1-Project Manual FY27 Bid1 medDispense C Series Dispensing Cabinet DRAFT.docx

MONTGOMERY COUNTY COMMUNITY COLLEGE

FY27 Bid#1 medDispense® C Series EDU Automated Dispensing Cabinet

Invitation for Bid #1 – FY 27 medDispense® C Series EDU Automated Dispensing Cabinet

BID SCHEDULE

Submit Bid Documents to PennBid ‐ https://pennbid.net/

Bid Contact Jessica Shea Assistant Director of Procurement purchasing@mc3.edu

BIDDERS SHALL CAREFULLY READ EACH AND EVERY BID DOCUMENT PRIOR TO SUBMITTING ITS BID TO FULLY UNDERSTAND THE OBLIGATIONS IT ASSUMES AND RIGHTS IT WAIVES BY SUBMITTING ITS BID AND PERFORMING THE CONTRACT, IF AWARDED.

MONTGOMERY COUNTY COMMUNITY COLLEGE

FY27 Bid#1 medDispense® C Series EDU Automated Dispensing Cabinet

INVITATION TO BID

Montgomery County Community College will receive Bids for a medDispense® C Series EDU Automated Dispensing Cabinet, Bid #1 FY27. Documentation will be available through PennBid after July 30, 2026. Registration is free.

Questions are to be submitted via PennBid no later than August 6, 2026 by 12 p.m. EDT. Bid responses must be submitted via the PennBid website by August 14, 2026 12 p.m. EDT.

Substitutions will not be accepted.

Bids shall conform to all other requirements as more fully set forth in the bidding documents, including compliance with all applicable laws and regulations.

The Owner reserves the right to reject any or all bids or any part thereof or items therein and to waive informalities and/or technicalities, as it deems best to protect its interest.

Invitation to Bid

INSTRUCTIONS TO BIDDERS

1. BID DOCUMENT AVAILABILITY

A. The Bid Documents are made available only for the purpose of obtaining Bids for the specified supplies and or equipment. Their availability does not grant a license for any other purposes.

B. Upon receipt of Bid Documents, Bidders shall verify that the documents are complete. Bidder shall notify the College if the documents are incomplete or upon finding discrepancies or omissions in the Bid Documents. Bidder shall provide a mailing address and email address to the College for purposes of transmitting Addenda upon receipt of the Bid Documents. Each Bidder shall be responsible for the completeness of its set of Bid Documents. No allowance or concession will be made to a Bidder who complains of missing portions of Bid Documents or Addenda. All requests for clarifications must be in writing and received by the College no less than the Question Deadline. All clarifications, modifications and corrections to the Bid Documents shall be issued in the form of Addenda and will be forwarded to Bidders that have previously supplied the College with a mailing and email address. Addenda listing revisions and changes to the Bid Documents shall become a part of and take precedence over the original Bid Documents and previously issued Addenda. Any information furnished related to the Bid shall not be legally binding on the College unless issued in an Addendum.

2. DEFINITIONS

A. Addenda: Written and/or graphic instruments issued by the College prior to the Bid deadline which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections.

B. Bid Deadline: The date and time which the College will receive and open sealed Bids as identified in the Invitation to Bid.

C. Bid Documents: The bid documents include, without limitation, the Bid Documents: Table of Contents, Invitation to Bid, Instructions to Bidders, and any Addenda.

D. Bid Form: The electronic Bid Form in which all pricing must be submitted the on PennBid platform – https://pennbid.net

E. Bidder: Person or entity submitting a Bid.

F. College: Montgomery County Community College, its agents, employees, elected officials and/or authorized representatives.

G. College Parties: The College Parties include, collectively and without limitation, employees, elected officials, agents and retained professionals (including, without limitation, a construction manager, architect and/or the engineer, if any).

H. College Property: Shall mean any real property owned or operated by the College, and all buildings and improvements thereon, and any personal property, systems and equipment located therein or thereon.

3. APPLICABILITY OF INSTRUCTIONS

These Instructions to Bidders are a standardized listing of items generally applicable to Bids for supplies and equipment. If a Bidder is unsure as to the applicability of a particular item, the College should be contacted for clarification prior to the submission of a Bid.

