RFR 251731 Medical Equipment Rentals Short Term updated 3 1 24.docx

The Commonwealth of Massachusetts Department of public health Lemuel Shattuck Hospital

Address: 170 Morton Street, Jamaica Plain, 02130

Contact Name: Emma Julien

Email: Emma.Julien@Mass.Gov

Request for Response (RFR)

Document Title: Medical Equipment Rentals – Short-Term

COMMBUYS BID Number: BD-24-1031-LSH00-LSH01-98931

DPH RFR Document Number: RFR 251731

March 1, 2024

Key RFR Information All Potential Bidder’s must read

COMMBUYS REGISTRATION

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 review the COMMBUYS Job Aide COMMBUYS Vendor Registration or go to www.COMMBUYS.com.

QUOTE SUBMISSION

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.

If you plan to submit a quote to this RFR “No Bid” should not be checked anywhere in your quote in COMMBUYS. This includes on the General Screen and the Items tab. Checking No Bid sends your quote to a different location in COMMBUYS than the rest of the quotes for that Bid and you run the risk of the Department not receiving your response. The department will not guarantee that a bid received with a “No Bid” checked will be reviewed.

Section A: Procurement Overview

A1: Procurement Scope and Description

This is an open public solicitation under the Code of Massachusetts Regulations 801 CMR 21.

This procurement is intended for the use of the Department of Public Health (DPH), including all Department of Public Health operated facilities. It is the expectation that vendor contracted goods and/or services will be available to DPH and its entities in accordance with all original contract terms. This expectation notwithstanding, and excepting contract duration, both cost and performance shall be subject to negotiation where it provides a better deal or cost to the Department.

The current contract for medical equipment rentals, RFR-173224 expires on 06/30/2024. This procurement replaces that contract. No additional vendors will be added to RFR-173224. All new vendors must respond to this RFR. Vendors currently renting to State Facilities under RFR-173224 must respond to this RFR to continue providing services beyond June 30, 2024.

The purpose of this procurement is to meet the need for renting equipment used during medical procedures and treatments for which an outright purchase would not be in the best interest of the Commonwealth.

This RFR seeks to establish a contract for the short-term (less than 6 months) rental of medical equipment. The contract will be a Massachusetts Department of Public Health Master Agreement that will establish a pool of pre-qualified vendors from which Massachusetts Department of Public Health Medical Facilities can rent patient related medical equipment on an as needed basis. Under the “rolling enrollment” feature of this procurement, new vendors and rental agreements may be added at any time during the life of the contract. Specialized supplies specifically required by certain equipment such as disposable patient contact items may also be purchased under this contract.

A2: Program Background Information

The Hospital’s mission is to serve the medical and mental health needs of adults that are often underserved in other settings and/or meet the clinical needs of individuals in the care and custody of the Commonwealth.

The maximum capacity of the inpatient units is 255 beds, of which 6 are in the ICU, 28 are on a secure correctional unit, 113 are on the Metro Boston Mental Health Units (DMH), and the remaining 111 are for community patients. An array of integrated medical, psychiatric, and clinical support services meets the disparate care needs of inpatients that are referred by sources as varied as, public agencies, acute hospitals, correctional facilities, and community settings. Many patients have difficulty accessing this care in private settings due to complex co-morbidities, discharge challenges, security needs, and psychosocial issues that can be too complicated and costly to treat. Most private sector settings and insurance plans are not equipped to handle these needs.

The multiple state programs and services that share the campus and its clinical services create economies of scale and cost avoidance for the state budget.

Clinical Components of Lemuel Shattuck Hospital Services:

Medical and Surgical Care

· Acute Medicine team

· Transitional Year residency teaching program

· Five non-acute inpatient medical teams

· Intensive Care Unit

· Surgical services

· Full range of diagnostic testing

· On-site pharmacy

· Physical medicine and rehab (PT, OT, speech and language pathology, audiology, therapeutic recreation)

Ambulatory Services

· Goldfarb Primary Care Associates

· 25 clinics, including dental, urology, gynecology, orthopedics, and ophthalmology.

· Ambulatory surgery

· Procedure suites and clinics for hemodialysis, gastroenterology, cardiology, and chemotherapy

· Full radiology service (CT, MRI, mammography, fluoroscopy, etc.)

· Office-based opiate treatment (OBOT)

Correctional Health Care

· Secure 28 bed inpatient unit and secure outpatient treatment area

· Specialty clinics at correctional institutions

· Telemedicine in eleven medical specialties

Metro Boston Mental Health Units

· Five intermediate care psychiatry units

· Transitional Rehabilitation, Education and Employment program (TREE)

· Step-down site for court-ordered Bridgewater State Hospital discharges

Geriatric Evaluation and Care

· Ambulatory and inpatient services

· Diagnostic medical / psychiatric assessment and treatment Infectious Disease Care

· Multi-level immunodeficiency services, including HIV/AIDS

· CDC-recognized TB Treatment Unit for Massachusetts and New England states

· HIV/ID clinics at correctional institutions

· Co-infection clinic (HIV and HepC)

Homeless Services - Pine Street Inn (formerly hopeFound, Inc.)

· Shattuck Shelter – 115 emergency beds

· Substance abuse stabilization for homeless men

· Primary care for the homeless

· Community “Housing First” programs

· IMPACT employment services Other Campus Programs

· LARC residential substance abuse treatment for HIV/AIDS patients (Victory Programs, Inc.)

· On-site, non-profit, child day care center

· Methadone Assistance and Treatment (MAT) program (CSAC)

· Needle exchange van (AHOPE)

· Shattuck Partners, Inc. (non-profit)

· High Point Treatment Center

· Andrew House Detoxification Center

Section B: Procurement Information B1: Applicable Procurement Law

Executive Branch Goods and Services

B2: Whether Single or Multiple Contractors Are Required For Contract(s)

Check One (“X”):

B3: Calendar Rule Type

B4: Acquisition Method:

B5: Use of a Procurement by a Single or Multiple Departments

· Massachusetts Department of Mental Health.

