5-ITQ - 219399 - Medical Oxygen Cylinder Rental - SOW.pdf

INVITATION TO QUOTE

Bid Event # 219399

Medical Oxygen & Cylinder Rental

City of Little Rock, Arkansas

The capital city of Arkansas is also the state’s largest municipality with over 202,000 people calling it home. The City of Little Rock employs over 2,500 employees in 16 departments. It is our mission to ensure our City is a safe, secure, and prospering place to live, work, and play.

Mayor Frank Scott Jr.

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4560

City of Little Rock Invitation to Quote – Medical Oxygen & Cylinder Rental

Contents

SCHEDULE AND ACCESS INFORMATION

SECTION 1 – GENERAL INFORMATION

1.1 PURPOSE

1.2 DEFINITION OF REQUIREMENT

1.3 DEFINITIONS OF TERMS

1.4 PROPRIETARY INFORMATION

1.5 ISRAEL BOYCOTT NOTICE

1.6 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

1.7 REQUIREMENT OF ADDENDUM

1.8 PAST PERFORMANCE

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

2.2 TERMS OF AWARD

2.3 SERVICES REQUESTED

2.4. MINIMUM QUALIFICATIONS

2.5 GENERAL REQUIREMENTS

2.6 PAYMENT STRUCTURE

2.7 PRICING

2.8 JOINT VENTURE

SECTION 3 – INQUIRES AND SUBMISSION INSTRUCTIONS

SECTION 4 – TERMS AND CONDITIONS

SCHEDULE AND ACCESS INFORMATION

Schedule of Solicitations

Project ID | Title: ITQ - 219399 - Medical Oxygen & Cylinder Rental

Department: Fire

Description of Work:

Medical Oxygen & Cylinder Rental

Release Date: January 30, 2026 @ 10:00am

Close Date: February 6, 2026 @ 10:00am

Resources

Business Contact Little Rock Business Portal | City of Little Rock

Procurement Purchasing Division | City of Little Rock

LRPROCURE

powered by EUNA littlerock.bonfirehub.com

Israel Boycott Restriction Confirmation

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that they do not boycott Israel, and if selected will not boycott Israel during the aggregate term of the contract.

Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

Boycott of the Energy, Fossil Fuel, Firearms, and AMO Industries

By submitting a formal proposal to this Bid Solicitation, a Prospective Vendor agrees and certifies that it does not boycott the energy, fossil fuel, firearms, and ammunition industries and will not boycott the energy, fossil fuel, firearms, and ammunition industries during the term of the contract.

Vendor must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the proposal submission.

The City has worked hard to make sure this request is correct, but it is up to the Bidder to check the proposal carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this ITQ, nor shall they be responsible for any Vendors or representatives' failure to verify the information herein and to determine the full extent of that exposure.

https://www.littlerock.gov/business/little-rock-business-portal/ https://www.littlerock.gov/city-administration/city-departments/finance/divisions/procurement/ https://littlerock.bonfirehub.com/portal/?tab=openOpportunities https://littlerock.bonfirehub.com/portal/?tab=openOpportunities

SECTION 1 – GENERAL INFORMATION

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2026 operating budget revenues as approved by Ordinance No.

22079 are $350,389,573 including the General Fund revenue budget of $271,999,104.

1.1 PURPOSE

The City of Little Rock has issued this Invitation to Quote (ITQ) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid.

This Quick Quote is issued for the procurement of medical oxygen & cylinder rental services.

1.2 DEFINITION OF REQUIREMENT

A. The words “must” and “shall” signify a requirement of this solicitation and that Bidder’s agreement to and compliance with that item is mandatory.

1.3 DEFINITIONS OF TERMS

A. “Best Interests” used herein means practicing economical frugality, professionalism, and a firm commitment to the publicly stated goals of the City

B. “Commodity Code” is the standardized system of numbers used to identify goods and services being purchased. The City of Little Rock utilizes the NIGP Code.

C. “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

D. “Public Notice” is the EUNA (Bonfire) bulletin board where the City can issue changes or new information about a project. Vendors can find this in the [Messages] section titled “Public Notices.” Vendors who have viewed a project will receive an email notification when a new public notice is posted.

