STATE OF WASHINGTON
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State of Washington
DEPARTMENT OF GENERAL ADMINISTRATION
Office of State Procurement
Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400
INVITATION FOR BID (IFB)
AUTOMATED EXTERNAL DEFIBRILLATORS (AED’S)
|Contract Number |Prebid Meeting Date & Time |Bid/Proposal Opening Date & Time |
|01904 |MARCH 23, 2004 - 9:00 AM. |APRIL 13, 2004 - 2:00 PM. |
bids must be received& Stamped on or before the opening date & time at this location:
210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017
Sheila Mott
State Procurement Officer
Phone (360) 902-7438
Fax (360) 586-2426
E-mail smott@ga.
For a site map to the Capitol Campus, click .
Driving directions and parking information
Table of Contents
1. ANNOUNCEMENT AND SPECIAL INFORMATION 3
1.1. PUBLIC DISCLOSURE 3
1.2. SCOPE 3
2. CHECK LIST 5
3. BID SUBMITTALS 6
3.1. OFFER AND AWARD 6
3.2. BID INFORMATION 7
3.3. SPECIFICATIONS 9
3.4. PRICE SHEETS 12
4. BID EVALUATION 14
4.1. EVALUATION / AWARD 14
4.2. price sheets 14
4.3. ADDITIONAL COPIES OF ENTIRE BID DOCUMENT 14
4.4. equipment demonstration 14
4.5. EVALUATION CONFERENCE 14
5 CONTRACT REQUIREMENTS 15
5.1 PRICING AND ADJUSTMENTS 15
5.2. shipping terms 15
5.3. warranty & repair 15
5.4. liquidated damages 16
5.5. REPORTS 16
5.6. standard production model 16
5.7. TRAINING 16
5.8. CONTRACTOR PERFORMANCE 16
5.9. RETENTION OF RECORDS 16
6. SPECIAL TERMS AND CONDITIONS 18
6.1 DEALER AUTHORIZATION 18
6.2 DESCRIPTIVE LITERATURE 18
6.3. PURCHASING CARD ACCEPTANCE 18
6.4. specification consideration 18
6.5. BIDDER COMPLIANCE 18
ANNOUNCEMENT AND SPECIAL INFORMATION
Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .
In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):
• Using environmentally preferable products and products that exceed EPA guidelines
• Supporting a diverse supplier pool, including small, minority, and women-owned firms
• Featuring products made or grown in Washington
1.1. PUBLIC DISCLOSURE
Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.
1.2. SCOPE
1.2.1. PURPOSE: to establish a CONVENIENCE use contract for the purchases of AUTOMATIC EXTERNAL DEFIBRILLATORS (AED’s) as required by the agencies of the State of Washington.
1.2.2. ESTIMATED USAGE: It is estimated that purchases over the initial two-year term of the contract will be approximately $800,000. Estimates are based on past usage history. The State does not guarantee any minimum purchases. Orders will be placed on an as needed basis.
3. PURCHASERS: The primary purchasers will be the agencies of the State of Washington, Institutions, and participating Institutions of Higher Education. Based on the contractor’s agreement, the contract will be made available to political subdivisions and non-profit organizations who are members of the State of Washington Purchasing Cooperative (WSPC) and/or State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP). A list of Washington members is available on the Internet: . A list of Oregon members is available at . Contractors shall not process state contract orders from unauthorized purchasers.
1.2.3.1. While use of the contract by members of the WSPC and DASCPP/ORCPP is optional, the state encourages them to use state contracts. Their use of the contract may significantly increase the purchase volume. Their orders are subject to the same contract terms, conditions, and pricing as state agencies. The sate accepts no responsibility for payment by WSPC or DASCPP/ORCPP members.
1.2.4. TERM: The term of this contract will be a two year period from June 15, 2004 to June 14, 2006. Contract extensions will be in the best interest of the state and will be subject to mutual agreement. The total contract term may not exceed six (6) years.
