STATE ARKANSAS STATE UNIVERSITY REQUEST FOR PROPOSAL VENTILATORS RFP #27-25

Description: Notice is hereby given that Arkansas State University will accept proposals until 11:00 a.m., Central Time, on December 9, 2026, for Ventilators. Submit proposals to: Arkansas State University Procurement Services PO Box 1860 State University, AR 72467-1860 Or Arkansas State University Procurement Services 2713-A Pawnee Street State University, AR 72467. Projected Timetable (working guide; University may adjust): RFP Issued: November 9, 2026 Deadline for Questions on Proposal: November 16, 2026 Responses to Questions posted on website: November 20, 2026 Public opening of proposals: December 9, 2026 11:00 A.M. CST Completion of proposal review and contract selection: December 2026 Intent to award letters emailed: December 2026 Contractor Commences Performance: January 2027 General: Arkansas State University ("University") is issuing this RFP for Ventilators. A standardized proposal format must be followed; failure to adhere may result in disqualification. The contract will be awarded to the proposer who best satisfies the University's needs considering cost and service performance; cost is not the sole criterion. The University intends to issue a firm, fixed-price contract. The selected provider may be used by other Arkansas State University campuses in accordance with the RFP and Arkansas Code §19-11-249 (intergovernmental/cooperative use). Issuing Officer and Contract Administrator: Lisa Glasco, CPCP, CPPB, CPPO, NIGP-CPP, APO - Director of Procurement Services Phone: (870) 972-2028 Email: lglasco@astate.edu Project Officer: L. Todd Hammon, PhD, DNP, CRNA Phone: 870-972-2814 Email: Lhammon@astate.edu Anticipated Procurement Timetable: RFP Issued November 9, 2026; Deadline for Questions November 16, 2026; Responses November 20, 2026; Public opening December 9, 2026 11:00 A.M. CST; Completion of review December 2026; Intent to award December 2026; Contractor commences January 2027. Submission of Proposals: No later than 11:00 a.m. on the date specified provide one signed original (marked "original") and an electronic copy (flash drive preferred). Late bids will not be accepted. Failure of overnight carriers or other delivery methods is not grounds for acceptance after the deadline. RFPs must arrive and be time-stamped by the office at 2713-A Pawnee before the time and date specified. Submit to: Arkansas State University Procurement Services PO Box 1860 State University, AR 72467-1860 Or Arkansas State University 2713-A Pawnee Street Jonesboro, AR 72401 Proposal Format and Submission Requirements: Each proposer must utilize the Proposal Packet. Submit one original hardcopy and one electronic copy. Include the original signed Proposal Signature Page, a proposal response to the Information for Evaluation section (in English), the Official Solicitation Price Sheet, and other specified vendor forms and certifications. RFPs must be returned in a sealed envelope. RFPs are not accepted via fax or email. Award and Term: The University may reject any or all proposals. Awards will be made to the proposer whose proposal conforms to the RFP and is most advantageous. The proposal may be awarded to one or more vendors; the Department intends to award multiple contracts. Services are to commence January 2027 and continue for an initial five (5) years, with two one-year extension options by mutual written agreement. Public Opening: Public opening of all Technical/Business proposals will be held on December 9, 2026 at 11:00 A.M. CST at Arkansas State University Procurement Services, 2713-A Pawnee Street, State University, AR 72467. The University may elect to conduct the opening via video conference and will post information on its website if so; if opened via video conference, in-person attendance may not be permitted. Contract Governance and Indemnification: The contract will incorporate the RFP contents and negotiated terms. The contract governed by Arkansas law. The University and State sovereign immunity provisions apply. Bidders shall indemnify and hold harmless the University from claims arising from the contract, subject to limitations stated. State contracting restrictions and required contract language are described. Proprietary Information: Proposals become University property and are open to public inspection after proposal opening except for proprietary information exempt by law. Proprietary information must be separately packaged, sealed, and clearly labeled "PROPRIETARY". A redacted electronic copy (retaining pagination and indicating redactions) should be submitted; otherwise the entire proposal may be open to public inspection. Examination of Records, Permits and Licenses, Performance Standards: Audit rights, retention