Histology Equipment Preventative Maintenance and Service Questions and Answers

Agency:	UNIVERSITY OF KENTUCKY
State:	Kentucky
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Mar 12, 2024
Due:	Apr 5, 2024
Solicitation No:	KD-0150-24
Publication URL:	To access bid details, please log in.

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KD-0150-24

Request for Proposal

KD- 0150-24

Proposal Due Date – 04/05/2024

Histology Equipment Preventative Maintenance and Service

KD-0150-24

REQUEST FOR PROPOSAL (RFP)

ATTENTION: This is not an order. Read all instructions, terms and conditions carefully.

PROPOSAL NO.:

KD-0150-24

RETURN ORIGINAL COPY OF PROPOSAL TO:

Issue Date:

Title:

Purchasing Officer:

Email/Phone:

03/04/2024

Histology Equipment Preventative

Maintenance and Service

Anna Akers-Grubb

anna.akers@kdmc.kdhs.us 606-408-9667

UK KING’S DAUGHTERS MEDICAL CENTER

SUPPLY CHAIN MANAGEMENT

2301 LEXINGTON AVENUE

SUITE 310

ASHLAND, KY 41101

IMPORTANT: PROPOSALS MUST BE RECEIVED BY: 04/05/2024 3 PM EASTERN STANDARD TIME

NOTICE OF REQUIREMENTS

1. The Medical Center’s General Terms and Conditions and Instructions to Bidders, viewable at https://purchasing.uky.edu/bid-and-proposal-opportunities, apply to this RFP. When the RFP

includes construction services, the Medical Center’s General Conditions and Special Conditions for Construction and Instructions to Bidders, viewable at https://purchasing.uky.edu/bid-

and-proposal-opportunities, apply to the RFP.

2. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.

3. Any agreement or collusion among Offerors or prospective Offerors, which restrains, tends to restrain, or is reasonably calculated to restrain competition by agreement to bid at a fixed

price or to refrain from offering, or otherwise, is prohibited.

4. Any person who violates any provisions of KRS 45A.325 shall be guilty of a felony and shall be punished by a fine of not less than five thousand dollars nor more than ten thousand dollars,

or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment. Any firm, corporation, or association who violates any of the provisions of KRS

45A.325 shall, upon conviction, be fined not less than ten thousand dollars or more than twenty thousand dollars.

AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST

I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:

1. That I am the Offeror (if the Offeror is an individual), a partner, (if the Offeror is a partnership), or an officer or employee of the bidding corporation having authority to sign on its behalf (if

the Offeror is a corporation);

2. That the attached proposal has been arrived at by the Offeror independently and has been submitted without collusion with, and without any agreement, understanding or planned common

course of action with, any other Contractor of materials, supplies, equipment or services described in the RFP, designed to limit independent bidding or competition;

3. That the contents of the proposal have not been communicated by the Offeror or its employees or agents to any person not an employee or agent of the Offeror or its surety on any bond

furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP:

4. That the Offeror is legally entitled to enter into contracts with UK King’s Daughters Medical Center and is not in violation of any prohibited conflict of interest, including, but not limited to,

those prohibited by the provisions of KRS 45A.330 to .340, and164.390;

5. That the Offeror, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sale and use tax imposed by Chapter 139 to the extent required by

Kentucky law and will remain registered for the duration of any contract award;

6. That I have fully informed myself regarding the accuracy of the statement made above.

SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS

In accordance with KRS45A.110 (2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the campaign finance laws of the

Commonwealth of Kentucky and that the award of a contract to a bidder will not violate any provision of the campaign finance laws of the Commonwealth of Kentucky.

CONTRACTOR REPORT OF PRIOR VIOLATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342

The contractor by signing and submitting a proposal agrees as required by 45A.485 to submit final determinations of any violations of the provisions of KRS Chapters 136, 139, 141, 337,

338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in continuous compliance with the provisions of the statutes during

the duration of any contract that may be established. Final determinations of violations of these statutes must be provided to the Medical Center by the successful contractor prior to the

award of a contract.

CERTIFICATION OF NON-SEGREGATED FACILITIES

The contractor, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations, No. 41 CFR 60-1.8(b) that prohibits the maintaining of segregated

facilities.

