Data Flow Diagram for Contract Labour Payment System

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SPECIFICATIONS FOR

TENDER #0171-0881

SUPPLY AND INSTALLATION OF CHEMISTRY ANALYZERS
FOR
WESTERN HEALTH

CLOSING DATE: 23 January 2009

CLOSING TIME: 11:00 AM (Newfoundland Time)
Invitation to Tender for the Supply and Installation of Two Chemistry Analyzers

1.0 General Provisions

1.1 Intent

This invitation to Tender is intended to obtain Two Chemistry Analyzers for
the Western Regional Health Authority (Western Health) at the Western
Memorial Regional Hospital.

This Tender is concerned with the acquisition of Two Chemistry Analyzer
for the Western Memorial Regional Hospital with consideration of the
following:

- Ongoing service and maintenance support.

- All manuals, documents and initial supplies.

- The right to reproduce any printed materials supplied with the
product for the purpose of using the product.

- Training and training manuals.

- Future enhancement availability.

1.1.1 Western Health reserves the right to order additional units at the
same price for a period up to and including 31 December 2008.

1.2 Client Background

Western Health was established in 2005 and is responsible for the
delivery of Health and Community Services in the Western Region.
1.3 Vendor Response

1.3.1 Vendor’s tender must contain an Executive Summary which shall
contain:
a. A brief description of the product being quoted.

b. The name, title and address of the Vendor’s representative
responsible for the preparation of the Tender.

1.3.2 All prices quoted for goods and services must be specified in
Canadian dollars, FOB Western Memorial Regional Hospital. All
Tenders will be held to be valid for One Hundred and twenty (120)
days following the Tender closing date.

1.3.3 Tenders must be received in full on or before the exact closing time
and date indicated. TENDERS RECEIVED AFTER THAT TIME
WILL NOT BE CONSIDERED.

1.3.4 All costs relating to the work and materials supplied by the Vendor
in responding to this Invitation to Tender must be borne by the
Vendor.

1.4 Release of Information

1.4.1 While Tender is Open:

The names of individuals or companies who have picked up the
tender documents will not be released.

1.4.2 At Tender Opening:

Only the names of the bidders will be read out.

1.4.3 After Tender Opening:

1. No further information will be released until after the contract
is awarded.
2. After award, only the name and bid price of the successful
bidder will be made available.
3. Information will be made available for a 90 day period only.
4. Successful Awards will be posted on Web Site.

1.4.4 FYI, Statements that are included as part of our Tender calls:

While bidders are welcome to attend the public opening, please be
advised that it is not our policy to release bid information. Only the
names of the bidders will be released.
1.5 Communication During Tendering

1.5.1 All communications with Western Health with respect to this
invitation to Tender must be directed in writing to the attention of:

Mr. John Piercey
Regional Director, Materiels Management
Western Health
P.O. Box 2005
Corner Brook, Newfoundland
A2H 6J7
Tel: (709) 637-5511
Fax: (709) 634-2649
Email: johnpiercey@westernhealth.nl.ca

1.5.2 Western Health may, during the assessment period, request
meetings with the Vendors to clarify points in the Tender. No
changes by the Vendor will be permitted after the Tender closing
date.

1.5.3 Faxed Tender responses will be accepted with the condition that
the original Tender documents are received at Western Health’s
Materiels Management Department no later than Five working days
following the Tender closing date.

1.5.4 All bids must be sent in a sealed envelope clearly marked with
Tender Name and Number to: Materiels Management
Department, Western Health, Western Memorial Regional Hospital,
Lower Level, P.O. Box 2005, Corner Brook, NL A2H 6J7.

1.5.5 Bids submitted by electronic transmission (e-mail) will not be
accepted.

1.5.6 Companies submitting fax Tenders are doing so at their own risk
and the fax Tender must be at the public opening as specified in
the Tender information. This Authority will not be responsible for in-
house courier services if companies submit quotations by fax
machine. The time stated on the fax Tender will become null and
void since it is the responsibility of the company placing the Tender
to have their Tender at the public opening, therefore, this Authority
will not be responsible for any damages or liabilities.

