SPECIFICATIONS FOR TENDER # 0171-0969 SUPPLY, INSTALLATION & COMMISSIONING OF ONE DIAGNOSTIC SPECT CT NUCLEAR MEDICINE GAMMA CAMERA FOR WESTERN HEALTH CLOSING DATE: 22 January 2010 CLOSING TIME: 11:00 AM (Newfoundland Time)
Invitation to Tender for One Diagnostic Spect CT Nuclear Medicine Gamma Camera 1.0 General Provisions 1.1 Intent This invitation to Tender is intended to obtain One Diagnostic Spect CT Nuclear Medicine Gamma Camera for the Western Regional Health Authority (Western Health) at the Western Memorial Regional Hospital. This Tender is concerned with the acquisition, Installation & Commissioning of One Diagnostic Spect CT Nuclear Medicine Gamma Camera for the Western Memorial Regional Hospital 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. 1.1.1 Western Health reserves the right to order additional units at the same price for a period up to and including 31 December 2010. Other Health Boards within Newfoundland and Labrador may avail of this tender as needed. 1.1.2 Any and all renovations required for the installation of the quoted equipment will be the responsibility of Western Health.
1.2 Client Background Western Health was established in 2005 and is responsible for the delivery of Health and Community Services in the Western Region. 1.3 Vendor Response 1.3.1 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. 1.3.2 All prices quoted for goods and services must be specified in Canadian dollars, FOB Western Memorial Regional Hospital. All Tenders will be held to be valid for ninety (90) days following the Tender closing date. 1.3.3 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. 1.3.4 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 1.4.1 While Tender is Open: The names of individuals or companies who have picked up the tender documents will not be released. 1.4.2 At Tender Opening: Only the names of the bidders will be read out. 1.4.3 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.
1.4.4 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. 1.5 Communication During Tendering 1.5.1 All communications with Western Health with respect to this invitation to Tender must be directed in writing to the attention of: Mr. John Piercey Regional Director, Materiels Management Western Health P.O. Box 2005 Corner Brook, Newfoundland A2H 6J7 Tel: (709) 637-5511 Fax: (709) 634-2649 Email: johnpiercey@westernhealth.nl.ca 1.5.2 Western 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. 1.5.3 Faxed Tender responses will be accepted with the condition that the original Tender documents are received at Western Health s Materiels Management Department no later than Five working days following the Tender closing date. 1.5.4 All bids must be sent in a sealed envelope clearly marked with Tender Name and Number to: Materiels Management Department, Western Health, Western Memorial Regional Hospital, Lower Level, P.O. Box 2005, Corner Brook, NL A2H 6J7. 1.5.5 Bids submitted by electronic transmission (e-mail) will not be accepted. 1.5.6 Companies submitting fax Tenders are doing so at their own risk and the fax Tender must be at the public opening as specified in the Tender information. This Authority will not be responsible for inhouse courier services if companies submit quotations by fax machine. The time stated on the fax Tender will become null and void since it is the responsibility of the company placing the Tender to have their Tender at the public opening, therefore, this Authority will not be responsible for any damages or liabilities.
1.5.7 In order to contribute to waste reduction and promote environmental protection, the Western Health will endeavour 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 1.6 Tender Acceptance 1.6.1 Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act. 1.6.2 The Tenders shall be opened in the Private Dining Room at The Western Memorial Regional Hospital on the scheduled date and time. 1.6.3 Any Tender may be accepted in whole or in part. The lowest Tender may not necessarily be accepted and Western Health reserves the right to cancel the Tender call. Western 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. EVALUATION Awarding of tender will be based upon the following: Price Functionality Ergonomics Clinical applications Software Image quality (small and large patients) Delivery and Installation Diagnostic quality of CT Speed of acquisition
The Vendor may be required to provide a site visit for up 5 people to evaluate the proposed system. Compliance: Yes No Comment No contract shall be awarded unless: a. The system or any of its accessories has been previously used and deemed to be satisfactory, or b. The system or any of its accessories has been pretested and found to be satisfactory prior to submission of quotes, or c. The system or any of its accessories which is the low or preferred bid is evaluated before award of any contract to purchase. 1.7 Warranty The Vendor shall warrant that the product supplied to Western 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 must be extended or a credit applied if any of the service guarantees are not met. Describe policy. PREAMBLE The Western Health, Division of Nuclear Medicine is tendering for the acquisition of a new diagnostic Nuclear Medicine SPECT/CT camera and associated computer systems as detailed below for the WMRH site. Given the dynamic state of Nuclear Medicine technology the vendor s response must include software upgrades and/or technological advances vendor announces at RSNA 2009. It is mandatory that any and all upgrades announced at RSNA 2009 will be included in the system s pricing.