of records for five years, responsibility for licenses/permits, negotiation and enforcement of performance standards, remedies for nonperformance, and related provisions are included. Scope of Services: Arkansas State University is seeking a total of three (3) anesthesia systems, including anesthesia machine, patient monitoring, and transport monitoring module (System A Only). All equipment must be produced by the same manufacturer. Complete Anesthesia System A (requirements summarized): Anesthesia Machine Specs: Touchscreen ventilator display; customizable case profiles; self-guided electronic checkout; ventilation modes including VCV, PCV, PCV-VG, SIMV-VCV, SIMV-PCV, SIMV-PCV-VG, PSV, CPAP+PSV, Lung Recruitment Maneuvers, VCV Cardiac Bypass; Low-flow anesthesia features including electronic gas control/mixer, fast wash-in/wash-out, fresh gas compensation, removable/swappable autoclavable breathing system, manual bag-to-vent switch. Gas Monitoring: Integrated respiratory gas module; agent identification and analysis; CO2, O2, N2O monitoring; sample gas return; hot-swappable gas module; reusable modular water trap. Patient Monitor (same manufacturer): 19-inch touchscreen; responsive touch interface; 360° patient status visibility; care-area specific workflows (OR, PACU, ICU, ED, NICU); advanced perioperative monitoring options including anesthetic agent monitoring, EtCO2, O2 and N2O measurement, NMT (Train of Four), Cardiac Output, PiCCO, Spirometry, Gas Exchange/Metabolic Monitoring, integrated respiratory gas module. Transport Patient Monitoring Module (same manufacturer): Standard monitoring ECG, ST analysis, arrhythmia detection, NIBP, IBP, SpO2, Temperature, Respiration, EtCO2/airway gas monitoring; supported for Adult/Pediatric/Neonatal; color touchscreen, lightweight transport design, dock-and-go workflow, can function standalone. Complete Anesthesia System B (requirements summarized): Anesthesia Machine Specs: Customizable case profiles; self-guided checkout; ventilation modes including VCV, PCV, PCV-VG, SIMV-VCV, SIMV-PCV, SIMV-PCV-VG, PSV; low-flow anesthesia features; gas monitoring similar to System A. Patient Monitor (same manufacturer): 15-inch touchscreen; responsive touch; care-area workflows; monitoring options including ECG (3-,5-,10-lead), Respiration, SpO2, NIBP, Temperature, 2-channel IBP. Required Information from Vendors: Organization overview (ownership, number of employees, founding year), full scope of services/support, experience with higher education institutions, three client references, Vendor Covered Persons Attestation Form, licensure/insurance, completed disclosure/vendor forms, EEO policy, and other certifications. Minimum Qualifications: Licensure/Insurance/etc.; completion of disclosure and vendor forms and provision of an EEO policy. Selection Process and Evaluation: Procurement Services will verify submission requirements. An Evaluation Committee will score qualifying proposals. The University may request best and final offers. Evaluation weightings: Vendor's overall proposal content 20% (understanding and scope), Vendor's experience 20%, Vendor's performance of similar engagements 20%, Recommendations/references 10%, Cost of services 30% (Total 100%). The University may award to multiple vendors and reserves rights to reject or re-advertise. Insurance and Contract Conditions: Apparent low bidder must furnish Certificates of Insurance for General Public Liability, Automobile Liability, and Workers' Compensation before award. A-State reserves the right to terminate with two weeks' written notice for specified reasons. Performance-based standards, milestone remedies, and time & materials contract remedies are described. Official Price Sheet and Signature Page: RFP 27-25 Issue Date listed (document shows Issue Date: November 5, 2026 on signature page and RFP Issued: November 9, 2026 elsewhere). Commodity: Ventilators. Opening Date: December 9, 2026 11:00 A.M. CST. Procurement contact: Lisa Glasco. RFP instructions reiterate that RFPs must be submitted by the time and date specified, returned in sealed envelope, not accepted by fax or email, and that proposers must use the Official Solicitation Price Sheet. The Official Bid Price Sheet requests pricing for: 3 Complete Anesthesia System A (with patient monitor and transport patient monitoring module), 3 Complete Anesthesia System B (with patient monitor), shipping, and total cost. Additional required forms: Contract and Grant Disclosure and Certification Form, Combined Certifications for Contracting with the State of Arkansas, W-9 or appropriate tax forms, Vendor Information Request Form, and submission of EO policy (or note if none on file). Revised form dates and contact information for Procurement Services are provided.