1.5.7 In order to contribute to waste reduction and promote
environmental protection, the Western Health will endeavour to
acquire goods and services that support these principles, therefore,
product(s) quoted should include:
 maximum level of post-consumer waste and/or recyclable
content
 minimal packaging
 minimal environmental hazards
 maximum energy efficiency
 potential for recycling
 disposal costs
 must not reduce the quality of the product required or affect
the intended use of the product
 must not significantly impact the acquisition cost

1.5.8 Are the quoted price(s) on this tender (where applicable) available
to our employees?

Yes No N/A

Administratively the Western Integrated Health Authority will not be
involved in ordering, servicing, warranty and payment; the
employee(s) would deal directly with the company.

1.6 Tender Acceptance

1.6.1 Any acquisitions resultant from this invitation to Tender shall be
subject to the Public Tendering Act.

1.6.2 The Tenders shall be opened in the Private Dining Room at The
Western Memorial Regional Hospital on the scheduled date and
time.

1.6.3 Any Tender may be accepted in whole or in part. The lowest
Tender may not necessarily be accepted and Western Health
reserves the right to cancel the Tender call. Western Health shall
not be held responsible or liable for the payment of any costs that
are incurred by the bidder in preparing a Tender in response to this
invitation to Tender.

1.6.4 Western Health reserves the right to award tenders on what it
considers best suits its needs based on, but not limited to:
 Range of products
 Quality of products
 Technical compliance
 Cost of products
 Various options offered
 Documentation of products

Vendor reputation and past experience

1.7 Warranty

The Vendor shall warrant that the product supplied to Western Health
shall equal the published specifications.

The Vendor shall provide no less than a 1-year warranty on the system.
The Vendor agrees to provide free of charge all parts and labour
necessary to repair the system during the first year of operation.

2.0 Product Specifications

Medical Device License Number for the product tendered ______________

General Tender Specifications:

2.1 All Quotes must include costs related to:

 Instruments
 Reagents and Calibrators
 Consumables and Expendables (including Cuvettes, and ISE
Modules)
 Service for all instruments for the duration of the contract
 All other items required to produce a reportable result, excluding
quality controls
 Service and operator manuals for the instruments at Western
Health
 Replacement parts for established maintenance programs (includes
syringes, probes, etc)

2.2 Final tender awards will be subject to satisfactory 120-day evaluation.

2.3 All instruments must be CSA approved.
2.4 All procedures must have the required regulatory approvals from FDA
and/or Health Canada.

2.5 All instruments must be interfaceable to the Hospital Information System,
which is Meditech, including barcode symbology and labels. Cost of
interfaces must be included in the quotes.

2.6 Equipment and Software upgrades and updates must be provided free of
charge and available to Western Health immediately after release.

2.7 The supplier must provide support for troubleshooting and software
upgrading, etc.

2.8. Telephone consultation must be available 24 hours a day.

2.9 Response time for on-site service must be next business day.

2.10 All costs for parts (including all moving parts, such as probes), labor,
travel, and accommodation associated with the maintenance or service
will be at the expense of the supplier for the duration of the contract
period.

2.11 The supplier must guarantee service parts availability for at least 3 years
after expiration of the contract.

2.12 Western Health shall be provided with all product alerts or recalls issued
against the product(s) or instrument(s) for the duration of the contract.

2.13 The vendor must supply, at no cost, reagents and consumables for
evaluation purposes after the instrument has been installed to
specifications.
2.14 The cost of other supplies, if required, must be identified in the quote.

2.15 All volumes/test numbers are estimates only, based on past experience
and/or projected future usage. Western Health is not committed to
purchase the exact amounts as stated. Increased volumes of tests (>30%)
will entitle Western Health for greater price concessions for the remainder
of the contract duration.

2.16 Site visits, if required, shall be at the expense of the vendor.

2.17 Vendor to sponsor up to two technologists to attend troubleshooting
workshops, symposiums or user meetings for each year of the agreement.

Option #1: Two Integrated Chemistry/ Immunoassay Analyzers with Data
Manager

Option #2: Full Chemistry Automation including two (2) Chemistry Analyzers
and two (2) Immunoassay Analyzers with Command Centre and Data
Manager. These units can be integrated or non-Intergraded.

