Automated Dispensing Cabinets for Veterinary Medication Access and Medical Supplies
| Agency: | Oregon State University |
|---|---|
| State: | Oregon |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14392987257326510 |
| Posted Date: | Mar 29, 2024 |
| Due Date: | Apr 19, 2024 |
| Source: | Members Only |
Description
Details
Oregon State University is seeking a contractor to provide Automated Dispensing Cabinets for Veterinary Medication Access and Medical Supplies. Responses to the solicitation must be received no later than the due date and time in accordance with the submittal instructions contained in the solicitation document. For additional information please contact Jennifer Koehne by email at
jennifer.koehne@oregonstate.edu
or by telephone at 541-737-7353.
Attachments
Procurement Type:
Solicitation Number:
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Attachment Preview
REQUEST FOR PROPOSAL
No. P-2023-010801-JK
Automated Dispensing Cabinets
for Veterinary Medication Access and Medical Supplies
CLOSING
April 19, 2024 (11:00 AM, PT)
SUBMITTAL LOCATION
Oregon State University
Procurement, Contracts and Materials Management
644 SW 13th Avenue
Corvallis, Oregon 97333
OSU Procurement, Contracts and Materials Management Offices are currently closed to the public.
ELECTRONIC SUBMITTAL ADDRESS
bids@oregonstate.edu
(Updated: August 25, 2021)
1.0 GENERAL
1.01 SCHEDULE OF EVENTS
Issue Date
Deadline for Requests for Clarification or Change
Closing
March 28, 2024
April 8, 2024 (11:00 am, PT)
April 19, 2024 (11:00 am, PT)
This Schedule of Events is subject to change. Any changes will be made through the issuance of written Addenda.
1.02 PRE-PROPOSAL CONFERENCE
A Pre-Proposal Conference will not be held.
1.03 ISSUING OFFICE
The Procurement, Contracts and Materials Management (PCMM) department of Oregon State University
(“OSU”) is the issuing office and is the sole point of contact for this Request for Proposal. Address all concerns
or questions regarding this Request for Proposal to the Administrative Contact identified below.
1.04 ADMINISTRATIVE CONTACT
Name:
Jennifer Koehne
Title:
Purchasing Contract Officer
Telephone: 541-737-7353
Fax:
541-737-2160
E-Mail:
Jennifer.Koehne@oregonstate.edu
1.05 DEFINITIONS
As used in this Request for Proposal, the terms set forth below are defined as follows:
a. "Addenda" means an addition to, deletion from, a material change in, or general interest explanation of the
Request for Proposal.
b. “Closing” means the date and time specified in a Request for Proposal as the deadline for submitting offers.
c. “Days” means calendar days, including weekdays, weekends, and holidays, unless otherwise specified.
d. "Exhibits" means those documents which are attached to and incorporated as part of the Request for
Proposal.
e. "Proposal" means a binding offer submitted by an entity in response to a request for proposal issued by the
university.
f. "Proposer” means an entity that submits a response to a request for proposal issued by the university.
g. "Request for Proposal" (RFP) means a Solicitation Document to obtain written, competitive Proposals to be
used as a basis for making an acquisition or entering into a Contract when price will not necessarily be the
predominant award criteria.
h. "Responsible" means when an entity has demonstrated their ability to perform satisfactorily under a contract
by meeting the applicable standards of responsibility outlined in OSU Standard 03-015, Sec. 5.16.3.i
i. "Responsive" means when the solicitation response is substantially compliant in all material respects with
the criteria outlined in a Invitation to Bid.
j. “Sealed” means a solicitation response to a solicitation document that has not been opened by the university
or a solicitation response delivered by electronic means that has not been distributed beyond university
personnel responsible for receiving the electronically submitted solicitation response.
k. “Signed” means any mark, word, or symbol that is made or adopted by an entity indicating an intent to be
bound.
l. “Solicitation response” means a binding offer submitted by an entity in response to a solicitation document
issued by the university.
m. “Work” means the furnishing of all materials, equipment, labor, transportation, services, and incidentals
necessary to successfully complete any individual item or the entire contract and carrying out and
completion of all duties and obligations imposed by the contract.
