State Of Delaware
STATE OF DELAWAREDELAWARE HEALTHAND SOCIAL SERVICESDivision of Management Services1901 N. DuPont HighwayNew Castle, DE 19720State of DelawarePurchase of Mobile Mammography VanRequest for Proposal HSS 15 002ForDivision of Public HealthJanuary 7, 2015- Deadline to Respond March 20, 201511:00 PM (Local Time)
STATE OF DELAWAREDivision of Public HealthDelaware Health and Social ServicesDate: January 7, 2015Request for Proposal Number - HSS 15 002ALL VENDORS:The enclosed packet contains a "REQUEST FOR PROPOSAL" for the Purchase of Mobile Mammography Van.The proposal consists of the following documents:REQUEST FOR PROPOSAL – Request for Proposal # HSS 15 002I. IntroductionII. Scope of WorkIII. Format For ProposalIV. Proposal Evaluation ProceduresV. Mandatory Pre-Bid MeetingVI. Definitions and General ProvisionsVII. Proposal Reply Sectiona. Attachment 1 – No Proposal Reply Formb. Attachment 2 – Non-Collusion Statementc. Attachment 3 – Exceptionsd. Attachment 4 – Company Profile and Capabilitiese. Attachment 5 – Confidentiality and Proprietary Informationf. Attachment 6 – Business Referencesg. Attachment 7 – Subcontractor Information Formh. Attachment 8 – Monthly Usage Reporti. Attachment 9 – Subcontracting (2nd tier spend) Reportj. Attachment 10 – Office of Supplier Diversity Certification Applicationk. Attachment 11 – Bond Forml. Attachment 12 – Proposal Reply Requirementsm. Appendix A – Scope of Work detailsn. Appendix B – Pricing Form(s) and Instructions (if applicable)In order for your proposal to be considered, the Proposal Reply Section shall be executed completely and correctlyand returned in a sealed envelope clearly displaying the Request for Proposal number and vendor name byMarch 20, 2015, 11:00am (Local Time) to be considered.Proposals must be mailed to:Delaware Health and Social ServicesHerman M. Holloway Sr. CampusProcurement BranchMain Administration Bldg., Sullivan StreetSecond Floor, Room #2571901 North DuPont Highway, New Castle Delaware 19720Please review and follow the information and instructions contained in the General Provisions and this Request forProposal (RFP). Should you need additional information, please call Procurement Officer at 302-255-9290 oremail DHSS DMS DMSprocure@state.de.us2Updated 7/10/14
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesI.INTRODUCTIONA. PURPOSEThe purpose of this Request for Proposal is to obtain sealed proposals to purchase a MobileMammography Van.It is the goal of this Request for Proposal to identify a vendor(s) and execute a contract to purchase aMobile Mammography Van1. COMPETITIVE SEALED PROPOSALIt has been determined by Division of Public Health, Delaware Health and Social Services pursuantto Delaware Code Title 29, Chapter 6924 (a) that this solicitation be offered as a request forcompetitive sealed proposals because the use of competitive sealed bidding is not practical and/ornot in the best interest of the State. The use of competitive sealed proposals is necessary to: Use a contract other than a fixed-price type; orConduct oral or written discussions with vendors concerning technical and price aspects of theirproposals; orAfford vendors an opportunity to revise their proposals through best and final offers; orCompare the different price, quality and contractual factors of the proposals submitted; orAward a contract in which price is not the determining factor.2. CONTRACT REQUIREMENTSThis contract will be issued to build a Mobile Mammography Van to required specifications listed underScope of Work.3. AGENCY USE CONTRACTPursuant to 29 Del. C. §6904(e) respectively, if no state contract exists for a certain good orservice, covered agencies may procure that certain good or service under another agency'scontract so long as the arrangement is agreeable to all parties. Agencies, other than coveredagencies, may also procure such goods or services under another agency's contract when thearrangement is agreeable to all parties.4. MULTIPLE SOURCE AWARDThe Agency reserves the right to award this contract to more than one vendor pursuant to 29 Del.C.§6926.5. CONTRACT PERIODEach Vendor’s contract shall be valid for a three year period from date of contract to 36 months afteraward.The State reserves the right to extend this contract on a month-to-month basis for a period of up tothree months after the term of the full contract has been completed.3