Option #1

Integration of Chemistry Analyzers and Immunoassay Analyzers

Installation of two (2) Integrated Chemistry and Immunochemistry Analyzers

 Consolidation of mirror image Chemistry and Immunochemistry analyzers.
 Data management system including capable of user defined auto verification,
reflex testing, auto rerun, and archival. Provide information on universal
connectivity across multiple and cross-departmental analytics. Build decision
rules for repeat, reflex, exception, and dilution testing
 Cost of interface to LIS system to be incurred by vendor.
 Must provide funding for the installation of a desired water supply system for
Analyzers
 Vendors must provide information on amount of “carryover” between
immunoassay and chemistry analyzers
 Vendors must provide minimal sample volumes for pediatric and newborn
patients.
 Vendors must supply breakdown of maintenance requirements for each Analyzer
 Vendors must indicate number of open channels on Analyzers
 Venders must supply list of Liquid Ready reagents
 The system must have the ability to accommodate multiple types and sizes of
tubes simultaneously.

Chemistry Analyzers

 Must be capable of analysing 100 tubes per hour
 Must have ability to accommodate reagents for a minimum of 46 different
chemistries and 3 ISE procedures at the same time.
 Must have on board reagent inventory capabilities
 Must have ability to perform auto dilution, re run based on user defined
criteria
 Must have ability to measure indices (explain how is done)
 Must have the ability to perform 900 tests per hour.
 Must have clot ,bubble and short sample detection
 Must have appropriate UPS for all components

CHEMISTRY ANALYSER SPECIFICATION

 Define reagent capacity.
 List test menu.
 Reagent stability on board for each assay.
 Calibration stability for each assay and number of calibrators required.
 Stability data for calibration material after reconstituted.
 Provide useable ranges for each assay.
 Specimen requirement for each assay.
 Minimum sample volume required including dead volume to analyse
Electrolytes and Glucose.
 List the time required to perform Daily, Weekly and Monthly maintenance.
Technologist time and Instrument down time.
 What is the time required STAT to perform Electrolytes, Bun, Cr, Glucose
and CK
 Give the number of positions available for Calibrators, Controls.
 Can analyser store QC material on board?
 Can QC be programmed to run automatically at fixed intervals and at
reagent changes?
 Indicate reagent volumes of test packs.

Immunoassay Analysers
 Must have ability to accommodate 25 or more assay reagents.
 Must have minimum throughput of 150 tests per hour
 Must have reflex testing capability based on user defined limits.
 Must have ability to define auto repeat testing
 Must have ability to defined auto dilutions
 Must have ability to hold multiple lot numbers of calibration curves for
each test at the same time
 Must have ability to load reagents and consumables while system is
running
 Must have on board reagent inventory capabilities
 Must have clot ,bubble and short sample detection
 Must have appropriate UPS for all components

IMMUNOASSAY ANALYSER SPECIFICATIONS

 Define reagent capacity.
 List test menu.
 Reagent stability on board for each assay.
 Calibration stability for each assay and number of calibrators required.
 Stability data for calibration material after reconstituted.
 Provide useable ranges for each assay.
 Specimen requirement for each assay.
 Minimum sample volume including dead space TSH and FT4.
 STAT TAT for TROPONIN - from time on automation track to auto-
verification.
 List the time required to perform Daily, Weekly and Monthly maintenance.
 Indicate reagent volumes of test packs.
 Give the number of positions available for Calibrators, Controls.
 Can analyzer store QC material on board?
 Can QC be programmed to run automatically at fixed intervals and at
reagent changes?
 Indicate Turn Around Times for TSH and PSA

