252730MM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

SIFB #: 252730MM

IFB TITLE: FIRE DEPARTMENT MEDICAL SUPPLIES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting suppliers to provide emergency medical supplies to the Sarasota County Fire Department (SCFD) on an as-needed basis.

Bidders are required to comply with Part II, Scope of Services/Work Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing emergency medical supplies, including bandaging, intravenous access and airway supplies, within the past seven (7) years preceding the submission deadline in OpenGov. A minimum of two (2) references is required.

3.1.2. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

3.2 Required Licenses/Certifications

N/A https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/11/23 Page 2 of 4

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

IFB Part I Revised 10/11/23 Page 3 of 4

8.0 AWARD

8.1 It is the intent of the County to award up to three contracts to the responsive and responsible bidders submitting the lowest total bid prices. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/11/23 Page 4 of 4 work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 3 Prepared by Emergency Services Department

1. Introduction

Sarasota County Fire Department (SCFD) requires a wide range of emergency medical supplies (EMS) on an as-needed basis including products necessary for pre-hospital emergency care and daily operational readiness.

2. General Scope of Services

Contractor shall provide EMS products that include, but are not limited to:

• Basic Life Support (BLS) Supplies:

o Bandages, gauze, tape, splints o Oxygen masks, nasal cannulas o Bag valve masks (BVMs) o Blood pressure cuffs, stethoscopes o Personal protective equipment (PPE)

• Advanced Life Support (ALS) Supplies:

o IV solutions, catheters, needles o Endotracheal tubes, laryngoscopes o Defibrillation pads and ECG supplies o Emergency medications (non-narcotic)

• Trauma Care Supplies:

o Tourniquets, chest seals, hemostatic agents o Burn dressings, trauma kits

• Diagnostic & Monitoring Equipment:

o Glucometers and test strips o Pulse oximeters, thermometers

• Disposables & Consumables:

o Gloves, sharps containers, biohazard bags o EMS bags and storage solutions

Revised 10/07/20 Part II - Page 2 of 3

3. Product Specifications

Contractor shall adhere to the following:

A. All supplies must meet FDA, OSHA, and other applicable federal/state standards.

B. Products must be new, unused, and delivered in manufacturer’s original packaging.

C. Items marked as “No Substitution” on the Exhibit B Fee Schedule, may not be substituted in any manner. These items are both manufacturer and item specific. The product(s) must be supplied exactly as specified from the manufacturer with no exception. The products indicated in Exhibit B not marked “No Substitution” are specified for the purpose of establishing a grade or quality of materials. Equal alternates for these items may be acceptable if, in the sole opinion of the County, they are comparable to the one specified. If the County determines that an alternative offered product is unacceptable, the County will move to the next awarded contractor until the needed product is available for purchase.

D. The County requires a one-year minimum shelf life on products and related items. There are no exceptions, without approval from the County’s Administrative Agent. Products that do not meet shelf life criteria will be returned via ground shipping, and deducted from the invoice. The Contractor will treat this as a back order and process an order meeting the replacement requirement.

E. The County reserves the right to purchase EMS products not listed on the Exhibit B Fee Schedule at Contractor’s list price minus the percentage discount specified in the Fee Schedule.

4. Contractor Responsibilities

A. Contractor shall ship medical supply products within 48 hours of receipt of County’s order.

B. Contractor will notify the County of any back ordered products within 24 hours of receipt of County’s order.

C. Contractor will provide and maintain a website or e-form for the submittal of orders. Upon receipt of the County’s order, the Contractor will send confirmation of order receipt and verify all items, quantity, and prices.

D. Orders shall not be bound by any minimum quantity requirements other than the minimum package quantity as provided by the manufacturer.

E. Contractor will deliver all orders to the specified County facility within seven business days after the order was placed.

Revised 10/07/20 Part II - Page 3 of 3

F. Contractor will provide all Material/Safety Data Sheets (MSDS) if applicable.

G. Packing slips must accompany all shipments.

H. Contractor must provide monthly usage reports upon request.

5. Assignment of Purchases

The County will purchase any available products from the Contractor providing the lowest unit price plus discount for that item. Should an item not be available within the County’s specified timeframe from the Contractor providing the lowest unit price plus discount, the County reserves the right to purchase from the Contractor with the next lowest price, until the order can be fulfilled.

6. Invoicing

Contractor's invoice for EMS products shall indicate the line item number, retail list price of the item, and contract unit price of the item as listed on the Fee Schedule. For items not individually identified on the Fee Schedule, the invoice must show the retail price, percent discount from the Fee Schedule, and discounted price, and supporting documentation must be attached (such as catalog price lists, published price lists, quotes) that clearly shows the manufacturer's product number, description, and supply house cost.

7. Delivery Location

All shipments will be sent by Contractor to 1805 Apex Road, Sarasota, FL 34240.

(END EXHIBIT A)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.