1.3. PREBID CONFERENCE
An optional conference to address contractual requirements will be held at the time and location indicated below. Prospective bidders are encouraged to be present. If changes are required as a result of the conference, written bid amendments will be issued.
|Pre Bid Date: |MARCH 23, 2004 |
|Pre Bid Time: |9:00 A.M. |
|Pre Bid Location: |Office of State Procurement |
| |210 11th AVE SW GA Building Room 201 |
| |Corner of 11th and Columbia |
| |Olympia Washington 98504-1017 |
Note: Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with pre-arrangement with the Office of State Procurement (OSP). Contact the State Procurement Officer identified on the face page of this document.
CHECK LIST
This checklist is provided for bidder’s convenience only and identifies the bid documents that must be submitted with each package. Any bid packages received without these documents may be deemed non-responsive and may not be considered for award.
|Bid submittal entitled: Offer and Award | |
|Bid submittal entitled: Bid Information | |
|Bid submittal entitled: Specifications | |
|Bid submittal entitled: Price Sheets | |
|Additional item pricing | |
|Additional Copies of Bid Submittal | |
|Catalogs & Price Sheets | |
|Descriptive Literature | |
|Dealer Authorization | |
|Training | |
|Warranty Document(s) | |
| | |
|Required documents to be submitted AFTER award: | |
|USAGE REPORTS | |
|CERTIFICATE OF INSURANCE | |
BID SUBMITTALS
1 OFFER AND AWARD
Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at . If you do not have Internet access, you may contact the State Procurement Officer to obtain copies of any and all documents contained in this bid package.
STANDARD DEFINITIONS revised 06/02/03
STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03
STANDARD TERMS AND CONDITIONS revised 06/02/03
Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.
|(Company Name) | |(Typed or Printed Name) |
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|(Address) | |(Title) |
| | | |
|(City) (State) (Zip) | |(Phone/Fax Numbers.) |
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|(Federal Tax Identification Number) | |(Bidder’s Signature) (Date) |
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|Email | | |
CONTRACT AWARD
(For State of Washington Use Only)
A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year 2004. This is a Partial/Total award for AUTOMATIC EXTERNAL DEFIBRILLATORS (AED’s).
Authorized Signatures
| | | | | | | |
|Sheila Mott, State Procurement Officer | |(Date) | |Alyce Benge, Purchasing Manager | |(Date) |
2 BID INFORMATION
Bidder shall complete the following:
1. Lead-time: Materials, equipment or services will be delivered within calendar days after receipt of order (ARO).
3.2.2. Prompt Payment Discount % 30 days. Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).
3. Bidder agrees to sell the goods and services on this contract to political subdivisions which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No_____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by political subdivisions).
4. Bidder agrees to sell the goods and services on this contract to self-certified nonprofit corporations which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by nonprofit organizations).
5. Bidder agrees to sell the goods and services on this contract to political subdivisions and nonprofit organizations which are members of the State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP ): Yes____ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by these members)
If required, indicate percent increase to bid pricing for delivery to State of Oregon DASCPP/ORCPP Members: ____%
6. Purchasing (Credit) Cards accepted Yes ______________ No ______________
(Washington State Purchasing card is VISA)
If yes, please list major brands below:
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7. Authorized Representative:
|Primary Contact-Contract Administration |Usage Report Coordinator |
|Name: | |Name: | |
|Telephone: | |Telephone: | |
|Fax: | |Fax: | |
|Email: | |Email: | |
|Customer Service/Order Placement |Technical Support |
|Name: | |Name: | |
|Telephone: | |Telephone: | |
|Fax: | |Fax: | |
|Email: | |Email: | |
8. Addresses:
|Orders to be sent to: |Billing will be from: |Payment to be sent to: |
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9. Federal Tax Identification Number:
10. Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No .
