REQUEST FORPROPOSAL

OUTPATIENT IMAGING EQUIPMENT

Titus Regional Medical Center

2001 North Jefferson Blvd.

Mt. Pleasant, TX 75455

RFP Release Date: 08/18/2015

RFP Proposal Deadline: 09/08/2015

1Introduction and Background

1.1 Purpose of the Request forProposal

Titus Regional Medical Center (“TRMC”) is issuing this Request for Proposal (RFP)toinvite qualified companies (“Applicants”) to submitproposalstopurchasestartup equipment for our Outpatient Imaging Service Line.

1.2Background

For more than 60 years, TRMC has been committed to providing quality, compassionate care for the communities we serve. During this time, we have grown from a 32-bed community hospital into a 174-bed comprehensive, regional healthcare system including a medical staff of over 150 physicians & mid-level providers representing some 26 specialties, including 24/7 general surgical services, cardiology, neurology, orthopedics, radiology, urology, pulmonology, nephrology,OB/GYN, pediatrics, wound healing, behavioral health & a cancer treatment center. TRMC is a lead Level III Trauma Center. In 2014, TRMC achieved the designation of a Designated Stroke Center and is planning for achievement of a Primary Stroke Center in the near future. TRMC has been a Joint Commission accredited facility since 2005, illustrating our long-standing commitment to achieving and maintaining high quality healthcare.

TRMC is dedicated to the communities we serve.

1.3Schedule of Events

The following schedule is a representation of TRMC’s best estimate of upcoming dates and deadlines in regards to this RFP. Unless otherwise specified, the time of day for the following events will be defined as 8:00am to 4:30pm (CST). TRMC reserves the right, at its sole discretion, to adjust this schedule as deemed necessary.

Event / Date
RFP Release (“RFP DATE”) / August 18, 2015
Notice of Intent to Propose Due (“INTENT DUE DATE”) / August 25, 2015
Questions & Requests for ClarificationDue (“CLARIFICATION DUE DATE”) / August 31, 2015
Proposal Submission Deadline (“DEADLINE”) / September 8, 2015

2. RFP RESPONSE INSTRUCTIONS

2.1RFP Communications

2.1.1Interested parties must direct all questions and communications regarding this RFP to the Designated Contact. Unauthorized contact with employees of TRMC other than the Designated Contact listed below or their designee may result in disqualification from RFP process.

Mike Winton

Director-Materials Management

Titus Regional Medical Center

2001 North Jefferson Blvd.

Mount Pleasant, TX 75455

(903) 577-6160 (phone)

(903) 577-6015 (fax)

2.1.2Questions or requests for clarificationcan be requested electronically by fax or through email. Any verbal communications regarding this RFP (whether originating from Applicant or from TRMC) will be considered unofficial and non-binding.

2.1.3TRMC reserves the right to determine, at its sole discretion, the appropriate and adequate responses to comments, questions and/or requests for clarification as well determining the method used (i.e. physical mail, facsimile, electronic mail, etc.) to convey these responses. TRMC will only provide answers related to this RFP to parties in which a Notice of Intent to Propose(Section 2.2) has been submitted.

2.1.4Designated contact must receive all comments, including questions and requests for clarification no later than the CLARIFICATION DUE DATE (Section 1.3).

2.1.5TRMC reserves the right to amend this RFP one or more times prior to deadline set forth in Section 1.3, Schedule of Events. In the event it becomes necessary to revise any part of this RFP or extend any deadline listed herein, TRMC will issue addenda to the RFP. These changes will be distributeddirectly to Applicants who have previously submitted a Notice of Intent to Propose (Section 2.2) as well as post changes on TRMC website at

2.2Notice of Intent to Propose

2.2.1Applicant’s wishing to respond to RPF, must complete and return Notice of Intent to Propose form (Attachment A). Form must be submitted by fax, email or postal mail & received by Designated Contact (Section 2.1.1) no later than the INTENT DUE DATE as detailed in Schedule of Events (Section 1.3).

2.2.2Submission of the Notice of Intent to Propose constitutes the Applicant’s acceptance of the process, evaluation criteria and other administrative instructions outlined in this RFP.

2.2.3Applicants may withdraw their Notice of Intent to Propose at any time before the deadline for proposal submission. Withdrawal must include the name of Applicant’s company, name & title of contact person, address, phone number, email address and fax number of contact person as well as a statement of company’s intent to remove their company from consideration.

2.2.4A Notice of Intent to Propose creates no obligation and is not a prerequisite for making an official proposal, it is however necessary to ensure receipt of any RFP amendments & any other communications regarding this RFP.

2.3Preparation of RFP Response

In order for TRMC to evaluate proposals fairly and completely, Applicant must follow instructions set out in this RFP and provide all information requested. Applicant is cautioned to carefully read each section of this RFP in its entirety to determine all requirements. Proposalsshouldprovideastraightforward,complete &concisedescriptionoftheApplicant’scapabilitiestosatisfytherequirements of the RFP. Vague and general offers or failure of an Applicant to include required items may cause the proposal to be deemed non-responsive and may be rejected.

