2-IFB 26-001-FR- EMS Consumables, Apparel, and Minor Equipment.pdf

BID DOCUMENTS

FOR

IFB 26-001-FR

Emergency Medical Services (EMS) Consumables, Apparel, and Minor Equipment

CITY OF RIO RANCHO, NEW MEXICO

July 2025

PREPARED BY:

City of Rio Rancho

Department of Finance/Purchasing Division

3200 Civic Center Circle, NE

Rio Rancho, New Mexico 87144

Telephone (505) 891-5064

Table of Contents

Bid Specific Requirements 01

Acknowledgement Form 03

Instructions to Bidders 04

General Requirements and Specifications 13

Bid Proposal 16

Terms and Conditions 16

Special Conditions 21

Bid Submission Packet

Bid submission packet must include the following items:

• Bid Submission Cover Page 23

• Bid Proposal 24

• Local/Area/Resident/Resident Veteran/Recycled Content Goods

Preference Certification Form 28

• Resident Veterans Preference Certification 31

BID SPECIFIC REQUIREMENTS

Emergency Medical Services (EMS) Consumables, Apparel, and Minor Equipment

THE REQUIREMENTS MARKED WITH A ☒ BELOW APPLY TO THIS BID. FAILURE TO

COMPLY WITH THE STATED REQUIREMENTS MAY RESULT IN IMMEDIATE

DISQUALIFICATION.

☒ Bidders must submit a properly labeled, original bid in a sealed envelope or container via mailing service, or hand delivery to the City of Rio Rancho, Office of the City Clerk, City Hall, 3200 Civic

Center Circle NE, Room #150, Rio Rancho, NM 87144. Additionally, Bidders must submit an electronic bid on the City’s Bonfire portal to be deemed a Responsible Bidder no later than August

19, 2025. Bidders will be deemed Non-Responsive if the original and/or electronic bid submissions is received after the deadline date and time, or if one or the other is not submitted at all.

☐ A Pre-Bid meeting will not be held for this solicitation.

☒ The bid must be signed by an authorized representative.

☒ Please acknowledge receipt of Addenda (if any) by initialing next to the number of each Addendum received.

☒ Liability Insurance: The successful Bidder shall obtain and maintain during the life of any Contract resulting from this IFB a comprehensive general liability insurance policy and automobile liability coverage with liability limits in amounts not less than One Million dollars ($1,000,000.00) per claim of liability for bodily injury, including death, and property damage in any one occurrence. If required coverages are provided by separate policies, each policy shall have the liability limits required above. Such policy(ies) shall include coverage for all of Contractor’s operations performed for the City, coverage for the use of all owned, non-owned and hired automobiles, vehicles and other equipment, both on- and off-site, and contractual liability coverage that specifically insures the Contractor for any liability arising from its indemnification obligations under the Contract resulting from this IFB. Prior to commencing any work under the Contract, the

Contractor shall provide the City’s Purchasing Office one or more certificates of insurance demonstrating the Contractor’s fulfillment of the foregoing insurance requirements. The

Contractor shall require the same insurance coverages and endorsements from each subcontractor engaged by the Contractor to fulfill any of its obligations under the Contract resulting from this

IFB. The City shall be named an additional insured in each such policy maintained in satisfaction of the foregoing requirements.

☐ Pricing for All Bid Items Required: Bidder shall provide pricing for all items included on the bid proposal form. Failure of the Bidder to provide pricing for any and all items on the bid proposal form may cause a bid to be considered non-responsive. It is the City’s intent to award to the

Responsive and Responsible Bidder offering the lowest extended total price for all items / services.

If a contract resulting from this IFB shall be a “List Price plus Discount” contract, as defined by the City’s Procurement Code. Cost plus Percentage Cost contracts are prohibited by the City’s

Procurement Code, and no bid shall be accepted where such Cost plus Percentage Cost offers are proposed. Bidder(s) shall provide a less percentage discount off the published catalog/price list maintained at the time of receipt of bids for each section identified in the Bid Form or as requested by the City.

☐ Price List or Catalog: Before a Purchase Order is issued, the successful Bidder shall be required to submit a copy of the price list or catalog referred to in the successful offer. The price list shall become effective when it is received and accepted by the Purchasing Office. Failure to submit a price list by the required date specified in this request may cause a bid to be considered non-responsive.

☐ Additional Work Rates: The Bidder shall provide an hourly rate and a material cost in addition to the lump sum offer to be used solely for computing the costs of any additional work required and approved by the City.

☐ Manufacturer’s Information: Any offer made in response to this IFB must include the manufacturer’s make and model number (as applicable) of each item and literature clearly describing the item. Failure to provide this information may result in rejection of the offer.

☐ Bid Bond: Each offer must be accompanied by a bid bond, issued by a surety duly authorized to conduct business in the State of New Mexico and acceptable to the City in the amount of five percent (5%) of the total bid price, as a guaranty that the Bidder, if awarded the Contract, will promptly execute such Contract in accordance with this IFB and, if required by this IFB, will furnish good and sufficient bond for the faithful performance of the Contract and for the payment of all labor and materials. The Bidder must be named as principal on the bond. No third party bid bonds will be accepted. Certified checks, personal checks, cash or other substitutes will not be accepted in lieu of a bid bond.

