Tender: PORTABLE ULTRASOUND MACHINES. Tender No. CR1067. Closing: Friday, December 20, 2013 at 1000hrs (10:00 am NEWFOUNDLAND TIME)

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1 TENDER SUBMISSION FORM Central Regional Health Authority (Please submit tender submission form to the address checked below) James Paton Memorial Regional Health Centre 125 Trans Canada Highway Gander, NL A1V 1P7 (709) Central Health/Corporate Head Office 21 Carmelite Road Grand Falls-Windsor, NL A2A 1Y4 (709) Vendor Name and Address: Tender: PORTABLE ULTRASOUND MACHINES Tender No. CR1067 Closing: Friday, December 20, 2013 at 1000hrs (10:00 am NEWFOUNDLAND TIME) Tenders will be opened immediately after closing. Glen Nichols Regional Manager of Materials Management Instructions: - Ensure that your firm name and tender number appears on the outside of the tender envelope. - Tenders received after the closing time shown will not be considered and will be returned to sender. - All bids must be signed in order to be a qualified bid. - Quotations are subject to conditions indicated on Page Two. - At the opening only names of the companies submitting bids will be released. - Prices will be released when the tender is awarded. IMPORTANT: Before submitting quotation, please read the instructions carefully and complete where applicable. Submit your bid on the forms provided. Item No. Description Unit of Measure Qty Unit Price Amount PORTABLE ULTRASOUND MACHINES TWO (2) AS PER ATTACHED SPECIFICATIONS 1 Subtotal HST Total We hereby offer to sell and/or supply to the Central Regional Health Authority upon the terms and conditions set out herein and on the attached sheets hereof, the supplies and/or services listed and on any attached sheets at the price(s) set out. Authorized Signature Legal Name of Firm Date

2 Page 2 1. Acceptance: a) Any tender may be rejected or accepted in whole or in part. b) The lowest or any tender will not necessarily be accepted. c) This offer shall remain open for acceptance for a period of not less than 90 days from closing date of tender. 2. Prices: a) Prices include packaging, cartage and loading charges unless otherwise specified in tender. b) Prices quoted shall be considered net unless cash discounts are specified. c) Prices are FOB Central Regional Health Authority site specific. d) Discounts offered will be deducted when payment is made. 3. Facsimile Bids or amendment to proposals previously submitted will not be accepted by the Central Regional Health Authority. 4. Products: a) All offered products should be fully described by name of manufacturer and product code. b) Bidders are responsible for indicating products that are latex free and scent free. Preference will be given to products that are latex free and scent free. 5. Delivery: a) Deliveries must be made in accordance with dates stated on Purchase Orders. b) All shipments must be properly packaged to avoid breakage or spoilage. c) Delivery can be on an as required basis by the hospital or individual Purchase Order. d) All delivery slips and invoices must state Purchase Order Number. 6. Invoicing: a) Invoices will be submitted directly to the Central Regional Health Authority. 7. Warranty: a) The vendor guarantees all equipment, materials, workmanship and laborers items. b) The vendor warrants title to commodities supplied and warrants them free from defect and/or imperfections and will indemnify and hold purchaser nameless against any or all suits, claims, demands, and/or expenses, patent, litigation, infringement, or any claim by third parties in or to the commodities mentioned and supplied by the vendor. 8. Inspection: a) All goods delivered are subject to inspections and test within a reasonable time after delivery at purchasers premises. 9. Returns: a) In the event of a defective product, The Central Regional Health Authority reserves the right to return it to the supplier for full credit, notwithstanding intermediate payment by the purchaser. 10. Compliance with Laws: a) The vendor shall be responsible for complying with all Federal, Provincial, and Municipal laws, rules and regulations applicable to the sale of the contract material. b) Compliance with regulation Pharmaceutical Contracts Manufacturing companies and their products shall conform and abide with the Drug Quality Assessment Program (HPS), Canadian Government Specifications Board Standards 74-GP-1, Narcotic Control Act, Food and Drug Act. 11. Tender submission form must be completed and signed detailing the bid price submitted. Failure to complete this form will result in bid disqualification. 2

3 SPECIFICATIONS FOR TENDER # CR1067 SUPPLY OF TWO (2) PORTABLE ULTRASOUND MACHINES ONE (1) FOR JAMES PATON MEMORIAL REGIONAL HEALTH CENTRE, GANDER, NL AND ONE (1) CENTRAL NEWFOUNDLAND REGIONAL HEALTH CENTRE, GRAND FALLS-WINDSOR, NL OPERATED BY CENTRAL HEALTH CLOSING DATE: Friday, December 20, 2013 CLOSING TIME: 10:00 am (Newfoundland Time) 3

