TENDER SUBMISSION FORM
Central Regional Health Authority
(Please submit tender submission form to the address checked below)
Tender: BLOOD GLUCOSE
STRIPS, METERS AND SUPPLIES
Tender No. CR1025
James Paton Memorial Regional Health Centre
125 Trans Canada Highway
Gander, NL A1V 1P7
(709) 256-5460
Closing: FRIDAY, MARCH 22, 2013
AT 10:00AM
Central Health/Corporate Head Office
21 Carmelite Road
Grand Falls-Windsor, NL A2A 1Y4
(709) 292-1197
Tenders will be opened
immediately after closing.
Vendor Name and Address:
Glen Nichols
Regional Purchasing Manager
Instructions:
- Ensure that your firm name and tender number appears on the outside of the tender envelope.
- Tenders received after the closing time shown will not be considered and will be returned to sender.
- All bids must be signed in order to be a qualified bid.
- Quotations are subject to conditions indicated on Page Two.
- At the opening only names of the companies submitting bids will be released.
- Prices will be released when the tender is awarded.
IMPORTANT: Before submitting quotation, please read the instructions carefully and complete where applicable. Submit your bid on
the forms provided.
Item
No.
Description
Blood Glucose Strips, Meters and
Supplies for Sites Operated by
Central Health.
Unit of
Measure
Qty
Unit Price
Amount
AS PER ATTACHED SPECIFICATIONS
Subtotal _______________
HST __________________
Total __________________
We hereby offer to sell and/or supply to the Central Regional Health Authority upon the terms and conditions set out herein and on
the attached sheets hereof, the supplies and/or services listed and on any attached sheets at the price(s) set out.
__________________________________
Authorized Signature
______________________________________
Legal Name of Firm
_____________
Date
Page 2
1.
Acceptance:
a) Any tender may be rejected or accepted in whole or in part.
b) The lowest or any tender will not necessarily be accepted.
c) This offer shall remain open for acceptance for a period of not less than 90 days from closing
date of tender.
2.
Prices:
a) Prices include packaging, cartage and loading charges unless otherwise specified in tender.
b) Prices quoted shall be considered net unless cash discounts are specified.
c) Prices are FOB Central Regional Health Authority site specific.
d) Discounts offered will be deducted when payment is made.
3.
Facsimile Bids or amendment to proposals previously submitted will not be accepted by the
Central Regional Health Authority.
4.
Products:
a) All offered products should be fully described by name of manufacturer and product code.
b) Bidders are responsible for indicating products that are latex free and scent free. Preference
will be given to products that are latex free and scent free.
5.
Delivery:
a) Deliveries must be made in accordance with dates stated on Purchase Orders.
b) All shipments must be properly packaged to avoid breakage or spoilage.
c) Delivery can be on an as required basis by the hospital or individual Purchase Order.
d) All delivery slips and invoices must state Purchase Order Number.
6.
Invoicing:
a) Invoices will be submitted directly to the Central Regional Health Authority.
7.
Warranty:
a) The vendor guarantees all equipment, materials, workmanship and laborers items.
b) The vendor warrants title to commodities supplied and warrants them free from defect and/or
imperfections and will indemnify and hold purchaser nameless against any or all suits, claims,
demands, and/or expenses, patent, litigation, infringement, or any claim by third parties in or to
the commodities mentioned and supplied by the vendor.
8.
Inspection:
a) All goods delivered are subject to inspections and test within a reasonable time after delivery at
purchaser s premises.
9.
Returns:
a) In the event of a defective product, The Central Regional Health Authority reserves the right to
return it to the supplier for full credit, notwithstanding intermediate payment by the purchaser.
10.
Compliance with Laws:
a) The vendor shall be responsible for complying with all Federal, Provincial, and Municipal laws,
rules and regulations applicable to the sale of the contract material.
b) Compliance with regulation Pharmaceutical Contracts Manufacturing companies and their
products shall conform and abide with the Drug Quality Assessment Program (HPS), Canadian
Government Specifications Board Standards 74-GP-1, Narcotic Control Act, Food and Drug Act.
11.
Tender submission form must be completed and signed detailing the bid
price submitted. Failure to complete this form will result in bid
disqualification.