☐ Local Area Maintenance: No offer will be considered unless adequate maintenance is available in the Albuquerque Metro Area.

☐ Prequalification Requirement: Bidders must be prequalified through the City’s Purchasing

Division in order to qualify to submit for this IFB.

Bid Schedule:

• Legal Advertisement: July 24, 2025

• Question Submission Deadline: July 31, 2025 by 5:00 PM MST

• Addendum Deadline: August 8, 2025

• Mailed or Hand Delivered Original Signed Bid Submission: August 19, 2025 by 2:00PM MST

ACKNOWLEDGEMENT FORM

Please complete this form and return it to the City of Rio Rancho Financial Services Department. Form may be faxed, emailed or mailed to the City contact listed below. Failure to return this form will not exclude a firm from submitting a bid; however, only those prospective Bidders who elect to return this form completed with the indicated intention of submitting a bid will receive addenda, if issued, or other additional information pertaining to this bid.

COMPANY:

REPRESENTED BY:

TITLE:

TELEPHONE: FAX:

EMAIL ADDRESS:

ADDRESS:

CITY: STATE: ZIP CODE:

If you require additional information regarding this bid, or the Procurement process, please contact:

Department of Finance Services, Purchasing Division

Attention: Jerilynn Sans, Purchasing Specialist

3200 Civic Center Circle NE, STE 300

Rio Rancho, NM 87144

Telephone: (505) 891-5064

Fax: (505) 891-5762 jsans@rrnm.gov

INSTRUCTIONS TO BIDDERS

DEFINITIONS: As used in this IFB and in the City of Rio Rancho Procurement Code, the following definitions apply:

A. AGREEMENT means any contract between the City and Contractor pertaining to price, terms, and conditions for the Procurement of items of tangible personal property, services or construction services as described in and awarded as a result of this Invitation for Bids.

B. AREA BUSINESS means a Resident Business or Resident Contractor which:

(1) Is authorized to do and is doing business under the laws of the State of New Mexico;

(2) Possesses a current City business registration;

(3) Maintains a bona fide place of business within the corporate limits of the City, and agrees to conduct its activities pursuant to the Contract for which it is bidding or proposing, to the extent practicable, from that place of business; and

(4) Agrees to furnish evidence, in a form suitable to the City, of its payment of New Mexico Gross

Receipts Tax.

C. Bidder means a business that submits a bid in response to this Invitation for Bids.

D. Central Purchasing Office or Purchasing Office means the Purchasing Division of the City’s

Department of Financial Services.

E. City means the City of Rio Rancho, a political subdivision of the State of New Mexico.

F. Contract means any agreement between the City and Contractor as to price, terms, and conditions for the Procurement of items of tangible personal property, services or construction services as described in and awarded as a result of this Invitation for Bids.

G. Contractor means a Bidder who has been awarded a Contract.

H. Invitation for Bids or IFB means this Invitation for Bids, which includes all exhibits, schedules and other attachments referred to herein.

I. Local Business LOCAL BUSINESS means a Resident Business or Resident Contractor which:

(1) Is authorized to do and is doing business under the laws of the State of New Mexico;

(2) Possesses a current City business registration;

(3) Maintains its principal place of business within the corporate limits of the City; and

(4) Agrees to furnish evidence, in a form suitable to the City, of its payment of New Mexico Gross

Receipts Tax.

J. Notice of Invitation for Bids means the notice regarding this Invitation for Bids, containing a brief description of the items of tangible personal property, services or construction to be procured, the location where this Invitation for Bids can be obtained, where bids are to be received, the cost, if any, for copies of plans and specifications, the date and place of the bid opening, and other information the

Procurement Officer deems necessary.

K. Procurement means the purchasing, renting, leasing, lease purchasing or otherwise acquiring items of tangible personal property, services or construction, and all aspects of such Procurement, including but not limited to preparation of specifications, solicitation of sources, qualification or disqualification of Bidders, preparation and award of Contract, and Contract administration.

L. Procurement Officer means the City Manager or other person authorized by the City Manager to oversee the administration of the Procurement process.

M. Purchase Order means the document issued by the Central Purchasing Office, which directs a

Contractor to deliver items of tangible personal property, services or construction pursuant to an existing Contract, and creates an encumbrance of funds necessary for payment.

N. RECYCLED CONTENT GOODS has the meaning set forth in NMSA 1978 § 13-1-21(A)(6), as amended from time to time.

O. Resident Business: has the meaning set forth in NMSA 1978 § 13-1-21(A)(5), as amended from time to time.

P. Resident Contractor: has the meaning set forth in NMSA 1978 § 13-4-2(A)(5), as amended from time

Q. Resident Veteran Business: has the meaning set forth in NMSA 1978 § 13-1-22(A)(7), as amended from time to time.

R. Resident Veteran Contractor: has the meaning set forth in NMSA 1978 § 13-4-2(A)(6), as amended from time to time.

S. Responsible Bidder means a business that submits a Responsive bid and which has furnished, when required, information sufficient to prove that the Bidder’s financial resources, production or service facilities, integrity, personnel, service reputation and experience are adequate to satisfactorily deliver the items of tangible personal property described in this Invitation for Bids.

