Project Title: Clinical Equipment Service and Repair
Project #: RFP-177-2019
Issued by: Multnomah County view agency website
Publish Date: 6/28/2019
Due Date: 7/29/2019 This opportunity has closed.

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Description

PRE-PROPOSAL CONFERENCE  There will not be a pre-proposal conference for this sourcing event. SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW  Multnomah County Health Department’s (MCHD) Integrated Clinical Services (ICS), Corrections Health, School and Community Oral Health Program, Sexually Transmitted Disease (STD) Clinic, and Tuberculosis (TB) Clinic are seeking a contractor with the capability and capacity to calibrate, repair, and maintain medical, dental, and lab equipment; establish and maintain an inventory management system for all medical, dental, and lab equipment; adhere to reporting requirements as described within the scope of services; provide process and operational consultations on industry standards for the using and maintaining of medical, dental, and lab equipment, in addition to a Central Lab function performing high complexity medical testing. INTRODUCTION AND PROGRAM HISTORY Multnomah County Health Department provides medical and dental care to patient populations which involves the use of safe, accurate, and reliable equipment. These clinics are required to ensure that this equipment is appropriately inspected, tested, and maintained in order to comply with best practices and The Joint Commission accreditation standards.  GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS  ICS provides healthcare services for the Multnomah County Health Department, including primary care services, student health centers, HIV health, behavioral health, dental health, pharmacy, and laboratory services. ICS also provides support functions for these programs, such as clinical information systems, quality assurance, and quality improvement functions. ICS’s mission is to provide services that improve the health and wellness for individuals, families, and communities. ICS Strategic Values are: Quality and Safety; Patient-Centered and Culturally Relevant; Engaged, Expert, Diverse Workforce; Fiscally Sound and Accountable, in addition to a Central Lab function performing high complexity medical testing. TARGET POPULATION SERVED  Not applicable to this sourcing event.  GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS  Service area is within Multnomah County; locations are identified in the LOCATIONS TO BE SERVICED section of this sourcing event. FUNDING Multnomah County Health Department has budgeted approximately $150,000 for this procurement. Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. MATCH REQUIREMENTS  Not applicable to this sourcing event. SCOPE OF SERVICES The awarded contractor shall perform the following: Provide MCHD with annual updates on The Joint Commission’s Environment of Care and Ambulatory Care Standards. Inventory all lab instrument, biomedical and dental equipment at clinic sites; tag and maintain inventory to ensure on hand values are reported accurately; execute cycle counts and full inventory counts. Evaluate and calibrate lab instruments, biomedical and dental equipment per manufacturer specification in MCHD clinics to determine the safety of the equipment and instruments. Evaluate and calibrate lab instrument, biomedical and dental equipment per manufacturer specification and recommendation relative to operational frequencies, as deemed necessary. Evaluate the functionality and the operational status of new equipment purchased by MCHD clinics within five (5) days of notification from the purchasing clinic. Execute or facilitate the execution of manufacturer recommended repair procedures for equipment requiring service, based on inventory reports and priorities as defined by the clinic(s) requesting service. Provide a baseline report to MCHD that delineates the status of every piece of lab instrument, biomedical and dental equipment with an ID number.  