2
SPECIFICATIONS FOR
TENDER # CR-1025
BLOOD GLUCOSE STRIPS, METERS AND SUPPLIES
FOR CENTRAL HEALTH
OPERATED BY CENTRAL HEALTH
CLOSING DATE:
CLOSING TIME:
FRIDAY, MARCH 22, 2013
10:00am
3
Invitation to Tender for the Supply of Blood Glucose Strips, Meters and
Supplies
1.0
General Provisions
1.1
Intent
This Invitation to Tender is intended to obtain the supply of Blood Glucose
Strips, Meters and Supplies.
This Tender is concerned with the supply of a Contract for Point of Care
Testing for Blood Glucose wwith consideration of the following:
-
Ongoing service and maintenance support.
-
All manuals including service and operators documents, and initial
supplies.
-
The right to reproduce any printed materials supplied with the
product for the purpose of using the product.
-
Training and training manuals.
-
Future enhancement availability.
-
Products being fully suited, as determined by Central Health’s
professional staff, for intended use and compatible with Central
Health’s facilities and/or existing equipment.
4
1.2
Vendor Response
1.2.1 Vendor’s tender must contain an Executive Summary which shall
contain:
a) A brief description of the product being quoted.
b) The name, title and address of the Vendor’s representative
responsible for the preparation of the Tender.
1.2.2 All prices quoted for goods and services must be specified in
Canadian dollars, FOB all Sites. All Tenders will be held to be valid
for One Hundred and Twenty (120) days following the Tender
closing date.
1.2.3 Tenders must be received in full on or before the exact closing time
and date indicated. TENDERS RECEIVED AFTER THAT TIME
WILL NOT BE CONSIDERED.
1.2.4 All costs relating to the work and materials supplied by the Vendor
in responding to this Invitation to Tender must be borne by the
Vendor.
1.2.5 All bidders must complete and sign a Tender Submission Form
supplied with Tender Package. Failure to do so will result in bid
disqualification.
1.3
Release of Information
1.3.1 While Tender is Open:
The names of individuals or companies who have picked up the
tender documents will not be released.
1.3.2 At Tender Opening:
Only the names of the bidders will be read out.
1.3.3 After Tender Opening:
1) No further information will be released until after the
contract is awarded.
2) After award, only the name and bid price of the successful
bidder will be made available.
3) Information will be made available for a 90 day period only.
5
1.3.4 For Your Information: Statements that are included as part of our
Tender calls:
While bidders are welcome to attend the public opening, please be
advised that it is not our policy to release bid information. Only the
names of the bidders will be released.
1.4
Communication During Tendering
1.4.1 All communications with Central Health with respect to this
Invitation to Tender must be received Seven (7) Days before the
closing date and be directed in writing to the attention of:
Mr. Glen Nichols
Regional Purchasing Manager
21 Carmelite Road, Room 126
Grand Falls-Windsor, NL
A2A 1Y4
Tel: (709)292-1197
Fax: (709)489-9291
Email: [email protected]
1.4.2 Central Health may, during the assessment period, request
meetings with the Vendors to clarify points in the Tender. No
changes by the Vendor will be permitted after the Tender closing
date.
1.4.3 All bids must be sent in duplicate in a sealed envelope clearly
marked with Tender Name and Number to:
Mr. Glen Nichols
Regional Purchasing Manager
Central Health Regional Office, Room 126
21 Carmelite Road, Grand Falls-Windsor, NL A2A 1Y4
1.4.4 Bids submitted by electronic transmission (e-mail) will not be
accepted.
1.4.5 Bids submitted by fax will not be accepted.
6
1.4.6 In order to contribute to waste reduction and promote
environmental protection, Central Health will endeavour to acquire
goods and services that support these principles, therefore,
product(s) quoted should include:
maximum level of post-consumer waste and/or recyclable
content
minimal packaging
minimal environmental hazards
maximum energy efficiency
potential for recycling
disposal costs
must not reduce the quality of the product required or affect
the intended use of the product
must not significantly impact the acquisition cost
1.5
Tender Acceptance
1.5.1 Any acquisitions resultant from this invitation to Tender shall be
subject to the Public Tendering Act.
1.5.2 Any Tender may be accepted in whole or in part. The lowest
Tender may not necessarily be accepted and Central Health
reserves the right to cancel the Tender call. Central Health shall not
be held responsible or liable for the payment of any costs that are
incurred by the bidder in preparing a Tender in response to this
invitation to Tender.