11. Profit Margin: For cost analysis purposes, please complete the following:
Indicate profit margin that your bid pricing represents compared to manufacturer’s current suggested retail price: Bid discounts offered by your firm averages ______% lower than manufacturer’s current suggested retail price.
3 SPECIFICATIONS
|Description |Check If As Specified |Describe Fully If Not As Specified |
| | |See Standard Terms & Conditions III.26 Quality |
| | |Standards |
|3.3.1. GENERAL REQUIREMENTS | | |
|Units to be lightweight | | |
|Units are to be microprocessor powered | | |
|Units to provide computerized voice operator instructions on patient electrode/pad placement. | | |
|Units to analyze patient heart rhythm | | |
|Units to provide operator with a ‘shock/no shock’ instruction and will not allow delivery of shock to patient in | | |
|absence of a heart rhythm requiring defibrillation. | | |
|3.3.2. PERFORMANCE SPECIFICATIONS | | |
|Units must be FDA market approved. | | |
|Units are to deliver therapy using a biphasic truncated exponential waveform and automatically adjust parameters | | |
|as a function of chest impedance during delivery of the waveform. | | |
|Units are to have a maximum biphasic waveform duration of 20 milliseconds or less. | | |
|Units are to deliver a minimum of 150 joules of energy to a 50-ohm load. | | |
|Units to provide the first prompt within 3 seconds of power-on. | | |
|Units are to achieve full charge within 10 seconds of shock advised. | | |
|Units, in semi-automatic mode are to fully discharge the capacitor internally under the following conditions: | | |
|a no shock decision is reached; | | |
|the Unit is turned off; | | |
|defibrillation pads are removed from the patient or the pads connector is disconnected from the AED. | | |
|The AED patient analysis algorithm are to derive ‘shock/no shock’ decisions on a combination of the following ECG| | |
|data criterion: | | |
|Conduction; | | |
|Rate; | | |
|Amplitude; and | | |
|Stability. | | |
|Units equipped with a screen, in addition to the voice prompts, the AED is to display supporting text prompts. | | |
|3.3.3. AED MAINTENANCE & TESTING SPECIFICATIONS | | |
|Units are to conduct an automated self-test at the following intervals or events: | | |
|Daily | | |
|Weekly | | |
|Monthly | | |
|Insertion of battery | | |
|Storage outside the prescribed temperature range. | | |
|AEDs are to provide an active and fail-safe visual indicator that units have passed all internal self-tests and | | |
|are ready to use. | | |
|Visual and audible indicator on units are to be the following: | | |
|An error detected during self-testing; | | |
|Unit has been stored outside the prescribed temperature range; | | |
|The battery is low or depleted. | | |
|Visual indicators on units are for: | | |
|a failure detected in self-testing; | | |
|battery is depleted. | | |
|Units must verify calibration during self-testing. | | |
|Units must not require an external self-testing device. | | |
|Units are to display battery status. | | |
|ENERGY SOURCE SPECIFICATIONS | | |
|Units are to utilize non-rechargeable battery that when fully discharged is disposable with ordinary household | | |
|waste under U.S. Environmental Protection Agency and Department of Transportation regulations. | | |
|The primary battery is to provide an operating capacity of 12 hours of ‘on time’ or a standby time that is | | |
|typically 5 years (4 year minimum). | | |
|Shelf life of battery to be five (5) years. | | |
|3.3.5. COLLECTION & REVIEW | | |
|Event documentation and review tools that meet Utstein guidelines are to be provided. | | |
|Units are to have an internal clock that can be manually set or wirelessly synchronized. | | |
|Units are to provide a means to collect and store up to four hours of Event and ECG data (30 minutes if voice | | |
|recording is enabled.) | | |
|Units are to use an industry standard data card for recording and storing data. | | |
|Units are to be able to store and display information about its historical use. | | |
|Units are to be able to store and display data specific to the historical use of the installed battery. | | |
|The units are to display the status of the battery as Good, Low, or Replace. | | |
|3.3.6. PADS & CABLE | | |
|Pads are to provide 100cm2 of gelled surface area. | | |
|Pads are to be provided in sealed package and are to include an integrated, disposable connector to the AED. | | |
|Comprehensive placement icons are to appear on each pad | | |
|3.3.7 DISPLAY & MANUAL MODE | | |
| AED must fully discharge the capacitor internally under any of the following conditions: | | |
|30 seconds after arming if a shock is not delivered; | | |
|Unit is turned off; | | |
|Pads are removed from the patient or the pad connector is disconnected from the AED. | | |
4 PRICE SHEETS
For evaluation purposes bidders are to indicate on the price sheet, the cost of AED with the accessories as described in item description (one lot). Bidders are also to include any available accessories and pricing for the item bid or provide a separate price sheet showing the pricing of any other accessories offered for the item bid. Pricing for the additional accessories will not be part of the cost evaluation; however, pricing must be consistent with the item pricing and within the same profit margins. (See paragraph 4.2.)
