STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES "DMS -serving those who serve Delaware" SPECIFICATIONS AND CONTRACT DOCUMENTS NO. #7217 FOR BED AND WHEELCHAIR PADS Required for Use By VARIOUS DELAWARE STATE AGENCIES Contract Period: April 1, 2008 through March 2009 Deposit Waived Performance Bond Waived Date Due February 21, 2008 Time 2:00 PM Local Time DELAWARE HEALTH AND SOCIAL SERVICES MAIN ADMINISTRATION BUILDING-SOUTH LOOP DIVISION OF MANAGEMENT SERVICES PROCUREMENT BRANCH- ROOM 260 HERMAN M. HOLLOWAY SR. HEALTH & SOCIAL SERVICES CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 INVITATION TO BID # 7217 Sealed bids for BED & WHEELCHAIR PADS for Various Delaware State Agencies must be received by the Delaware Health & Social Services, Procurement Branch, Main Administration Building, Second Floor, Room #260, 1901 North DuPont Highway, (South Loop) Herman M. Holloway Sr., Health & Social Service Campus, New Castle, Delaware 19720, until FEBRUARY 21, 2008 at 2:00 PM, at which time they will be opened, read and recorded. Specifications may be obtained at the above office. Phone: (302) 255-9295. PLEASE NOTE: The following paragraphs hereby become part of the General Terms and Conditions of this bid. 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 16, 18 , 19, 27 Contact Person: Annette Opalczynski (302) 255- 9295_ Please review the General Rules and Conditions and the General Requirements, which appear on the DHSS website. The following forms must be included with your bid: 1) the Bidder Signature Form, 2) the Vender Certification Form and 3) the Office of Minority and Women Business Enterprise Forms. All of these documents can be accessed on the DHSS website: http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm NOTE TO VENDORS: Your bid must be signed and all information on the signature page completed. If you do not intend to submit a bid and you wish to be kept on our mailing list you are required to return the face sheet with "NO BID" stated on the front with your company's name, address and signature. IMPORTANT: ALL BIDS MUST HAVE ON THE OUTSIDE ENVELOPE OUR (4) FOUR DIGIT CONTRACT NUMBER. IF THIS NUMBER IS OMITTED YOUR BID WILL IMMEDIATELY BE REJECTED. ALL BIDS MUST BE DELIVERED TO THE ADDRESS ON THE BID ENVELOPE. UNDER NO CIRCUMSTANCES WILL A BID BE ACCEPTED THAT IS : ---LATE ---DELIVERED TO THE WRONG BUILDING ---SIGNED FOR BY A PERSON OTHER THAN A MEMBER OF THE PROCUREMENT STAFF. DELIVERY INSTRUCTIONS: TO INSURE THAT YOUR BID IS IN THE PROCUREMENT OFFICE ON THE DATE AND THE TIME SPECIFIED, THERE ARE THREE (3) RECOMMENDED METHODS OF DELIVERING BID PROPOSALS LISTED BELOW: 1. HAND DELIVER 2. FEDERAL EXPRESS 3. UPS FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: BUYER: ANNETTE OPALCZYNSKI DELAWARE HEALTH & SOCIAL SERVICES PROCUREMENT BRANCH SECOND FLOOR- MAIN BLDG., ROOM 260 1901 NORTH DUPONT HIGHWAY HERMAN M. HOLLOWAY SR., HEALTH & SOCIAL SERVICES CAMPUS NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9295 SPECIAL TERMS & CONDITIONS 1) Prices are to be valid from APRIL 1, 2008 THROUGH MARCH 31, 2009. Price increases will not be accepted. Basis for awarding purchase orders against this quotation include but are not limited to low bid, vendor performance record, lead time, trade and cash discounts and shipping costs. Determining factors to be those in the best interest of the Department of Health & Social Services, State of Delaware. In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the Chief of Procurement of the Department of Health & Social Services shall be final and binding upon both parties. 2) Agencies reserve the option, upon award of bid, to execute purchase orders for the volumes projected and call in order releases on a monthly basis against the initial purchase order. 3) Escalator clauses will not be acceptable. 4) Vendor shall state minimum delivery for either case quantity or dollar value. Minimum shipment to cover single item or assorted items on contract to meet minimum shipping requirements, freight, pre-paid. 5) Option to extend contract for an additional (1) one year period if agreed upon by all parties. 