24-8309_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

VETERINARY MEDICATIONS AND SUPPLIES

SOLICITATION NO.: 24-8309

LEEANN CHARLES, PROCUREMENT MANAGER

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-4270

Leeann.Charles@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8309

PROJECT TITLE: VETERINARY MEDICATIONS AND SUPPLIES

DUE DATE: December 13, 2024, at 3:00 PM

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/

INTRODUCTION

As requested by the Domestic Animal Services Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

These specifications are intended to provide information by which prospective bidders may understand requirements relative to veterinary medical supplies and pharmaceuticals. Domestic Animal Services (DAS) anticipates spending approximately $200,000 annually; however, this amount may be lower or higher depending on various factors.

BACKGROUND

The Collier County Domestic Animal Services is dedicated to promoting the health of all animals and placing qualified pets up for adoption. In the course of our mission, it is necessary to have available various medical supplies and pharmaceuticals to ensure the health and well-being of the animals we service.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with (2) one-year renewal options.

Discounts shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this agreement, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his/her discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery, provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

Refer to Bid Schedule Attachment

Section 1) The bidder will provide discount percentages off the retail price for supplies and pharmaceuticals for each of the listed manufacturers. Additional lines are available if any major manufacturers are excluded

Section 2) Using the discount percentages from Section 1, provide pricing and all additional requested information in Section 2 for lines 91-121 Your discounted pricing on each item will be multiplied by Collier County’s estimated usage, yielding a BID COST for lines 91 – 121 The aggregate total of the column titled “BID COST” is your “BID TOTAL” (line 122). (Refer to Attachment: Bid Schedule for pricing information)

For the purposes of determining the winning bidder, the County will select the vendor with the:

Lowest Total Bid

Collier County reserves the right to select one, or more than one supplier, award on a line-item basis, establish a pool for quoting, or other options that represent the best value to the County; however, it is the intent to:

Award to a Primary and Secondary

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

Vendor must provide Certification of registration to the Florida State Board of Pharmacy along with a Pharmacist License on staff.

DETAILED SCOPE OF WORK

The intent of this ITB is to secure qualified vendors to provide and deliver veterinary medicine and supplies on an ongoing and as-needed basis in accordance with the specifications listed below.

1. Product & Pricing

1.1. The list of manufacturers provided on the attached Bid Schedule is based on the most common products used by the

County and is not inclusive of all manufacturers. Additional manufacturers can be added in the lines provided as needed. Delivery and standard shipping costs shall be incorporated into the discount of each item, with the exception of overnight shipping for urgent requests as outlined below. If your bid is for a different make/brand, include the manufacturer’s name.

1.1.1. Fixed Percentage Discount off Catalog Items listed. Vendor to provide a fixed percentage discount for each line item on the Bid Schedule. The fixed percentage discount shall remain firm for the initial term of this agreement.

1.1.2. Discount shall be from the current Manufacturer’s Suggested Retail Price (MSRP) list in effect at the time of order. A Price list(s) submitted by the bidder, will not be accepted for this ITB.

2. Price Adjustments

2.1. All adjusted pricing must be provided to the County thirty (30) days prior to the effective date of the price adjustment.

Retroactive price adjustments are not authorized.

2.1.1. At the time of submission, one (1) copy of a new catalog price list must be provided to the County if there are price changes.

2.1.2. If approved, the Procurement Director or designee will notify the vendor in writing with the effective date of any approved price adjustments. The new prices will be effective on orders made by the County after approval of the price changes.

3. Equivalents

3.1. The manufacturer’s name, brand name, and/or model number are used in these specifications for the sole purpose of establishing the minimum requirement of level of quality, standards of performance, and design required. It is in no way intended to prohibit the bidding of other manufacturers’ items of equal or similar material. An equal or similar product may be bid, provided that the product is found to be equal or similar in quality, the standard of performance, design, etc. to the item specified. The product provided must meet or exceed the original manufacturer’s specifications.

The County shall be the sole judge when determining the quality of each item.

3.2. When an equal or similar product is bid, the County may request a complete set of factory information sheets

(specifications, brochures, etc.) and may request samples to verify specifications and quality.

4. Delivery/Shipping

4.1. County stock orders, non-stock orders, as well as special orders shall be delivered by the vendor within three (3) business days after being ordered by the County, between the hours of 8:00 a.m. and 6:00 p.m., Monday through Sunday except for County-observed holidays. If an item is not available for delivery, then the item(s) will be shipped via standard shipping, at no additional cost to the County.

4.1.1. Urgent Requests

Urgent orders shall be delivered within one (1) business day of the order. The Domestic Animal Services Division shall determine when an urgent condition exists and shall notify the vendor of such. If an item is not available for urgent delivery, then the item(s) shall be shipped via overnight delivery to the County. The vendor may charge the County shipping/freight charges when overnight delivery is required. The overnight charge shall be billed at cost with documentation of proof of shipping expense. The vendor shall not establish minimum order criteria as a delivery condition on urgent requests.

4.2. The County reserves the right to purchase veterinary medicine and supplies from other vendors when delivery/shipping times cannot be met by the awarded vendor.

4.3. Delivery/shipping locations will be the Collier County D o m e s t i c A n i m a l S e r v i c e s located at the following address:

• 7610 Davis Boulevard, Naples, Florida 34104

4.4. Additional delivery/shipping times and locations may be requested by other governmental entities if they purchase from this contract.

4.5. When stated delivery/shipping times cannot be met, the vendor shall notify the Division immediately. No fuel or transportation charges, or other surcharges, shall be added for delivery. All costs and charges shall be figured into the bid submission pricing.

5. Returns

5.1. Products found to be of inferior quality, defective, or damaged in transit shall be replaced at the expense of the vendor.

Products ordered in error and unused by the County shall be returned to the vendor and the vendor shall refund/credit the original purchase price to the County. No restocking fees will be charged to the County.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see,Vendor Check List)***