Clinical Equipment Service and Repair

17 April 2024 Clinical Equipment Service and Repair Multnomah County Health Department (MCHD) is seeking a contractor specialized in calibrating, tracking and maintaining the inventory and repair of medical, dental equipment and lab instruments. 17 April 2024 Open 3/22/2024 8:00 AM PDT Type Request for Proposal (RFP) Close 5/8/2024 4:00 PM PDT Number RFP-132-2024 Currency US Dollar Sealed Until 5/8/2024 4:00 PM PDT Payment Terms 0% 0, Net 30 17 April 2024 Contacts Jun Zhu jun.zhu@multco.us Phone +1 503-988-7603 ext. 87603 17 April 2024 Commodity Codes Commodity Code Description 85160000 Medical, Surgical Equipment Maintenance/Repair Services 42010000 Medical Equipment, Accessories/Supplies 42150000 Dental Equipment & Supplies 72101506 Elevator Maintenance/Repair Service 78181500 Vehicle maintenance & repair services 99070106 Equipment, Furniture, Appliance, Repair Services 99070109 Heavy Equipment Repair, Maintenance 17 April

202417 April 202417 April 202417 April 202417 April 202417 April 202417 April 202417 April 202417 April 2024 mailto:jun.zhu@multco.us PRE-PROPOSAL CONFERENCE There will be an optional virtual Pre-Proposal conference for this Request for Proposal (RFP) as follows: Meet joining info: RFP-132-2024 Clinical Equipment Service and Repair Wednesday, April 3, 2024 at 10:00 am Pacific time Google Meet joining info: Video call link: https://meet.google.com/maa-dxzd-jqf Or dial: (US) +1 531-600-3836 PIN: 685-053-754# Attendance is optional, but strongly encouraged. IMPORTANT Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date. SUBMITTING YOUR PROPOSAL INSTRUCTIONS TO PROPOSERS 1. All questions in the Proposal Questions & Evaluation Criteria section will be answered in the text boxes provided after each question. 2. Excess documents and pages (including website links) will not be reviewed or evaluated. 3 (THREE) ITEMS TO UPLOAD AS ‘Programmatic Question Samples’ ATTACHMENTS FOR THIS RFP 1. Programmatic Question 2.1.4 - Provide a sample repair report labeled as Attachment A and upload to the Suppliers Attachments section. 2. Programmatic Question 2.1.5 - Provide a sample quarterly report labeled as Attachment B and upload to the Suppliers Attachments section. 3. Programmatic Question 2.1.8 - Provide a sample equipment record labeled as Attachment C and upload to the Suppliers Attachments section. 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, diagnose 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. INTRODUCTION AND PROGRAM HISTORY Description https://meet.google.com/maa-dxzd-jqf https://www.multco.us/purchasing/webform/mmp-supplier-access-request-form 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, as applicable. 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. Corrections Health provides legally mandated access to care that addresses the needs of incarcerated individuals. Public Health provides legally mandated medical services. 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 (annual microscope calibration, annual centrifuge calibration, and as needed maintenance), 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: o Total intracycle preventative maintenance (IPM’s) o Total Repairs o Failures on Patient o User Errors o 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 report containing the following: o Equipment lists broken down by clinic, equipment description, and control number. o 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 • Maintaining 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 Please see Buyer Attachment 1 - MCHD Health Center Locations for clinic locations. 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. ADDITIONAL ITEMS FOR UPLOAD: MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION For utilization at the time of contracting, the awarded supplier shall complete and return Attachment D - 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. Proposer is to complete Attachment D - MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION FORM and upload this file to the Company Certification Information section of the sourcing event. 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. 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 Attachment E Cooperative Purchasing located in the Buyer Attachments section of this sourcing event. Proposer is to complete Attachment E Cooperative Purchasing form and upload this file to the Company Certification Information section of the sourcing event. 