6) Deliveries shall be F.O.B. destination to all state agencies that are under the jurisdiction of Delaware Health & Social Services. 7) Purchase orders will be issued as needed by various agencies. 8) Upon delivery, product shall be inspected by an authorized representative of Delaware Health & Social Services, and if found defective or if it fails in any way to meet specifications as indicated in the bid quotation section, it may be rejected. The decision(s) of the Chief of Procurement of the Department of Health & Social Services shall be final. All rejected material will be replaced by the supplier within seven (7) days. 9) Only one price per item will be accepted. Multi bracket pricing will be disallowed. 10) Packaging must be adhered to. All items must be stated as "each, "box" or other specified quantity. Any vendor who fails to identify quantity, package size, catalogue # or unit size will be disqualified. 11) Contract can be utilized by any state facility or agency in the State of Delaware. This may increase quantities beyond the projected quantities. 12) If the awarded vendor fails to supply an item, he must get approval from The Delaware Health & Social Services Procurement Office to submit a substitute at the same contract price. This must be done prior to delivery. Failure of a vendor to deliver within the time specified or within reasonable time as interpreted by the agency, shall permit the agency to purchase in the open market, products of comparable grade to take the place of those products that were not delivered. Delaware Health & Social Services, Procurement Office, in consultation with the ordering agency will be the sole judge of material equivalencies and such decision will be final. On all such purchases, the vendors shall reimburse the agency for an expense incurred in excess of contract prices 13) When an error is made in extending total prices, the unit bid price will govern. Carelessness in quoting prices or otherwise, in preparation of the bid, will not relieve the bidder of their obligation to fulfill the requirements of the submitted bid. Erasures in bids must be explained. All prices must be rounded off to two decimal places. Three decimal places will not be accepted. Example: $10.624 should be rounded off to $10.62. Failure to do so will mean disqualification of said item. 14) The successful vendor is required to "Bill as Shipped" to the respective ordering agency (s). Ordering agencies shall provide at a minimum the contract number, ship to and bill to address, contract name and phone number. 15). The agencies will authorize and process payment of each invoice within thirty (30) days after the date of receipt. The vendor must accept full payment by procurement credit card and/or conventional check and/or other electronic means at the State's option, without imposing any additional fees, costs, or conditions. 16) All items delivered during the life of the contract shall be of the same type and manufacture as specified in the bid, unless specific approval is given by DHSS- Procurement to do otherwise. Substitutions may require the submission of written specifications and product evaluation prior to any approvals being granted. 17) Vendors are required to have either a local telephone number or a toll free number to accept calls. Each agency is responsible for placing their orders and this may be accomplished by purchase order, telephone, fax or computer online systems. 18) Force Majeure: Neither the vendor nor the ordering agency shall be held liable for non-performance under the terms and conditions of this contract due, but not limited to government restriction, strike, flood, fire or unforeseen catastrophe beyond either party's control. Each party shall notify the other in writing of any situation that may prevent performance under the terms and conditions of this contract. 19) Hold Harmless: The vendor agrees that it shall indemnify and hold the State of Delaware and all its agencies harmless from and against all claims for injury, loss of life, or damage to or loss of use of property cause or alleged to be caused by acts of omissions of the vendor, its employees and invitees on or about the premises and which arise out of the contractor's performance or failure to perform as specified in the agreement. 