T. Responsive bid means a bid which conforms in all material respects to the requirements set forth in this Invitation for Bids and the drawings, specifications and other documents designated herein.

Material respects of a bid include, but are not limited to, price, quality, quantity or delivery requirements.

U. STATUTORY PREFERENCE means the five percent (5%) preference for Resident Businesses, Resident Contractors, and Recycled Content Goods provided in NMSA 1978 §§ 13-1-21 or 13-4-5, as amended from time to time.

V. QUALIFYING COMPANY means a company that qualifies for a Statutory Preference under NMSA

1978 §§ 13-1-21 or 13-4-5, as amended from time to time.

PREPARATION OF BIDS:

A. Submission: All bids must be submitted on the Bid Proposal Form attached. Failure to do so may disqualify your bid. It is the responsibility of the Bidder to submit sufficient additional information to allow for a thorough evaluation of the bid submitted.

B. Preparation method: All information required in this IFB must be typewritten or handwritten in ink and must be legible. Erasures or other changes must be initialed by the person signing the bid. Each bid must be signed on the appropriate pages by an individual authorized to bind the Bidder submitting the bid. In the event that a bid or Contract is signed by an agent, the City reserves the right to require evidence of the agent’s authority.

C. Unit Prices: The unit price for each item offered shall be shown unless otherwise specified. In the case of a discrepancy between the unit price and the extended price, the unit price shall govern in determining the price used for evaluation.

D. Estimated Quantities: The quantities shown on the bid are estimated quantities only. The City of Rio

Rancho reserves the right to purchase more than or less than the quantities shown. In any event, the unit bid prices shall govern for the duration of the Contract. Any and all price increases for items specified under the bid shall be mutually agree upon via a Contract modification and shall become effective upon written approval of the City’s Procurement Officer, or his designee.

E. Delivery Time: Delivery time stated in the specifications shall apply. Deviations by the Bidder shall be stated as an exception taken to this IFB as part of their response to this IFB. Time, if stated in number of days, will be consecutive calendar days.

F. Delivery, Unpacking, Assembly and Placement: Any offer in response to this IFB must include delivery, unpacking, assembly and placement of items as specified in this IFB. All costs associated with delivery, unpacking, assembly and placement must be included as a part of the unit price bid for each item.

G. Freight Policy: Freight will be F.O.B. Destination (as indicated on the Request Form), Freight Prepaid, unless otherwise specified in this IFB.

H. Taxes: The City of Rio Rancho is exempt from payment of New Mexico Gross Receipt Taxes

(NMGRT) on materials purchased, but is subject to such tax on services, including construction services as defined in NMSA 1978 § 7-9-3.M. A Bidder shall include any applicable NMGRT in its bid price, unless specified otherwise in this IFB, and bids will be construed in that manner. Determination of whether NMGRT is due and payment of the tax is the responsibility of the Bidder. Applicable taxes are to be listed separately and included in each invoice due and may not be billed more than sixty (60) days after providing the services to which the taxes apply.

I. New Material, Etc.: All materials, supplies, equipment, and vehicles specified in this IFB shall be new, the latest in production and manufactured within the last twelve (12) months (computed from the date and time of bid opening), unless otherwise indicated. This does not apply to materials, supplies, equipment or vehicles used by the Contractor to provide the required item(s) of tangible personal property.

J. Warranty: Materials furnished by the successful Bidder shall be accompanied by the manufacturer’s written warranty against defects in quality, craftsmanship, and materials. The Bidder agrees that item(s) of tangible personal property furnished under any Contract resulting from this IFB shall be covered by the most favorable commercial warranties the Bidder gives to any customer for such item(s). Further, the Bidder agrees that the rights and remedies provided in such warranties will extend to the City and are in addition to and do not limit any rights afforded to the City by any other clause of this IFB. The

Bidder agrees not to disclaim any warranties of fitness for a particular purpose or of merchantability.

Warranties shall become effective at the time of acceptance of the goods furnished.

K. Equivalent Bids: Where a product is characteristic of a sole manufacturer, or where a brand name is indicated in the specifications, it shall be defined to mean “minimum acceptable level” or “minimum quality required” unless the specifications state that no substitutions or equivalents will be allowed. If the Bidder bids an item other than the one specified, which the Bidder considers comparable, the manufacturer's name and model number of that item must be specified in the bid and sufficient performance and descriptive data provided to permit a thorough evaluation. Failure to provide the appropriate information may result in disqualification of the bid.

L. Exceptions to Specifications: Specifications of items or components included in a bid shall be equal to or better than the standards set by the technical specifications made a part of this IFB, and all exceptions to these specifications shall be so listed on a separate sheet titled, “EXCEPTIONS TO THE

SPECIFICATIONS.” Any bid submitted without exceptions will be required to meet every detail of the City’s technical specifications regardless of cost to the Bidder.

M. Site Inspection: All Bidders are required to conduct an on-site inspection. Failure by the Bidder to become acquainted with the conditions affecting the work specified in this IFB shall not constitute relief from responsibility for estimating properly the difficulty or cost of successfully performing the work. The Bidder shall be responsible for any excess costs resulting from failure to estimate accurately.

