3-Addendum 1 - IFB 26-001-FR Question Response.pdf

IFB 26-001-FR

Addendum #1

CITY OF RIO RANCHO

DEPARTMENT OF FINANCIAL SERVICES

PURCHASING DIVISION

3200 CIVIC CENTER CIRCLE NE 3rd FLOOR

RIO RANCHO, NEW MEXICO 87144

TELEPHONE: 505-891-5064

ADDENDUM ONE

EMERGENCY MEDICAL SERVICES (EMS) CONSUMABLES, APPAREL, AND MINOR

EQUIPMENT

August 8, 2025

Addendum One (1) forms part of the contract documents and modifies them in the manner set forth below.

ATTENTION CONTRACTORS

• Questions & Answers

Questions and Answers:

Question 1 - Is footwear requested on this bid? Although it is not explicitly stated, I was wondering if the "Apparel and Personal Equipment" line item does include footwear within EMS uniforms and tactical gear. Thank you!

Answer: No footwear will be requested on this bid.

Question 2 - Will evaluation be based solely on pricing, or will other factors such as vendor qualifications, service capabilities, and product quality also be considered?

Answer: Evaluation will be based on pricing and percentage discounts for catalog/price listing.

Question 3-- Can the City identify who will be responsible for evaluating and awarding the bid?

Will a committee be involved, and if so, who comprises it?

Answer: Refer to page 9 - Opening of Bids: 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. City appointed Evaluation Committee.

Question 4-- Will the City provide a standardized item list for sample pricing to facilitate a fair evaluation? Would the City consider creating a sample list of 100–150 “no-substitution” items to be used during evaluation to ensure consistency and comparability?

Answer: No, refer to the list on page 25 of IFB.

Question 5-- Our pricing is based on a publicly published catalog/list price that is updated in accordance with our company’s standard schedule. Given the catalog discount structure of this

IFB, would the City be open to replacing the standard price escalation clause with a documented catalog update cadence? This approach would reflect changes while maintaining transparency and consistency.

Answer: No, please refer to page 26 - Cost Proposal: Please note, contractor(s) will be held to the catalog submitted with proposal (electronic link/copy), throughout the duration of their contract, unless an official amendment is executed between the contractor(s) and the City of

Rio Rancho.

Question 6-- Is there an estimated annual or total contract value associated with this IFB? If not, could the City provide historical spend data for similar contracts?

Answer: No, there is not estimated annual or total contract value. Consumables will be ordered as needed and within the Annual Budget allowance.

Question 7-- Will vendors be permitted to update their catalog or pricing during the contract term? If so, what is the process for submitting such updates?

Answer: Refer to page 20 Price Escalation for complete guidance.

Question 8-- Given the inclusion of inventory management requirements, does the City intend to award this contract to a single vendor or designate primary and secondary suppliers?

Answer: Refer to page 11- Award of Contract (B): 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.

Question 9-- Within the 13 categories provided would the city accept more than one discount per category/item? Such as a specific percent discount for a specific vendor that is within that category?

Answer: Evaluation of all bids will be made on the 13 Categories. Vendors may offer an additional discount upon award.

Question 10-- Could the City clarify the criteria that will be used to evaluate bids? Will a formal scoring rubric be applied?

Answer: Criteria for award will be based on discounts on the 13 Categories, and catalog pricing. There will not be a formal scoring rubric applied; however, a bid abstract will be available and posted on Bonfire of all vendor percentages.

Question 11-- Given that this is a “percent off catalog” bid, how does the City plan to ensure an equitable comparison of pricing across vendors?

Answer: All vendors will submit their bid based on all 13 Categories.

Question 12—You are requesting an original bid as well as submission on line thru BonFire?

Answer: Refer to Page 1 - 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. Submission documentation is outlined on page

24.

Question 13—Can the Question period be extended we just received notification of this bid today 7/31/25?

Answer: No, please refer to Bonfire for IFB event dates.

Question 14—Will you accept DocuSign for signatures?

Answer: No