2.3.1All proposals as well as any supplemental materials, must be written in English, submitted on standard 8 ½ x 11 sized paper and separated with tabbed dividers labeled in the order of submission per Submission of Proposal (Section 2.5). The ideal proposal will be 3-hole punched and bound with a binder clip. Binders or spiral binding is not required or preferred. Each page in proposal must be numbered and contain name of the company.

2.3.2All costs incurred by Applicant in preparation, submittal and/or presentation of this RFP will be absorbed by the Applicant. Unless otherwise requested, all materials submitted in conjunction with this RFP will become property of TRMC. Costs incurred in returning materials will be at the Applicant’s expense.

2.3.3Applicant understands that no guarantee is made by TRMC to preserve the confidentiality of materials submitted in response to this RFP. The Applicant understands that any and all responses submitted will be subject to distribution and/or made available to appropriate TRMC personal and consultants involved in this project.

2.3.4Confidential, trade secret, or proprietary materials must be clearly marked and identified as such upon submission bytheApplicant. Applicants must provide specific justification as to why disclosure of particular information in the proposalwouldcause substantial injury to the competitive position of theApplicant. Properly identified information that has been designated confidential, trade secret, or proprietary willnotbe disclosed except as may be required under Texas Open Records Act. Should any conflict arise between responder confidentiality requirements and those of the Texas Open Records Act, the Act shall govern.

2.4Contents of RFP Response

Each Applicant must submit a proposal in response to this RFP with the most favorable terms the Applicant can offer. A proposal must include both a Technical Proposal and Cost Proposal (detailed requirements of each outlined below).

  • Proposer may submit pricing on one or more pieces of the equipment or the entire package.
  • Proposer should state whether financing is available.

2.4.1 Cost Proposal - Equipment to be priced:

  • 3T MRI Qty 1
  • 64 Slice CTQty 2
  • Trade In of 128 Slice to be considered
  • UltrasoundQty 2
  • Contrast Injectors
  • MRIQty 1
  • CTQty 2

*TRMC will consider both New and Refurbished equipment.

*TRMC reserves the right “Not to Purchase” any equipment if not in the best interest of the facility.

*TRMC reserves the right to purchase one or more pieces of equipment from competing vendors. This is not an “All or Nothing” proposal.

2.4.2Technical Proposal must address, in detail, the ability to meet each requirement set forth in theExcel attachment accompanying this proposal.

2.4.3Submission of Proposal

Proposals must include the following (in order) when being prepared for submission:

2.4.4Cost Proposal – Information compiled in Section 2.4.1.

2.4.5Technical Proposal – Information compiled in Section 2.4.2.

2.4.6Each Applicant must submit one (1) original hard copy and one (1) electronic copy of the Proposal. Hard copy must be enclosed in a sealed envelope and properly labeled OUTPATIENT IMAGING RFP -DO NOT OPEN.

Electronic copy to:

2.4.7Proposals must be addressed and labeled as follows:

Mike Winton

Director-Materials Management

Titus Regional Medical Center

2001 North Jefferson Blvd.

Mount Pleasant, TX 75455

Outpatient Imaging RFP – Do Not Open

2.4.8RFP response must also state the name and address of the Applicant on the outside of the envelope/package.

2.4.9TRMC must receive all proposals in response to this RFP no later than 5:00pm (CST) on DEADLINE as set forth in Section 1.3, Schedule of Events in this RFP. Proposals submitted after this date and time may not be accepted and may be disqualified from consideration.

2.5.0Applicant assumesall risks when dispatching any communication or proposal. TRMC assumes no responsibility for delays or delivery failures caused by Applicant’s chosen method of delivery. The physical postmarkingdate of a communication or proposal to TRMC shall not take precedence over the physical receipt of communication or proposal by TRMC.

3 Proposal Evaluation and Award

3.1Initial Screening

An evaluation team composed of representatives from TRMC will review all proposals for compliance and responsiveness. Non-compliant or incomplete proposals are subject to rejection.

3.2Proposal Evaluation

The Evaluation Team will conduct an in-depth evaluation of each proposal and rank them in relative position based on how fully each proposal meets the requirements of this RFP. The Evaluation Team may request oral presentations or demonstrations from the Applicant concerning information contained in the proposal. Request is solely for the purpose of clarifying proposals and should not signify a decision on the part of the Evaluation Team as to the selection of an Applicant.

3.3TRMC will not necessarily award contract resulting from this RFP to the bidder offering the lowest cost. Instead, award will be made on the basis of the proposal whose response presents the best overall value (proposal which optimizes quality, cost and efficiency).

3.4TRMC reserves the right to make or not make an award based solely on the proposals, or to discuss the proposal further with one or more Applicant. Award will be based upon what is most advantageous to the goals and mission of TRMC.

3.5TRMC may, at its sole option, either accept an Applicant’s initial submitted proposal by awarding the contract or reserves the right to enter into discussions with other Applicant’s whose proposal was deemed to be reasonably susceptible of being considered for award. After discussions are concluded, additional Applicants may be allowed to submit a “Best & Final Offer” for consideration.

3.6TRMC may, in its best interest, elect to enter into negotiations with the apparent low responsive and responsible bidder.

3.7The recommendations for award ofcontracts presented by the evaluation committees are subject to final reviewandapprovalaccording to TRMC policies.

3.8Successful Applicantwill be advised by TRMC through a letter of intent to award.