FY16 IFB Hospital Medical Equipment Service Agreement

This Invitation for Bid (IFB No. 2015000286) issued by the Colorado Department of Human Services on behalf of the Colorado Mental Health Institute at Pueblo (CMHIP) seeks a qualified vendor to provide comprehensive biomedical equipment service and maintenance. The procurement encompasses preventive maintenance, repair services, inspection, and electrical safety testing of medical equipment in compliance with industry standards, HIPAA requirements, and Joint Commission Standards. Required deliverables include quarterly maintenance and repair reports detailing all equipment serviced, work orders completed, and recalls addressed. Services must be scheduled during standard business hours (6:30 AM to 4:00 PM, Monday through Friday, excluding holidays), with emergency service requests requiring a two-hour response time via phone or email. Vendor qualifications must include the ability to meet all regulatory compliance standards and the capacity to maintain equipment according to manufacturer specifications. Bidders must submit pricing quotes on an FOB Destination basis for preventive maintenance rates, electrical safety check rates, hourly repair rates with minimum hours, and repair parts as a percentage of list price for three fiscal years (FY 2015-2016, FY 2016-2017, and FY 2017-2018). The bid submission deadline was June 10, 2015, at 11:00 AM Mountain Standard Time to the Department of Human Services Southern District Procurement office in Pueblo, Colorado, with evaluation criteria focused primarily on unit pricing but also considering administrative costs, payment terms, delivery conditions, and vendor exceptions.

The solicitation does not indicate specific set-aside designations or restrictions limiting the types of organizations that may respond, though all vendors must be registered on Colorado VSS Vendor Self Service at the time of bid opening and comply with Colorado employment verification requirements. No incumbent vendors or current contractors are identified in the procurement documents. The contract award structure allows for either a single vendor award or multiple awards as deemed necessary by the State. The initial contract term runs from July 1, 2015, through June 30, 2016, with two one-year renewal options available, providing potential contract value through June 30, 2018. Payment terms shall be no less than 30 calendar days from invoice. The State reserves the right to increase or decrease quantities based on changes in programmatic requirements at the established rates, and vendors must provide written notice if any services are performed outside Colorado or the United States.