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesB. KEY RFP DATES/MILESTONESThe following dates and milestones apply to this RFP and subsequent contract award. Vendors areadvised that these dates and milestones are not absolute and may change due to unplanned eventsduring the bid proposal and award process.ActivityRFP Availability to VendorsPre-bid ConferenceWritten Questions Due No Later Than (NLT)Written Answers Due/Posted to Website NLTProposals Due NLTProposal Evaluation/Presentations as requiredVendor Best & Final Discussions, as requiredContract AwardDue DateJanuary 9, 2015January 22, 2015 10:00amJanuary 28, 2015February 19, 2015March 20, 2015 11:00amMarch 25, 2015 thru April 7, 2015April 13, 2015 thru April 17, 2015Will occur within 90 days of bid openingC. INQUIRIES & QUESTIONSWe welcome your interest in working with us, and we will be pleased to answer any questions you mayhave in formulating your response to this Request for Proposal.All questions with regard to the interpretation of this solicitation, drawings, or specifications, or any otheraspect of this RFP must be received in writing by January 28, 2015. All questions will be answered inwriting by February 19, 2015 and posted on http://bids.delaware.gov/ website. All questions must makespecific reference to the section(s) and page numbers from this RFP where applicable. Oral explanationsor instructions will not be binding.D. RFP DESIGNATED CONTACTAll requests, questions, or other communications about this RFP shall be made in writing to the State ofDelaware. Address all communications to the person listed below; communications made to otherState of Delaware personnel or attempting to ask questions by phone or in person will not be allowed orrecognized as valid and may disqualify the vendor. Vendors should rely only on written statementsissued by the RFP designated contact.Michele CorkellScreening for Life, Suite 11540 S DuPont HwyDover, DE 19901Michele.Corkell@state.de.usTo ensure that written requests are received and answered in a timely manner, electronic mail (e-mail)correspondence is acceptable, but other forms of delivery, such as postal and courier services can alsobe used.4
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesE. CONTACT WITH STATE EMPLOYEEDirect contact with State of Delaware employees other than the State of Delaware Designated Contactregarding this RFP is expressly prohibited without prior consent. Vendors directly contacting State ofDelaware employees risk elimination of their proposal from further consideration. Exceptions exist onlyfor organizations currently doing business in the State who require contact in the normal course ofdoing that business.II.SCOPE OF WORKA. OVERVIEWThe Vendor(s) shall provide all equipment, materials and labor to supplement the State of Delaware’s needfor Purchase of Mammography Van as described herein. The contract will require the Vendor(s) tocooperate with the ordering agency to insure the State receives the most current state-of-the-art materialand/or services.B. BACKGROUNDThe mission of the Division of Public Health is to protect and enhance the health of the people ofDelaware. The Division accomplishes its mission by: Working together with others Addressing issues that affect the health of Delawareans Keeping track of the State’s health Promoting positive lifestyles Promoting the availability of health servicesThe accomplishment of this mission will facilitate the Division in realizing its vision of creating anenvironment in which people in Delaware can reach their full potential for a healthy life.Since 2005, the mobile mammography van has been managed and operated by the Women’s MobileHealth Screening, LLC (WMHS) through a contract with the Delaware Division of Public Health (DPH).WMHS works with DPH, the Federally Qualified Health Centers, community organizations and health careproviders to schedule mobile screenings for groups of women and offers reduced/no cost mammogramsfor eligible low-income, underinsured, or uninsured women.In 2010, the mobile mammography van was retrofitted with new digital Hologic Selenia mammographyequipment. Mammograms are performed by a certified mammography technologist.The scope of this project is to obtain a new vehicle to support the mobile mammography screenings toeligible women throughout the State of Delaware and address the programs’ goals of: Increasing the percentage of cancers diagnosed at the local stage in Delaware Expanding access to cancer screening services for women who are rarely or never screened Assuring transition of women into the health care system for appropriate ongoing care Increasing the percentage of uninsured and underinsured women receiving cancer screeningservices in Delaware Providing health promotion education to women in Delaware5
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesC. STATEMENT OF NEEDSIt is known that among the most marginalized populations, the residents suffer from health disparities thatleave them in poor health. By the time they seek health care, they are usually in need of far moreexpensive services. The mobile mammography van is a source of early diagnosis of breast cancer byproviding women in at-risk populations a mammogram in their neighborhood. Many of the underservedareas are faced with barriers to transportation or poor access to health care.D. DETAILED REQUIREMENTSThe technical requirements of this RFP are also stated in Appendix A. Vendors must provide pricing forthese items as the complete and final quote as Appendix B in their response to this RFP.Van RequirementsMandatoryVendor has authorized service and support