RFB for AUDIO-VISUAL SYSTEM FOR NURSING SIMULATION Job Opening

REQUEST FOR BID (RFB)

Administered by:
CENTRAL MAINE COMMUNITY COLLEGE

1250 TURNER STREET
AUBURN, MAINE 04240

AUDIO-VISUAL SYSTEM FOR NURSING SIMULATION

Date: June 17, 2019
Bid Due On: June 28 at 1:00 P.M.


Inquiries and bids can be sent to:

Inquiries: Kathy McManus

Chairperson, Nursing Program

Central Maine Community College

1250 Turner Street

Auburn, Maine 04210

Phone (207) 755-5426

Fax (207) 755-5496

E-Mail: [email protected]

Bid Submission: Denise Sensenig

Purchasing

Central Maine Community College

1250 Turner Street

Auburn, Maine 04210

Phone (207) 755-5263

Fax (207) 755-5495

E-Mail: [email protected]

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1.0 GENERAL INFORMATION
This Request for Bid (RFB) states the instructions for submitting bids, the procedure and criteria by which a vendor may
be selected and the contractual terms by which the College intends to govern the relationship between it and the selected
vendor.

1.1 Purpose: Central Maine Community College is seeking bids for an audio-visual system for recording and

playing back nursing simulations including capturing audio and video of patient/student nurse interaction,
interface with existing simulators (Laerdal and Gaurmard products), incorporate voice altering ability and
audio-visual capture of student nurse use of medication dispensing unit(s), as specified herein.

Bidder’s proposal should list complete itemized costs for installation, complete list of all hardware/devices that

is supplied by the bidder, and complete list of any hardware/devices that must be supplied by CMCC to make
the system operational. Bidder must be willing to supply engineering documentation to the college of the
installed system upon completion. Bidder must be able to install system by November 1, 2019 and have
flexibility to work with an academic calendar.

1.2 Definition of Parties: Central Maine Community College will hereinafter be referred to as the "College."

Respondents to the RFB shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall
be referred to as the "Contractor."

1.3 Scope: The selected contractor will supply the proposed audio-visual system and necessary components to

CMCC as specified in the attached document on page 5.

1.4 Evaluation: Each proposal will be scored using the matrix located on page 5.


1.5 Communication with the College: It is the responsibility of the bidder to inquire about any requirement of this

RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner,
will be forwarded by addenda to all parties that have received a copy of the RFB. The College will not be
bound by oral responses to inquiries or written responses other than addenda.

1.6 Award: The College reserves the right to conduct any tests it may deem advisable, and to make all

evaluations. The College reserves the right to reject any or all bids, in whole or in part, and is not necessarily
bound to accept the lowest bid if that bid is contrary to the best interests of the College. The College reserves
the right to waive minor irregularities. Scholarships, donations, or gifts to the College will not be considered in
the evaluation of bids. A bid may be rejected if it is in any way incomplete or irregular. When there are tie
bids, there shall be a preference for “in-state bidders”. When the bids are both in-state and both out-of-state,
the award will be made to the bid that arrives first in Central Maine Community College’s Business Office.

1.7 Award Protest: Bidders may appeal the award decision by submitting a written protest to Central Maine

Community College’s Dean of Finance and General Services within five (5) business days of the date of the
award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the
challenge.

1.8 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to

the bidding process.

1.9 Debarment: Submission of a signed bid in response to this solicitation is certification that your firm (or any

subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from participation in this transaction by any State or Federal department or agency.
Submission is also agreement that the College will be notified of any change in this status.

1.10 Bid Understanding: By submitting a bid, the bidder agrees and assures that the specifications are adequate,

and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.

1.11 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that

limits competition, a specification protest may be sent to Central Maine Community College’s Dean of Finance
and General Services. Protests will be responded to within five (5) business days of receipt. Determination of
protest validity is at the sole discretion of the College. The due date of the bid may be changed if necessary

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to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be
presented to the College in writing as soon as identified, but no less than five (5) business days prior to the
bid opening date and time. No protest against the award due to the specifications shall be considered after
this deadline. Protests shall include the reason for the protest and any proposed changes to the
specifications. Protests should be delivered to the Dean of Finance and General Service’s Office in sealed
envelopes, clearly marked as: Copy paper bid.

1.12 Bid Validity: Unless specified otherwise, all bids shall be valid for 3 months from the due date of the bid.

1.13 Errors: Bids may be withdrawn or amended by bidders at any time prior to the bid opening. After the bid

opening, bids may not be amended. If a significant mistake has been made by an apparent low bidder, the
bidder will be given the option of selling at the price given or withdrawing the bid. If an extension error has
been made, the unit price will prevail.