P-2023-010801-JK
Page 1
2.0 INTRODUCTION AND BACKGROUND
2.01 INTRODUCTION
Procurement, Contracts and Materials Management is seeking Responsive Responsible Proposers to submit
Proposals for automated dispensing cabinets for its Veterinary Teaching Hospital.
2.02 BACKGROUND
The OSU Veterinary Teaching Hospital utilizes automated dispensing cabinet (ADC) to provide medication
access to authorized Veterinary Teaching Hospital staff in secondary pharmacy areas when going to the
pharmacy is not practical and during hours that the pharmacy is closed. The ADCs create a patient-specific
record of the medication taken, the quantity taken, the user that issued the medication, the time, and the date.
They also interface with the hospital software to bill the patient’s case and to maintain accurate pharmacy
inventory. ADCs provide extra security for controlled substances by requiring a witness to remove any
controlled substance from the locked drawers.
The ADC will be a solution that can consistently and reliably provide medication access in secondary
pharmacy areas. The ADC must be user-friendly and efficient so that medications can be accessed correctly
and quickly by veterinary staff for the correct, specific patient. The ADC must be compliant with security
standards set forth by the Board of Pharmacy and OSU. The ADC must be able to have hardware and
software upgrades in a timely and efficient manner. The system must be compliant with applicable State and
Federal drug laws.
2.03 OREGON STATE UNIVERSITY
Founded in 1868, Oregon State University is a comprehensive, research-extensive, public university located in
Corvallis. Oregon State is one of only two American universities to hold the Land Grant, Sea Grant, Space Grant
and Sun Grant designations. Oregon State is also the only Oregon institution to have earned both Carnegie
Foundation classifications for Highest Research Activity and Community Engagement, a recognition of the depth
and quality of its graduate education and research programs.
Through its centers, institutes, Extension offices and Experiment Stations, Oregon State has a presence in all of
Oregon's 36 counties, including its main campus in Corvallis, the Hatfield Marine Sciences Center in Newport
and OSU-Cascades Campus in Bend. Oregon State offers undergraduate, master’s and doctoral degrees
through 11 academic colleges, the Honors College, Graduate School and online Ecampus, enrolling more than
31,000 students from every county in Oregon, every state in the country and more than 110 nations.
3.0 STATEMENT OF WORK / SAMPLE CONTRACT
3.01 SAMPLE CONTRACT
A sample contract containing contractual terms and conditions for purchase option only is included at Exhibit
A for reference only. OSU is interested in pursuing all purchase options including a one-time purchase and
lease options. Proposer shall submit Proposer’s standard lease agreement as part of the Proposal
response including any applicable leasing documentation. OSU reserves the right to negotiate the language
of the lease terms and conditions to be consistent with OSU contractual terms and conditions. Award is
contingent upon successful negotiation of those terms and conditions whether a one-time purchase or lease.
OSU also retains the ability to purchase or lease the awarded goods or services at equal or lower cost through
another available price agreement established with the awarded company. For example, if the awarded
company has a separate agreement with a cooperative, consortium or buying club, OSU would like the ability to
complete its purchase through that agreement rather than establish a new one through this RFP process or
retain the option to shift to such a contract in the future if it proves advantageous to OSU to do so.
P-2023-010801-JK
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3.02 STATEMENT OF WORK
OSU is looking to initially obtain at least three (3) ADC solutions with the possibility of up to eleven (11) ADC
solutions. Solutions need to be minimally invasive, automated, and integrated with pharmacy software.
Solutions should include all current, modern, and updated technology, which includes, but is not limited to the
following:
• Hardware
• Software (consistent with running on highest programs with efficiency, speed, security, and updates),
• Other- all cabinet features of computer, connected auxiliary units and satellite accessory units for items
located outside cabinets, functional troubleshooting mechanisms, network connectivity, user friendly
webpage, inventory reporting features, lights, accurate clock, racks, drawers, bins, fingerprint readers,
Rx labels/printers, drug scanners/barcoding scanners, keyboard/touch screen, monitors, screens, wires,
outlets, plugs, cabinet shells, wheels, refrigeration locks, network receivers and transmitters, backup
generator capability, website, keys and locking mechanisms, return bins, and security keys.
Specifications:
• All equipment in the ADC systems will be new, non-refurbished, and in good working condition upon
receipt and maintained in good working order on an ongoing basis.