|Item |Description |Unit |Unit Price |Est. Term Usage |Total Price |
|1. |BIPHASIC AUTOMATIC EXTERNAL DEFIBRILLATOR WITH DEFIBRILLATOR PADS,|1 LOT |$ |335 |$ |
| |USER GUIDE AND BATTERY PACK PER THE SPECIFICATIONS LISTED HEREIN. | | | | |
| |For Product Bid State: | | | | |
| |Mfg.: | | | | |
| |Brand/Model: | | | | |
Bidders may also offer quantity price breaks. For evaluation purposes, only pricing from one to ten units will be evaluated. Additional price breaks may be review for consistency in pricing.
| |LIST BELOW AVAILABLE ACCESSORIES AND PRICING: (or separate price sheet) | |
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BID EVALUATION
1 EVALUATION / AWARD
In conjunction with the Competitive Procurement Standards, Standard Terms & Conditions, Paragraph 28, award evaluation will be based on the lowest responsible and responsive bidder(s) meeting or exceeding the specifications listed herein and completeness of response. The state reserves the right to award to one or more (maximum of three) suppliers that meets the needs of the state.
2 price sheets
For evaluation purposes bidders are to indicate on the price sheet, the cost of AED with accessories as described in the item (one lot). Bidders may provide quantity price breaks with their response; however only price breaks of one through 20 units will be averaged and multiplied by the estimated usage for evaluation purposes.
Bidder is also to include a listing of accessories showing the pricing of the basic unit and any other accessories offered for the item bid. This additional pricing will not be included in the cost evaluation; however, pricing will be evaluated for consistency with item bid utilizing similar or same profit margins, and if acceptable, will be included on the subsequent contract. If pricing for the additional accessories is found to be inconsistent with item bid, entire response will be found to be non-responsive.
3 ADDITIONAL COPIES OF ENTIRE BID DOCUMENT
For administrative purposes and as part of this bid, bidders are to submit their original bid packet and four (4) exact copies of their entire original bid packet (five total packets). Original bid packet is to be clearly marked. Failure to comply with this requirement may result in bid rejection.
4 equipment demonstration
The successful bidder(s) may be required to satisfactorily demonstrate the equipment prior to award of the bid. After bid opening and at the request of the State Procurement Officer, the supplier must provide a demonstration(s) within a reasonable time period.
5 EVALUATION CONFERENCE
To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the state’s intention to award.
CONTRACT REQUIREMENTS
1 PRICING AND ADJUSTMENTS
Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.
All bid pricing is to be FOB Destination, freight prepaid and included, for any destination within the State of Washington. If bidder agrees to extend contract pricing to State of Oregon ORCCP members, a percent increase to bid pricing to accommodate additional freight costs to Oregon locations may be indicated in Section IV, Bid Submittals.
5.1.1. All pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements. During contract period pricing shall remain firm and fixed for the initial term of the contract.