1.5.3 Central Health reserves the right to waive minor non-compliance or
irregularities in the tender form if in Central Health’s sole discretion
such minor non-compliance or irregularities are of an
inconsequential or technical nature.
1.5.4 The supplier must upgrade the initial equipment supplied to reflect
any improvements or new developments that become available
during the life of the contract at no additional charge. This will
include ongoing education in updated technology for the meter and
Q.C.
1.5.5 New Technology Clause
New technology may be defined as any product or innovation,
which is not offered at the time of the contract signing. Should new
technology relating to the testing procedures become available,
Central Health shall have the right to evaluate it. If after evaluation,
Central Health wishes to avail of this new technology, the supplier
will be given a reasonable period of time, at the discretion of
Central Health, to make this technology available. Central Health
reserves the option to upgrade.
7
1.5.6 If requested by Central Health, the successful bidder must provide
at their expense, on-site evaluation prior to formal acceptance.
This clinical evaluation will determine compliance to specs and will
not obligate Central Health to purchase should this evaluation
prove unsuccessful.
1.57 The award of this contract will be based on the total cost per test
and will be subject to the successful validation of product quoted.
See Appendix “B” for approximate annual requirements.
1.6
Warranty
All costs for parts (Including moving parts, such as probes) labor, travel
and accommodations associated with the Maintenance or Service will be
at the expense of the supplier for the duration of the contract period.
1.7
Offer
The Vendor agrees to extend this offer to Labrador Grenfell Health,
Eastern Health and Western Health, should they desire to participate.
Yes _______________
No ______________
GENERAL TENDER SPECIFICATIONS:
1. The quantities stated are approximate for a five (5) year period with option to
extend for an additional two (2) years, to be ordered as and when required.
Please state price protection, for seven (7) years.
2. Please state weight of your complete workstation ______________________
3. The length of this contract shall be Five (5) years with option for extension for
Two (2) years to be exercised at the discretion of Central Health.
4. Value added option – List any other value added benefits or services Central
Health may expect to receive as a result of this contract being awarded.
5. List any available option you can provide to enhance this contract.
6. Does the medical device(s) you are quoting on comply with Health Canada’s
Licensing Regulations:
Yes
No
Not Applicable
7. Please state your Canadian Medical Device License Number for the devices
quoted on requiring licensing in Canada: ____________________________
8
8. Please state Medical Devices Establishment License Number if you’re Company
is a dealer or distributor: ____________________________________________
CSA #: __________________________________________________________
9. All instruments must be interfacable to the Hospital Information System, which is
Meditech, including barcode symbology and labels. All hardware and software
needed to interface instrument(s) to Meditech must be supplied at Vendors
expense.
10. Software upgrades and updates must be provided free of charge and available to
Central Health immediately after release.
11. The supplier must provide support for troubleshooting and software upgrading,
etc.
12. Telephone consultation must be available 24 hours a day.
Yes
No
13. Response time for on-site service must be within twenty-four (24) hours.
Yes
No
14. At the discretion of Central Health, if any instrument experiences three (3) or
more mechanical, analytical, physical or software failures resulting in down time
in excess of twenty-four (24) hours each time, that instrument must be replaced
by a new instrument at the Vendors expense.
15. Supplier must provide a copy of the latest evaluations for the last three quarters
for each test as supplied with CAP, QMPLS, or other certified agency.
16. Central Health must be immediately provided with all product alerts or recalls
issued against the product(s) or instrument(s) for the duration of the contract.
Central Health will provide a list of contacts upon award of this contract.
17. Training must be provided for main operators on all sites for analyzers and
software. If training location is performed off site all costs of training, including
travel, accommodation and meals, must be at the Vendors expense. For list of
sites see Appendix “A”.
18. Advanced training, if required, must be provided subject to the same conditions
as Clause17.
9
19. The vendor must supply, at no cost, reagents and consumables for validation
purposes as part of the installation process.
20. Vendor must supply a list of 3 users (preferably Canadian).
21. The cost of other supplies, if required, to be identified in the quotes.
22. All volumes/test numbers are estimates only, based on past experience and
projected future usage. Central Health is not committed to purchase the exact
amounts as stated. Increased volumes of tests (≥10%) will entitle Central Health
for greater price concessions for the remainder of the contract duration.
