STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES “DMS - Serving Those Who Serve Delaware” SPECIFICATIONS AND CONTRACT DOCUMENTS NO. HSS 09-037 FOR Retro-fit and Upgrade of Mammography Van Required for Use By Delaware Health and Social Services Division of Public Health and Women's Mobile Health Screening, LLC Deposit WAIVED Performance Bond WAIVED Date Due: November 10, 2009 11:00 A.M. Local Time There will be a mandatory Pre-bid Meeting on October 20, 2009 at 1:30 PM for at Women’s Mobile Health Screening, LLC, Enterprise Business Park, Suite #2, People’s Place Blvd., 165 Commerce Way, Dover, DE 19904. Delaware Health and Social Services Main Administration Building – Sullivan Street Division of Management Services Procurement Branch 1901 N. DuPont Highway New Castle, Delaware 19720 INVITATION TO BID # HSS 09-037 Sealed bids for Retro-fit and Upgrade of Mammography Van are requested by the Delaware Health and Social Services, Division of Public Health and Women's Mobile Health Screening, LLC. A mandatory Pre-bid Meeting will be held on October 20, 2009 at 1:30 PM at Women’s Mobile Health Screening LLC, Enterprise Business Park, Suite #2, People’s Place Blvd., 165 Commerce Way, Dover, DE 19904. For directions to the mandatory pre-bid meeting, view web link http://www.mapquest.com and search 165 Commerce Way, Dover, DE 19904. PLEASE NOTE: All bidders who wish to bid must be present at the mandatory pre-bid meeting. No bids will be accepted from bidders who either did not attend the mandatory pre-bid meeting or who are more than fifteen (15) minutes late. In the event that state offices are closed on October 20, 2009 due to weather-related or other emergencies, the pre-bid meeting will be cancelled. The pre-bid meeting will be reposted at a later date on the website. Sealed bids must be received at: Delaware Health & Social Services Main Administration Building – Sullivan Street Division of Management Services Procurement - Room # 262 1901 N. DuPont Highway New Castle, Delaware 19720 until 11:00 A.M. local time on November, 10, 2009 at which time they will be opened and recorded. Please review the General Rules and Conditions and the General Requirements, which appear on the DHSS website. NOTE: The following paragraphs from the General Requirements hereby become part of the General Terms and Conditions of this bid. 1, 2, 3, 4, 6, 7, 8, 9, 10, 11, 12, 13, 15, 16, 18, 19, 20a, 23, 24 and 25 Applicable forms to this bid: 1.) Bidder Signature Form 2.) Vendor Certification Sheet (Commodities only) 3.) Office of Minority and Women Business Enterprise Form All of the above documents and any addenda associated with this bid can be accessed on the DHSS website: http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm NOTE TO VENDORS * Only one bid will be accepted from a bidder. Remember to check the DHSS website for any Addenda before sending your bid. * Your bid must be signed and all information on the Bidders Signature Form and Vendor Certification Sheet completed. * Include a detailed response to the specifications. * Bid total must include delivery, installation, warranty, service agreement, training, upgrades, and any applicable sales tax or your bid will not be accepted. * Agency will review all bid proposals and evaluate same. DELIVERY INSTRUCTIONS * Your bid must have on the outside envelope the HSS bid/contract number. IF THIS IS OMITTED YOUR BID WILL IMMEDIATELY BE REJECTED. * 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. To ensure that your bid is in the procurement office on the date and time specified, there are three (3) recommended methods of delivering bid proposals: o Hand Deliver o Federal Express o UPS FOR FURTHER BID INFORMATION PLEASE CONTACT: Buyer: Sylvia T. Adams Delaware Health and Social Services Main Administration Building – Sullivan Street Division of Management Services Procurement – Room 262 1901 N. DuPont Highway New Castle, DE 19720 (302) 255-9297 sylvia.adams@state.de.us SPECIAL TERMS AND CONDITIONS/REQUIREMENTS The following supersedes the General Requirements where applicable 1.) Ordering Procedure: Successful contractors are required to have either a local telephone number within the (302) area code, a toll free (800) number, or agree to accept collect calls. Each Agency is responsible for placing their orders. This may be accomplished by written purchase order, telephone, fax or computer on- line systems. 2.) Billing: 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. 3.) Payment: The agencies or school districts involved will authorize and process for payment each invoice within thirty (30) days after the date of receipt. The contractor or 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. 4.) Product Substitution: All items delivered during the life of the contract shall be of the same type and manufacture as specified unless specific approval is given by DHSS-DMS-Procurement to do otherwise. Substitutions may require the submission of written specifications and product evaluation prior to any approvals being granted. 5.) Hold Harmless: The contractor 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 or omissions of the contractor, 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. 6.) Force Majeure: Neither the contractor 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. 7.) Business Reference: The vendor’s business reputation and experience at similar projects upgrading and retro-fitting similar vehicles utilizing this type of equipment will be considered. Please supply three (3) business references consisting of current or previous customers with your reply. Include business name, address, telephone number, contact person and a brief description of upgrade(s) or retro-fitting that was performed. 