20) Vendor Emergency Response Point of Contact: The vendor shall provide the names and telephone numbers of those individuals who can be contacted twenty- four hours a day, seven (7) days a week if there is a critical need for commodities or when/if the Governor of the State of Delaware declares a State of Emergency. Failure to provide this information could render the bid non-responsive. Item # Description Quantity Unit Unit Price Total Price 1. BED AND WHEELCHAIR PADS PADS, BED, convoluted medical grade virgin foam. 2" peak to base with a solid 1/2" base I.L.D. to be 32 or above. 34" x 73" non-toxic, combustion modified weight to be no less than 2 lb. 4oz. ID #, Batch #, care and use instruction label on each pad. Bio Clinic Eggcrate #11760 - NO SUBSTITUTES 148 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 2. SLEEVES FOR BED PADS, 39" X 45", non-toxic combustion. Bio-Clinic #3945 or Carpenter P-45 or approved equal. 12 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 3. PADS, wheelchair, convoluted medical grade virgin foam, 4" peak to base to solid 1/2" base. I.L.D. to be 32 or above. 16" x 18" non-toxic combustion modified. ID#, Batch #, care and use instruction label on each pad. Bio Clinic Eggcrate #4217 or E3401 Carpenter. NO SUBSTITUTES 144 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 3A PADS, WHEELCHAIR, T-GEL CHECKERBOARD CUSHION ALIMED, M#1529, 18" x 16" NO SUBSTITUTES 6 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 4. FLOTATION UNIT, critical care Puffed Pak compressed roll, medical grade virgin foam, Pat. No. 4620337 Bio Gard 77-9030-CC sold by each MCK# 9030-43-00 Bio Gard with sleeve or 67-9040-CC sold by case- NO SUBSTITUTES -0- -0- each each --------- ---------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 5. POSITION PILLOW, 16" x 18", double sided egg crate with pillow foam insert. Medical grade virgin foam. Bio Clinic #8030 or approved equal. 10/case -0- each -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 6. OVAL CONVALESANT RING, 4 1/2" height with center tear-out. Medical grade virgin foam Bio Clinic #4115 12/case. NO SUBSTITUTES 1 case MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 7. FOOT PROP SPLINT, 4" Thick medical grade virgin sole support, positioned by velcro straps, adjustable, Bio Clinic #8032 or Carpenter #3010. NO SUBSTITUTES 2 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 8. WHEELCHAIR CUSHION, 2 inch, DFD controlled flotation, Akros or Graham Field. NO SUBSTITUTES -0- each -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 8A Posey Wheelchair Cushion Incontinence Pad # 6303. 20" W x 18" D NO SUBSTITUTES Must Fit Cushions 20" W x 18" D x 2"T or smaller. Sold by Each -0- each --------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 8B Posey Wheelchair Cushion Incontinence Pad# 6303-12, 20" W x 18"D x 2" T NO SUBSTITUTES Must Fit Cushions 20" W x 18" D x 2"T or smaller. Sold by Each 3 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 9. AQUA-SEAT GEL PAD, #ASG17 or approved equal. -0- each ------ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 10. BUMPER PADS FOR BEDS 72" Graham Field #879584. 26 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 10A. BUMPER PADS FOR BEDS, ¼ “ For Split Rails, Graham Field 28 pairs MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 11. MATTRESS COVER, Plastic to fit eggcrate and water mattress. Ardor #AF-3 Or approved equal. -0- doze ---------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 12. COVER, WHEELCHAIRS PADS, vinyl, machine washable and wipe clean properties, hypoallergenic, fire retardant, bacteriostatic, sized to fit Item# 3, Wheelchair Pad. Bio Clinic #64002. NO SUBSTITUTES -0- each -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 12A. ABDUCTION PILLOW, reusable with straps, concave sides, Bio Clinic NO SUBSTITUTES 1) Small 8022 2 ) Medium 8015 3 ) Large 8023 -0- -0- -0- each each each --------- -------- ---------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 12B. ABDUCTION REUSABLE PILLOW, flat sides with straps, Bio Clinic or approved equal. NO SUBSTITUTES Small Medium Large -0- -0- -0- each each each --------- --------- ---------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 12C ABDUCTION PILLOW, disposable Small 8022 Medium 8015 Large 8023 2 6 -0- each each each _______ _______ -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 12D. ALIMED SIDE-LYING LEG AND KNEE ABDUCTOR PAD #555060 One Size Fits All NO SUBSTITUTES 24 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 13. POSITION WEDGE FOAM 7 1/2" X 7 ½" X 19" Medline MSCO19850 or approved equal. 