• ADC systems must be in compliance with Board of Pharmacy security standards (Board of Pharmacy
OAR 855-041-6000 through 855-041-6999), applicable OSU security standards, and any applicable
Federal or State drug laws.
• ADC solutions should support individual, secure sign-in, with ability to assign user rights depending on
role. The University’s current SSO standard is Shibolleth, future standard will be Azure SSO.
• ADC solution software should be user friendly and run, at a minimum, Windows 10, with inclusion of
upgrade to Windows 11 before Windows 10 end of life, (or version specified by IT) and with the ability
to effectively update to all future Window version(s) released. All applicable software licenses, including
Windows, required to run equipment to be included. Operating system should be able to accept timely
application of security patches, the University standard is to patch systems within 30 days of patch
release.
• ADC solutions will need to integrate pharmacy and hospital software, currently an in-house software
solution with plans to adopt a commercial solution in the future. If a solution does not come with an
existing integration that can be utilized, Proposer will need to create a custom integration in a
reasonable amount of time that includes medical records, pharmacy inventory, and billing systems.
• The ADC systems will have a locked, secure area to store controlled substances.
o The ADC systems must also require a second user to witness the removal of controlled
substances.
o If fingerprint readers are part of the system, the fingerprint readers must be maintained in good
working condition.
• Prescription (Rx) label printing maintained in good working condition.
• The ADC system will have the ability to interface with a refrigerator or will have an ADC refrigerator.
Temperature monitoring system must be in in good working condition.
Maintenance and Support:
• Proposer or manufacturer of hardware equipment will provide excellent and timely customer support for
the system.
o Emergency support should be available twenty-four (24) hours a day, seven (7) days a week.
o Non-emergency maintenance should be conducted within seven (7) business days
o The system is to be updated in a timely, consistent, and proactive manner
• Full-service contract or factory warranty with preventative maintenance and cleaning should be
included in the purchase or lease price and should include at least: one onsite preventative
maintenance visit annually inclusive of any parts, labor and engineer travel expenses to maintain the
P-2023-010801-JK
Page 3
equipment and software, onsite response of 3-5 business days for remedial repairs, and unlimited
onsite emergency service visits on-demand and up to same day service.
o All maintenance and support service offered should be clearly listed and thoroughly detailed
• Hardware support (onsite) for repairs and software support (remote or onsite) should be an option that
includes upgrades, patches or other fixes to the existing software as they are released at no additional
cost outside of maintenance and support payments.
• A guaranteed response time for support calls, 24x7, with OSU's preference of an immediate response
or call back to OSU reach-out via phone or email. Response should include a solution to the issue or a
timeline for providing the solution.
• Maintenance and support should be provided direct from the manufacturer and prepared in advance.
Training:
• Both remote and onsite training options direct from the manufacturer or Proposer should be available.
Preference is for purchase or lease price to include direct on-site training option at no additional cost.
OSU is also interested in ongoing training options including options for system administrators and end
users including onsite, online, or web-based training.
Delivery:
• Preference is given to those Proposers who can deliver within our desired timeframe.
• Proposer to ensure shipping company takes reasonable care to deliver the ADC systems to the
designated locations within the OSU facility. Shipping is FOB Destination.
Installation:
• Onsite installation and configuration of the equipment included in the purchase or lease price.
Invoicing:
• All invoicing and paperwork will be easily identifiable with consistent payment information according to
OSU Accounts Receivable expectations and standards.
4.0 PROPOSER QUALIFICATIONS
4.01 MINIMUM QUALIFICATIONS
In order to qualify as a Responsive Proposer, the Proposer needs to meet the minimum qualifications below.
a. Proposer with at least three years’ experience providing the goods or services requested.
b. Proposer must meet all applicable Board of Pharmacy, Federal and State regulations and laws for the
goods or services provided.
c. Proposer must be able to pass an OSU Security Review to be awarded a Contract to handle sensitive
or confidential OSU data as would be contained in an external data system.
4.02 PREFERRED QUALIFICATIONS
OSU will award additional points for Proposers able to meet the preferred qualifications below.
a. Proposer with experience providing the goods or services requested to higher education clients with
veterinary medicine teaching facilities or hospitals.
P-2023-010801-JK
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