Medical equipment calibration & testing

The State of Maine is soliciting bids for medical equipment calibration and testing services, with proposals due November 12, 2012. A preference for in-state bidders or vendors offering commodities produced or manufactured in Maine applies in cases of tied quotes.

The scope encompasses semi-annual preventive maintenance, calibration verification, inspection, and testing of hospital medical equipment across multiple categories and models documented in the attached inventory. The vendor must perform the initial inspection before April 26, 2013, then every six months thereafter. Additional responsibilities include incoming inspection of new equipment within one week of receipt, corrective maintenance or coordination with appropriate vendors when unavailable, application of inspection stickers with date and inspector initials, provision of hard copies of testing and maintenance procedures for each equipment type, hospital safety orientation attendance, clinical engineering consultation, and notification of the hospital regarding medical alerts or recall notices affecting inventoried equipment. The vendor must maintain a comprehensive equipment database, submit preventative and repair reports no later than one month after service completion, provide proof of licensure, and maintain copies of all reports while submitting two copies to the hospital Director of Facilities. Travel costs are not reimbursable separately.

Bidders must submit electronic quotes on a per-unit basis for each item, with all transportation costs prepaid by the contractor unless otherwise specified. Pricing must include definite delivery terms and any applicable cash discounts; discounts shorter than 20 days will not be considered. The State is exempt from federal and Maine state sales and use taxes and will not include these in quotes. Awards will be made to the lowest responsible bidder offering the best overall value, considering quality, specifications conformity, delivery date, and ultimate cost. The State reserves the right to increase or decrease ordered quantities by up to 10% and to reject any or all quotes.