Request for Quotations for the Ironton-Lawrence Community Action Organization Construction of a Mobile Medical Health Center

CLICK HERE TO DOWNLOAD COMPLETE RFP DOCUMENT

CLICK HERE TO DOWNLOAD ADDENDUM #01

This request for proposal (RFP) is issued by the Family Medical Centers, Ironton Lawrence County Area Community Action Organization, [hereafter, “the Department”] in Ironton, Ohio.

FOR INFORMATION ON THIS PROCUREMENT

Your contact for information on this RFP is Michael Kingery, Assistant Director of Operations, 305 N 5th Street, Ironton, OH 456385. He may be contacted during normal business hours at: 740.646.3480, or by email at [email protected]

ITEM TO BE PURCHASED

The Department is interested in purchasing one new or used vehicle for use as a mobile health center. The manufactured van will be brought to Ironton, Ohio by the successful bidder. Final inspection and acceptance will be by Department personnel upon said delivery. The Department is interested in viewing your vehicle specifications, and the closeness of their conformance to our established specifications herein, and our mobile health program objectives. Final determination for the award of this contract belongs exclusively to the Department. The Department reserves the right to waive defects in responses that it deems immaterial.

PRICE & PAYMENT TERMS

Place your price quotation for the new model mobile in the official proposal linked here:  RFP for Mobile Healthcare Center please also see Addendum 01

 RFP OPENING DATE 

December 7, 2021, at the Administrative Offices located at 305 N 5th Street, Ironton OH 45638 at 11:00 am. 

Late submissions will not be considered. 

SCOPE OF YOUR RESPONSE 

Respondents are advised that RFP’s are solicited on a Design-Build basis. Bidders are hereby notified that responses must be in writing, with firm prices or allowances clearly stated for the whole of your design. 

WORK TO BE PERFORMED 

Design, provide, deliver, and provide training for the operation of one new 35 –40 ft. long mobile health unit for the Department. The vehicle shall include rooms, casework, desks and chairs, utility areas, storage, lavatories, lighting, insulation, and any other amenities specified in this solicitation. Items must clearly meet our specifications exactly. The completed unit shall meet all applicable documents, publications and standards in effect at the time of manufacture. These shall include, but not limited to, all U. S. Dept. of Transportation [DOT] and Federal Motor Vehicle Safety Standards [FMVSS], requirements as applicable. 

THE RIGHT OF THE DEPARTMENT TO AWARD 

OR REJECT ANY AND ALL RESPONSES 

The Department reserves the exclusive right to reject, for any reason at its sole discretion, the response of any bidder.

AWARD WILL NOT BE MADE ON PRICE ALONE 

The Department will award this contract on the basis of the most responsible and responsive proposal received. Price is important, but price alone will not be the sole determination for award. The determination for award is the absolute and complete responsibility of Department personnel. Issues such as your conformance to the specifications contained herein, your business reputation, your experience at similar projects, your length of time in business, your financial stability, the quality of construction you propose, the details of your design, and many other factors including price will be judged by the Department. By signing this RFP response, you agree to the award criteria and process stated in this paragraph. 

EXPERIENCE WITH PROFESSIONAL MEDICAL AND COMMUNICATIONS EQUIPMENT WILL COUNT IN DETERMINING THE AWARD 

As stated above, the Department will award this contract in part based upon your business reputation, and your experience at similar projects built utilizing the equipment that is specified. You must provide at least ten owners’ names who are currently operating your vehicles that are using professional equipment that is constructed by your company. 

VEHICLE, GENERAL SPECIFICATIONS 

The van will be constructed on a new Class A RV Platform, with specifications listed below under ‘Front Cabin Specifications’, with specifications listed below under ‘Rear Cabin Specifications’. The driver cabin (front of van) and the van body (rear of van) will be separate from each other. In other words, patients in the health unit shall not be able to see any of the driver compartment from inside the rear van body. See enclosed sketch of the specified interior. 

DIMENSIONS OF THE COMPLETED VAN 

The total length of the van, including both front driver cabin and rear van body cabin, shall be nominally 35-40 feet, except for mirrors or other specified appurtenances to the length of the van. The width of the van shall not exceed 8½ feet, except for mirrors or other specified appurtenances on the side of the van. The overall height of the van is to be no more than 13 feet 2 inches. 

BASIC LAY OUT [FLOOR PLAN] OF THE COMPLETED VAN 

As a bidder on this design-build contract, you must provide us a detailed floor plan, including all equipment specified and placement thereof, that best presents your company and production skills. Your drawings, which must be to scale, will be judged for their completeness, their appropriateness to our goals for the mobile unit, and their general professionalism. At a minimum, you must provide detailed scale elevations of the unit that you propose, and a completely detailed scale floor plan, including cabinets, exam equipment, etc. (See RFP download for example)

SAFETY OF MATERIALS 

The vehicle must meet or exceed Federal Motor Vehicle safety standards. Bidders should submit a listing of any other safety features included with their vehicle. 

