S000000165 Digital X-Ray Imaging System.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000165 Solicitation Issued:

August 17, 2022

Description: Digital Radiographic X-Ray Imaging System

Department: Arkansas State Crime Laboratory

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: September 9, 2022 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julie M. Robnolt Buyer’s Direct Phone Number: 501-371-6070

Email Address: julie.robnolt@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas State Crime Laboratory (ASCL) to obtain pricing and a contract for a Digital Radiographic X- Ray Imaging System, for Forensic Imaging. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the ASCL.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89239415684?pwd=b20xdDBFZTZJZ05NN0RvSUcyeUxrQT09 Meeting ID: 892 3941 5684 Meeting Password: 330118 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 5:00 p.m., Central Time on or before August 23, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on August 26, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “AP” means Anterior-Posterior.

C. “Full Body AP” is an anterior-posterior image up to and including the full body when the decedent is placed in a supine position on the imaging system table.

https://arkansas-gov.zoom.us/j/89239415684?pwd=b20xdDBFZTZJZ05NN0RvSUcyeUxrQT09

D. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

E. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

F. “Requirement” means something required.

G. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

H. “Shall” and “Must” mean the imperative and are used to identify requirements.

I. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

J. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

K. “Time Delay Integration (TDI)” is how the X-Ray image is captured using wavelengths of light; the detector assembles the information that it collects; the decedent is static on the imaging system table while the X-Ray source moves.

L. “Underwriter Laboratories (UL)” is a global leader in applied safety science that provides testing, inspection and certification services.

1.5 CONTRACTOR REQUIREMENTS

A. Contractor shall provide either a new or refurbished Digital Radiographic X-Ray Imaging System to ASCL. Referenced brand is Lodox or agency approved equivalent.

1. ASCL will determine, at their discretion, if the purchase will be a new or refurbished

Digital Radiographic X-Ray Imaging System.

B. Contractor should provide specification sheets with the bid submission but must provide within three

(3) business days when requested by OSP and/or ASCL.

C. Contractor shall ensure the new or refurbished Digital Radiographic X-Ray Imaging System is Food and Drug Administration (FDA) cleared and in full compliance for section 21CFR1020.30 entitled “Diagnostic X-Ray systems and their major components.”

D. Contractor shall ensure the new or refurbished Digital Radiographic X-Ray Imaging System is listed with Underwriter Laboratories (UL) and designed, manufactured, and serviced under ISO 13485 “Medical devices – Quality management systems” guidelines.

E. Contractor shall deliver and install the equipment and software to ASCL.

1. The Contractor shall coordinate with the ASCL to schedule the delivery and installation of the Digital Radiographic X-Ray Imaging System.

2. The Contractor shall uninstall the current imaging equipment at ASCL but will not be required to remove it from the premises.

3. The Contractor shall remove all debris from the area once installation is complete.

1.6 PRODUCT SPECIFICATIONS

A. At a minimum the Digital Radiographic X-Ray Imaging System must include all of the following components or component equivalents approved by ASCL:

1. The Digital Radiographic X-Ray Imaging System must be a Full Body (AP) imaging system via

Linear Slot Scanning Radiography (LSSR) or an equivalent scanning system approved by ASCL.

2. The Digital Radiographic X-Ray Imaging System must be capable of performing Full Body (AP) area digital radiographic images for assessment of (i.e., multiple gun-shot wounds or multiple fractures), without taking several separate images:

a. The Full Body (AP) images must be performed in a single thirteen (13) second sweep.

b. The Full Body (AP) area should be 26.8 inches in width and 70.9 inches in length.

c. The Full Body (AP) image must be obtained by one continuous exposure.

3. The Digital Radiographic X-Ray Imaging System must have anatomical programming, and forensic specific X-Ray techniques must be easily selected (i.e., Fetus, Anthropology, Soft tissue/Organs, Decomposed).

4. The Digital Radiographic X-Ray Imaging System must be rapid throughput and capable of handling a mass casualty of up to twenty (20) Full Body (AP) images taken in one (1) hour.

5. Reconstruction of images must be by Time Delayed Integration (TDI) and must take less than fifteen (15) seconds to reconstruct a full body image.

6. The Digital Radiographic X-Ray Imaging System must have a C-arm structure.

a. The C-arm must be capable of rotating from zero (0) to ninety (90) degrees at one (1) degree increments around the body, without moving the body on the table, in order to produce:

i. Full Body (AP) Images

ii. Oblique Images

iii. Lateral Images

b. The C-arm must be capable of scanning in the horizontal direction so that the body does not need to be supported.