64 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 13A LATERAL WEDGE, Northcoast Medical Cat.# 80002 NO SUBSTITTUTES Filled with polystyrene beads. Maintains shape and position for uniform elevation. Wedge will not retain heat or compress like pillow. Machine Washable. Medium 16 in x 6 in x 7 in (41 x 15 x 17 cm) -0- each --------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 13B. LATERAL WEDGE, Northcoast Medical Cat.# 80003 NO SUBSTITTUTES Filled with polystyrene beads. Maintains shape and position for uniform elevation. Wedge will not retain heat or compress like pillow. Machine Washable. Large, 17 in x 8 in x 8 inch ( 43 x 20 x 20 cm) -0- each -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 14. LARGE BODY ALIGNER 4/CS. #8017, Bio Clinic-Ecoflex Reusable NO SUBSTITUTES -0- each -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 14A. THE POSEY BEDFELLOW Cat. #6306, NO SUBSTITUTES Provides three-section full body support in lateral or dorsal positioning. Brushed outer cover is machine washable inner vinyl cover wipes clean with liquid disinfectant. Cat.# 6306-Bedfellow, Brushed Polyester Cover, 64" L x 14" W (No Substitutes) Cat.# 6306SC- Bedfellow Vinyl Cover, 64" L x 14" W (No Substitutes) Cat.# 6308- Replacement Cover, Brushed Polyester, 64" L x 14" W (No Substitutes) Cat. #6308SC- Replacement Cover, Vinyl, 64" L x 14 "W (No Substitutes) 10 10 10 10 each each each each _________ ________ _______ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 15. SMALL BODY ALIGNER 8/cs. #8218, Bio Clinic Ecoflex-Reusable NO SUBSTITUTES -0- each --------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 16. FOOT CRADLE, Body Wrap Bio Clinic #8028 NO SUBSTITUTES 8 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 17. THRU-VIEW VINYL BEDRAIL PADS Skilcare # 751011- NO SUBSTITUTES Must be 1" foam padding, 15" Wide. Must fit below the rail and mattress for added protection and hold securely with Veclro closures. Vinyl cover must be durable and bacteriostatic and non- allergenic and wipe clean for easy care. Thru-view clear plastic windows for resident viewing . Thru- View Pads, 72" (Pair) Thru-View Pads, 60" (Pair) -0- -0- each each ----------- -------- MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 18. SKILCARE GEL FOAM CUSHION or approved equal. 18" w x 16" deep x 2 1/2 height with two chambers. Bottom chamber must be resilient foam and top layer must have heat dissipating gel. Must include a durable pad with incontinent proof vinyl inner sleeve and washable cloth cover that attaches to wheelchair to prevent slipping . 4 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 19. POSEY FOAM PELVIC HOLDER #4430 FOAM PADDED. NO SUBSTITUTES Machine washable. One per package, 24/case. #4430S- Small, 17 1/2" L x 17" W #4430M-Medium 21" L x 17" W #4430L- Large 24" L x 17" W 1 1 1 case case case _______ _________ ________ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 20. RESTON OPEN CELL FOAM PADS #7178, 10 sheets/box NO SUBSTITUTES 8" x 12" sheets of adhesive backed open- cell urethane foam. 7/16" Thick, Latex- Free 42 packs MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 21. FOAM ECONOMY CUSHIONS, #1934 Quality Polyfoam, (ILD45), Washable Cloth Cover, 17" x 16" x 2", 12/case NO SUBSTITUTES 10 case MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 22. PANACEA BARIATRIC CUSHION, Bariatric Flat, Dual High Density Foam or Foam Gel, Stretch Urethane Weight Capacity: 650 lbs. NO SUBSTITUTES #73107, 22" W x 18"D #73118, 22"W x 18"D w/Gel #73119 24" W x 18" D w/Gel #73120 24" W x 18" D w/Gel #73121 24" W x 20" D w/Gel #73122 26" W x 18" D w/Gel #73123 26" W