Failure to conduct an on-site inspection may result in the rejection of a bid.

N. Service Facilities: The Bidder, upon submitting a bid in response to this IFB, must have service facilities, which are, in the opinion of the City, adequate to perform the services specified in this IFB.

The City reserves the right to inspect and determine if the facilities meet this requirement. The final determination of satisfaction of this requirement rests with the City.

O. Licenses and Certifications: The Bidder must provide proof, in a manner acceptable and within the time period specified by the Purchasing Office, but prior to award, unless otherwise specified in this

IFB, that they are licensed and certified by the appropriate agencies as required by law to provide the goods specified in this IFB.

ETHICAL CONDUCT:

By submitting a bid in response to this IFB, each Bidder certifies that:

A. It has not offered, given or agreed to give to any City employee or former employee, a gratuity or offer of employment to influence the preparation of or recommendation of award of this IFB;

B. It has not retained a person to solicit or secure a City Contract for a contingent fee;

C. It has not taken any action in restraint of free competitive bidding in connection with this IFB;

D. It has not in any way violated the ethical conduct or other provisions of the City's Procurement Code;

E. It currently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with its performance of any Contract resulting from this IFB; and

F. The accompanying bid is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under state or federal law.

G. The City of Rio Rancho Procurement Code, Section 36.37, paragraph B, notes that New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities and kickbacks.

REQUESTS FOR EXPLANATIONS BY BIDDERS:

A. Requests for Explanation: Any explanation desired by the Bidder regarding the meaning or interpretation of specifications or any part of this IFB must be requested in writing and received in the

Purchasing Office not less than ten (10) calendar days prior to the scheduled bid opening. This IFB is issued on behalf of the City of Rio Rancho by the Purchasing Office, which is THE SOLE POINT

OF CONTACT DURING THE PROCUREMENT PROCESS. Communications initiated by

Bidders with members of the Governing Body or City Personnel other than as coordinated by

Purchashing Office Staff, shall be grounds for Bidder Disqualification. Any inquiries or requests during the Procurement process shall be submitted in writing to the following point of contact:

Department of Finance Services, Purchasing Division

Attention: Jerilynn Sans, Purchasing Specialist

3200 Civic Center Circle NE, STE 300

Rio Rancho, NM 87144

Telephone: (505) 891-5064 jsans@rrnm.gov

B. Responses to Requests: Oral explanations or instructions given prior to the opening of the offer shall not be binding. All official explanations must be issued in writing by the Purchasing Office.

CLARIFICATION OF BIDS:

The City may, in the evaluation of bids, request clarification from Bidders regarding their bids, or additional material or literature, and pursue other avenues of research, as the City deems necessary to insure that a thorough evaluation is conducted.

SUBMISSION OF BIDS:

A. Time: Bids not received and uploaded into the Bonfire portal, by the time and date indicated in this IFB will not be accepted.

B. Hand Delivered: Bids may be hand delivered to the Office of the City Clerk, City Hall, 3200 Civic

Center Circle NE, Room #150, Rio Rancho, NM 87144.

C. Mailed: Bids may be mailed to Office of the City Clerk, City Hall, 3200 Civic Center Circle NE, Room #150, Rio Rancho, NM 87144, and will be considered submitted when actually received and time stamped. The City shall not be responsible for bids that are mailed and not received by the date and time specified in this IFB.

D. Upload into Bonfire: Bidders must also submit an electronic bid on the City’s Bonfire portalhttps://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities to be deemed a Responsive

Bidder no later than the date indicated in this IFB. Bidders will be deemed Non-Responsive if the original and/or electronic bid submissions are received after the deadline date and time, or if one or the other is not submitted at all.

https://rrnm-gov.bonfirehub.com/portal/?tab=openOpportunities

E. Receipts: The Office of the City Clerk will provide receipts (upon request) for bids that are hand delivered.

F. Envelope Preparation: The envelope or package containing a bid must be sealed and the following identifying information legibly written or typed on the outside:

a. Name of Bidder;

b. Bid Number assigned by the City to this IFB; and

c. Opening date identified in this IFB or in one or more subsequent addenda.

G. No Other Methods of Delivery: No means of delivery of bids other than those specified above, including telephone, or facsimile, will be accepted.

H. Public Inspection: Each bid shall be open to public inspection, except to the extent the Bidder designates trade secrets or other proprietary data to be confidential. Material so designated shall accompany the bid and each page shall be clearly marked and readily separable from the bid in order to facilitate public inspection of the non-confidential portions of the bid. Prices and makes and models or catalog numbers of items offered, deliveries and term of payment shall be publicly available at the time of the opening of the bids, regardless of any designation to the contrary. The

City shall endeavor to restrict distribution of material designated as confidential to only those individuals involved in the review and analysis of bids. Bidders are cautioned, however, that materials designated confidential may nevertheless be subject to disclosure to any New Mexico citizen under the Inspection of Public Records Act (NMSA 1978 §§ 14-2-1 through 14-2-12).