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

B6: Expected Duration of Contract

month(s)

B7: Anticipated Expenditures, Funding Or Compensation For Expected Duration

Dollar Amount

Estimated annualized amount $ 180,714.29

Check One (“X”):

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

Unique Entity Identifier: On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID also known as UEI or SAMS number. Any entity that wants to apply for federal contracts or wants to receive federal funds must register with SAM. Entities that use SAM include for profit businesses, nonprofits, government contractors or subcontractors, as well as state and local governments.

Registering with SAM.gov is free and is required for your organization to receive federal funds. Your organization can submit an application to this RFR without being registered on SAM, however if awarded your organization will need to have an active SAM account prior to contract execution.

Unspent Funds: Any funds from Capital, Trust and/or Federal Accounts designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

Section C: Performance and Contract Specifications

C1: Eligibility

· Bidders must have been in the same business for three (3) years.

· Bidders must possess all the necessary qualifications, certifications and licenses required to perform the category of work applied for under this RFR.

· Bidders must provide three (3) satisfactory references on the RFR Response sheet when they submit a bid.

C2: Scope of Services

This RFR is for the procurement of Medical Equipment Rental (Short-Term less than 6 months) not available through other Massachusetts state contracts. This will facilitate the renting of equipment used during medical procedures and treatments for which an outright purchase would not be in the best interest of the Commonwealth. 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.

Bidders must not, as part of their response, propose additional contractual terms, or supplemental or clarifying language pertaining to contractual terms, even if the proposed additions/clarifications are not in conflict with the Commonwealth Terms and Conditions, the Standard Contract Form, or other documents comprising this RFR. Contracting Departments expect that all State Contracts incorporate the same terms and conditions and only those terms and conditions.

C3: 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.

C4: Contract Invoicing All invoices will be processed once services are completed.

Payment through Electronic Funds Transfer (EFT) is required for any contract awarded through this solicitation. If awarded a contract bidders not already enrolled will be required to sign up for EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Transfer Form to the Department. Additional information will be sent at the time of contract.

Section D: RFR Evaluation

D1: Evaluation Criteria

Evaluation of RFR response proposals are based on clinical need, the cost proposal, references and the quality and completeness of the submitted document package. Price lists, catalogs, and/or other materials that showcase your company’s available equipment may be submitted as part of your proposal and may be used as part of the evaluation.

Section E: Estimated Procurement Calendar

RFR Release Date

03/01/2024

Deadline for Submission of RFR Q&A.1

6/25/2031 by 4 pm Written questions will be answered as received during the life of the contract.

Emma.Julien@Mass.Gov

Deadline for Submission of Responses Also known as the BID Opening Date in COMMBUYS

06/30/2031 by 4pm This will be a rolling enrollment solicitation. Bids will be opened and evaluated as received.

Anticipated Contract Start Date

07/01/2024

1All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. All questions should be sent to the email listed in the calendar and should include the RFR title and number in the subject of the email. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Section F: Instructions for Submission of Responses

F1: Bidder Response Requirements

Please refer to the RFR Response Cover Sheet (Attachment A) for a checklist of items required for bid submission.

All bids must be submitted via COMMBUYS.

Of note: Bidders must supply a price list which shows the discount offered to the Commonwealth of Massachusetts from the catalog or list price. Vendors must provide three (3) satisfactory references from medical facilities that have used their services/products in the 12 months preceding their response to this solicitation.

F2: 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 the attachments section of COMMBUYS for this RFR.

F3: COMMBUYS Submission Instructions All responses are 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. COMMBUYS Vendor Registration Job Aide is also available.

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.

Bidders are encouraged to upload attachments well in advance of the Bid Opening Date. This will help to reduce disqualified submissions that can occur if upload is not fully completed or if an attachment is missing at the deadline. Prior to the Bid Opening Date listed in the Procurement Calendar above, documents can easily be deleted and revised versions can be uploaded. If you wish to revise or delete a quote after submission, you may do so prior to the bid opening date. Please review the Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Job Aide for additional instructions.

No Bid in COMMBUYS Quote If you plan to submit a quote to this RFR “No Bid” should not be checked anywhere in your quote in COMMBUYS. This includes on the General Screen and the Items tab. Checking No Bid sends your quote to a different location in COMMBUYS than the rest of the quotes for that Bid and you run the risk of the Department not receiving your response. The department will not guarantee that a bid received with a “No Bid” checked will be reviewed.

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.

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).

F4: RFR Attachments

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:

F5: 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 Email: Send inquiries to the COMMBUYS OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-627-8283 or 617-720-3197. 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.

Section G: Other Requirements Pertaining to this RFR

Additional RFR requirements can be found in the document “Additional Requirements for Non POS RFRs” found in the READ folder in the attachments section of COMMBUYS for this RFR.

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.

Environmental Purchasing Requirements: See the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR in the Standard Required Information document posted in the attachments on COMMBUYS for this RFR.

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.

Vendor Activation Requirements: To receive a contract with the state a vendor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a vendor will be issued a Vendor Code number or a “VC” number. This VC number is used for all contracts that a vendor has with state agencies. An organization with existing state contracts or a vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to re-submit paperwork again unless existing information in MMARS will need to be updated. Upon notification of a contract award to this RFR, vendors not already registered in MMARS will be sent the required paperwork to be completed before a contract will be awarded which includes a W-9 form, Electronic Funds Transfer (EFT) and Contractor Authorized Signatory Listing.

Template for Standard RFRs 1-2023 image1.jpeg