General Specifications 1. The System must be a dual head SPECT/CT. 2. The quote is to include consideration for the value of the dual head Philips ADAC Forte Camera which is to be removed at the vendors expense and becomes vendors property. 3. One physician viewing station must be included. The system must be able to be connected to the existing GE Infinia II Hawkeye Dual Head and physician viewing station system. 4. The entire system must be fully compatible with GE centricity 3.0 PACS and have Dicom 3 and meditech compatibility. All Dicom hardware and software including interfaces and licenses must be included in quote. 5. The SPECT/CT camera must have high resolution, pinhole, and medium energy collimators. 6. The camera should have EKG trigger capabilities and be able to acquire all general SPECT, planar, static and dynamic acquisitions. 7. CT attenuation correction is required and the CT technology should be of diagnostic quality. 8. The systems quoted shall not be deemed obsolete from one year of installation. If this happens, the vendor will be responsible for upgrading installed equipment. Bidders must respond to all questions as printed. All bidders must specifically address each point in the space provided and give details where appropriate. Failure to do so and/or vagueness in responses will be interpreted as not meeting the required specifications. Any item not specifically identified, as an option will be considered to be part of the purchase price quoted. It is the vendor s responsibility to clarify each section. SECTION A Instructions to Vendor Please answer YES or NO, if applicable or a concise response. A lengthy response should be placed in an appendix for reference. Head/Gantry YES or NO COMMENTS Must have two camera heads Must be variable angle List NEMA specifications Please list number of PM tubes (per head) if applicable Useful field of view must be a minimum of 17 x 15 in. State usable field of view.
Head/Gantry YES or NO COMMENTS Distance from edge of detection to outside detector. The gantry type: Slip Ring or Cables How much QC is recommended? Please indicate time, type and frequency. All QC tools must be included in the quote. Please indicate the preventative maintenance schedule. Will this be provided by local or remote technicians? Movement of heads manual, one speed, two speed or other. Can energy window be displayed in real time? There must be at least a minimum of three energy windows specify. CT Attenuation Scan List Dose to Patient Acquisition Time Must have Diagnostic CT Capability. Must have CT DOSE reduction techniques. Describe techniques. The system must have multiisotope acquisition capabilities describe. Hand/remote controls must be located on both sides of gantry. Hand controls must allow remote control acquisition start. Describe all head and patient handling system controls. Positioning scope will be located on gantry and have ability to swivel.
Head/Gantry YES or NO COMMENTS Can heads swing out for supine/upright imaging? An integrated three lead EKG monitor must be included in quote & housed within imaging table. Table weight capacity must be minimum 500 lbs. Collimators YES or NO COMMENTS Are the collimators cast or foil? LE High Resolution MEGP The system must have: 1 set of LEHR 1 set of ME A pinhole collimator. Must have automatic collimator exchange. Environmental Specs YES OR NO COMMENTS What is the operating range? Humidity range? What are the power requirements? Must have a UPS System to support workstation and Nuclear Medicine Camera only (excludes CT Component). Vendor must confirm that quoted system can be accommodated in existing space.
Environmental Specs YES OR NO COMMENTS Monitor resolution shall be at least 1024 x 1024 Monitor input Digital Visual Interface or composite. Monitor size at least 51 cm. Networking for full communications between Existing Dual Exam/Physician work station. Please list the operating system and hardware platform. Is there TCP/IP Support? List number of monitors for acquisition station. Is there a single computer for acquisition and processing? Please give details. Physician reviewing station will have hardware/software required for remote location from central processing unit to be included in quote. Other than through PACS is there remote access possible to review images (such as when on call) from a home PC via a dedicated phone line? What additional software packages are required for this? What would the additional cost for this remote access?
Software Packages YES or NO COMMENTS Software is not limited to but must include the following: Gated Planar Bone SPECT General SPECT Cardiac SPECT and quantitation eg. Emory toolbox or 4DM SPECT. etc. Renal Analysis (3phase, lasix, GBEF, Gast. Emp., HMPAO Quant. In-111 SPECT Geometric mean: - Quantitative lung - DMSA renal - Thyroid Liver SPECT and functional imaging. Whole body bone, gallium and iodine imaging. CT post processing. Vendor must list software Software/hardware must have programmability and support to allow user defined programs to be developed, example: MPE capability and utilize pt. data. Please describe. The acquisition protocols must support all identified processing programs. The vendor will provide a hard copy of clinical images of whole body bone, bone SPECT, gallium whole body, Iodine 131 whole body and Indium 111 SPECT. This can be hard copy or on digital format. Fusion with PET and/or CT data from external PACS access.