I. Delays or Closings of City Offices: In the event that City Hall is officially on a delayed opening for any reason (for example, inclement weather) and City Hall is not open at least two (2) hours prior to bid opening, the deadline for bid and proposal submissions will be delayed for exactly the amount of time indicated in the official City announcement. For example, if City Hall is on a two

(2) hour delay, the deadline for receipt of bids and proposals due prior to 12:00 p.m. will be delayed by two (2) hours and bids due after 12:00 p.m. will be due at their regularly scheduled time. Also, if City Hall is officially closed for any reason (such as inclement weather) for all or part of the day that submission of bids is due (other than an official, announced delayed opening), bids will be due at the same time on the following business day. Any delayed opening or closing of City Hall will be announced on the City's website, http://www.rrnm.gov.

WITHDRAWAL OF BIDS:

A bid may be withdrawn in person at any time BEFORE the scheduled opening of bids, provided a receipt for the withdrawn offer is signed by the Bidder or the Bidder's authorized representative. The City reserves the right to request proof of authorization to withdraw a bid.

OPENING OF BIDS:

Sealed bids for this project must be submitted at the City of Rio Rancho City Hall, in the City Clerk’s Office

#150 on the 1st floor at 3200 Civic Center Circle NE, Rio Rancho New Mexico 87144, no later than August

19, 2025, at 2:00 PM MST. The public opening and reading of bids submitted will be conducted via Team

Meeting and in person in the City Hall Atrium located on the 3rd floor.

http://www.rrnm.gov/

BIDDERS are invited to be present at the Bid Opening. The person(s) reading the bids will adhere to the following procedure prior to reading the amount of the bid:

A. Read the name of BIDDER.

B. Verify BIDDER's acknowledgment of Addenda.

C. Determine whether the Bid Proposal is signed.

D. Verify submittal of BIDDER's Listing of Subcontractors for compliance with

Subcontractors Fair Practices Act.

Bids will be opened by the Purchasing Division at the time and place specified in this IFB

DISQUALIFICATION OF BIDS:

The City reserves the right to reject a bid for any one or more of the following reasons:

A. The City determines a bid to be non-responsive in any manner to the requirements of this IFB.

B. In the past the Bidder has failed to comply with previous contractual commitments, bids, proposals, or offers to the City.

C. In the opinion of the City, the Bidder is not capable of providing the offered items of tangible personal property, services or construction as offered or required by this IFB or is otherwise not a Responsible

Bidder.

D. The Bidder has not provided sufficient or detailed information to allow for the evaluation of the bid.

E. In the opinion of the City, the bid prices are higher than the prices for which the specified items or services can be purchased on the open market.

F. The Bidder failed to properly fill in any space on the Request Form or any attached document in which information or a signature is required.

G. The Bidder did not, at the time the bid is submitted, have any license or certification required by law.

H. The Bidder failed to submit with its bid any bond or other material requirements of this IFB or has otherwise submitted a non-responsive offer.

I. There are unauthorized additions, conditions, alternate proposals or other irregularities of any kind, which might make the bid incomplete, indefinite or ambiguous in meaning.

J. The bid was not submitted in ink or typewritten, or there is any erasure or alteration of words or figures relating to pricing which is not initialed in ink by the Bidder.

K. The City determines that a bid contains any misrepresentations whatsoever.

L. Notwithstanding the foregoing, the City reserves the right to waive any irregularity in a bid if the

Procurement Officer deems, in his or her sole discretion, such irregularity to be immaterial to the purpose of this solicitation and that waiving the same is in the best interest of the City.

REJECTION/CANCELLATION OF BIDS:

Any solicitation, prior to opening or after opening, may be canceled or any or all bids may be rejected in whole or in part when it is in the best interest of the City to do so.

MINOR OR TECHNICAL IRREGULARITIES:

Minor or technical irregularities in a bid, when there is no effect on price, quality or quantity may be waived and clerical errors in a bid may be corrected, if it is in the best interest of the City.

NONCONFORMING/CONDITIONAL, OR COUNTER BIDS:

The City will reject any bid that is nonconforming or conditional, in whole or in part.

BID ANALYSIS:

The City reserves the right to analyze, examine and interpret any bid for a period of ninety (90) calendar days after the scheduled time for the opening of bids. Bids may not be rescinded during this period except for good cause and with the written approval of the Procurement Officer. In those situations where the analysis/evaluation exceeds ninety (90) calendar days, Bidders may withdraw their bids from consideration.

AWARD OF CONTRACT:

A. When Award Occurs: The award of a Contract occurs when a Purchase Order is issued or other evidence of acceptance by the City is provided to the Bidder. A recommendation of award does not constitute award of Contract.

B. Award: The City of Rio Rancho reserves the right to reject any or all bids or accept any presented which meet these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low bid. The City reserves the right to make multiple awards as a result of this IFB if doing so would be advantageous to the City. The City may issue multiple awards on an item-by-item basis to the Responsive and Responsible Bidder(s) offering the lowest price for each item or to the Responsive and Responsible Bidder(s) offering the lowest total price for each category of items. Awards shall be limited to the least number of suppliers necessary to meet the requirements of the City. In addition, The City reserves the right to award to Primary and Secondary

Vendors, in which case, the lowest Responsive bid overall, in each category, or for each item shall be the Primary Vendor who shall be the primary source for all designated bid items. The next lowest

Responsive bid shall be the Secondary Vendor who shall be the secondary or back-up source of for all designated bid items. The Secondary Vendor shall be utilized only if extenuating circumstances or non-compliance precludes the Primary Vendor from fulfilling orders for goods or services. This IFB gives no guarantee of minimum quantities or work.