4 Invitation to Tender for Two (2) Portable Ultrasound Machines 1.0 General Provisions 1.1 Intent This Invitation to Tender is intended to obtain Two (2) Portable Ultrasound Machine for the James Paton Memorial Regional Health Centre, Gander, NL and Central Newfoundland Regional Health Centre, Grand Falls- Windsor, NL. This Tender is concerned with the acquisition of Two (2) Portable Ultrasound Machines with consideration of the following: Ongoing service and maintenance support. All manuals, documents and initial supplies. The right to reproduce any printed materials supplied with the product for the purpose of using the product. Training and training manuals. Future enhancement availability. 1.2 Client Background Central Health was established in 2005 and is responsible for the delivery of Health and Community Services in the Central Region. 1.3 Vendor Response Vendor s tender must contain an Executive Summary which shall contain: a. A brief description of the product being quoted. b. The name, title and address of the Vendor s representative responsible for the preparation of the Tender. 4

5 1.3.2 All prices quoted for goods and services must be specified in Canadian dollars, FOB Sites. All Tenders will be held to be valid for ninety (90) days following the Tender closing date Tenders must be received in full on or before the exact closing time and date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED All costs relating to the work and materials supplied by the Vendor in responding to this Invitation to Tender must be borne by the Vendor. 1.4 Release of Information While Tender is Open: The names of individuals or companies who have picked up the tender documents will not be released At Tender Opening: Only the names of the bidders will be read out After Tender Opening: 1. No further information will be released until after the contract is awarded. 2. After award, only the name and bid price of the successful bidder will be made available. 3. Information will be made available for a 90 day period only. 4. Successful Awards will be posted on Web Site FYI, Statements that are included as part of our Tender calls: While bidders are welcome to attend the public opening, please be advised that it is not our policy to release bid information. Only the names of the bidders will be released. 5

6 1.5 Communication During Tendering All communications with Central Health with respect to this Invitation to Tender must be directed in writing to the attention of: Mr. Glen Nichols Regional Director, Materials Management Central Health 21 Carmelite Road, Room 126 Grand Falls-Windsor, Newfoundland Tel: (709) Fax: (709) Central Health may, during the assessment period, request meetings with the Vendors to clarify points in the Tender. No changes by the Vendor will be permitted after the Tender closing date Faxed Tender responses will not be accepted All bids must be sent in a sealed envelope clearly marked with Tender Name and Number to: Materials Management Department, Central Health, 21 Carmelite Road, Room 126, Grand Falls-Windsor, NL A2A 1Y Bids submitted by electronic transmission ( ) will not be accepted All Bidders must complete and sign the Tender Submission Form. Failure to do so will result in bid disqualification In order to contribute to waste reduction and promote environmental protection, Central Health will endeavor to acquire goods and services that support these principles, therefore, product(s) quoted should include: maximum level of post-consumer waste and/or recyclable content minimal packaging minimal environmental hazards maximum energy efficiency potential for recycling disposal costs must not reduce the quality of the product required or affect the intended use of the product must not significantly impact the acquisition cost 6

7 1.6 Tender Acceptance Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act The Tenders shall be opened in the office of the Purchasing Manager: Mr. Glen Nichols Regional Director, Materials Management Central Health 21 Carmelite Road, Room 126 Grand Falls-Windsor, Newfoundland Tel: (709) Fax: (709) Any Tender may be accepted in whole or in part. The lowest Tender may not necessarily be accepted and Central Health reserves the right to cancel the Tender call. Central Health shall not be held responsible or liable for the payment of any costs that are incurred by the bidder in preparing a Tender in response to this invitation to Tender Central Health reserves the right to waive minor non-compliance or irregularities in the tender if in Central Health s sole discretion such minor non-compliance or irregularities are of an inconsequential or technical nature If Eastern Health, Western Health, or Labrador Grenfell would like to participate in this Contract, will you agree to protect pricing, terms and conditions and allow any of the three (3) Newfoundland and Labrador Health Boards to participate. No The award of this Tender will be considered a standing offer for a period of Two (2) Years If requested by Central Health, the successful Bidder must provide at their expense an on site evaluation prior to formal acceptance. This clinical evaluation will determine compliance to specs and will not obligate Central Health to purchase should this evaluation prove unsuccessful. 7