5.1.2. Adjustments in pricing will be at the discretion of the State Procurement Officer and shall be the result of increases at the manufacturer's level, incurred after contract commencement date.
• not produce a higher profit margin than that on the original contract.
• clearly identify the items impacted by the increase.
• be filed with State Procurement Officer a minimum of 60 calendar days before the effective date of proposed increase.
• be accompanied by documentation acceptable to the State Procurement Officer sufficient to warrant the increase.
• Will remain firm for 365 days.
5.1.3. During the contract period, any price declines at the manufacturer’s level or cost reductions to Contractor shall be reflected in a reduction of the contract price retroactive to Contractor's effective date.
5.1.4. During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.
2 shipping terms
All bidders are required to bid FOB destination. Failure to do so may be sufficient reason to find bid non-responsive.
3 warranty & repair
5.3.1. Warranty(ies): Bidder will submit a copy of warranty as an attachment to bid and items delivered under this contract will also be accompanied by a copy of the warranty. Unless otherwise specified, full parts and labor warranty period shall be for a minimum period of one (1) year after receipt of materials or equipment by the Purchaser. All materials or equipment provided shall be new, unused, of the latest model or design and of recent manufacture.
5.2.1.1 In the event of conflict between contract terms and conditions and warranty submitted, to afford the state maximum benefits, the contract terms and conditions shall prevail.
4 liquidated damages
The state has an immediate requirement for the materials, equipment or services specified herein. Bidders are urged to give careful consideration to the state’s requirements and to the manufacturer’s production capabilities when establishing a delivery date(s).
Liquidated damages will be assessed in the amount of actual damages incurred by the state as a result of Contractor’s failure to perform herein.
5 REPORTS
5.5.1. Usage Reports: The contractor(s) must provide the following report(s) to Office of State Procurement:
5.5.1.1. Sales and Subcontractor Report
A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.
5.5.1.2. The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).
5.5.1.3. Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.
5.5.2. SPO Required Report:
This report will be designed by the SPO to obtain information needed for IFB design, contract negotiation, or any other SPO determined need.
6 standard production model
Unit shall be new (unused) current standard production model and shall be completely prepared for customer delivery through service by a factory-franchised dealer prior to delivery. Each unit shall include all inspection coupons, certicards, or warranty identification cards furnished to the trade in general in accordance with standard warranty policy. All accessories as listed herein shall be identical to those regularly supplied to the dealer by the original equipment manufacturer, and shall be of the identical quality and design as those normally installed on units for sale through normal commercial channels. Units supplied shall have all the latest changes and features offered as standard whether called for in these specifications or not.
7 TRAINING
Bidders are to provide with bid response a complete description of training required prior to the use of AED’s.
8 CONTRACTOR PERFORMANCE
General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the State Procurement Officer
9 RETENTION OF RECORDS
The contractor shall maintain, for at least three years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.
6. SPECIAL TERMS AND CONDITIONS
1 DEALER AUTHORIZATION
The Bidder, if other than the manufacturer, shall provide a current, dated, and signed authorization from the manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to comply with this requirement may result in bid rejection.
2 DESCRIPTIVE LITERATURE
Bidder is to provide with bid response manufacturer’s descriptive literature and technical specifications fully describing equipment bid. Failure to do so will result in bid rejection.
3 PURCHASING CARD ACCEPTANCE
In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time, it is not mandatory that contractors accept credit card purchases, we encourage all state contractors to consider this alternate payment process. Please indicate in Bid Submittals which card(s) you presently accept and payment discount you may offer the state. The current card available for state agency use is a VISA product.
4 specification consideration
Only bids meeting our specifications may be considered for the award of this bid. All products delivered against resulting order shall meet our specifications in its entirety.
Note to bidders: Failure to complete the specification sheet and return it with bid response may be cause to find your bid non-responsive.
5 BIDDER COMPLIANCE
The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.
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