locally for unit and generatorsVendor to supply complete training and support after delivery for life of unitDesign of vehicle to meet or exceed local and national codes and regulationsNo more than 40' unit cab separate from heavy-duty (not recreational) chassis to allow adequate spacefor unit to have mammogram area, pelvic exam area, bathroom, changing room(s), break area, intakeregistration and additional seating in patient waiting areaOnly nationally recognized commercial shells and components to be used; Greenguard certifiedmaterials to be usedAllowance for Graphic and Paint on exteriorSeat, driver, air suspension, adjustable backDouble panel aluminum windows in coach areaRadio, AM/FM/CD with ceiling speakersFloors and walls to be insulated and impervious to water and road chemicalsDiesel Engine with Engine block heaterBack-up camera with warning systemSafety equipment to include smoke detectors, carbon monoxide detectors, triangles, flares, fireextinguishersIn-cab GPS system with truck routes (low overpasses, etc.)AM-FM-CD, Weather band, Clock, Auxiliary input Sound Control SystemCentral vacuum for maintaining clean areasLanding gear - 4 point with automatic stabilizing6
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesAir-ride suspension - per Hologic's requirements to reduce shock when on road, at site and are thenlocked in place.Air-brakesUndercarriage heating system for water lines and tanks, with extra insulation for winterizingWater and tank monitoring systemTwo (2) changing rooms - with bench, cabinet, mirror and 2 clothing hooks. Changing rooms are to beprivate from intake area with one entrance leading to mammography room and the other leading to thepelvic exam roomRemoval of Mammography Equipment from old Van and installed with certification into new van byCertified Hologic Rep. Mammography room to be built to Hologic specs.Leaded glass shield at Mammography Tech's workspaceAll wiring to be per Hologic requirements for Hologic Mammography EquipmentDigital Environment control system (DECS) for mammogramphy suite. System controls temperature &humidity automatically and is preset to stay within Hologic's required temperature range 24/7Universal Power Supply (UPS) line conditioner for mammography equipmentMobile alert system (provided by vendor or other supplier)Installation of Broadband or wireless communication per needs for inputting and transmitting data thatadheres to State wireless architecture standards. 80211ArchitectureStandard.pdfWiring installed in walls per hospital's requirement for CAD and other computer equipment, adequaterouters, data lines, hub switch and antennae access. All wiring to be healthcare gradeLED Clinical lighting to be used throughout vehicle with emergency lighting installed for when generatoris downExterior lighting for night screenings and emergency lighting on exterior of vanExterior receptacle - 110Adequate power to operate coach and mammography equipment and pelvic exam roomShore power capabilities with monitoring system to power all rear cabin equipmentShore power cord and aluminum reel and boxRoof Vents as well as roof accessEach roof air conditioner has a return air with a HEPA surgery room quality filterSufficient air conditioning and heating to maintain required temps in mammography, pelvic and in-takeroomsDoor opening with overhang awning, automatic steps stored underneath7
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesHandicap Lift with hand railings, Americans with Disabilities Act (ADA) compliant, and awning overheadBathroom to be installed with hands-free faucet, low-flow toilet, and air ventBreak area complete with sink with hands-free faucet, refrigerator/freezer, microwave, counter andstorage separate from rest area and examining roomsPelvic exam room and Mammography room to have separate sink with hands-free faucet and adequatestorage, appropriate lighting. Refrigerator in Pelvic exam room.Hospital grade floors and countertops using materials that prevent microbial leaks, has no seams ormolding for countertops, walls, etc. and capable of being cleaned with Clorox such as Trespa NaturalAnti-bacterial material which is 99.5% resistant to staff and strep on contact.Adequate seating and storage for patient waiting and receptionist areaStorage needs to be adequate - inside and outside the unitDiesel Generator meeting needs for use per day/week, run equipment and accessories - per HologicrequirementsAuxiliary diesel generator for back-up air conditioning and heat performance when necessaryPreferredSolar panels considered for making unit green-friendly, perfectly quiet, no noxious fumes, and reductionin noise and vibrationDeliveryVehicle will be delivered within six months of the bid award date to the Division of Public Health at alocation to be determined in the city of Dover, Delaware 19901. Vendor will contact the Division ofPublic Health, Comprehensive Cancer and Control Program seventy-two (72) hours in advance ofdelivery. Vehicle delivery will occur Monday through Friday between the hours of 8:30 am and 3:30pm.Vehicle will be clean, lubricated and service ready for immediate use upon delivery.Vehicle fuel tank will contain a minimum of 20 gallons of fuel upon delivery.Vehicle will include all operator manuals for the vehicle cab, cabin, and appliances.Vehicle will include upon delivery the proper forms to apply for a Delaware Title.InspectionThere will be a 30 day inspection period from the date of delivery so that the van can be thoroughlyinspected and operated for performance.8
