Wernersville State Hospital
                                     Medical Equipment Inspection/Repair
          DEPARTMENT OF HUMAN SERVICES – WERNERSVILLE STATE HOSPITAL
                  MEDICAL EQUIPMENT Inspections & Repairs
        I.   SCOPE
       The Department of Human Services, Office of Mental Health and Substance Abuse Services,
       Wernersville State Hospital (WeSH), located at 160 Main Street, Wernersville, PA 19565, is
       seeking a contractor to provide medical equipment inspections and repairs.   WeSH must
       maintain equipment and supplies in such a manner to ensure an acceptable level of safety and
       quality and is soliciting a contractor to perform an inventory of all medical equipment and medical
       equipment safety inspections and necessary repairs. All work must be completed satisfactorily to
       assure patient and employee safety and satisfy Title 42 Public Health Part 482 Conditions of
       Participation for Hospitals requirements.
       The contractor will provide qualified service technicians, tools, and parts to perform equipment 
       inspections, performance tests, repairs, part replacement, service calls, and preventative 
       maintenance service as required within 24 business hours as needed to assure the operational 
       efficiency of all medical equipment. Medical equipment is defined as that which is used for the 
       diagnosis, care, treatment of the patient or for monitoring of direct patient care. 
       During the months of January and July the contractor will perform a bi-annual (every 6 months) 
       documented inventory; evaluations of all medical equipment used for the treatment of patients; 
       and, identify the special alerts issued by product manufacturer by the company’s internal quality 
       management process and/or as issued by the federal and/or state government safety alert 
       system for specific individual medical WeSH owned equipment.
       Services to be performed under this contract will include:
         Safety maintenance:  Checking for electrical leaks, grounding, electrical shorts, and 
         damaged cords, to permit overall safe operation of the equipment and/or other indicated 
         safety checks as required by the equipment manufacturer.
         Performance tests:  Operational and visual inspections. The contractor will use testing 
         equipment that complies with the standards set forth by the following:   IEC 60601, IEC 
         60601-1, AAMI, NFPA 99, and IEC 62353 and equipment manufacturer recommendations 
         Equipment will be tagged to denote completion of the six-month inspection using a vendor 
         supplied tag. 
         Remedial maintenance and replacement of parts (e.g., power cords, hospital grade plugs, 
         etc.) will be furnished on a time and material basis.
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                                                                                               Wernersville State Hospital
                                                                                 Medical Equipment Inspection/Repair
                   Contractor will provide estimates for repairs or calibrations before any service begins. 
         II.   TERM
                     The contract term is for (1) year, anticipated to begin on April 1, 2021 (or upon full 
                     execution of the contract; whichever is later) and will end on March 31, 2022, with (4) four 
                     one-year renewal options at the discretion of WeSH.
         III.    PROCESS
                   A. The vendor will maintain the electronic medical equipment inventory and enter all 
                       updates. The electronic itemized equipment inventory report which includes the following 
                       information: the Wernersville State Hospital number assigned to the equipment; location 
                       of the equipment; equipment warrantee time frames; date of completion of the new or six 
                       month safety inspection  for each piece of medical equipment; the date(s) of all repairs of 
                       equipment; and, the date(s) of re-inspection following repair six month safety inspections 
                       to occur in January and July will be scheduled by WeSH Registered Nurse Supervisor 
                       (RNS) during January of each year.  
                       In between six-month inspections and as needed basis 24 working hour notice will be 
                       given to vendor regarding the need for safety inspection(s) of all new medical equipment 
                       and the need to enter the new equipment and date of safety inspection into the medical 
                       equipment inventory.
                       Vendor will conduct necessary repairs and re-inspect repaired equipment or the safe 
                       operation and functionality on all medical equipment that need to be repaired within 24 
                       working hours of notice from the WeSH RNS. Dates of repair and re-inspection of 
                       repaired medical equipment will be entered into the medical equipment inventory before it
                       is placed back into service and within 24 working hours of the request for 
                       repair/inspection by the WeSH representative or the WeSH RNS.