8.) Vendor Emergency Response Point of Contact: The awarded vendor shall provide the contact person’s name, address, telephone number and/or cell phone number of those individual(s) who can be contacted twenty-four (24) hours a day, seven (7) days a week where there is a critical need for commodities or services when the Governor of the State of Delaware declares a State of Emergency under the Delaware Emergency Operations Plan of April 2005. Failure to provide this information could render the bid as non- responsive. RETRO-FIT AND UPGRADE OF MAMMOGRAPHY VAN INTRODUCTION: The mammography van is managed and operated by Women’s Mobile Health Screening LLC, a subsidiary of the Delaware Breast Cancer Coalition, through a contract with Screening for Life, a program of Delaware’s Division of Public Health. Mammograms will be performed and processed by Beebe Medical Imaging. The van routinely visits Claymont, Wilmington, New Castle, Dover, Lewes/Rehoboth Beach, Seaford, and Frankford and many additional sites are added monthly. By bringing the van services directly to the neighborhoods in which women live and work, the van breaks down cultural, linguistic, financial and logistical barriers to care and makes mammograms more accessible to those least likely to obtain one. By working with the Screening for Life program we serve as the point of entry into the healthcare system at large and help women to connect with a physician. DESCRIPTION: Retro-fit and Upgrade the Women’s Mobile Health Screening van to new configurations to allow for installation of the Selenia™ Digital Mammography System and basic upgrades to ensure a safe and efficient mobile screening facility. A Hologic representative will be available at the Pre-bid Meeting to answer questions on the Selenia™ Digital Mammography System and its installation. Detailed information on Hologic’s equipment and workstation shield will be available for distribution at the Pre-bid Meeting. All information handed out at the Pre-bid Meeting is part of this bid. DETAILED REQUIREMENTS: Responses should be written, detailed and address each specification and special criterion from this bid by item letter/number. If you are unable to meet a specification, note “Unable to Meet Specification” in the appropriate item number. Incomplete or omitted items will be considered grounds for rejection of the bid. Costs should include each item from the specifications in the bid (product and labor), delivery and installation, training, warranty, service agreement, upgrades and any applicable sales tax. Only one (1) written bid per vendor will be accepted. SPECIFICATIONS – Manufacturer/model names provided in this bid specifications herein convey the standard and uniformity demanded. If bidding other than specified, product documentation must be submitted to provide equivalent merit with your bid. The review committee shall make the final determination as to whether a substitute item is equal to the item specified. A. Retro-fit 1. Current System de-install and Selenia installation – System de-install should include shipping old analog equipment to the State Surplus Warehouse in Delaware City. For specifics please contact Cheryl Griffin at Cheryl.Griffin@state.de.us or 302-836-7670. 2. Eaton UPS line conditioner/series 9155 (or approved equal) 3. New shield for workstation per drawing 4. Modifications to current exam room walls and removal of exam table 5. Mfg. and install new aluminum roof piece to allow gantry to reach 84” height 6. Electrical upgrades and miscellaneous wiring. All must conform to applicable safety standards and codes. 7. Removal of current generator, rework of compartment to accept new constant potential high frequency inverter type generator. Generator should be 200-240 VAC, 3.2 KW, 20 kV to 39 kV in 1 kV increments 8. Automatic Power transfer switch installed 9. Wireless monitoring system installed, plus monthly monitoring fee 10. Two Cat 5 lines installed at designated locations within the vehicle 11. Three new rooftop HVAC units 12. Re-attach existing wiring conduits and wire-ways where necessary 13. Remove existing phone/intercom system from walls and repair the wall mount areas B. Upgrades: 1. New driver seat with 180 degree swivel 2. New passenger seat to match style/color of new drivers’ seat 3. Remove current patient seating/install new couch with slide out storage drawers 4. Install new non-skid flooring throughout coach 5. Manual blinds for driver and passenger side windshield area 6. Remove and replace right door shock 7. Remove and replace drivers’ dashboard air conditioning condenser 8. Remove and replace front entrance steps 9. Repair front door canopy brackets 10. Repair/Upgrade incandescent and florescent light fixtures. The incandescent fixtures are to be distributed around the room and should be provided with dimmer controls. The controls should be located near the room entrances and in the control areas. SPECIAL CRITERIA A. Delivery and Installation: 1. Vendor should arrange for pick-up of mammography van from the Women’s Mobile Health Screening office in Dover, Delaware and taken to designate facility for upgrades/retrofitting. 2. Upon completion of the retro-fit and upgrades, the van should be returned by vendor to the Women’s Mobile Health Screening office in Dover, Delaware. 3. All extraneous cables, gauges, parts, accessories, including any and/or all accessories must be supplied such that the instrument is immediately operational upon installation. 4. The retro-fit and upgrades should be completed in six weeks from receipt of the purchase order. B. Training: 1. Custom training in Dover, DE must be adequate to ensure that the Women’s Mobile Health Screening employees have a thorough understanding of the equipment, materials and processes to be used in the services provided under this agreement. C. Warranty 1. The warranty must include all services necessary to maintain the functionality of the mammography van for 1 year. This includes installed parts, labor and travel. The generator shall be warranted for five (5) years. D. Manuals The OEM publications for all components published by sub-vendors under this bid shall be supplied with the delivery of the mammography van. E. Final Acceptance By: Final payment will not be processed until Women’s Mobile Health Screening LLC is satisfied that the mammography van is functioning according to specifications as required in this bid. REMARK: PLEASE ADHERE TO THE ABOVE SPECIFICATIONS AS LISTED IN THIS INVITATION TO BID. DEVIATIONS FROM THESE SPECIFICATIONS WILL NOT BE ACCEPTED. Bid # Vendor Name: ________________________ TOTAL COST PAGE (Must be all inclusive – Product(s) and labor cost, delivery, installation, training, warranty, service agreement, upgrades and any applicable sales tax) Total Cost: $____________ All Bidders: Please include 2 Originals and 4 Copies of your bid. This should include any pamphlets or additional materials bidder wants to be taken for consideration. 1