B. RADIOLUCENT IMAGING TABLE

1. The table must be mobile and capable of transporting a body throughout the facility.

2. The table must be able to be used as an exam table.

3. The table must have height adjustment, and angulation capabilities up to + or – ten (10) degrees.

4. The table must be able to dock to the X-Ray machine for image acquisition.

5. The table must be able to support an Underwriter Laboratory (UL) certified rating of body weight of up to six hundred (600) pounds.

C. IMAGE RESOLUTION

1. The detector must:

a. Be 12 x 1024 or 12,288 pixels wide

b. Have a fundamental pixel size of 60 um

c. Be capable of binning from 1X1 and up to 8X8

d. Each pixel must have 14 bits of data

2. The image acquisition size must be adjustable from the size of a pediatric hand up to a full body of 26.8 inches in width and 70.9 inches in length. Horizontal collimation and length of scan must be fully adjustable.

3. The X-Ray system must:

a. Have a minimum rating of 64Kw

b. Be high frequency type

c. Be capable of producing a 4,000 mAs (Milliampere-Seconds) exposure

d. Have a maximum of 4oomA and 145 kVP

4. The image resolution must have a 3 MHU CT type X-Ray tube with dual focus (.7mm / 1.2mm).

5. The image archival system must be capable of sending and retrieving images in DICOM 3.0 format or recording images on CD or DVD in DICOM or JPEG formats.

1.7 WARRANTY AND SERVICE REQUIREMENTS

A. The Digital Radiographic X-Ray Imaging System must have a one (1) year System Factory Warranty on all parts and software.

B. Three hundred sixty-five (365) calendar days after the commissioning and acceptance by the ASCL, the Contractor shall provide annual on-site preventative maintenance.

C. During the warranty year, the Contractor shall return service calls and VPN to troubleshoot issues remotely by certified technicians within twelve (12) hours of request from ASCL. (VPN access via vendor licensed TeamViewer program or equivalent VPN solution.)

D. During the warranty year, the Contractor shall provide emergency on-site support within seventy-two

(72) hours of request from the ASCL.

E. The Contractor shall provide certified factory trained technicians to perform all hardware/software repairs.

F. Post Warranty Service Contracts must be available for full coverage of all software, service, and parts including Glassware (X-Ray Tube). Pricing should be submitted in the blue-shaded field of the Official Bid Price Sheet.

1.8 APPLICATIONS TRAINING AND INTEGRATION/UTILIZATION

A. Following the installation of the equipment and software, the Contractor shall provide an in-person training class to ASCL employees for both hardware and software components of the Digital Radiographic X-Ray Imaging System.

B. The Contractor shall hold the training class at the ASCL within two (2) weeks of system final commissioning and ASCL acceptance or at a time and date specified by ASCL.

C. The Contractor shall ensure the training is provided by a certified factory trained applications specialist with an accomplished level of experience in medico-legal autopsy profession.

D. The Contractor shall meet with ASCL on integrating new system workflow and X-Ray procedures/protocols.

E. The Contractor shall provide a training period of up to three (3) days and twenty-five (25) employees at no additional charge.

1.9 DELIVERY: FOB DESTINATION

Arkansas State Crime Laboratory 3 Natural Resources Drive 2nd Floor, Room 207 Little Rock, AR 72205

A. The Department requests delivery within sixty (60) calendar days after ordering. If this delivery date cannot be met, the Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See Questions section of the Solicitation posting in ARBuy.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. Prior to delivery, the Contractor shall coordinate with Dr. Theodore Brown, Chief Medical Examiner, or Cindy Moran, Assistant Director, the dates and times for delivery.

1. Dr. Theodore Brown at 501-227-5936 or email ted.brown@crimelab.arkansas.gov

2. Cindy Moran at 501-683-6190 or email cindy.moran@crimelab.arkansas.gov

C. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

D. At the time of delivery, the Contractor and/or delivery agent shall remove items from the delivery vehicle and complete inside delivery at the specified delivery site. The Contractor shall assemble, adjust, and equip the Digital Radiographic X-Ray Imaging System for full operation at the time of delivery.

E. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders must be properly packaged to prevent damage during shipping.

F. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.10 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

mailto:theodore.brown@crimelab.arkansas.gov mailto:cindy.moran@crimelab.arkansas.gov

1.11 PERFORMANCE STANDARDS

A. The Prospective Contractor shall propose Performance Standards prior to contract award.

B. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

C. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

D. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

E. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

F. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services.

In these instances, the State has final determination of the performance acceptability.

G. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a term contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor based on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. The Official Bid Price Sheet is provided as a separate electronic file posted with the Bid Solicitation. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

https://arbuy.arkansas.gov/

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any

Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms):

https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/