23. The supplier must provide a breakdown of the costs per test. Breakdown will
provide: (a) cost per test and (b) the cost per reportable test, including reagents,
calibrators, consumables, and all supplies required to provide a final test result.
24. All prices must be fixed and not subject to currency fluctuations for the duration
of the contract.
25. Given the large volume of business associated with this contract, Central Health
will be given price concessions that ensure that if any other hospital or health
care board receives lower pricing, the same offer must be made available to
Central Health.
26. If, during the contract, the cost of reagents and/or consumables becomes
significantly lower to the vendor, Central Health will be given the right to
renegotiate terms of the contract to reflect the lower cost.
27. Central Health reserves the right to select or reject individual or any combinations
of quotes on the various packages listed above.
28. Central Health reserves the right to award tenders on what it considers best suits
its needs based on, but not limited to:
a. range of products
b. quality of products
c. technical compliance
d. cost of products
e. various options offered
f. documentation of products
g. vendor reputation and past experience
h. value added items
10
29. All Quotes must include costs related to:
a. Instruments including lancets
b. Reagents and Calibrators
c. Consumables and Expendables
d. Backup Instruments
e. Service for all instruments for the duration of the contract
f. All other items required to produce a reportable result, including quality
controls
g. Linearity solutions
h. All required middle ware or instrument manager
30. The cost of Blood Glucose Meters, workstations and Multi-Download Stations
must be included in the bid prices of the test strips and all associate costs to
implement.
Yes
No
31. Evaluation period to be one hundred and twenty (120) days.
32. Does your company provide isolations sleeves for units quoted?
Yes
No
If Yes, please quote firm price for duration of contract. Approximate
number of sleeves required for this contract is estimated to be 1500 each
per year.
$______each
IT REQUIREMENTS:
The system must have a Quality Assurance Program with computer
interfacing, networking and lock-out.
Yes
No
At least two (3) central computer systems for downloading are required
Yes
No
Indicate whether system includes:
- an on-line tutor/wizard
Yes
No
- or other such on-line help features. Yes
11
No
System Maintenance/system Support:
Provide all costs and levels of hardware and software maintenance that
will be provided.
_______________________________________________________
_______________________________________________________
For hardware, indicate response time, location of center providing support,
frequency of scheduled maintenance, hours of regular maintenance with
time zone and organization providing maintenance.
__________________________________________________________
__________________________________________________________
For software, indicate the availability, cost of system support and
response time. Indicate location and size of software support group.
_________________________________________________________
_________________________________________________________
Indicate warranty provider and warranty provider location.
_________________________________________________________
_________________________________________________________
Provide all warranty periods for any required hardware and software.
_________________________________________________________
_________________________________________________________
Indicate from your experience the numbers of FTE’s (whole or part) that
will be required to:
a) fairly extrapolate information from your system
# of FTE’s _________________
b) provide in-house support by Central Health to users for both
hardware and software # of FTE’s _________________
Documentation:
Indicate supplied documentation for both Hardware and software. It is
preferred to have documentation on-line in addition to hard copy.
__________________________________________________________
__________________________________________________________
Indicate scope of topics included with documentation.
__________________________________________________________
__________________________________________________________
12
System Specifications:
List recommended hardware configuration and include an estimate of
peripheral equipment required (terminals/PC’s/printers, etc). This
information must include requirements for but not restricted to, operating
system, memory, disk storage, and other information that is required for
the proposed system to function as desired.
Any network requirements must be specified including supported
protocols, network operating systems, network topology, etc.
Provide information on all aspects of system security.
Provide recommendations for printer types, terminals and
microprocessors that maybe required. Note that procurement of these
devices may not necessarily be from selected software vendor.
Provide all warranty periods for any required Hardware and Software.
Systems and network environment:
Central Health employs Medical Information technology’s (Meditech)
Hospital Information System. The following are vendor requirements as
they relate to the overall compatibility and interoperability of software
systems with Central Health’s wide and local area network.
OPERATIONS MANAGEMENT:
Describe how your application handles the following elements.