The report will be separated by site and updated quarterly. Quarterly reports to MCHD will include: Total intracycle preventative maintenance (IPM’s) Total Repairs Failures on Patient User Errors User Abuse Provide an annual review of equipment statuses including recommendations. Provide telephone consultations regarding lab instrument, biomedical and dental equipment, as requested. Evaluate MCHD Medical Equipment Plans, as requested. Participate in all medical equipment document reviews, e.g. (but not limited to) The Joint Commission. Provide at the time of The Joint Commission survey, a document (notebook/file) containing the following: Equipment lists broken down by clinic, equipment description, and control number. An equipment service history of three (3) years, including: Technician comments Technical personnel details Service request and service execution dates Repair hours Equipment control numbers Service/Clinic locations Quarterly reports for three (3) years Annual summary Criteria evaluations with methodology Maintain equipment history logs for the life of the equipment is recommended, but a minimum of three (3) years is required. Employ technicians who hold/maintain NFPA and AAMI affiliation/memberships. Evaluate hazard and recall notices from manufacturers, identifying the inclusion of any equipment that is currently in use by MCHD and provide notification to MCHD of any necessary actions. LOCATIONS TO BE SERVICED ICS HEALTH CLINICS: East County Health Center 600 NE 8th St, 3rd Floor Gresham, Oregon 97209 HIV Services Center  619 NW 6th Ave. 3rd Floor Portland, Oregon 97209 Mid County Health Center 12710 SE Division St. Portland, Oregon 97236 North Portland Health Center 9000 N Lombard St. Portland, Oregon 97203 La Clinica de Buena Salud 6736 NE Killingsworth St. Portland, Oregon 97218 Northeast Health Center 5329 N.E. Martin Luther King Jr. Blvd.  Portland, Oregon 97211 Rockwood Community Health Center 2020 SE 182nd Ave. Gresham, Oregon 97233 Southeast Health Center 3653 SE 34th Ave. Portland, Oregon 97202 ICS STUDENT HEALTH CENTERS:  Cleveland High School 3400 SE 26th Ave. Portland, Oregon  97202 David Douglas High School 1034 SE 130th Ave. Portland, Oregon 97233 Franklin High School 5405 SE Woodward St. Portland, Oregon  97208 George Middle School 10000 N. Burr Ave. Portland, Oregon  97203 Jefferson High School 5210 N. Kirby Ave. Portland, Oregon  97217 Madison at Marshall High School 3905 SE 91st Ave. Portland, Oregon  97266 (from June 2019 - June 2021) Parkrose High School 12003 NE Shaver Portland, Oregon  97220 Roosevelt High School 6941 N. Central Portland, Oregon  97203 ICS DENTAL CLINICS: Billi Odegaard Dental Clinic  33 NW Broadway, Suite 380 Portland, Oregon  97209 East County Dental Clinic 600 NE 8th Ave. Gresham, Oregon 97030 Mid County Dental Clinic 12710 SE Division St. Portland, Oregon 97236 Northeast Dental Clinic 5329 NE MLK, Jr. Blvd. Portland, Oregon 97211 Rockwood Dental Clinic  2020 SE 182nd Ave. Gresham, Oregon 97233 Southeast Dental Clinic 3653 SE 34th Ave. Portland, Oregon 97202 SPECIALTY LOCATIONS: School and Community Oral Health Program 10317 East Burnside 2nd Floor Portland, Oregon 97216 Sexually Transmitted Disease (STD) Clinic 619 NW 6th Ave. 2nd Floor  Portland, Oregon 97209 Tuberculosis (TB) Clinic 619 NW 6th Ave. 4th Floor Portland, Oregon 97209 Harm Reduction Clinic 12425 NE Glisan St. Portland, Oregon 97230  Main Lab 619 NW 6th Ave. 8th Floor Portland, Oregon 97209 CORRECTIONS HEALTH LOCATIONS: Inverness Jail 11540 NE Inverness Dr.  Portland Oregon 97220 Justice Center 1120 SW 3rd Ave.  Portland Oregon, 97204 Juvenile Detention Center 1408 NE 68th Pl.  Portland Oregon 97213 Other medical, dental, school based clinics and Corrections Health locations may be added over the term of this contract that will require these services. Service locations will be within Multnomah County. The awarded supplier will receive 30 days notice of the closure or opening of any service locations. At the time of contracting the awarded supplier shall complete and return Attachment A - MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION FORM for all personnel requiring a security clearance, this form is located within the Buyer Attachments section of this sourcing event. This requirement includes all equipment repair and maintenance personnel retained by the Contractor. The County reserves the right to revoke the security clearance of Contractor management, employees, and third-party repair staff without notice, for any reason, at any time. The Contractor must notify the County immediately in the event of an arrest of any Contractor personnel or the discovery of a criminal investigation. The Contractor shall also require their personnel to notify them immediately when taking any prescription medications that may adversely affect their performance or their safety when providing services. Contractor is to formally notify and validate via signed statement that its personnel have been informed that the possession of or use of marijuana within Sheriff’s Office facilities, while legal in Oregon, will not be permitted. Any Contractor personnel found to be in possession of, or under the influence of marijuana or any other intoxicants will have their security clearance immediately revoked.   