SIGNATURE REQUIRED: This proposal cannot be considered valid unless signed and dated by an authorized agent of the Offeror. Type or print the signatory's name, title,

address, phone number and fax number in the spaces provided. Offers signed by an agent are to be accompanied by evidence of his/her authority unless such evidence has

been previously furnished to the issuing office.

DELIVERY TIME:

NAME OF COMPANY:

DUNS #

PROPOSAL FIRM THROUGH:

ADDRESS:

PAYMENT TERMS:

CITY, STATE & ZIP CODE:

SHIPPING TERMS: F. O. B. DESTINATION PREPAID

AND ALLOWED

FEDERAL EMPLOYER ID NO.:

TYPED OR PRINTED NAME:

SIGNATURE:

Phone/Fax:

E-MAIL:

WEB ADDRESS:

DATE:

Table of Contents

1.0 DEFINITIONS .................................................................................................................................................................................6

2.0 GENERAL OVERVIEW ...................................................................................................................................................................6

2.1 Intent and Scope ........................................................................................................................................................................6

2.2 Medical Center Information.........................................................................................................................................................6

3.0 PROPOSAL REQUIREMENTS .......................................................................................................................................................6

3.1 Key Event Dates.........................................................................................................................................................................6

3.2 Offeror Communication...............................................................................................................................................................6

3.3 Offeror Presentations..................................................................................................................................................................7

3.4 Preparation of Offers ..................................................................................................................................................................7

3.5 Proposed Deviations from the RFP.............................................................................................................................................7

3.6 Proposal Submission and Deadline ............................................................................................................................................7

3.7 Modification or Withdrawal of Offer .............................................................................................................................................7

3.8 Acceptance or Rejection and Award of Proposal ........................................................................................................................8

3.9 Rejection ....................................................................................................................................................................................8

3.10 Addenda .....................................................................................................................................................................................8

KD-0150-24

3.11 Disclosure of Offeror’s Response ...............................................................................................................................................8

3.12 Restrictions on Communications with Medical Center Staff ........................................................................................................8

3.13 Cost of Preparing Proposal.........................................................................................................................................................8

3.14 Disposition of Proposals .............................................................................................................................................................8

3.15 Alternate Proposals ....................................................................................................................................................................9

3.16 Questions ...................................................................................................................................................................................9

3.17 Section Titles in the RFP ............................................................................................................................................................9

3.18 No Contingent Fees....................................................................................................................................................................9

3.19 Proposal Addenda and Rules for Withdrawal..............................................................................................................................9

4.0 PROPOSAL FORMAT AND CONTENT ..........................................................................................................................................9

4.1 Proposal Information and Criteria ...............................................................................................................................................9

4.2 Signed Authentication of Proposal and Statements of Non-Collusion and Non-Conflict of Interest Form ....................................9

4.3 Transmittal Letter........................................................................................................................................................................9

4.4 Executive Summary and Proposal Overview ............................................................................................................................10

4.5 Criteria 1 - Offeror Qualifications...............................................................................................................................................10

4.6 Criteria 2 – Services Defined ....................................................................................................................................................10

4.7 Criteria 3 – Financial Proposal ..................................................................................................................................................11

4.8 Criteria 4 – Evidence of Successful Performance and Implementation Schedule......................................................................11

4.9 Criteria 5 – Other Additional Information ...................................................................................................................................11

5.0 EVALUATION CRITERIA PROCESS............................................................................................................................................12

6.0 SPECIAL CONDITIONS................................................................................................................................................................13

6.1 Contract Term...........................................................................................................................................................................13

6.2 Effective Date ...........................................................................................................................................................................13

6.3 Competitive Negotiation............................................................................................................................................................13

6.4 Appearance Before Committee.................................................................................................................................................13

6.5 Additions, Deletions or Contract Changes ................................................................................................................................13

6.6 Contractor Cooperation in Related Efforts ................................................................................................................................13

6.7 Entire Agreement......................................................................................................................................................................13

6.8 Governing Law .........................................................................................................................................................................13

6.9 Kentucky’s Personal Information Security and Breach Investigation Procedures and Practices Act..........................................13

6.10 Termination for Convenience ....................................................................................................................................................14

6.11 Termination for Non-Performance.............................................................................................................................................14

6.12 Funding Out..............................................................................................................................................................................14

6.13 Prime Contractor Responsibility................................................................................................................................................14

6.14 Assignment and Subcontracting ...............................................................................................................................................14