4. PREPARATION AND SUBMISSION OF BIDS

A. Bidder shall be solely responsible for the delivery of its Bid in the manner and time prescribed.

B. By submitting its Bid, Bidder represents that it has read and understands the Bid Documents, including all Addenda, its Bid is based upon any applicable labor, materials, systems, and equipment required.

C. Bids shall be submitted via the electronic form as provided via PennBid. All prices are to be firm net prices and are to be F.O.B. destination, including, without limitation, charges for delivery, fuel, transportation, storage, placement, handling charges, labor, overhead and profit and shall not be subject to escalation or surcharge during the term of the Contract. Bidder warrants that its Base Bid includes a deduction(s) for all rebates and discounts (e.g., manufacturer and/or governmental) that may be available as a result of the College’s purchase of the products, services and/or work set forth herein.

D. Bids shall be irrevocable for sixty (60) days after the actual day of opening thereof unless delayed by the required approval of another governmental agency, the sale of bonds or the award of a grant, in which case, Bids shall be irrevocable for one hundred twenty

(120) days after Bid opening. Extensions of the date for the award of contract may be made by the mutual written consent of College and the lowest responsible and responsive Bidder.

E. All Bids shall be submitted via the PennBid Portal.

F. Voluntary Submission of Supplier Information. If you are interested in submitting a bid, you are encouraged (but not required) to complete the free registration to PennBid.

G. Bidders shall familiarize themselves with all of the bid specifications and addenda thereto and will be held responsible to fully comply therewith. Bids shall include all costs and charges made necessary by special local conditions and ordinances. No extra payments will be allowed as a result of Bidder’s failure to adhere to the above statements.

5. TAXES

The College will provide documentation of tax exemption upon request.

6. STANDARD OF QUALITY

A. The various materials and products specified in the electronic Bid Form by name or description are given to establish a standard of quality and of cost for Bid purposes. It is not the intent to limit the Bidder to any one material or product specified but rather to describe the minimum standard. When proprietary names are used, they shall be followed by the words “or substitution meeting or exceeding the minimum standard of quality, as determined by the College as evidenced by Addenda.” A Bid containing a substitution which does not meet the Specifications may be declared non-responsive. Where products or manufacturers are listed with the words “No Substitutions”, these items are proprietary and the sole acceptable source for this Bid, and no substitutions will be permitted.

B. No substitution will be considered prior to receipt of Bids unless written request for approval has been received by the College by the Question deadline as indicated in the Bid Schedule. .Each such request shall include the name of the material or equipment for which it is to be substituted and a complete description of the proposed substitute including, but not limited to, drawings, cuts, performance test data, manufacturer’s warranty and any other information necessary for an evaluation. A statement setting forth any changes in other materials, equipment or other work that result from the substitution shall be included. The burden of proof of the merit of the proposed substitute is upon the Bidder. The College’s decision of approval or disapproval of a proposed substitution shall be final and binding.

C. If the College approves a proposed substitution prior to receipt of Bids, such approval will be set forth in an Addendum. Bidders shall not rely upon approvals in any other manner.

7. MODIFICATION AND WITHDRAWAL

Bids may not be modified after submittal. Bids may be withdrawn after submittal, provided the Bidder makes its request to withdraw in writing and the request is acknowledged by the College in writing prior to the time specified for Bid opening in the Invitation to Bid. Negligence by Bidder in preparing its Bid confers no right of withdrawal or modification of its Bid after such Bid has been opened. No claims on account of mistakes or omissions in any Bid will be considered. Notwithstanding the above, a Bidder may withdraw its Bid after such Bid has been opened in accordance with the causes set forth in the Pennsylvania Bid Withdrawal Act, Act No. 4 of 1974, 73 P.S. §1601 et seq. Strict compliance with said Bid Withdrawal Act is required to withdraw a Bid after Bid opening.

8. OPENING OF BIDS

Bids will be opened electronically at the time stated in the Invitation to Bid. The College shall have no obligation to notify any other person other than the lowest responsive and responsible Bidder of the College’s intent to award the Contract.