Data Management System

 The vendor provides an Data Management System to provide connectivity and
functionality for the analytical systems
 The expert software solution communicates directly with the LIS and has bi-
directional interfaces with analytical analyzers
 The data management software offers quality and efficiency gains through
features such as:
 Auto-verification through decision support rules.
 Real time sample tracking
 Common interface for instruments or equipment off line (not on track)
 Delta checking, reruns, dilutions & reflex protocols
 Alert notifications
 Integrated QC capability( QC Integration)
 Specimen storage and retrieval capability
 The expert software can be connected to both vendor supplied and “competitive
vendor’s” analyzers. This is important to Western Memorial as it reduces cost
(eliminates need to purchase multiple software systems), reduces training needs
and improves operational efficiency.
 The decision rules writing engine must provide for maximum flexibility to allow
Western Memorial to write rules to maximize the auto-verification of results. The
writing of these rules must at the same time be user friendly and easily
developed by laboratory personnel without the need for knowledge of computer
programming language or an IT background.
 There must be a built in rules testing program that provides printed
documentation that the rules have been tested.
 The Data Manager must provide for complete audit trail of all processes and
activities.
 The Data Manager must have an available option that will provide Western
Memorial the ability to electronically schedule and document required
maintenance on all laboratory analyzers and equipment.( Maintenance Manager)
 The vendor will determine the minimum and maximum number of workstations
that is required for the Data Manager at Western Memorial
 The vendor will address restriction access issues for users for the Data Manager
 Cost for new releases and upgrades for the data manager will be the
responsibility of the vendor
 Vendors shall supply a data backup solution for the Data Manager System

IMPLEMENTATION PLAN

Please provide a detailed outline of how installation of two (2) Integrated Chemistry
and Immunochemistry Analyzers will be completed with specific timelines. Indicate
time required to complete steps using the date of signing contract as the start point.
Include the following:

0 - Date of signing of contract
1 – Site preparation requirements
2 – Training of Key Operators
3 - Delivery Date
4 – Installation of various components (specify)
5 – LIS testing of interface
6 – Training of other users
7 – Evaluation and studies
8 – Live date

 Provide details of support for implementation plan.
 Provide site preparation requirements for both Phase One and Phase Two
including utilities, IT support and human resources.
 Provide a discussion of staffing implications relative to your proposed solution.
 Provide a sample detailed implementation project plan which describes
the Implementation of the interfaces between the vendor’s product and
Meditech.
 A detailed list of all software included in the proposal with product
brochures
 A detailed hardware configuration and specification list with pricing.
 Vendors must provide networking requirements for proposed equipment.
 Vendor must provide a data flow diagram of data exchanged between
Meditech and the proposed product.
 A separate price sheet for any other optional modules and annual
maintenance fee.
 A list of the last 3 install sites where their products were installed
preferably a Meditech Magic LAB.

Option #2
Full Chemistry Automation including two (2) Chemistry Analyzers
and two (2) Immunoassay Analyzers with Command Centre and
Data Manager. These units can be Integrated or Non-Intergraded
units.

Major goals for Chemistry Automation:
 Implement of Chemistry /Immunochemistry Automation shall be in a
phased in approach as outlined below.
 Must be interfaceable with Meditech Magic.
 Must allow for significant expansion of workload.
 Must have cost reduction of the number of specimen tubes collected which will
be also beneficial to the patient
 Must have consistency of TAT between routine and stat processes
 Must improve productivity of staff by reducing the manual handling /manipulating
of specimens from pre to post –analytic process steps
 Ability to handle increasing workload with existing staff hence minimizing
overtime costs
 Employee safety: no risk from biohazard specimens or repetitive injury in
uncapping and re-capping tubes
 Reduce laboratory errors related to human handling of specimens
 Coping mechanism in the face of the inability to recruit new staff and future
attrition
 Cost of interface will be responsibility of vendor
 Reduce lab errors at the pre-analytical phase
 Maintain current staffing levels and address staffing pressures
 Easier staff recruitment, due to better working conditions
 The proposal should provide creative and innovative solutions that would
streamline manual processing, reduce sample handling, enhance the safety
environment in the laboratory, improve the quality of results and reduce variability
in turn around time for results.
 The vendor must provide a flexible, component based, scalable automation
system.
 The system offers a layout that minimizes space requirements and minimizes
the requirement for laboratory renovations at our facility.
 The system conforms to NCCLS/industry automation standards.
 Improve the quality and efficiency of laboratory operations, and provide a solution
to the quality demands and staff shortages

Phased In Approach

Phase 1: Installation of two (2) Integrated Chemistry and
Immunochemistry Analyzers