If a contract resulting from this IFB shall be a “List Price plus Discount” contract, as defined by the

City’s Procurement Code. Cost plus Percentage Cost contracts are prohibited by the City’s Procurement

Code, and no bid shall be accepted where such Cost plus Percentage Cost offers are proposed. Bidder(s) shall provide a less percentage discount off the published catalog/price list maintained at the time of receipt of bids for each section identified in the Bid Form or as requested by the City.

C. Determination of Bidder Responsibility: The City may make such investigations it deems necessary to determine the ability of the Bidder to perform the services and/or supply the items of tangible personal property specified herein. The Bidder shall, within seven (7) calendar days, furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any bid if evidence submitted by, or investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of this Invitation For Bids.

D. Application of Resident, Local, Area, and Recycled Content Goods Preference: In all Invitations for

Bid and requests for proposals, the Statutory Preferences shall be applied in the manner set forth in

NMSA 1978 §§ 13-1-21 or 13-4-5, as amended from time to time. A copy of a valid Resident Business

Certificate or Resident Contractor Certificate issued by the New Mexico Taxation & Revenue

Department. Information regarding resident preference can be obtained by contacting the Point of

Contact as listed herein.

In addition to the Statutory Preferences, a preference for Local Businesses and Area Businesses shall be administered in the same manner as the Statutory Preferences, as follows:

A. in the event a Local Business submits a qualifying bid or proposal and one or more Qualifying

Companies also submits a bid or proposal, the Local Business shall receive a two percent (2%) preference in addition to (and not in lieu of) the Statutory Preference; and

B. in the event an Area Business submits a qualifying bid or proposal and one or more Qualifying

Companies also submits a bid or proposal, the Area Business shall receive a one percent (1%) preference in addition to (and not in lieu of) the Statutory Preference.

In addition to the definitions and criteria set forth in this section, the Central Purchasing Office may impose additional requirements regarding the nature, size and/or location of offerors or Bidders in any request for proposals or Invitation for Bids. As a result, companies responding to such solicitations should review the solicitation documents thoroughly.

Information regarding the City’s Procurement Code and the application of the local and resident preference can be obtained by contacting the Point of Contact as listed herein.

For consideration for the Area, Local, and Recycled Content Goods preference, the Offeror must complete the Preference Certification Form, attached hereto, in accordance with the instructions and return the form with its Technical Proposal.

In addition to the definitions and criteria set forth in the section, when a joint bid or joint proposal is submitted by both Resident and non-Resident Businesses, the Resident Business preference provided pursuant to Subsection B or C of the NMSA 978 §§ 13-1-21 or 13-4-5, as amended from time to time

, shall be reduced in proportion to the percentage of the Contract, based on the dollar amount of the goods or services provided under the Contract, that will be performed by a non-Resident Business as specified in the join bid or proposal.

PROTEST PROCESS:

A. Right to Protest: Any Bidder or Bidder who is aggrieved in connection with a solicitation or award of a Contract may protest to the Central Purchasing Office.

B. Timely Protest: The protest must be submitted in writing within ten (10) calendar days after knowledge of the facts or occurrences given rise thereto.

C. Required Information: All protests must be submitted in legible, written form and delivered either personally or by mail to the Purchasing Division of the City’s Department of Financial Services (the same address to which bids are to be mailed). Protests delivered by any other method, including facsimile, telephone, or e-mail will not be accepted. Protest shall contain at a minimum the following:

(1) Name and address of the protesting party;

(2) The solicitation/IFB number;

(3) A clear statement of the reason(s) for the protest;

(4) A clear statement of the facts that support the protest;

(5) Attachments of any written evidence available to substantiate the protest; and

(6) A statement specifying the relief or ruling requested.

D. The envelope enclosing a protest should clearly indicate “PROTEST” and the IFB number.

E. Authority to resolve. The Procurement Officer has the authority to take any action reasonably necessary to resolve a protest in accordance with the City’s Procurement Code, but does not have any authority to award money damages or attorney fees.

GENERAL REQUIREMENTS AND SPECIFICATIONS

The City of Rio Rancho, Department of Fire and Rescue, Emergency Medical Personnel Division is soliciting bids for emergency medical pharmaceutical products, supplies and minor equipment.

The scope of products and/or supplies to be procured under a contract resulting from this IFB shall not be limited to the items specified herein. Rather, the items specified in this IFB are intended as a representative sample of what is likely to be purchased during the course of the contract, and price offers therefore shall be used for evaluative purposes to determine the lowest responsive bid.

The City reserves the right to request quotations from awarded Contractor(s) for materials, products, and/or items similar in nature to those specified in this IFB for which requirements were not known when this IFB was issued. Additions, deletions and/or contract modifications of any kind shall not be effective until accepted in writing by the City’s Procurement Officer, or his designee.