6.15 Permits, Licenses, Taxes..........................................................................................................................................................14

6.16 Attorneys’ Fees.........................................................................................................................................................................14

6.17 Royalties, Patents, Copyrights and Trademarks .......................................................................................................................15

6.18 Indemnification .........................................................................................................................................................................15

6.19 Insurance..................................................................................................................................................................................15

6.20 Method of Award ......................................................................................................................................................................15

6.21 Reciprocal Preference ..............................................................................................................................................................15

6.22 Reports and Auditing ................................................................................................................................................................15

6.23 Confidentiality ...........................................................................................................................................................................15

6.24 Conflict of Interest.....................................................................................................................................................................16

6.25 Personal Service Contract Policies ...........................................................................................................................................16

6.26 Copyright Ownership and Title to Designs and Copy ................................................................................................................16

6.27 Medical Center Brand Standards ..............................................................................................................................................16

6.28 Printing Statutes .......................................................................................................................................................................16

6.29 Payment Terms ........................................................................................................................................................................17

7.0 SCOPE OF SERVICES.................................................................................................................................................................17

7.1 Detailed Services Defined.........................................................................................................................................................17

8.0 FINANCIAL OFFER SUMMARY...............................................................................................................................................18

8.1 Alternate Pricing .......................................................................................................................................................................18

KD-0150-24

1.0 DEFINITIONS

The term "addenda" means written or graphic instructions issued by UK King’s Daughters Medical Center prior to the receipt of

proposals that modify or interpret the RFP documents by additions, deletions, clarifications and/or corrections.

The term "competitive negotiations" means the method authorized in the Kentucky Revised Statutes, Chapter 45A.085.

The terms "offer" or “proposal” mean the Offeror’s/Offerors’ response to this RFP.

The term "Offeror" means the entity or contractor group submitting the proposal.

The term "contractor" means the entity receiving a contract award.

The term "purchasing agency" means UK King’s Daughters Medical Center, 2301 Lexington Avenue, Suite 310, Ashland KY 41101.

The term "purchasing official" means UK King’s Daughters Medical Center appointed contracting representative.

The term "responsible Offeror" means a person, company or corporation that has the capability in all respects to perform fully the

contract requirements and the integrity and reliability that will assure good faith performance. In determining whether an Offeror is

responsible, the Medical Center may evaluate various factors including (but not limited to): financial resources; experience;

organization; technical qualifications; available resources; record of performance; integrity; judgment; ability to perform successfully

under the terms and conditions of the contract; adversarial relationship between the Offeror and the Medical Center that is so serious

and compelling that it may negatively impact the work performed under this RFP; or any other cause determined to be so serious and

compelling as to affect the responsibility of the Offeror.

The term "solicitation" means RFP.

The term "Medical Center” means UK King’s Daughters Medical Center.

2.0 GENERAL OVERVIEW

2.1 Intent and Scope

The intent of this Request for Proposal (RFP) is to solicit Proposals from qualified, experienced, financially sound, and

responsible Lab equipment Preventative Maintenance and Service providers for the Medical Center with ongoing needs related

to its Histology Equipment Preventative Maintenance and Service. The successful Offeror(s) will provide the most qualified

individuals in their respective fields that have the skills necessary to complete projects in a timely, professional, and cost-

effective manner.

No contract awards are to be construed as retainer agreements. Payment will only be made for services requested by and

provided to the Medical Center in accordance with final Financial Offer pricing established within the contract award process and

on an as-needed basis.

2.2 Medical Center Information

As of December 1, 2022, UK King’s Daughters Medical Center, based in Ashland, Kentucky, officially became part of the University of

Kentucky. UK King’s Daughters Medical Center serves a 16-county region across Kentucky, Ohio and West Virginia. Its health system

is composed of two acute-care hospitals totaling 465 licensed beds, more than 50 ambulatory centers and practice locations, a long-

term care facility, medical transport company and six urgent care centers.

3.0 PROPOSAL REQUIREMENTS

3.1 Key Event Dates

Release of RFP

Deadline for Written Questions

RFP Proposals Due

03/04/2024

3 p.m. Eastern Time on 03/12/2024

3 p.m. Eastern Time on 04/05/2024

3.2

Offeror Communication

To ensure that RFP documentation and subsequent information (modifications, clarifications, addenda, Written Questions and Answers,

etc.) are directed to the appropriate persons within the Offeror’s firm, each Offeror who intends to participate in this RFP is to provide

the following information to the purchasing officer. Prompt, thorough compliance is in the best interest of the Offeror. Failure to comply

may result in incomplete or delayed communication of addenda or other vital information. Contact information is the responsibility of the

Offeror. Without the prompt information, any communication shortfall shall reside with the Offeror.