 Consolidation of mirror image Chemistry and Immunochemistry analysers.
 Data management system including capable of user defined auto verification,
reflex testing, auto rerun, and archival. Provide information on universal
connectivity across multiple and cross-departmental analytics. Build decision
rules for repeat, reflex, exception, and dilution testing
 Cost of interface to LIS system to be incurred by vendor.
 Must provide funding for the installation of a desired water supply system
for Analyzers
 Vendors must provide information on amount of “carryover” between
immunoassay and chemistry analyzers
 Vendors must provide minimal sample volumes for pediatric and
newborn patients.
 Vendors must supply breakdown of maintenance requirements for each
Analyzer
 Vendors must indicate number of open channels on Analyzers
 Venders must supply list of Liquid Ready reagents
 The system must have the ability to accommodate multiple types and
sizes of tubes simultaneously.

Chemistry Analyzers
 Must be capable of analysing 100 tubes per hour
 Must have ability to accommodate reagents for a minimum of 46 different
chemistries and 3 ISE procedures at the same time.
 Must have on board reagent inventory capabilities
 Must have ability to perform auto dilution, re run based on user defined
criteria
 Must have ability to measure indices (explain how is done)
 Must have ability to load specimen when track is not working.
 Must have the ability to complete 900 tests per hour.
 Must have clot ,bubble and short sample detection
 Must have appropriate UPS for all components

CHEMISTRY ANALYSER SPECIFICATION

 What is the time required STAT to perform Electrolytes, Bun,Cr,Glucose
and CK
 Give the number of positions available for Calibrators, Controls.
 Can analyser store QC material on board?
 Can QC be programmed to run automatically at fixed intervals and at
reagent changes?
 Indicate reagent volumes of test packs.

Immunoassay Analysers

 Must have ability to accommodate 25 or more assay reagents.
 Must have minimum throughput of 150 tests per hour
 Must have reflex testing capability based on user defined limits.
 Must have ability to define auto repeat testing
 Must have ability to defined auto dilutions
 Must have ability to hold multiple lot numbers of calibration curves for
each test at the same time
 Must have ability to load reagents and consumables while system is
running
 Must have on board reagent inventory capabilities
 Must have ability to load specimen when track is not working
 Must have clot ,bubble and short sample detection
 Must have appropriate UPS for all components

IMMUNOASSAY ANALYSER SPECIFICATIONS

 Define reagent capacity.
 List test menu.
 Reagent stability on board for each assay.
 Calibration stability for each assay and number of calibrators required.
 Stability data for calibration material after reconstituted.
 Provide useable ranges for each assay.
 Specimen requirement for each assay.
 Minimum sample volume including dead space TSH and FT4.
 STAT TAT for TROPONIN - from time on automation track to auto-
verification.
 List the time required to perform Daily, Weekly and Monthly maintenance.
 Indicate reagent volumes of test packs.
 Give the number of positions available for Calibrators, Controls.
 Can analyzer store QC material on board? Confirm:
 Can QC be programmed to run automatically at fixed intervals and at
reagent changes?
 Indicate Turn Around Times for TSH and PSA

Data Management System

 The vendor provides a Data Management System to provide connectivity and
functionality for the analytical systems and automation system.
 The expert software solution communicates directly with the LIS and has bi-
directional interfaces with analytical analyzers and automation system.
 The data management software offers quality and efficiency gains through
features such as:
 Auto-verification through decision support rules.
 Real time sample tracking
 Common interface for instruments or equipment off line (not on track)
 Delta checking, reruns, dilutions & reflex protocols
 Alert notifications
 Integrated QC capability( QC Integration)
 Specimen storage and retrieval capability
 The expert software can be connected to both vendor supplied and “competitive
vendor’s” analyzers. This is important to Western Memorial as it reduces cost
(eliminates need to purchase multiple software systems), reduces training needs
and improves operational efficiency.
 The decision rules writing engine must provide for maximum flexibility to allow
Western Memorial to write rules to maximize the auto-verification of results. The
writing of these rules must at the same time be user friendly and easily
developed by laboratory personnel without the need for knowledge of computer
programming language or an IT background.
 There must be a built in rules testing program that provides printed
documentation that the rules have been tested.
 The Data Manager must provide for complete audit trail of all processes and
activities.
 The Data Manager must have an available option that will provide Western
Memorial the ability to electronically schedule and document required
maintenance on all laboratory analyzers and equipment.( Maintenance Manager)
 The vendor will determine the minimum and maximum number of workstations
that is required for the Data Manager at Western Memorial
 The vendor will address restriction access issues for users for the Data Manager
 Cost for new releases and upgrades for the data manager will be the
responsibility of the vendor
 Vendors shall supply a data backup solution for the Data Manager System