Software Packages YES or NO COMMENTS Must include all software pkgs to allow for fastest acquisition for cardiac SPECT both Gated and Non-Gated. State fastest Gated and Non- Gated acquisition times for cardiac SPECT. Vendor will be evaluated based on speed of acquisition. Must include licenses for 1 Techs & 1 Rads workstations. Networking YES or NO COMMENTS The system must be GE PACS/DICOM 3.0 compatible/compliant. The system MUST include and support the following DICOM 3.0 interfaces: All DICOM licenses must be included in quote. DICOM print/store DICOM Modality worklist management DICOM Send/receive DICOM Query/retrieve DICOM Modality Performed Procedure Step DICOM Transfer The system must have DICOM Verification Service Class (VSC)
Networking YES or NO COMMENTS 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 system to the GE PACS and HIS/RIS is the responsibility of the vendor (interface, licenses, software and hardware). Upgradeability YES or NO COMMENTS How long will software upgrades that enhance existing applications be provided by the vendor at no cost to the purchaser? These no charge upgrades shall include any circuit boards or other parts if software is added to enhance existing capabilities. On site applications must occur with a major software release.
Customer Support YES or NO COMMENTS Ongoing customer support will be provided by vendor through e-mail/phone/web access. All software/hardware upgrades currently in progress must be included in the quote at no extra cost for the initial warranty period. The system must possess remote diagnostic capabilities. Please provide details. Presentation YES or NO COMMENTS A presentation of the Tender and/or demonstration of the product/system shall be provided, if requested, at the Vendor s expense. Training YES or NO COMMENTS The Vendor shall provide on-site training to staff in the use of the Nuclear Medicine Camera. All costs associated with this training shall be included in the total Tender price. The length of such training shall be what is reasonably required to train the users of the equipment and shall be documented. Please describe. Can vendor provide advanced training applications to on-site staff?
Training YES or NO COMMENTS State if 1-2 on site application upgrade/yr. Is specific programming training available and if so at what cost per person. The Vendor shall agree to provide factory training for One in-house Biomedical Technologist, employed by Western Health, for the purpose of maintaining the Nuclear Medicine Camera. Such training shall be equal to the training provided to the Vendors own service staff. All costs associated with this training, including travel, accommodations, meals and tuition shall be included in the Tender price. All special tools to properly service the system must be included in the bid. Physician Review Work Station Please list processing capabilities of physician work station if different than those on acquisition/processing work station. Can programming be performed on these systems? Please include as an option a Hermes Physician Review Workstation. YES or NO COMMENTS
Company History YES or NO COMMENTS Please list the number of units in Canada? Does vendor have a proven history: - of low cost hardware and software upgrades - reputation and reliability - educational support - educational programs example: video offerings Maintenance YES or NO COMMENTS Please list guaranteed response time. # of preventative maintenance visits during warranty period. Is there local service support by qualified nuclear medicine service personnel? Please document names of local service persons if available and their training in Nuclear Medicine service. What are the hours of service? Please include a maintenance contract cost separate from system quote for: - single and multi-year contract - shared service contract
Maintenance YES or NO COMMENTS What is the cost of noncontract service to include travel time and after hours servicing? Please quote crystal coverage as an optional cost in service contract. Is there a history of timely parts delivery? What is the guaranteed up-time and what are the penalties for noncompliance? Example: Extended warranty period for noncompliance. Does the vendor have remote service capability? Warranty Period YES or NO COMMENTS The warranty period shall commence following the successful completion of an independent acceptance test. Testing personnel must be acceptable to customer and vendor. All costs associated with acceptance testing will be the responsibility of the vendor. Cost YES or NO COMMENTS The vendor will provide itemized cost summary. Site Visit YES or NO COMMENTS Please list proposed locations for up to 5 people.
Users YES or NO COMMENTS The vendor is to provide a current list of users with similar equipment. General YES or NO COMMENTS The vendor must verify at their cost that an installed camera meets NEMA specs before camera is accepted. The vendor is given 60 days to meet these specs or else camera will be returned at vendor s expense. All systems must be CSA approved, DICOM 3.0 compliant, and vendor must supply DICOM compliance statements. Acquisition systems must support user defined acquisition protocols. Analysis systems must support user programmability in addition to compatibility with existing departmental systems and connectivity to these systems. Installation: What is the guaranteed time of installation? Please list any penalties for exceeding installation date. List any ergonomic advances of the quoted system. Holdback released only when all equipment including monitors and archival is functional.