x 20" D w/Gel #73124 28" W x 18 " D w/Gel #73125 28" W x 20" D w/Gel #73128 30"W x 22" D w/Gel 7 10 20 20 20 20 20 2 1 1 each each each each each each each each each each _______ ________ ________ _________ _________ _________ _________ _________ ________ ________ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 23. PANACEA VISCO CUSHIONS Style: Flat, Visco Memory Foam Top Layer with HR Foam Base and Vinyl Bottom. Cover: Polyurethane w/Kwik Straps, Weight Capacity: 250 lbs. NO SUBSTITUTES #75885 2" H 20 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 24. PANACEA POSITION FLOW CUSHION- Contoured Zero- Elevation Round Bottom, Visco elastic foam combines with gel pack. Cover: High, stretch urethane cover, fluid proof, antibacterial and easy to clean. Weight capacity 275 lbs. NO SUBSTITTUES #58157 Wheelchair Cushion, 16" or 18" W x 17 1/2" D #58158 Wheelchair Cushion 20"W x 17 1/2" D #58159 Wheelchair Cushion w/Chamber Gel, 16" or 18" W x 17 1/2" D 22 22 22 each each each _________ ________ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 25. PANACEA PRO CUSHION WITH POMMEL Style: Zero Elevation or wedge bottom Construction: Two density, high resiliency foam combined with the gel pack. 4-way stretch urethane cover protects residents with poor skin & muscle support. Weight capacity: 250 lbs. NO SUBSTITUTES #90977, Zero Elevation, 16"W x 16"D #90978, Zero Elevation, 18"W x 16" D #90979, Zero Elevation, 20"W x 18" D 2 2 2 each each each _________ _________ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 26. PANACEA PERFORMANCE Style: Zero Elevation Construction: Three Density: High: resiliency foam for structure, Medium density foam for adduction and anti-thrust, three dimensional, two chambered duo- gel pack is positioned in the ischial and coccyx area- specially designed "pucker areas" in top cover prevent fabric bridging over gel pack area. Cover" Multi stretch urethane is antibacterial, fluid proof. Weight Capacity: 350 lb. NO SUBSTITUTES #58154, 16"W x 16" or 18"D #58155, 18"W x 16" or 18" D #58156 20"W x 16" or 18" or 20" D 32 27 27 each each each ________ _________ MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 27. POSEY FULL LEG ABDUCTION WEDGE, #6302L, No Substitutes, 22" L x 5" H tapers from 15" at the feet to 7" at the thighs. Outer vinyl mesh with a breathable fabric & polystyrene bed fill. Zippered closure, machine washable, 1 per package. 4 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 28. BEDRAIL WEDGE PADS, #13025, 35" L , No Substitutes, Extra Thick, Resilient Foam, Wedge design fills dangerous gap between mattress and side rail. Covered with durable wipe-clean bacteriostatic vinyl. Set of 2 4 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE 29. POSEY GAP FILLERS, #5715, 35" L x 6" H x 2" D, No Substitutes, Must fit around the complete perimeter of the mattress to eliminate the gap between the mattress and headboard and footboard side rails to prevent entrapment. Zippers allow multiple gap fillers to be connected together. Must be made of soft durable foam. Light blue vinyl cover wipes clean with liquid disinfectant. Meets CA #117 flame retardant standards. One pair per package 10 each MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE Item # Description Quantity Unit Unit Price Total Price 30. POSEY SIDE RAIL WEDGES, #5708, 35" L x 17" H x 2 D", No Substitutes, Must cover and/or close the gap between half side rails. Wedges may be zipped together to provide full length protection of double half rails, three quarter or full side rails. Provides protection on all sides, including the head and footboards. Can be used in conjunction with posey horseshoe wedge. Wedge rises 11" above the mattress surface. Made of soft foam and covered in wipe clean vinyl. Meets CA#117 flame retardant standards. One pair per package. 10 pair MFG. NAME NUMBER VENDOR PRODUCT # BOX/CASE ** FOAM ALL PRODUCTS MUST MEET THE FOLLOWING STANDARDS: -- CALIFORNIA TECHNICAL BULLETIN #117 -- N.F.P.A. #701 SMALL SCALE -- N.B.S. FF4 - 72 -- FORT WAYNE FIRE TEST -FORT WAYNE FIRE ACADEMY --COMBUSTION MODIFIED PROTECTIVE SLEEVES (N.F.P.A. 56-A) TOXICITY REPORT IVY RESEARCH PROTOCOL #4856/02 (1982)