Phase 2: Installation of Chemistry Automation System
 Install two (2) new Chemistry and two (2) new Immunochemistry analysers if not
already installed in Phase 1.

 The modularity of the system provides flexibility and allows for custom design
and variation of footprints. Western Memorial Hospital must be able to pick and
choose desired components. The centrifuge and de-capper must be separate
components (one can be acquired without the other).
 The system must allow for samples to bypass specific modules (e.g. Centrifuge,
Decapper, etc.) if these modules are not required for sample processing.
 The system offers a layout that minimizes space requirements and minimizes the
requirement for laboratory renovations at our facility.
 The system is designed to provide a protective barrier over the entire sample
transport mechanism to ensure sample integrity and minimize potential exposure
to sample aerosols.
 The system must be interfaced to a rules based “middleware” system and
facilitate auto-verification and automatic repeat/rerun and reflex testing. The
interface must also provide advanced sample workload management that
includes routing, sample prioritization, sorting and archiving based on user-
defined parameters.
 The “middleware” must provide Western Memorial Hospital a total laboratory
“middleware” solution and must not be vendor or analyzer specific. It must be
“open”, capable of interfacing to the automation system and allow for connection
to both vendor-specific and non-vendor specific analyzers that are offline.
 Have the ability to load specimens directly on the analyzers if the track is
inoperative.

The following components must be available on the automation system:

1. Loading /Unloading and Sorting

 A single Module that allows for loading (input), sorting, off-loading (output),
exception management and STAT handling
 The Input/Sorter/Output module is a single unit providing one point of interaction
for operation.
 The throughput and capacity of the Input/Sorter/Output module must be sufficient
to meet the peak tube volume requirements of Western Memorial. This must be
demonstrated through accurate simulation programs.
 The system must have the ability to accommodate multiple types and sizes of
tubes simultaneously. This is important as it facilitates flexibility and minimizes
any need for presorting of samples by tube size or type.
 The system must allow for different input, output and sorting configurations
(destinations). They should be programmable, user-defined lanes with the ability
to change them “on the fly” to accommodate Western Memorial’s unique
workflow patterns.
 Sorting lanes may be sub-divided to maximize number of sorting locations.
 The system must have the ability to accept and process multiple types of
specimens-- capped/de-capped, spun/un-spun maximizing the overall use of the
system (inpatient/outpatient).
 The system must have a dedicated STAT loading area.
 The system must have the ability to prioritize STATs over routines upon loading.
 The system must also have the ability to prioritize STATs post centrifugation
(STATs are off-loaded from the centrifuge first, before routines).
 The system has a protocol for handling exceptions.
 Must provide information on sample tracking abilities

2. Centrifugation

 The system shall be designed to accommodate two (2) centrifuges.
 Each centrifuge has a minimum capacity of 80 tubes.
 The user can define the spin time and speed for centrifugation with the option to
bypass the centrifuge, which is important for pre-spun samples.
 The centrifuge shall multitask which increases the efficiency of the system and
facilitates handling of STAT samples post centrifugation.
3. De-capping

 The de-capper handles multiple-tube types and sizes.
 Provide information regarding de-capping capability for handling multiple cap
tube types
 The system has an internal biohazardous waste container facilitating compliance
with OSHA safety guidelines eliminating blood borne pathogen exposure.

4. Re-capper/Re-sealer
 The re-capper handles multiple-tube types and sizes simultaneously.
 Provide re-capping/re-sealing information to include minimum/maximum capacity

5. System Maintenance

 Provide information on system maintenance

6. The vendor must provide “Command Central” concept

 One operator should be able monitor and manage the entire Automation System
in one centrally located work station.