9. COLLUSIVE BIDS

More than one Bid for one Contract from an individual, partnership, corporation, company, or an association under the same or different names will be grounds for rejection of all Bids in which such Bidder is interested. Any and all Bids will be rejected if there is any reason for believing that collusion exists among any of the Bidders. Participants in such collusion will not be considered in future Bids. A Non-Collusion Affidavit shall be executed and submitted with the Bidder’s Bid using the form set forth herein.

10. BID INELIGIBILITY

A. Bids not based on Bid Documents, those indicating a qualification of the Bid, conditions or uninvited substitutions, or which contain alteration of Bid Document forms, may be rejected by the College in its sole and absolute discretion. In addition, Bids failing to adhere to the Specifications, as applicable, may be rejected by the College in its sole and absolute discretion.

B. Bids where the prices are obviously unbalanced may be rejected by the College in its sole and absolute discretion.

C. Unless specifically required to be identified on the Bid Form, Bids containing “escalator” clauses may be rejected by the College at the College’s sole and absolute discretion.

D. All Bids shall conform with these Instructions to Bidders. Bids containing minor irregularities or informalities may be rejected by the College in its sole and absolute discretion. The College reserves the right to waive any such informalities or irregularities when a waiver is in the College’s best interest.

11. BID REJECTION OR AWARD

A. The College reserves the right to reject any and all Bids, or parts of a Bid, when a rejection is in the College’s best interest as determined by the College in its sole discretion. The College reserves the right to reject a Bid if the Bidder is not in a position to perform the Contract or has previously failed to perform similar contracts properly or on time as determined by the College in its sole and absolute discretion. If a Contract is awarded, it will be to the lowest responsive and responsible Bidder, provided such Bidder’s Bid is reasonable and in the College’s interest to accept.

B. In the event of a dispute between a Bidder and the College regarding the College’s determination of which Bidder is the lowest responsive and responsible Bidder, such contesting Bidder shall be responsible for any legal fees (e.g., fees of attorneys, paralegals and other legal professionals), professional fees, or other costs or expenses incurred by the College to the extent the Bidder does not completely prevail in such contest. Furthermore, under no circumstances shall the College be responsible for any legal fees, professional fees, or other costs or expenses incurred by the contesting Bidder if the College decides not to award the Contract to such Bidder based upon the College’s determination in its sole and absolute discretion that such contesting Bidder is not the lowest responsive and responsible Bidder.

C. Bidder agrees that it has prepared its Bid at its sole cost and expense. If, for any reason, the College rejects the Bidder’s Bid, Bidder agrees that it shall not seek to recover expected profits or Bid preparation fees or costs, nor make a claim of unjust enrichment against the College.

D. Tie Bids. In the unlikely event of tie bids, award will be determined by the toss of a coin.

12. AWARD OF THE CONTRACT

A. It is the intent of the College to award the Contract to the lowest responsive and responsible Bidder provided the Bid has been submitted in accordance with the requirements of the Bid Documents and does not exceed the funds available to the College.

B. The College reserves the right to award a Contract for one or more of the items set forth in the Bid Form, or for all items set forth in the Bid Form.

C. The College will notify the lowest responsive and responsible Bidder if the College intends to award the Contract.

13. RECEIVING HOURS

All shipments are to be made to the College in accordance with the instructions forwarded to the successful Bidder by the College. All deliveries shall be made between the hours of 8:30 AM and 4:30 PM, Monday through Friday, except on College holidays.

NOTICE: BIDS ARE PUBLICLY OPENED ELECTRONICALLY. FOLLOWING BID OPENING, THE BIDS WILL BE REVIEWED BY THE APPROPRIATE AUTHORITIES OF AND FOR THE COLLEGE. THEREFORE, INFORMATION ON THE BIDS WILL NOT AGAIN BE AVAILABLE UNTIL THEY HAVE BEEN REVIEWED AND A FINAL RECOMMENDATION IS PRESENTED TO THE BOARD OF TRUSTEES OF THE COLLEGE AT ITS REGULARLY SCHEDULED MEETING.

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