General YES or NO COMMENTS Given the dynamic state of Nuclear Medicine technology the vendor s response must include software upgrades and/or technological advances vendor announces at RSNA 2009. It is mandatory that any and all upgrades announced at RSNA 2009 will be included in the system s pricing. CONDITIONS: 1. Vendor must state the first date of release of the quoted item. 2. Vendor must indicate upgrades or modifications since first release. 3. Vendor must indicate upgradeability if applicable. 4. Vendor must provide two sets of service repair manuals and user manuals. 5. Vendor must provide optional services packages i.e. Full Service, Shared Service. 6. Vendor must be fully compatible and compliant with all DICOM standards and system must include all DICOM service classes. 7. Vendor must supply expert applications training satisfactory to Western Health. 8. Acceptance testing will be at the expense of the vendor. 9. All equipment quoted must be CSA approved. 10. The Vendor should inspect the existing facility and completely familiarize itself with all conditions affecting the equipment specified in this document. Failure to do so will not relieve the seller of any of the requirements contained herein. 11. There shall be no separate licensing fee for the use of the vendor s software. In addition, no software licensing agreements shall be interpreted to require a written non-disclosure agreement from the purchaser or its employees or other persons authorized by the purchaser to use the vendor s software.
12. All equipment provided according to the terms of this document shall be of current production, new and of first rate quality. Reconditioned or previously used equipment shall not be accepted. 13. If the vendor plans to halt the production of the equipment referenced in this document and to produce improved models before the delivery date, vendor shall notify the purchaser of this and provide the option of upgrading the system. 14. A proposed delivery and installation schedule, including time required for installation, start-up, acceptance testing, and removal of existing equipment will be provided by the vendor. Must include descriptive literature with your bid. Must complete vendor checklist on end of tender. 3.0 Information Systems Interface The quoted system shall have the capability of residing on Western Health s 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 WRHA 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 Western Health for monitoring the status of the equipment and for potentially modifying or servicing same. 4.0 Required Information (if applicable): Please state the amount of H.S.T. to be invoiced: $ Please confirm Price Protection Period: Please state delivery time from date of purchase order: Does your product contain latex? Yes No If yes, please state amount of latex content and describe.
Does the medical device(s) you are quoting on comply with Health Canada s Licensing Regulations: Yes No Not Applicable Please state your Canadian Medical Device License Number for the devices quoted on requiring licensing in Canada: Please state Medical Devices Establishment License Number if you re Company is a dealer or distributor: CSA #: 5.0 INSTALLATION A. Are there utility requirements: 1. Electrical Voltage: Amperage: 2. Drains: Yes 3. Water: Yes Other: Yes Specifics: B. If the device contains a battery, state the battery type and typical life cycle (hours of operation and charging time). State additional systems or work required to maintain the battery. C. The equipment (except if solely battery operated) must comply with C.S.A. standard No. C22.2-125 (Biomedical), or 114 (Radiology), or 151 (Laboratory), or C22.2 No. 601.1 plus applicable particular standard(s) and be certified by an organization accredited by the Standards Council of Canada. Yes No
D. Will any site preparation be necessary? Yes No If yes, explain E. All supplies required for the initial start up and/or commissioning of the equipment shall be included. Yes No F. Will this equipment require any unloading equipment to make safe receipt at time of delivery? Yes No G. If installation is involved, the Vendor shall coordinate the delivery and installation of the equipment. Yes No 6.0 Product History and Vendor Reputation 6.1 The Vendor shall provide a list of three (3) organizations where a similar Unit has been installed. Include a contact person for each organization. 7.0 Financial Considerations 7.1 All applicable taxes shall be indicated in the Tender. 7.2 The cost for installation, initial set-up and programming shall be included in the Tender price. 7.3 All costs for training shall be included in the Tender. This includes any travel, meals and accommodation. 7.4 Terms of Payment The Authority agrees to pay the full invoiced amount within 30 days following acceptance of the installed system by Western Health. Acceptance testing will be completed within 30 days following the complete installation of the system.
8.0 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. Authorized company Representative: Print Name: Signed Title Company Name Address Phone Tender Price $ Tax Extra Yes No
TENDER CHECKLIST TENDER # 0171-0969 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.