                        
                       Any piece of medical equipment which is found to be in need service and cannot be 
                       immediately repaired or under warrantee and in need of return to the manufacturer the 
                       vendor will enter into the electronic medical equipment inventory a change in status to 
                       “out of service. Any loss or damages to equipment while under the services of the 
                       contractor will be replaced at the current market value of the item.
                   B. Within 30 days of completed repair and inspection of any and all medical equipment, the 
                       Contractor will provide service reports to the WeSH RNS and Purchasing Department that
                       will identify the service performed and amount of billing.
         IV.     BID
                 Bi-Annual Inspection:  The vendor will provide a flat rate to perform the bi-annual review of 
                 the medical equipment. 
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                                                        Wernersville State Hospital
                                                Medical Equipment Inspection/Repair
          Parts Cost:
          All repair parts and accessories must be billed at supplier’s cost.  Note: Suppliers may choose 
          to bid a discount from cost to improve opportunity for selection.  The supplier shall submit as 
          backup information a copy of the original purchase invoice(s) as proof of cost for parts.  This 
          must accompany the job invoice in order for the agency to process payment for services 
          performed.  If no purchase invoice is available for proof of cost for repair parts, the agency may
          verify current market value and if necessary, alter the payment invoice to reflect market price.
          Contractor will provide services at a percentage discount off usual and customary charges 
          which will be verified by submittal of the attached Discount Form.  The contractor will also 
          provide a Price List of their usual and customary charges which will remain in effect for the 
          entire term of the contract.
          For purpose of the electronic submission, all responders should bid $1.00 on the parts line.  
          Invoice prices will be based off the Discount Form.
     V.   GENERAL INFORMATION
          The contractor is responsible to carry all necessary insurance and liability coverage to cover 
          this service and provide certification of such insurance.
          It shall be understood and agreed that any quantities listed in the proposal are estimated only
          and may be increased or decreased in accordance with the actual requirement of Wernersville
          State Hospital and that Wernersville State Hospital in accepting any bid or portion thereof
          contracts only and agrees to purchase only the quantities as represent the actual requirements
          of Wernersville State Hospital.
          PAYMENT PROVISIONS
          Failure to submit invoices in compliance with the following instructions will result in the invoices
          being returned to the contractor and will substantially delay processing of payments. The 
          contractor shall be paid upon satisfactory delivery/completion of work performed and 
          submission of an invoice on the contractor’s letterhead. The invoice should contain at minimum
          the information listed on the sample invoice – Supplier Sample Invoice can be found at 
          http://www.dgsweb.state.pa.us/comod/CurrentForms/SampleSupplierInvoice.doc
          Invoices are to be submitted monthly to the requisitioning agency comptroller at the following 
          address:
          DHS (Wernersville State Hospital)
          Commonwealth of Pennsylvania – PO Invoice
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                                                                                                                  Wernersville State Hospital
                                                                                                 Medical Equipment Inspection/Repair
                    PO Box 69180
                    Harrisburg, PA   17106
                    By Email: 69180@pa.gov 
                    This invoice will be used to verify that work has been completed.
                    An invoice marked “COPY” is to be sent to:
                    Wernersville State Hospital
                    160 Main Street
                    Attn: Accounting
                    Wernersville, PA 19565-0300
                    Invoices are to contain the following information:
                             1. Purchase Order Number
                             2. Contractor’s Vendor Identification Number
                             3.   Date(s), location(s), and type(s) of service rendered
                             4.   Unit(s) and total process
                    Invoices will be verified and approved by the Contract Monitor prior to payment being made.
                    Contractor will be reimbursed only for services/materials actually accepted by the Department.
                    CONTRACT PROCESSING
                    All services provided by the Contractor shall be subject to review and approval by the Nurse
                    Manager responsible for monitoring the work being performed under this contract on behalf of
                    Wernersville State Hospital:
                    Derrick Mitchell, Nurse Manager
                    Phone:  (610) 670-4701
                    Email:  dermitchel@pa.gov
                    All administrative, fiscal, and technical matters relating to this contract shall be directed to:
                    Kelly Beers, Purchasing Agent Supervisor
                    Phone:  (610) 670-4128
                    Email:  kebeers@pa.gov
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