1. Does your product support an EMC SAN environment?
2. Describe any tools that can be used to monitor the performance and the
capacity of the application.
3. The proposed solution should support Central Health’s current EMC
Networker backup solution.
4. Can backups be performed while the application is on-line?
5. Does your solution support data recovery?
6. Is the solution supported on VMWare?
13
HARDWARE AND SOFTWARE:
Describe the following elements of your system:
1. Hardware/software platform requirements. All systems must operate on a
minimum Microsoft Windows Server 2003 platform
2. Database management system
3. Transaction monitor
4. Other tools
5. Network management
6. Provide a description of the architectural template which characterizes the
system you are proposing
NETWORK STANDARDS:
Describe how your application complies with the following
1. All systems must use true TCP/IP for system communications and operate
in a Microsoft Active Directory environment. Systems must be able to run
in an IP routed environment and must not depend on bridging traffic between
sites.
2. All systems must be able to run in a 10BaseT and/or 100BaseT and/or a
1000BaseT
Tender must specify compatibility with this environment:
Information required
Delivery and Implementation Dates – specify time lines from date of
signing contract for delivery, installation, testing, implementation and
placement into “live”.
14
Please list the supplies necessary for Quality Assurance;
Quality Control costs must be included in your Bid Price.
Yes
No
The system must be able to use multiple controls.
Yes
No
SPECIFICATIONS:
1. The system must provide a range of between 0.6mmol/l to 33.3mmol/l for
glucose measurement.
Yes
No
2. The workstations must be sturdy/durable and be able to attach/detach meters.
Yes
No
3. The workstations should be portable and compact with all the necessary supplies
kept together in an easy-to-carry case.
Yes
No
4. The patient’s blood is to be applied to the test strip out side of the meter.
Yes
No
15
5. The system must adapt to multi-users and simplicity of use is a must.
Yes
No
6. The system must have a no-wipe, no-blot, test strip.
Yes
No
7. The systems must provide the capability of identifying problems/errors to the user
by statement or codes including low battery warning to the user by statement or
codes.
Yes
No
8. The system must provide Neonatal blood capabilities. If not they must supply
each nursery in Central Health with an analyzer which is capable of producing
results within 12.5 % of the Laboratory’s Chemistry analyzer.
Yes
No
9. The successful bidder must supply the complete systems at no charge and keep
them in good repair and working condition. The system will remain the property
of the successful bidder and will be returned to the successful bidder upon
expiration of the contract. Prompt attention to initial setup and correction of
ongoing problems with the system to be included.
Yes
No
10. The successfully bidder must supply normal education in the form of workshops
and/or seminars that is common to this product and required to keep our staff
current with new technology and changes to the system.
Yes
No
11. The system must use long life and/or rechargeable batteries that are compatible
with generic/major battery manufacturer.
Yes
No
12. Service Manuals must be included with your bid.
Yes
No
16
13. System and test strips must not be compatible with Home Blood
Glucose Meters.
Yes
No
14. The system must comply with General Infection Control Standards.
Yes
No
15. The system must have the following:
Network hooked to Central Computers
Yes
No
Downloading to Meditech so that the identify of the User is
associated with the Patient’s result
Yes
No
Must have a means of identifying time of results
Yes
No
Must have multiple downloading areas across sites downloaded at least daily.
Yes
No
Must have Lockout of Users who fail to enter User/Operator Code
Yes
No
Must have correlation on glucose values of <12.5% between 2mmol/L
to 25mmol/L compared to laboratory routine chemistry analyzer.
Yes
No
16. Must include, for sites other than Clinics, a link to the main Quality Control
Manager computer program. Bidders shall outline how meters will communicate
with the main Quality Control Program. This communication or network will be
the responsibility of the successful bidder to install and cost to be included with
Bid Price.
Yes
No
17. Meters must be suitable for capillary, venous, arterial and neonatal specimens.
Yes
No
17
18. Sample size required must be less than 3 micro liters, and meters must
have an objective means of assuring adequate sample size.
Yes
No
19. Meters must be capable of downloading to a QC Manager program. Software
and interface cables to connect monitors with QC Manager must be included.
System must be Windows based and provide daily, weekly and monthly QC
Reports.