1.14 Bid Envelope: If a special envelope is not furnished, or if return in the special envelope is not possible, the

signed bid should be returned in an envelope or package, sealed and identified as follows:

From ________________ __________ __________
Name Due Date Time

1.15 Submission: A signed original plus one (1) copy of the bid must be received at the Business Office, Central

Maine Community College, 1250 Turner Street, Auburn, Maine 04210, in a sealed envelope by 1:00 P.M.
local time Friday, June 28, 2019. Bidders are strongly encouraged to submit bids in advance of the due
date to avoid the possibility of missing the 1:00 deadline due to unforeseen circumstances. Bidders assume
the risk of the methods of dispatch chosen. The College assumes no responsibility for delays caused by any
package or mail delivery service. A postmark on or before the due date WILL NOT substitute for receipt of
bid. Bids must be date and time stamped by the College on time to be considered. In the event that the
College is closed due to inclement weather at the time that a bid is due, the bid will be opened at the same
time on the next day that the College is open. Bidders may wish to call 207-755-5100 if the weather is bad, to
learn if the College is closed. Bids received after the due date and time will be returned unopened. Additional
time will not be granted to any single bidder, however, additional time may be granted to all vendors when the
College determines that circumstances require it. FAXED BIDS OR E-MAIL BIDS WILL NOT BE
ACCEPTED.

1.16 Tax Exempt: The College is exempt from the payment of Federal Excise Taxes on articles not for resale and

for the Federal Transportation Tax on all shipments. The Contractor and subcontractor shall quote and shall
be reimbursed less these taxes. Upon application, exemption certificates will be furnished when required.
The College is exempt from the payment of Maine State Sales and Uses Taxes.

2.0 CONTRACT TERMS AND CONDITIONS:

2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist

of the Request for Bids, the signed bid submitted by the Contractor, the specifications including all
modifications thereof, and a purchase order or letter of agreement requiring signatures of the College and the
Contractor, all of which shall be referred to collectively as the Contract Documents.

2.2 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or

illegal, that shall not affect the validity of the remaining portions of the contract.

2.3 Contract Administration: Kathy McManus, shall be the College's authorized representative in all matters

pertaining to the administration of this contract, (207) 755-5426.

2.4 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and

construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action
or proceeding arising out of this Contract shall be instituted in a state court located in the State of Maine.

2.5 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the

other, nor shall the contractor assign any money due or to become due without the prior written consent of the
College.

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2.6 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent

with College policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation,
transgender status or gender expression, national origin or citizenship status, age, disability or veteran’s
status and to provide reasonable accommodations to qualified individuals with disabilities upon request. The
College encourages the employment of individuals with disabilities.

2.7 Sexual Harassment: The College is committed to providing a positive environment for all students and staff.

Sexual harassment, whether intentional or not, undermines the quality of this educational and working
climate. The College thus has a legal and ethical responsibility to ensure that all students and employees can
learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this
right to freedom from sexual harassment was defined as College policy by the Board of Trustees. Failure to
comply with this policy could result in termination of this contract without advanced notice. Further
information regarding this policy is available from Barbara Owen, President’s Office, Central Maine
Community College, 1250 Turner Street, Auburn, ME 04210, (207) 755-5233.

2.8 Smoking Policy: Central Maine Community College must comply with the "Work place Smoking Act of 1985"

and MRSA title 22, 1541 et seq, "Smoking Prohibited in Public Places." In compliance with this law, Central
Maine Community College has prohibited smoking on campus. This rule must also apply to all contractors
and workers that are on campus. The Contractor shall be responsible for the implementation and
enforcement of this requirement.

2.9 Parking Regulations and Use of Walkways: Unregistered vehicles on the College campus are subject to a

parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly
enforced by City of Auburn police. Towing will be at the Contractor's expense.

2.10 Payments: Payment will be upon final acceptance of product and submittal of an invoice to the College, by

the Contractor on a net 30 basis unless discount terms are offered.