IMPLEMENTATION PLAN

 Please provide a detailed outline of how all two (2) Phases will be completed with
specific timelines. Indicate time required to complete steps using the date of
signing contract as the start point. Include the following:

 Provide details of support for implementation plan.
 The vendor must provide a team approach to Project Management and commit
to providing Western Memorial a detailed Project Plan that will include mutually
agreeable timelines and be comprehensive in nature covering all aspects from
initial planning through to final validation and going Test of Record.
 Provide site preparation requirements for both Phase One and Phase Two
including utilities, IT support and human resources.
 Provide a discussion of staffing implications relative to your proposed solution.
 Provide a sample detailed implementation project plan which describes
the Implementation of the interfaces between the vendor’s product and
Meditech.
 A detailed list of all software included in the proposal with product
brochures
 A detailed hardware configuration and specification list.
 Vendors must provide networking requirements for proposed equipment.
 Vendor must provide a data flow diagram of data exchanged between
Meditech and the proposed product.
 A separate price sheet for any other optional modules and annual
maintenance fee.
 A list of the last 3 install sites where their products were installed
preferably a Meditech Magic LAB.

Estimated Yearly Volumes
(Sept 2007 to Sept 2008)

Procedure Inpatient and Repeats Estimated Yearly
outpatient testing Volume
Albumin 47481 1977 49458
ALP 46411 1899 48310
ALT 46533 2191 48724
Ammonia 18 16 34
Amylase 3067 237 3304
AST 47049 1899 48948
BUN 64432 3151 67583
Calcium 15897 791 16688
Cholesterol 36232 1073 37305
CK 18390 722 19112
Chloride 57540 2282 59822
Creatinine 63709 2920 66629
CSF Chloride 46 4 50
CSF Glucose 47 5 52
CSF Protein 47 10 57
DBil 2979 739 3718
Glucose 43854 2282 46136
GGT 19447 795 20242
HDL 36082 1137 37219
Iron 539 70 609
PHOS 9320 480 9800
Potassium 63950 3040 66990
LDH 46982 1937 48919
Lithium 214 45 259
Magnesium 4640 183 4823
Sodium 64071 2538 66609
Total Bilirubin 46887 1842 48729
Triglycerides 36656 1133 37789
TIBC 561 22 583
Total Protein 46442 1883 48325
Uric Acid 10213 410 10623
Urine MicroAlbumin 4260 242 4502
24hr Urine Amylase 11 31 42
24hr Urine Calcium 50 33 83
24hr Urine Chloride 63 40 103
24hr Urine Creatinine 9148 57 9205
24hr Urine Potassium 63 41 104
24hr Urine Mag 5 32 37
24hr Urine Sodium 66 41 107
24hr Urine Protein 537 38 575
24hr Urine Phos 38 32 70
24hr Urine Urea 11 31 42
24hr Urine Uric 68 32 100
TOTALS 874070 37498 932419

Estimated Yearly Volumes
(Sept 2007 to Sept 2008)

Procedure Inpatient and outpatient Repeats Estimated Yearly Volume
testing
Acetaminophen 277 34 311
Beta HCG 716 189 905
Carbamazepine 253 17 270
CKMB 1794 26 1820
Digoxin 651 68 719
Estradiol 940 19 959
Ferritin 15922 613 16535
FT4 8213 57 8270
Gentamicin 110 5 115
HBSAG 121 1 122
HIV 86 6 92
Phenobarbitol 84 10 94
Phenytoin 592 157 749
PSA 16921 117 17038
Salicylates 222 9 231
Ethanol 2358 46 2404
T3 6697 37 6734
Theophylline 79 11 90
Troponin-I 4130 86 4216
TSH 45147 424 45571
Valproic Acid 330 59 389
Vancomycin 136 33 169
TOTALS 105779 2024 107803

Overall Estimated Yearly Volume (932419 + (107803) = 1040222 Tests

Please Note: That the Total T3 Assay should be replaced with Free T3 Assay

Equipment Installation:

Quotes must include the cost for “turn-key” equipment installation and
renovations

SCOPE OF WORK:
Place equipment in the identified space located in the Laboratory Department at
Western memorial regional Hospital together with all required building and
building services modifications to accommodate the new installation(s). This may
include renovations to walls, floors, ceilings etc…

1. Meet with stakeholders to gain a comprehensive understanding of space
and functional requirements for each piece of equipment.