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. If any such arrangement is proposed, then the primary proposer will submit a copy of the Memorandum of Understanding (MOU) or joint venture agreement/partnership, signed by all parties. The Agency intends to contract with only one entity. [Primary proposer to upload the MOU or agreement in the Company Certification Information section labeled as Attachment F Joint Proposal.] INSURANCE REQUIREMENTS Insurance requirements are set forth in Exhibit 2 of the SAMPLE General Services Contract located in the Buyer Attachments section, review these requirements carefully. Additional insurance requirements: General Liability: $2 million per occurrence, $3 million aggregate Excess Liability/Umbrella: $5 million MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County may follow a multi-stage sourcing event that incorporates the following stages: • Written Evaluation (current stage) • Optional Oral Interview Multnomah County reserves the right to alter the anticipated stages and/or make an award at whichever stage that the most advantageous Proposer has been identified through this process. 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. 1. 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. 2. Proposer Representations and Certifications - The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite 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. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). 2. Proposers must submit verification that all insurance requirements are met. Required to View Event Prerequisites Required to Enter Bid 17 April 2024 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link. 3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest. 17 April 202417 April 202417 April 202417 April 202417 April 202417 April 202417 April 2024 Buyer Attachments 1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 2. Procedural Instructions For Proposals 03-2023.pdf 3. Buyer Attachment 1 - MCHD Health Center Locations.pdf 4. Attachment D - MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION FORM.pdf 5. Attachment E Cooperative Purchasing.pdf 6. SAMPLE General Services Agreement.pdf 7. Sample Exhibit 2 - Insurance Requirements.pdf 8. Sample Exhibit 4 9. Sample Exhibit 5 - Equal Employment Opportunity Certification Statement 1 0. Attachment H-1 17 April 202417 April 202417 April 202417 April 202417 April 202417 April 2024 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTE1ODY2NTUzMzZCdXllciBBdHRhY2htZW50IDEgLSBNQ0hEIEhlYWx0aCBDZW50ZXIgTG9jYXRpb25zLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTE1ODc1MTM3NTJBdHRhY2htZW50IEQgLSBNVUxUTk9NQUggQ09VTlRZIFNIRVJJRkbigJlTIE9GRklDRSBSRUNPUkRTIENIRUNLIEFVVEhPUklaQVRJT04gRk9STS5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTE1ODY2NTYyNjVBdHRhY2htZW50IEUgQ29vcGVyYXRpdmUgUHVyY2hhc2luZy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTE0Mzc2MDU5MDdTQU1QTEUgR2VuZXJhbCBTZXJ2aWNlcyBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTEyODA2Mjk2NjVTYW1wbGUgRXhoaWJpdCAyIC0gSW5zdXJhbmNlIFJlcXVpcmVtZW50cy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTY2ODI0NTUxMlNhbXBsZSBFeGhpYml0XzRfLV93b3JrZXJzX2NvbXBfZXhlbXB0aW9uX2NlcnRpZmljYXRlXzA4XzIwXzEzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTY2ODI0NTUxM1NhbXBsZSBFeGhpYml0XzVfLV9FcXVhbCBPcHBvcnR1bml0eS5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1MzI1LTEwNTExNzk0MjFBdHRhY2htZW50K0gtMStISVBBQStCdXNpbmVzcytBc3NvY2lhdGVzK0FncmVlbWVudC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Company Certification Information - This section is not scored Instructions: 1.1.1 State of Incorporation 1.1.2 Date of Incorporation 1.1.3 ASSURANCES - Proposer attests that Proposer is either a non-resident proposer or a resident proposer (as described in Representation and Certification Prerequisite and ORS 279A.120) of the State of _________ and has not discriminated against any minority, women, or emerging small business enterprises certified under ORS 200.055 or a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontracts, in accordance with ORS 279A.110. Enter state of residency here: 1.1.4 Where Proposer is unable to certify to any of the statements in Proposer Representations and Certifications of the Prerequisite, Proposer shall provide an explanation to their offer here. 1.1.5 The Proposer certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified in this sourcing event, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Proposer, Multnomah County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) will be fully disclosed: 1.1.6 Upload additional explanation as needed 1.1.7 Name of person submitting the Proposal: 1.1.8 Title of person submitting the Proposal: 1.1.9 I represent that I am at least eighteen (18) years of age. 1.1.10 I represent that the printing of my name and the submittal of a Proposal is intended to authenticate this writing and to have the same force and effect as my manual signature. 1.1.11 I represent that I am either authorized to bind the Proposer, or that I am submitting the Proposal on behalf of and at the direction of the Proposer's representative authorized to contractually bind the Proposer. 1.1.12 I represent that the Proposer and/or its applicable representative(s) has reviewed the information contained in this Proposal and that the information submitted is accurate. 