CONFIDENTIALITY AGREEMENT Vendor shall not require contractors seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or contractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information. FISCAL REQUIREMENTS AND REPORTING For each service engagement with the County, the contractor shall submit complete and accurate invoices within thirty (30) days of the date of service. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Successful proposers may be required to adhere to performance measures or performance contracting standards, as appropriate to the services being provided. These performance measures may include, but are not limited to the following: Expeditious service delivery on reporting requests, not to exceed five (5) days from receipt of the initial request made by the County Accuracy of reported assets and inventory values Adherence to equipment repair priorities as defined by clinic sites, and their requested timeline for executed repairs Applicable performance measures will be negotiated between the County and the awarded contractor. CONTRACT AWARD  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.  Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP.  CONTRACT TERM  The contract term shall be five (5) years. The County shall have the right to terminate the contract on any contract anniversary date. COMPENSATION AND METHOD OF PAYMENT  Payment will be made within 30 days of submission of an itemized invoice of services that includes the date, equipment serviced, hours worked, site worked at, cost of service, inventory consumed, and a copy of the service order signed by the onsite staff.  Payment for services invoiced beyond 30 days from the date of service may be denied. Receipt of EFT payments highly recommended. CONTRACT NEGOTIATIONS The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. COOPERATIVE PURCHASING  Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract; pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. Proposer must sign and return Attachment B - Cooperative Purchasing Vendor Agreement located in the Buyer Attachments section of this sourcing event. INSURANCE REQUIREMENTS  Insurance requirements are set forth in Exhibit 2 of the Services Contract located in the Buyer Attachments page, review these requirements carefully. Additional insurance requirements: General Liability $2 million per occurrence, $3 million aggregate   Excess Liability/Umbrella: $5 million JOINT PROPOSALS  The County will consider joint proposals from new and existing suppliers. Joint proposals may take the form of partnerships, general contractor/subcontractor arrangements or entities formed by new and existing suppliers. If any such arrangement is proposed, a written memorandum of understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties.  Suppliers choosing to submit proposals jointly must attach a copy of their Memorandum of Understanding (MOU) to the Supplier Attachments section as Attachment C. MINIMUM REQUIREMENTS At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications - The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposer shall complete and return Attachment A - MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION FORM for all personnel who will require this security clearance, located in the Buyer Attachments section of this sourcing event.

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About Multnomah County

Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

If you'd like to know more about our MWESB outreach programs, please visit https://multco.us/purchasing/minority-women-and-emerging-small-business.

You can find the authoritative listing for procurement opportunities on our Bids and Opportunities webpage, https://multco.us/purchasing/bids-proposal-opportunities.

If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

  1. First, read over the opportunity description.
  2. Next, go to the Multnomah County Bids and Opportunities page for this specific solicitation: https://solutions.sciquest.com/apps/Router/ViewSourcingEvent?AuthToken=0%3AAES2%23CId0grQdsAMJIx9NTJgXDHQfzMo4480%2FKALXPKsjTlG9ahF1mgfpehgqSg7VPICVZ4K1QjkbofM59eqgsw1g1BNX49TW4YwQW5jfum8WFf%2FjLZAoJmUdgVS50iorHr5Nfzyyr7%2Fd0T%2Beowi2kXEs7j19A%2Big3SkmLQ%3D%3D&tmstmp=1564374983773
  3. Please review all of our solicitation documents carefully, to ensure that the opportunity is is a good fit for your firm!
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  5. That's it! You'll receive an email confirming your interest. If you have questions, please contact the Purchasing Contact assigned to the project, or visit our Contact Us page.

Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.