(See downloadable document for details) please also see Addendum 01

MEDICAL EQUIPMENT SPECIFICATIONS 

(See downloadable document for details) please also see Addendum 01

WARRANTEES, MINIMUM TO BE PROVIDED 

The vendor is to provide copy of written warranty information. Vendor to state warranty to cover the following, at a minimum; zero deductible applies: 

Air conditioner, cab – 2-year, unlimited miles Basic vehicle – 2-year, unlimited miles 

Body structure – 20 years, 100,000 miles 

Corrosion perforation – 5-year, unlimited miles Diesel engine – 3 year, 36,000 miles 

Drivetrain – 3 year, 100,000 miles Emissions – 3 year, 100,000 miles 

Frame/cross member perforation – 3-year, unlimited miles 

Generator – 1,000 hours, unlimited miles 

Noise emissions – lifetime of the vehicle 

Vendor must give detailed information about the locations in our area for warranty service, such as name of dealer, address, phone, etc. 

QUALITY & WORKMANSHIP 

A. The mobile health unit shall be free from defects that may impair its serviceability or detract from appearance. 

B. All bodies, systems, equipment and interfaces with the chassis shall be done in accordance with the OEM’s Body Builders Book. 

C. All components shall be new. Defective components shall not be furnished. Parts, equipment and assemblies, which have been repaired or modified to overcome deficiencies, shall not be furnished without approval of the purchaser. Component parts and units shall be manufactured to definite standard dimensions with proper fits, clearances and uniformity. Welded, bolted and riveted construction utilized shall be in accordance with the highest standards of industry. General appearance of the mobile health unit shall not show any evidence of poor workmanship. 

D. The following deficiencies shall be cause for rejection: 

1. Rough, sharp or unfinished edges, burrs, seams, corners, joints, cracks and dents. 

2. Non-uniform panels. Edges that are not radiuses, beveled, etc. 

3. Paint runs, sags, orange peel, fish eyes, etc., and any other imperfection of lack of complete coverage of paints or coatings. 

4. Body panels or components that are uneven, unsealed, or contain cracks, dents or have voids. 

5. Misalignment of body fasteners, glass, viewing panels, light housings, other items with large or uneven gaps, spacing etc. such as door, body panels and hinges panels. 

6. Hoses, wiring or harness routed through panels and bulkheads without grommeting or other protective insulation, routed across components in a manner allowing chaffing to occur or routed in such a manner to be damaged by the exhaust system. 

7. Improper electrical connections, or loose, vibrating, or abrading components. 

8. Interference of chassis components, body parts, doors etc. 

9. Improperly supported or secured hoses, wiring harnesses, mechanical controls, etc., including interference with other components. 

10. Leaks of any gas, vacuum, or fluid lines (air conditioning, coolant, oil, oxygen, etc.). 

11. Noise, panel vibrations, etc. 

12. Inappropriate or incorrect use of hardware, fasteners, components, or methods of construction 

13. Incomplete or improper welding, riveting or bolting. 

14. Lack of uniformity and symmetry where applicable. 

15. Loose, vibrating, abrading body parts, components, subassemblies, hoses, wiring harnesses or trim. 

16. Improper body design that could cause injury during normal use or maintenance, and which fail to provide access to perform routine or mandatory repairs or maintenance on the mobile health unit electrical and mechanical systems. In addition, the improper combination of options which by their combination and installation are inherently incompatible with regard to function or safety. 

17. Sagging, non-form fitting upholstery or padding. 

18. Incomplete or incorrect application of rustproofing. 

19. Equipment malfunctions. 

20. Inadequate welding, riveting, bolting or attachment of components. 

21. Visual deformities. 

22. Unsealed appurtenances or other body components, leaking gaskets etc. 

23. Delamination of plastic composition materials. 

24. Any deviation from specification requirements or manufacturer’s standard production practice whether or not stipulated herein, that detracts from form, fit, function, durability, reliability, safety, performance or appearance. 

Any deviation from specification requirements or any other item, whether or not stipulated herein, that affects form, fit, function, finish, durability, reliability, safety, performance or appearance shall be cause for rejection. 

TRAINING 

Delivery of the finished vehicle to the Department, and on-site training by vendor personnel, shall be provided at vendor’s expense for ½ day at delivery and ½ day in the future at a time, date, and location as agreed to by both parties. After the initial days, if further consultation is needed, vendor shall supply such consultation to the Department on a time and travel expense basis, without mark-up. 

DELIVERY TIME 

Expected within 12 months of award of the bid. Due to supply and materials shortages, this time line may be negotiable with the owner with 60 days’ notice.