monthly basis, tied to deliverables and timelines of the contracted service.

Invoices are requested to be sent via email for services provided to Tewksbury Hospital at general.services@mass.gov or sent by US Mail, Attention General Services Department, Tewksbury Hospital, 365 East St., Tewksbury MA 01876 Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation.

5.0 Evaluation Criteria

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

· Cost of services as specified in RFR

· Completeness and quality of response to RFR

The contracted vendor must be accredited and licensed by:

· The College of American Pathologists (CAP) or the American Association of Blood Banks (AABB) or the Joint Commission (JC).

· Centers for Medicare & Medicaid Services (CLIA) 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

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.

1/31/2022 by 4 pm Maria.Beaudry@Mass.Gov

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.

11/30/2030

Deadline for Forms that require Ink Signatures.

(See section 7.2 Submission Instructions below for further guidance.)

Due 7 days after submission of bid/quote and before execution of contract Tewksbury Hospital 365 East Street Tewksbury Ma

C/o Maria Beaudry or

Elizabeth Antonelli /General Services Dept.

7.0 Requirements/Instructions for Submission of Responses

Responses must be submitted as instructed in section 7.1 and include:

· Rates

· Relevant Accreditations

· Experience

7.1 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.

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 bidders to submit the following forms with an original ink-signature:

· 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 must submit these 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 RFR 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

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/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@mass.gov 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.