• All quotations must be on official company letterhead or quote form.
• All quotations must have an authorized signature and must be dated.
• All quotations must have a quote number and a version.
• All quotations must identify a specific time period for which the quote will remain valid. Quotation pages must be numbered consecutively.
• All quotations must identify the estimated time period from the date of order to date of delivery. (If this date is not met, what exclusions will happen?)
• All quotations must contain the name, telephone number, fax number and email address of the vendor sales representative and the service representative. All quotations must include the address, telephone and fax number of the contact for order placement.
• All quotations must be formatted to exactly match the way the company will invoice. Failure to quote in this fashion will delay any order processing and will result in delays in invoice payment.
• Martha Jefferson Hospital will not accept any quotations for service that require automatic renewal. The quotation must be for a specified period of time only.
• All quotations must list payment terms. Martha Jefferson Hospital's preference is generally net 45.

In order to be considered, any quotations submitted must contain the following information:

1. Complete equipment specifications to include, but not restricted to, all pertinent clinical descriptions and capabilities, equipment dimensions, electrical requirements and all installation requirements. If this information is provided on sales brochures and other marketing literature, attach pertinent copies to the proposal.

2. Explain the equipment warranty coverage: Labor? Parts? Travel? Warranty coverage period (Months), Warranty coverage time (24 hours, 8-5, etc.), Hot Line? List any warranty exclusions.

3. All supply/equipment quotations must display both itemized list pricing and itemized discount pricing. Catalog numbers must be used with each item quoted. Published company price lists should be included with the quotation to verify list pricing.

4. Freight Cost. Martha Jefferson Hospital’s standard shipping terms is FOB Destination. Unless the proposal includes additional estimated cost for freight, MJH will assume that the freight is included in the proposal pricing.

5. Installation Cost. Identify any site preparations that must be completed by the hospital.

6. Training Cost. This is to include maintenance and repair training for in-house technicians.

7. Operating and service manual costs, if any. It is assumed that vendors will provide manuals that will incorporate general equipment descriptions, operating instructions, operating principles, block diagrams, schematics, circuit diagrams, PM procedures, performance specifications, parts lists and diagrams, for evaluation prior to purchase. If single copies of operating and service manuals are provided at no charge, is there a charge for additional copies?

8. Does the quote include diagnostic software, diagnostic software updates, and continuing service notes?

9. Does the quoted equipment price include software interfaces and upgrades for the life of the equipment? If not, identify the projected cost.

10. Does the quoted equipment price include any start up disposables? Or replacement parts?

11. If the equipment operations required consumable supplies, the quotation must include at least 24-month discount pricing for all the required consumables. The quotation must show both itemized list pricing and itemized discounted pricing. Published company price lists should be included with the quotation to verify list pricing.

12. Service agreement / Extended Warranty information:

1. Identify both the service agreement list price and the discounted price.
2. Include a copy of the actual service agreement contract.
3. Include service agreement terms and conditions if not on the actual contract. What is the payment terms options?
4. Include up time standards / guarantees and penalties or failure to meet up time standards.
5. Does the agreement cover both preventative maintenance as well as repairs?
6. What are the preventive maintenance frequencies?
7. What are the levels of service options and what is the discounted price of each service level option?
8. Does the agreement cover parts? If not, what is the proposed parts discount?
9. Identify the service agreement coverage period in months.
10. Identify the service agreement coverage time, i.e. prime time working house, 24 hours, 8 to 5, etc.
11. List current labor rates, overtime rates, weekend rates, and holiday rates, fixed or changing.
12. List current travel or zone charges specific to Martha Jefferson Hospital.
13. What is the guaranteed response time? Where is the closest technician stationed?
14. s telephone hot-line support available? If so, what are the hours of service and what is the cost, if any?
15. Does the service agreement contract contain any cost reduction incentives? Are “first call? Discount available? Is there a cost cap?
16. Include the name and telephone number of the vendor technical expert (for clarification or additional information).
17. List any coverage exclusions.
18. Include a letter stating that only qualified technicians will perform maintenance or a letter accepting responsibility.

13. Technical training will be provided by whom, cost of class, other monies involved, schedule, etc?

14. Name and telephone number of the vendor technical representative or biomedical / clinical engineering and facility engineering reference.

15. If the quotation involves a trade-in, how is the trade-in to be credited? What is the return policy for the trade-in? Is a return authorization number required? Where is the trade-in to be shipped? Etc.

All applicable quotations will be reviewed utilizing ECRI product comparison reports and MDB pricing comparisons. ECRI reports provide technical specification comparisons on many types of medical equipment. ECRI provides a range of manufacturers and models to start the equipment review process. Further information about ECRI reports may be discussed with Clinical Engineering personnel, telephone number (434) 654-7098. MDB is a service used to access quotes and proposals. The pricing compared to other reported pricing in MDB’s national database. Further information about MDB reports may be discussed with Materials Management personnel, telephone number (434) 654-7081.