NOTICE TO VENDORS AND BIDDERS:
STANDARD TERMS AND CONDITIONS APPLICABLE TO ALL MCCS CONTRACTS

The following standard contracting terms and conditions are incorporated and shall become a part of any final contract
that will be awarded by any college or other operating unit of the Maine Community College System (collectively “MCCS”).
These terms and conditions derive from the public nature and limited resources of the MCCS. MCCS DOES NOT
AGREE TO:

1. Provide any defense, hold harmless or indemnity;
2. Waive any statutory or constitutional immunity;
3. Apply the law of a state other than Maine;

4. Procure types or amounts of insurance beyond those MCCS already maintains or waive any rights of
subrogation;

5. Add any entity as an additional insured to MCCS policies of insurance;
6. Pay attorneys’ fees, costs, expenses or liquidated damages;

7. Promise confidentiality in a manner contrary to Maine’s Freedom of Access Act;
8. Permit an entity to change unilaterally any term or condition once the contract is signed; and
9. Automatic renewals for term(s) greater than month-to-month.

By submitting a response to a Request for Proposal, bid or other offer to do business with MCCS, YOUR ENTITY
UNDERSTANDS AND AGREES THAT:

1. The above standard terms and conditions are thereby incorporated into any agreement entered into
between MCCS and your entity; that such terms and condition shall control in the event of any conflict
with such agreement; and that your entity will not propose or demand any contrary terms;

2. The above standard terms and conditions will govern the interpretation of such agreement
notwithstanding the expression of any other term and/or condition to the contrary;

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3. Your entity will not propose to any college or other operating unit of the MCCS any contractual documents
of any kind that are not in at least 11-point font and completely contained in one Word or PDF document,
and that any references to terms and conditions, privacy policies or any other conditions referenced
outside of the contract will not apply; and

4. Your entity will identify at the time of submission which, if any, portion or your submitted materials are
entitled to “trade secret” exemption from disclosure under Maine’s Freedom of Access Act; that failure to
so identify will authorize MCCS to conclude that no portions are so exempt; and that your entity will
defend, indemnify and hold harmless MCCS in any and all legal actions that seek to compel MCCS to
disclose under Maine’s Freedom of Access Act some or all of your submitted materials and/or contract, if
any, executed between MCCS and your entity.

3.0 PURPOSE AND SCOPE

3.1 The purpose of this RFP is to seek proposals for an audio-visual system for recording and playing back

nursing simulations including capturing audio and video of patient/student nurse interaction, interface with
existing simulators (Laerdal and Gaurmard products), incorporate voice altering ability and audio-visual
capture of student nurse use of medication dispensing unit(s).

CMCC is constructing a new simulation center consisting of 4 medical-surgical private rooms, two

medication dispensing units, and four control stations. Centered between the med-surg rooms is a control
room which will feature 2 control stations, one for each room. This is duplicated on the other side.
Located outside the control room on each side will be a medication dispensing unit.

The audio-visual system must be able to:

1. Record and playback the student nurse/patient interaction within the med-surg room (s).
2. Record/playback the patient monitor as part of the playback.
3. Allow annotations to be made in the scenario log and bookmarks placed to identify specific locations

that the instructor will want to focus on during debriefing.
4. Record and playback the student nurse/medication dispensing unit interaction preferably with audio.
5. Interface with both Gaumard and Laerdal simulation products.
6. Playback for debriefing will be in each med-surg room and should be able to be run from the control

room or med-surg room.
7. Have voice altering ability (making a female voice sound as a male) so that faculty running scenario

can speak as the patient.
8. One-touch recording or automatic recording at the start of the simulation experience, i.e., when

faculty starts the simulator and simulation scenario recording occurs.
9. Function independently so that four simulation experiences can occur at the same time.

Bids must be itemized and include:

1. Installation responsibility completed by bidder and outline of college’s installation responsibilities.
2. Complete list of all hardware/devices that is supplied by the bidder. Specifications for each product

and should details, i.e., processor, RAM, network connectivity requirements, or specs of camera.
3. Complete list of any hardware/devices that must be supplied by CMCC to make the system

operational.
4. Bidder must be willing to supply engineering documentation to the college of the installed system

upon completion.
5. Bidder must be able to install system by November 1, 2019 and have flexibility to work with an

academic calendar.
6. Bid should include extended warranty for service support at 1 year, 3 years and 5 years. Please list

warranty and support as a separate line item.

Important dates for bidding process:

June 17 Bids open
June 24th Questions due to Kathy McManus
June 26th Any questions will be answered by this date
June 28th Bids due to Denise Sensing by 1:00PM
Bid will be awarded and notifications to all submissions will be done within one month.

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SELECTION CRITERIA
Preference will be given based on:

ITEM Percentage possible

Functionality(desired options and features) 40

Perceived ease of use by faculty 10

Quality and quantity of hardware 10

Technical requirements of system 10

Cost 10

Support/warranty 10

Contractor’s experience and qualifications 10

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