In compliance with all Specifications and Terms and Conditions, as stated and incorporated herein, the undersigned offers and agrees, if the bid is accepted by the City of Rio Rancho within thirty

(30) calendar days or as otherwise provided for in this IFB, to furnish the following items of tangible personal property and/or perform the services specified as lowest cost for items identified below listed on the bid form.

General Information:

Currently the City utilizes OperativeIQ - a web-based inventory management system to assist in the management of supplies and assets. This software is currently provided at no cost to the City.

Currently the City has pharmaceutical dispensers and lockers manufactured by the U-Select-It

Corporation to control inventory. The City currently has three units located at Fire Station 1 located on Southern Boulevard, and 1 unit located at Fire station 5 on Santa Fe Hills Boulevard. The City intends to purchase additional units when funding becomes available. and is not a requirement of this solicitation.

Bidders are requested to provide RFID tracking tags for narcotic inventory tracking, compliant with New Mexico Pharmacy procedures.

Bidders are requested to provide a Temperature Data Logger, USB with High/Low temperature

Alarm including configuration software, or product with similar capabilities, to ensure proper environmental control and monitoring of temperature sensitive supplies.

Bidders are requested to complete two questions on the Bid Form related to these items. The City will discuss the software availability separately from this solicitation.

Contractor(s) Requirements

• Contractor(s) shall be actively licensed as a wholesale distributor of pharmaceutical products by the New Mexico State Board of Pharmacy and shall possess a current

Controlled Substance Registration Certificate issued by the U.S. Department of Justice, Drug Enforcement Administration (DEA). Contractor(s) shall provide copies of the above mentioned licenses and certificates at the time of bidding. Failure to provide such documents may result in the bid being declared non-responsive.

• Contractor(s) must provide local representation that has an EMS background, clinical expertise, and intimate familiarity with BLS/ALS procedures, equipment, products, and protocols.

• Contractor(s) must have a code of conduct policy in place, and adhered to by the local representative.

• The contractor(s) local representative must be available for routine visits, meetings, and training sessions.

• The contractor(s) local representative must be able to provide training for all products offered.

• The contractor(s) local representative must be able to provide customized reporting when requested.

• Contractor(s) must also provide for a remote, dedicated customer support representative.

• Contractor(s) must provide documentation that the contractor(s) is accredited as a Verified-

Accredited Wholesale Distributor (VAWD) by the National Association of Boards of

Pharmacy, demonstrating compliance with state and federal laws and that prescription drugs are sold and distributed safely and securely.

• Contractor(s) must be in, and remain in compliance with the Drug Supply Chain

Security Act and the Prescription Drug Marketing Act. Vendor must provide transaction reports with each shipment of pharmaceuticals.

• Contractor(s) must provide online access to pharmaceutical backorders or shortages. This must include estimated times of availability, and any suggested alternatives. This must be updated regularly (preferably weekly).

• Contractor(s) must be licensed with the Drug Enforcement Administration to sell and distribute Schedule II, Schedule III, and Schedule IV controlled substances.

• Contractor(s) must be able to provide the Drug Enforcement Administration’s electronic

Controlled Substances Ordering System (CSOS).

• Contractor(s) must be able to ship to multiple locations within our account.

• Contractor(s) must be able to ship most items in multiple units of measure (i.e. each, box, case).

• Contractor(s) must be able to offer secure online ordering.

• Contractor(s) secure website must be able to provide for historical reporting and real-time indicators of product availability

• Contractor(s) shall provide monthly, quarterly, and annual purchase reports, detailing items and quantities purchased, purchase prices, and credits on account for the period in which the report is being prepared and for the contract to date.

• Contractor(s) agrees to provide a return and credit policy to the City of Rio Rancho incorporating the following items:

1. Goods ordered and delivered in error (either party to the contract) shall be credited at 100% upon the timely return of such items with the exception of pharmaceutical supplies.

2. Any and all goods found to be damaged, or substandard in any way upon delivery shall be credited at 100% upon the timely return of such items.

3. Manufacturer’s recalls shall be credited at 100% upon the timely return of such items.

4. Contractor(s) shall provide and deliver pharmaceuticals products in a manner such that they can reasonably be used prior to their expiration date. Products delivered which are not current or which are determined, at the sole discretion of the City, to be unusable because of their expiration date shall be credited at 100%.

• Controlled medications shall be supplied in tamper evident containers and monitored appropriately by Contractor(s). Controlled substances shall be supplied in a manner that meets or exceeds the standards of the New Mexico State Board of Pharmacy.

• Generic substitutions may be required unless the use of a generic substitute is not clinically prudent as determined by the City’s medical director.

• Medical supplies shall be in accordance to all CURRENT applicable NFPA, OSHA, DOT

AND ANSI regulation and specifications.

• The City will request price quotes each time items are needed. The price quotes shall contain the catalog pricing, discount amount and total pricing after discount is applied as documentation to support the items to be purchased. If this information is not provided the

City’s Purchasing Division may reject the purchase request.