8 1.6.8 New Technology Clause 1.7 Warranty New technology may be defined as any product or innovation, which is not offered at the time of the contract signing. Should new technology relating to the testing procedures become available, Central Health shall have the right to evaluate it. If after evaluation, Central Health wishes to avail of this new technology, the supplier will be given a reasonable period of time, at the discretion of Central Health, to make this technology available. Central Health reserves the option to upgrade The Vendor shall warrant that the product supplied to Central Health shall equal the published specifications The Vendor shall provide no less than a 1-year warranty on the system. The Vendor agrees to provide free of charge all parts and labour necessary to repair the system during the first year of operation The warranty start date will be after installation, all training is complete, and unit is fully functional for daily procedures Vendor shall indicate the individual who will be providing the service and the nearest service location. 1.8 Information Systems Interface Equipment must have the ability to interface with the Meditech Magic Health Information System. Must be able to interface to Meditech Magic 5.5 and higher using a HL7 interface. Upon request, Central Health will provide prospective bidders with Meditech s HL7 Other Vendor Patient Monitor to Meditech Nursing specification document (current version 2.3, Ref. R301) or similar documents for other Meditech modules. Must provide an overview of which Meditech modules your system interfaces with, the data fields which flow through the interface and whether it is uni or bidirectional, Must provide a Meditech MAGIC reference site that is LIVE with this interface. All hardware and software needed to interface instrument(s) to Meditech must be supplied at Vendors Expense. 8

9 Must identify any additional vendor costs associated with implementation of the interface. Equipment must require, or have the capability of, residing on Central Health s (CH) data network. Must use true TCP/IP for system communications. Systems must be able to run in an IP routed environment and must not depend on bridging traffic between sites. Must identify # of IP addresses required by the system. If remote access into CH network is required in order to provide support for the system, it must have strong security controls. Describe your network requirements and security mechanisms for remote access (outside the Corporate WAN). Provide an overview of any user tools (e.g. web-based portal) available to Central Health for monitoring the status of the equipment and for potentially modifying or servicing same. Must have color printer with system. Yes No Comment State the image and data management functions that are available on the tendered system. The vendor shall identify, with optional pricing, any additional hardware or software required to perform data management functions. Yes No Comment The system must have DICOM Verification Service Class (VSC) The system must have DICOM Query/Retrieve Service Class (Q/R SC) 9

10 The system must have DICOM Storage Service Class (Both SCU & SCP) The system must have DICOM Storage Commitment Service Class (Storage Commitment SC) The system must be capable of interfacing with Meditech HIS/RIS The system must be able to fully integrate with GE PACS Vendor must provide DICOM conformance statement upon request All costs associated with connectivity of systems to the G.E. PACS and HIS /RIS is the responsibility of the vendor (interface, licenses, software and hardware) The system must have DICOM Print Management Service Class (PM SC). The system must have DICOM Modality Worklist Management Service Class (MWM SC). 10

11 1.9 Product Specifications For Portable Ultrasound Machines Must have minimum One (1) hour battery time with scan Console design must be laptop style Must have portable docking system with adjustable platform height with locking drawer Must have alphanumeric keyboard Must have 15 inch high resolution color LCD Must have brightness, volume adjustment Must have applications appropriate for Vascular assessment Must have ability to detect blood flow in small and large vessels to assist with diagnosis and monitoring Must have ability to detect the presence of blood flow and diameter of vascular structures Must have ability to measure percentage of stenosis present in a vessel 11

12 Must be able to measure the depth of a vessel Must have colorized image Must have ability to accurately reveal the structure of a needle within the anatomy of the vessel without distortion of the needle see the needle advance into the vessel in real time with no image processing delays Must have patient follow up tool to automatically recall patients previous imaging parameters. Ability to view live image and previous image side by side Must have simultaneous split screen to compare normal anatomy to abnormal and recall saved images for comparison to live scanning Must have auto optimize and personalize image to adjust image quality quickly or personalize the settings for the patient to fine tune the image Must have work list of patients automatic generation of patient ID 12

13 Must have request acknowledge of end patient exam option to file and send date to PACS or not then go directly to patient work list and quick save option to send single image to network Must have wireless capability Must have compatibility with PACS system so images can seamlessly be transferred to PACS 2.0 Vendor Confirmation (please sign) I confirm that our Tender meets or exceeds the specifications detailed in this invitation to Tender. I also confirm that all specifications are included in the quoted price. Any items that are optional are noted accordingly. Signed Title Company Name Address Phone 13

14 TENDER CHECKLIST Tender # CR1067 Did you include: Has tender submission been signed Yes No Copy of required tender documents Yes No Copy of brochures (if requested) Yes No Copy of WCB letter of good standing (if required) Yes No Copy of proof of insurance (if required) Yes No Amount of tax noted on request for quotation form Yes No Optional pricing for training included Yes No Note: Tender responses may be rejected if you answer No to any of the above questions. 14