1.1.13 Please complete and upload the Attachment D - MULTNOMAH COUNTY SHERIFF’S OFFICE RECORDS CHECK AUTHORIZATION FORM. 1.1.14 Please complete and upload the Attachment E Cooperative Purchasing form. 1.1.15 Please upload any applicable Memorandum of Understanding (MOU) or joint venture agreement/partnership, signed by all parties. Label as Attachment F Joint Proposal. Group 2.1: Programmatic Questions (75%) Instructions: 2.1.1 2.1.1 - Equipment Management and Asset Tracking - Describe your inventory management procedures for biomedical and dental equipment. Describe your inventory and internal processes for the documentation and recording of all items for each site. How do you ensure the accuracy of reported on-hand values? What are your procedures for correcting discrepancies in the reporting of on-hand values? Evaluation Criteria: Proposer describes a comprehensive system of inventory management and effective asset tracking for equipment at multiple installations/sites. (12% of the Programmatic Questions). 2.1.2 2.1.2 - Reporting and Audit Requirements - Describe your audit and reporting measures for all assets. Describe in detail how you report on cycle counts and full inventory counts. Describe your turnaround time for submitting a report when one is requested by the County. Evaluation Criteria: Proposer describes their auditing and reporting measures, addresses the reporting of cycle counts and full inventory counts. Describes their audit reporting timeframe and procedures when requests are received from the County. (11% of the Programmatic Questions). 17 April 202417 April 202417 April 202417 April 202417 April 2024 2.1.3 2.1.3 - Describe your process for evaluating biomedical and dental equipment, how the determination is made that functionality is being diminished or that there are errors in performance? Describe your timeline for troubleshooting equipment. Describe your projected turnaround time from the initial receipt of evaluation/repair requests to the final repair of the equipment. Do you have the capacity to accommodate a five (5) day turnaround on evaluation requests for new equipment and your capacity to provide services to an organization of this size? Describe how your reporting measures and findings ensure that new and existing equipment is ready for use. Evaluation Criteria: Proposer describes their evaluation process; identifies equipment issues and the corrective measures necessary to avoid future problematic issues; describes a level of flexibility that accommodates short term requests and operational capacity. (12% of the Programmatic Questions). 2.1.4 2.1.4 - Describe your ability to execute repairs that meet manufacturer specifications, your history of providing these services effectively and your process for verifying that completed repairs meet manufacturer specifications. Describe your testing procedures to measure the performance of repaired equipment and your approach for bringing underperforming equipment into compliance. Provide a sample repair report showing that manufacturer specifications have been met, labeled as Attachment A in the Supplier Attachments section of the sourcing event. Evaluation Criteria: Proposer describes the ability of their organization and staff in providing equipment repair services, their verification process and history of providing these services successfully; describes their performance testing procedures for repaired equipment and how underperforming equipment is brought into compliance; provides a sample repair report as Attachment A. (5% of the Programmatic Questions). 2.1.5 2.1.5 - Provide a sample quarterly report, provide an individual overview for each piece of biomedical, laboratory instruments and dental equipment, including equipment ID numbers. Address the following: Total IPM’s, Total Repairs Failures on Patient Operator Errors Operator Abuse Sample reports shall be uploaded to the Supplier Attachments section of this sourcing event, labeled as Attachment B. Evaluation Criteria: Proposer provides an equipment status report that is concise, comprehensive, and transparent in the delivery of information; addresses each piece of equipment individually; addresses total IPMs, total repairs, operational failures, and user errors and abuse; sample report is uploaded as Attachment B in the Supplier Attachments section of the sourcing event. (11% of the Programmatic Questions). 2.1.6 2.1.6 - Describe your annual review process for reporting on the status of equipment. What identifying information and action recommendations will be included in the report, for maximizing equipment lifecycles and minimizing replacement cycles? Evaluation Criteria: Proposer describes their availability and capability of being a resource during site visits and is knowledgeable on equipment related regulations; describes their equipment status reporting procedures, demonstrating overall equipment knowledge, addressing their capacity to provide these services and what resources will be utilized. (11% of the Programmatic Questions). 