• Materials, products, and/or items shall be picked up by and/or delivered to properly authorized City employees as requested and directed by the City User department; User department shall indicate F.O.B Destination on each order. Contractor(s) shall only fill orders when in possession of a properly authorized and signed Purchase Order issued by the City’s Procurement Officer, or his designee. Contractor(s) shall deliver items as ordered and shall replace, at no additional cost to the City, any and all items found to be damaged while in transit or otherwise determined to be substandard by the City User

Department in any way. The City reserves the right to inspect materials, items, and/or products at the source prior to acceptance and shall not waive its right, at any time, to reject orders at time of delivery.

• When invoicing items that are based on catalog pricing with discount, vendor shall identify catalog pricing, discount amount and total pricing after discount is applied.

BID PROPOSAL

In compliance with all Specifications and Terms and Conditions, as stated and incorporated herein, the undersigned offers and agrees, if this bid is accepted by the City of Rio Rancho within ninety (90) calendar days or as otherwise provided for in this IFB, to furnish the following items of tangible personal property and/or perform the services specified for the stated unit prices, as determined below:

TERMS AND CONDITIONS

Agency: In the event that a bid or contract is signed by an agent, the City reserves the right to require evidence of the agent’s authority.

Cited Model: Any model(s) cited herein is (are) intended only as a reference; any model offered must meet all of the technical specifications accompanying this IFB.

City Business Registration Requirement: The successful bidder, if not already registered to engage in business in the City of Rio Rancho, shall be required to apply to the City and pay the business registration fee, as stipulated in City Code §§ 14-2-1 through 14-2-9, prior to receiving a contract under this Bid.

Compensation: The Bidder will not receive any compensation until goods have been delivered or services have been completed, final inspection has been made, the work has been accepted by an authorized representative of the City and complete and correct invoices have been received by the

City following the invoicing process detailed on the issued purchase order. Progress payments will not be made to any contractor unless otherwise specified in this IFB.

Contract Period: Unless sooner terminated a contract resulting from this IFB shall be for a term of one (1) year from the date of issue of the City’s award letter with option to renew for three (3) additional one (1) year terms. In no case shall the term of this agreement exceed a term of from the date of issue of the award letter.

Cooperative Purchasing: Contractor(s) are advised that the resulting contract(s) may be extended, with the authorization of the Contractor(s), to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms and conditions of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payment.

The City of Rio Rancho acts only as the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your bid.

Responsibility for Damage: The successful Bidder shall be responsible for any damage caused by its delivery, removal or installation. Damage shall be reported immediately to the designated

City representative.

Delivery, Unpacking, Assembly and Placement: Any offer in response to this IFB must include delivery, unpacking, assembly and placement of items as specified in this IFB. All costs associated with Delivery, Unpacking, Assembly and Placement must be included as a part of the unit price bid for each item.

Design Conformance - OSHA: The design of all equipment purchased as a result of a bid made in response to this IFB shall be in conformance with all applicable regulations of the federal

Occupational Safety and Health Act in effect at the time of delivery.

Estimated Quantities; Not an Order: The estimated quantities listed do not constitute an order and are not necessarily comprehensive; they are a representative sample of what is likely to be purchased during the course of a contract resulting from this IFB and will be used only to evaluate offers and award such a contract. These quantities as stated may increase or decrease depending on the actual needs of the City. The user will place actual orders. The terms of this Agreement and all amounts payable hereunder are contingent upon sufficient appropriations therefor by the

City’s Governing Body. If sufficient appropriations are not made, the City shall notify the

Contractor of the same, and this Agreement shall terminate forthwith.

Freight and Shipping: Freight will be F.O.B. Destination. F.O.B. point other than indicated by the City will not be acceptable. The City requires two day shipping at no extra cost on most items being ordered due to the nature of the need of supplies for emergency services, if items cannot be shipped in that timeframe, vendor shall notify the City of the delay in shipping within 24 hours of ordering.

Guaranteed Performance: The successful bidder guarantees that the materials and/or items supplied are capable of the performance required in the specifications accompanying this IFB, and agrees to make such changes, adjustments or replacements as may be necessary in order for the materials to meet the specification requirements at no cost to the City. If defects or specification failures are discovered, the Procurement Officer may, notwithstanding acceptance and payment, require the unit(s) or item(s) to be properly furnished in accordance with the specifications and drawings at the sole cost and expense of the bidder or the bidder’s surety.

Independent Contractor: The Contractor (and each agent, employee and contractor employed or engaged by the Contractor to fulfill the Contractor’s obligations hereunder) shall be an independent contractor performing services for the City and not an employee of the City or an agent of the City for any purpose beyond the specific engagement for services set forth herein. As independent contractors, the Contractor and its agents and employees shall not qualify for or receive any employee benefits from the City, including but not limited to leave, retirement, insurance, bonding, use of City vehicles, or any other benefits afforded to City employees.

Inspection of Materials: The City reserves the right to inspect materials and/or items provided by the Bidder through a contract resulting from this IFB to determine their quality, fitness and suitability. Inspection of these materials may be conducted whenever the City considers necessary.

Liability Insurance: Liability Insurance: The successful Bidder shall obtain and maintain during the life of any Contract resulting from this IFB a comprehensive general liability insurance policy and…