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesWarrantyVehicle Cab and Chassis: The selected vendor will provide the state of Delaware with the originalstandard manufacture’s warranty for the chassis, engine, transmission and components of the powertrain.Clinic Cabin: Will be warranted for a minimum of thirty-six (36) months. Warranty will cover allmanufacturer defects in material and workmanship that occur under normal use. Normal use is definedas the daily operation of a mobile mammography van in an urban and rural setting. Cabinetry installedin the unit will be warranted for a period of thirty-six (36) months. The selected vendor will provide theindividual appliance manufacturer warranty cards upon delivery. The Program will be responsible forcompleting and forwarding the warranty cards to the respective manufacturers to activate warranties.The selected vendor will provide the contacts for warranty information for the repair of the chassis andmajor components. The chassis manufacturer may provide roadside assistance for 1-3 years. Thewarranty will begin at the time of delivery.TrainingSelected vendor will provide a minimum of six hours of new equipment training to Division of PublicHealth employees and/or to their designees within eight working days of delivery of the vehicle.Training includes but not limited to preventive, operator’s maintenance, vehicle, appliance, subsystemmaintenance and operation.DiagramEach bidder submitting a bid for the Mobile Mammography Van will submit a diagram of their proposedvehicle to include all measurements dimensions and the location of appliances and special equipmentlisted in the above specifications.III.FORMAT FOR PROPOSALA. INTRODUCTIONThis section prescribes the mandatory format for the presentation of a proposal in response to this RFP.Each Vendor must provide every component listed in the order shown in this RFP, using the formatprescribed for each component. A proposal may be rejected if it is incomplete or conditional.B. PROPOSAL RESPONSEThe Request for Proposal may contain pre-printed forms for use by the vendor in submitting its proposal.The forms required by this solicitation shall be considered mandatory, prevailing documents.9
STATE OF DELAWAREDivision of Management ServicesDelaware Health and Social ServicesWhen preprinted forms are used, the forms shall contain basic information such as description of the itemand the estimated quantities and shall have blank spaces for use by the vendor for entering informationsuch as unit bid price, total bid price, as applicable.The Vendor's proposal shall be written in ink or typewritten on the form provided, and any corrections orerasures MUST be initialed by vendor’s representative completing the bid submission.If items are listed with a zero quantity, Vendor shall state unit price ONLY (intended for open endpurchases where estimated requirements are not known). The proposal shall show a total bid price foreach item bid and the total bid price of the proposal excluding zero quantity items.Vendors’ proposal must respond to each and every requirement outlined in the RFP criteria in order to beconsidered responsive. Proposals must be clear and concise.C. NON-CONFORMING PROPOSALSNon-conforming proposals will not be considered. Non-conforming proposals are defined as those that donot meet the requirements of this RFP. The determination of whether an RFP requirement is substantiveor a mere formality shall reside solely within the State of Delaware.D. CONCISE PROPOSALSThe State of Delaware discourages overly lengthy and costly proposals. It is the desire that proposals beprepared in a straightforward and concise manner. Unnecessarily elaborate brochures or otherpromotional materials beyond those sufficient to present a complete and effective proposal are not desired.The State of Delaware’s interest is in the quality and responsiveness of the proposal.E. COVER LETTEREach proposal will have a cover letter on the letterhead of the company or organization submitting theproposal. The cover letter must briefly summarize the Vendor's ability to provide
Written Questions Due No Later Than (NLT) January 28, 2015 Written Answers Due/Posted to Website NLT February 19, 2015 Proposals Due NLT March 20, 2015 11:00am Proposal Evaluation/Presentations as required March 25, 2015 thru April 7, 2015 Vendor Best & Final Discussions, as required April 13, 2015 thru April 17, 2015 .
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