• Name of primary contact

KD-0150-24

• Mailing address of primary contact

• Telephone number of primary contact

• Fax number of primary contact

• E-mail address of primary contact

• Additional contact persons with same information provided as primary contact

This information shall be sent via email to:

Anna Akers-Grubb

Supply Chain Management

UK King’s Daughters Medical Center

2301 Lexington Avenue, Suite 310

Ashland, KY 41101

Phone: 606-408-9667

E-mail: anna.akers@kdmc.kdhs.us

All communication with the Medical Center regarding this RFP shall only be directed to the purchasing officer listed above.

3.3 Offeror Presentations

All Offerors whose proposals are judged acceptable for award may be required to make a presentation to the evaluation committee.

3.4 Preparation of Offers

The Offeror is expected to follow all specifications, terms, conditions and instructions in this RFP.

The Offeror will furnish all information required by this solicitation.

Proposals should be prepared simply and economically, providing a description of the Offeror’s capabilities to satisfy the requirements

of the solicitation. Emphasis should be on completeness and clarity of content. All documentation submitted with the proposal should be

bound in the single volume except as otherwise specified.

An electronic version of the RFP, in .PDF format only, is available through UK King’s Daughters Medical Center, Supply Chain

Department web site: www.uky.edu/purchasing/bidlist.htm

3.5 Proposed Deviations from the RFP

The stated requirements appearing elsewhere in this RFP shall become a part of the terms and conditions of any resulting contract. Any

deviations therefrom must be specifically defined in accordance with the transmittal letter, Section 4.3 (d). If accepted by the Medical

Center, the deviations shall become part of the contract, but such deviations must not be in conflict with the basic nature of this RFP.

Note: Offerors shall not submit their standard terms and conditions as exceptions to the Medical Center’s General Terms and

Conditions. Each exception to the Medical Center’s General Terms and Conditions shall be individually addressed.

3.6 Proposal Submission and Deadline

Offeror must provide the following materials prior to 3 p.m. (Eastern Standard Time) on the date specified in Section 3.1 and addressed

to the purchasing officer listed in Section 3.2:

• Technical Proposal: Two (2) copies on electronic storage devices (CD or USB) (1 copy per storage device) each clearly marked

with the proposal number and name, firm name and what is included (Technical Proposal) and seven (7) printed original copies

• Financial Proposal: Two (2) copies on electronic storage devices (CD or USB) (1 copy per storage device) each clearly marked

with the proposal number and name, firm name and what is included (Financial Proposal) and seven (7) printed original copies

Note: Proposals received after the closing date and time will not be considered. In addition, proposals received via fax or e-

mail are not acceptable.

UK King’s Daughters Medical Center accepts deliveries of RFPs Monday through Friday from 8 a.m. to 3 p.m. Eastern

Standard Time. However, RFPs must be received by 3 p.m. Eastern Standard Time on the date specified on the RFP in order to

be considered.

Proposals shall be enclosed in sealed envelopes to the above referenced address and shall show on the face of the envelope: the

closing time and date specified, the solicitation number and the name and address of the Offeror. The technical proposal shall be

submitted in a sealed envelope and the financial proposal shall be submitted in a sealed envelope under separate cover. Both sealed

envelopes shall have identical information on the cover, with the addition that one will state “Technical Information,” and the other,

“Financial Proposal.”

Note: In accordance with the Kentucky Revised Statute 45A.085, there will be no public opening.

3.7 Modification or Withdrawal of Offer

An offer and/or modification of offer received at the office designated in the solicitation after the exact hour and date specified for receipt

will not be considered.

An offer may be modified or withdrawn by written notice before the exact hour and date specified for receipt of offers. An offer also may

be withdrawn in person by an Offeror or an authorized representative, provided the identity of the person is made known and the person

signs a receipt for the offer, but only if the withdrawal is made prior to the exact hour and date set for receipt of offers.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Histology Equipment Preventative Maintenance and Service Questions and Answers

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