E. “Prospective Vendor” means a person who submits a bid in response to this solicitation.

F. “Responsible bid” means a Vendor response that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

G. “Responsive bid” A bid solicitation that is deemed to meet all the requirements set forward in the bid solicitation such as but not limited to bid instructions, technical requirements, general requirements, acceptance of terms and conditions, and provide complete information.

H. “Notice of Award” is the written notice of the acceptance of a bid from the City to the successful Vendor.

I. “Notice to Proceed” is written communication issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

J. “Specifications" A part of the contract documents consisting of written descriptions of a technical nature of materials, equipment, construction systems, standards, and workmanship.

K. “Supplementary Conditions” are modifications to adapt the specific requirements of the project and that may be imposed by applicable federal, state, and local laws.

L. “Work” is all labor necessary to produce the work required by the contract documents, and all materials and equipment incorporated or to be incorporated in the project. The contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials.

M. “Written Notice” is any notice to any party relative to any part of this Agreement shall be in writing and considered delivered and the service thereof completed, when posted by certified or registered mail to the said party or his authorized representative.

N. “Vendor” means a person who sells or contracts to sell commodities and/or services.

O. The words “Responder,” “Bidder,” and “Vendor” are used synonymously in this document.

P. The terms “Invitation to Quote,” “ITQ,” and “Solicitation” are used synonymously in this document.

Q. The terms “bid,” “response,” and "submission" are used synonymously in this document.

1.4 PROPRIETARY INFORMATION

A. Response documents pertaining to this solicitation will become the property of the City of Little Rock and shall be subject to the Arkansas Freedom of Information Act (FOIA).

1.5 ISRAEL BOYCOTT NOTICE

A. Pursuant to Arkansas Code Annotated § 25-1-503, a public entity shall not enter into a contract valued at $1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in, a boycott of Israel.

B. Vendor's signature on the Combined Certification for Contracting with the City of Little Rock form shall represent and warrant they do not boycott Israel and will not boycott Israel during the remaining aggregate term of the contract.

1.6 BOYCOTT OF THE ENERGY, FOSSIL FUEL, FIREARMS, AND AMO INDUSTRIES

A. Pursuant to Arkansas Code Annotated § 25-1-1002, a public entity shall not enter into a contract valued at

$1,000 or greater with a company unless the contract includes a written certification that the person or company is not currently engaged in and agrees for the duration of the contract not to engage in a boycott of the energy, fossil fuel, firearms, and ammunition industries. The signed Combined Certification for Contracting with the City of Little Rock form shall represent the Bidder’s compliance.

1.7 REQUIREMENT OF ADDENDUM

This solicitation shall be modified only by an addendum written and authorized by City.

1.8 PAST PERFORMANCE

A Vendor's past performance with City may be used to determine if the Bidder is “responsible”. Responses submitted by the Bidder determined to be non-responsible shall be disqualified.

SECTION 2 – PROJECT SCOPE OF SERVICES

2.1 GOAL

The City of Little Rock seeks to procure products or services for the Little Rock Fire Department from a qualified and experienced supplier to provide medical-grade oxygen cylinder filling and cylinder rental services.

2.2 TERMS OF AWARD

A. This bid shall be awarded, on an all or none basis, to the lowest responsive and qualified bidder who meets all specified requirements.

B. This contract will be for one (1) year. Upon agreement of both parties, the contract may be extended to six (6) additional years in one (1) year increments.

C. This contract will award on a “as needed" basis and the estimated quantity in this bid solicitation is only used for scoring purposes.

D. The City has the right to award or not award a contract if it is in the best interest of the City to do so.

E. Bidder must attach a signed copy of the Combined Certification for Contracting with the City of Little Rock form to the bid submission.

F. Pricing must remain intact for the duration of the contract. Any change in contract rate will be subject to notice from the successful bidder to the City within a ninety (90) day time frame prior to each annual renewal date.

2.3 SERVICES REQUESTED

(1) Medical Oxygen & Cylinder Rental

(a) Size D Oxygen Cylinder Rental

• The Little Rock Fire Department currently rents fifty-one (51) size D medical grade oxygen cylinders. An average of ten (10) cylinders will be refilled weekly.

(b) Cylinder Refill

(c) Fuel/Delivery Charge

(d) Hazmat/Handling Charge

2.4. MINIMUM QUALIFICATIONS

A. The vendor shall provide proof of experience in providing medical oxygen & cylinder rental service for a minimum of three (3) years.