2. Tour proposed installation space for equipment.

3. Review enclosed engineering drawings of proposed space.

4. Supply and installation of transformer, disconnects, wiring and fusible
protection, if required, and other electrical modifications as required for the
quoted system(s), including raceways, conduit and in-room cabling .

5. Include any connections to building compressed air systems as required.

6. Millwork as required.

7. Supply and installation of a UPS if required.

8. The additional heat loads imposed by the new equipment must be
determined, and if required, air conditioning equipment of sufficient
capacity must be supplied and installed to condition space to acceptable
occupant comfort and equipment operating parameters If additional
Heating, Ventilation or Air Conditioning is required, the cost shall be
included in the vendor’s Turn Key quote.

9. Safety: Maintaining a healthy and safe environment for patients, staff and
visitors is a priority for Western Health. This involves a commitment from
all divisions and extends to outside agencies having occasion to come to
any of our hospitals to conduct business. Vendors and any Sub-
Contractors shall abide by the guidelines outlined in Western Health’s
Contractor Safety handbook (enclosed).

3.0 Presentation / Training / Service

3.1 Presentation

A presentation of the Tender and / or a demonstration of the product /
system shall be provided, if requested, at the Vendor’s expense.
3.2 Training

The Vendor shall provide training to staff in the use of the Chemistry
Analyzer. The length of such training shall be what is reasonably
required to train the users of the equipment and shall be documented. The
supplier will be responsible to train four (4) operators. If training location is
performed off site, costs of training, including travel, accommodation and
meals, must be the responsibility of vendor.

3.3 Service

3.3.1 The Vendor shall confirm in writing that Parts and Labour will be
available for the quoted system for not less than three (3) years
after the contract period.

3.3.2 The Vendor shall provide as an option, pricing for a one-year
Service Contract including all parts and labour.

3.3.3 The Vendor shall provide all Service and Parts manuals required to
service the equipment.

3.3.4 As an option, the Vendor shall agree to provide factory training for
one in-house Biomedical Technologist, employed by Western
Health, for the purpose of maintaining the Chemistry Analyzers.
Such training shall be equal to the training provided to the Vendors
own service staff. All costs associated with this training, including
travel, accommodations, meals and tuition shall be included in the
Tender price.

4.0 Product History and Vendor Reputation

4.1 The Vendor shall provide a list of three (3) organizations where a similar
Unit has been installed. Include a contact person for each organization.

5.0 Financial Considerations

5.1 All applicable taxes shall be indicated in the Tender.

5.2 The cost for installation, initial set-up and programming shall be included
in the Tender price.
5.3 All costs for training shall be included in the Tender. This includes any
travel, meals and accommodation.

5.4 Terms of Payment

The Authority agrees to pay the full invoiced amount within 30 days
following acceptance of the installed system by Western Health.
Acceptance testing will be completed within 30 days following the
complete installation of the system.

6.0 Vendor Confirmation (please sign)

I confirm that our Tender meets or exceeds the specifications detailed in this
invitation to Tender. I also confirm that all specifications are included in the
quoted price. Any items that are optional are noted accordingly.

Signed

Title

Company Name

Address _________________________
_________________________

Phone _________________________

Tender Price $ _______________ Tax Extra Yes _____ No _____

TENDER CHECKLIST
TENDER #0171-0881

DID YOU INCLUDE
HAS TENDER SUBMISSION BEEN SIGNED Yes No

COPY OF REQUIRED TENDER DOCUMENTS Yes No

COPY OF BROCHURES (IF REQUESTED) Yes No

COPY OF WCB LETTER OF GOOD STANDING (IF REQUIRED) Yes No

COPY OF PROOF OF INSURANCE (IF REQUIRED) Yes No