Yes
No
20. Meters must be maintenance free and warranted for the life of the agreement.
Yes
No
21. Meters must provide a result readout within approximately 20 seconds.
Yes
No
22. Meters must permit entry of Patient and User ID.
Yes
No
23. Meters must prompt User when QC is due, and have lockout option if QC is not
done.
Yes
No
24. In-service to all users on meter use and QC testing, as well as downloading
to main computer, to be included in bid price, with adequacy of training to be at
the discretion of Central Health Corporation.
Yes
No
25. Must include training of Laboratory Personnel in the proper support of the Quality
Management Program.
Yes
No
26. Meters must have automatic shutoff.
Yes
No
18
27. Cost of control solutions (Low/Normal/High) must be included with Bid Price.
Yes
No
28. ADT True ID (positive identification), Active Identification meaning the user
needs to enter the patient date of birth on the meter.
Yes
No
29. Must have unit of lock measure (mmol/L) approved by Health Canada.
Yes
No
30. Must have user certification expiration warning on meter.
Yes
No
31. Must have true measure technology strip with no interference with icodextrin or
intravenous immunoglobulin preparations. If interfering substances exist please
list all, if any.
Yes
No
32. Two servers for the region.
Yes
No
33. Does your product contain latex?
Yes
No
If yes, please state amount of latex content and describe ___________________
34. Must provide lot sequestering.
Yes
No
35. Must have the ability to provide online training program and competency tests for
certification.
Yes
No
19
36. Blood glucose meter must be able to store a minimum of 500 patient results.
Yes
No
37. Test strips must not be affected by humidity levels ranging from 10 - 90%.
Yes
No
38. Accuracy of results of neonatal testing must not be affected by hematocrit.
Yes
No
39. Accuracy of results must not be affected by galactose.
Yes
No
40. Successful bidder must be able to provide middleware vendor neutral solution for
use with blood glucose meters.
Yes
No
41. Must have capability of wireless data transfer to patient’s electronic record.
Yes
No
42. Must identify any additional vendor costs associated with implementation of the
interface.
Yes
No
43. Test strips must not be affected by touch.
Yes
No
44. Strip must be able to distinguish between control solution and whole blood.
Yes
No
20
APPENDIX “A”
(List of Facilities)
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
James Paton Memorial Regional Health Centre, Gander, NL
Lakeside Senior Citizens Home, Gander, NL
Notre Dame Bay Memorial Health Centre, Twillingate, NL
Brookfield Bonnews Health Care Centre, Brookfield, NL
Bonnews Senior Citizens Home and Apartment Complex, Badger’s Quay
Fogo Island Health Care Centre, Fogo, NL
Gander Bay Medical Clinic, Victoria Cove, NL
Carmanville Medical Clinic, Carmanville, NL
Musgrave Harbour Clinic, Musgrave Hr., NL
Glovertown Medical Clinic, Glovertown, NL
St. Brendan’s Medical Clinic, St. Brendan’s, NL
Eastport Medical Clinic, Eastport, NL
Gambo Medical Clinic, Gambo, NL
Hare Bay Medical Clinic, Hare Bay, NL
Centreville Medical Clinic, Centreville, NL
New World Island Medical Clinic, Summerford, NL
Central Newfoundland Regional Health Centre, Grand Falls-Windsor, NL
A.M. Guy Memorial Health Centre, Buchans, NL
Baie Verte Peninsula Health Centre, Baie Verte, NL
Carmelite House Senior Citizens Home, Grand Falls-Windsor, NL
Dr. Hugh Thomey Health Care Centre, Botwood, NL
Harbour Breton Hospital, Harbour Breton, NL
North Haven Manor Senior Citizens Home, Lewisporte, NL
Valley Vista Senior Citizens Home, Lewisporte, NL
Hermitage Clinic, Hermitage, NL
La Scie Clinic, La Scie, NL
Lewisporte Clinic, Lewisporte, NL
Mose Ambrose Clinic, Mose Ambrose, NL
St. Alban’s Clinic, St. Alban’s, NL
Queensway Building, Grand Falls-Windsor, NL
21
APPENDIX “B”
Approximate Number of Meters Required, One (1) Docking Station Required per
Meter.
o Central Health Sites
- 150 each
o Community Health Sites
- 110 each
Total
- 260 each
Approximate Total Annual Usage Test Strips for Both Sites - 225,000 Total
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