2.1.7 2.1.7 – Describe your process for updating your clients on standards, rules and or regulations that are created or monitored by health care regulatory organizations such as: The Joint Commission (JC), The Health Resources and Services Administration (HRSA) and or Clinical Laboratory Improvement Amendments (CLIA)? Does your organization have the capacity to participate in a medical equipment document review for accreditation of renewal site visits and audits from: JC, HRSA and or CLIA? Will you be able to provide equipment lists divided by: clinic, equipment description, and control numbers on demand? Evaluation Criteria: Proposer describes communication and facilitation process for updating MCHD of current regulatory standards, demonstrating their industry knowledge and ability to be a resource to MCHD. Proposer describes reporting capabilities that allow for on demand support during regulatory and accreditation surveys. (5% of the Programmatic Questions). 2.1.8 2.1.8 – Describe your records management system and your process for compiling and maintaining records of the following: Technician comments, hours, Technician personnel details (such as credentials), Service request and service execution dates Repair hours, request and service execution dates, Equipment control numbers and Service/Clinic locations. Quarterly reports for three (3) years and Annual summaries. Are you able to maintain these records for the life of the equipment as it is utilized by the County, or a three (3) year minimum? Address any related challenges. Provide a sample equipment record, labeled as Attachment C in the Supplier Attachments section. Evaluation Criteria: Proposer describes a robust records management system and their ability to compile and maintain archived information; describes ability to maintain open ended records without complication; provides sample equipment record labeled as Attachment C. (11% of the Programmatic Questions). 2.1.9 2.1.9 - Describe the technical experience of your personnel, an overview of your organizations training procedures, and your internal testing or certification process for the competency/technical ability of your personnel. Do your technicians have NFPA and AAMI affiliation/memberships? Do your personnel hold any other certifications? Evaluation Criteria: We are looking to see that staff are adequately trained and are up to date with the latest industry standards. (11% of the Programmatic Questions). 17 April 202417 April 202417 April 202417 April 202417 April 2024 2.1.10 2.1.10 - Does your organization have the capacity to evaluate equipment and identify potential user or operational hazards? Are you able to monitor all manufacturer communications regarding recall notices for inclusion of any MCHD equipment? Providing notification and guidance on any necessary action to MCHD? Evaluation Criteria: We are looking to see if the vendor is able to aid MCHD in keeping staff and patients safe and has a communication plan for informing its customers of equipment hazards and recall notices. (11% of the Programmatic Questions. Group 2.2: Responsible Business Practice Questions (25%) Instructions: 2.2.1 2.2.1 - What measures will you take to minimize impacts to the environment in the delivery of goods and/or services? Evaluation Criteria: Explain how much water and energy is conserved, minimize waste, and toxic reductions. (40% of the Responsible Business Practice Questions). 2.2.2 2.2.2 - Describe in detail how your (agency/business/ organization) develops a diverse internal workforce. How do you approach internal on-the-job training, mentoring, technical training and/or professional development opportunities addressing diversity? Describe the process(es) used to recruit women and minorities. What types of projects or initiatives have been implemented? Evaluation Criteria: Provides stories and metrics on the organization's workforce, recruitment, hiring, retention, internship, and succession planning. (40% of the Responsible Business Practice questions). 2.2.3 2.2.3 - Please describe how your service delivery has positive economic impacts for the communities you serve? Evaluation Criteria: We are looking to see how service delivery will help the client and community have positive economic impacts. This may include developing a workforce that reflects the community, providing services that aid in obtaining job skills and assisting in building a business community where services are delivered. (20% of the Responsible Business Practice Questions). 17 April 202417 April 202417 April 202417 April 202417 April 2024 Product Line Items Product Line Items There are no Items added to this event. 17 April 202417 April 202417 April 202417 April 2024 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Do Not Complete - ADMN 1 17 April 202417 April 202417 April 2024