2.5 GENERAL REQUIREMENTS

A. All aspects of the project must meet current Federal ADA Regulations and Standards, if applicable.

B. Vendors shall be in compliance with the requirement of Act 150 of 1965 of the State of Arkansas, effective

June 3, 1965, (codified as amended at Ark. Code Ann. §§ 17-25-301 through 17-25-316), which is the current Arkansas State Licensing Law for Contractors. The Vendor shall indicate on the bid form the current license number as issued by the applicable licensing entity, if applicable.

C. It is expressly agreed that Contractor is acting as an independent contractor in performing the Work described herein.

D. The vendor shall be responsible for making sure the cylinders are maintained by meeting the (FDA) Food and Drug Administration.

E. The vendor shall coordinate with the Fire Equipment Repair Coordinator to pick up and drop off materials at the Little Rock Fire Department Warehouse located at 7000 Murray Street, Little Rock AR 72209.

F. Unit pricing for filling cylinders and rental shall include all costs related to the product such as price per cylinder, Hazmat fees, delivery fees, and fuel surcharge fees.

G. The vendor shall conduct all business in a highly professional manner, including communication with City personnel, handling of materials, and adherence to contact requirements.

H. The vendor shall meet all scheduled timelines for project completion and promptly resolve any issues or concerns that arise during the contract period.

I. Pick up and drop off site will be the Little Rock Fire Department Warehouse located at 7000 Murray St, Little Rock, AR 72209.

J. Arrangements for pick up and drop off will be coordinated with the Fire Equipment Repair Coordinator.

2.6 PAYMENT STRUCTURE

A. This bid solicitation has a standard thirty (30) day payment net terms.

B. Invoices related to filling medical oxygen cylinders will be billed weekly as pickups are made. Cylinder rentals will be billed monthly.

C. Acceptable Payment Methods:

• Purchasing Cards

• Physical Check

• EFT / ACH

D. Invoices shall be submitted via mail and/or email. Email is the preferred method.

Address: City Hall: Department of Finance

Accounts Payable 500 West Markham, Suite 315

Little Rock, Arkansas 72201 Email: accountspayable@littlerock.gov

2.7 PRICING

A. Any cost not identified by the successful Vendor but subsequently incurred in order to achieve successful operation shall be borne by the Vendor.

B. To allow time to evaluate responses, prices shall be valid for ninety (90) days following the “Close Date.”

C. Pricing shall include all associated costs. The City shall not be obligated to pay any costs that are not included in the vendor’s price proposal even though such a cost is subsequently incurred by the vendor to provide the contracted services or equipment or to achieve the required quality of service unless agreed to in writing by the City.

D. The City should receive any discounts offered by, or available to the Vendor. For term contracts the beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later.

E. Prices quoted are to be net prices. If the Vendor makes an error in extending total prices, the City may accept the lesser amount whether reflected by extension or by the correct multiple of the unit price.

F. Any prices in the response have been arrived at without collusion.

G. All bid pricing shall be quoted in U.S. dollars and cents ($).

2.8 JOINT VENTURE

A. A joint proposal submitted by two or more Vendors is acceptable.

B. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

C. Prior to the award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

D. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

mailto:accountspayable@littlerock.gov

E. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

SECTION 3 – INQUIRES AND SUBMISSION INSTRUCTIONS

Bid submissions must be submitted electronically via LRPROCURE EUNA Brand Solutions prior to the bid closing data. Bid Closing Date is listed under “Important Events.

Any questions or inquiries regarding a bid solicitation must be submitted prior to the Questions Due Date.

Questions Due Date is listed under “Important Events.” Once this date has passed, no further communication shall occur between City of Little Rock and suppliers or service providers.

For any system-related questions, technical errors and/or help, please contact EUNA Technical Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

Bids Submissions may be revised and resubmitted prior to the Bid Closing Date. Only submitted submissions will be considered.

SECTION 4 – TERMS AND CONDITIONS

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock Standard Terms and Conditions for Vendors and the online EUNA Terms & Conditions.

https://littlerock.bonfirehub.com/ mailto:support@gobonfire.com https://www.littlerock.gov/media/22981/standards-and-conditions-2025.pdf https://www.littlerock.gov/media/22981/standards-and-conditions-2025.pdf https://www.bonfire.com/terms-and-conditions/