8-Prescription Drug Supplies RFQ.pdf

11-13-23

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO.

PRESCRIPTION DRUG SUPPLIES

Buyer: Chris Jones

EVENT / ACTIVITY DUE DATE / TIME

OPEN DATE September 18, 2026

QUESTIONS All questions must be submitted online in the Bonfire/EUNA Supplier Portal

QUOTES DUE DATE * October 9, 2026 @ 4:00PM EST In the Bonfire/EUNA Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP), on behalf of the Police Department, is seeking a qualified vendor to provide Prescription Drug Supplies.

2. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit purchase order. The city anticipates one award as a result of the RFQ.

3. SCOPE OF WORK

To obtain pharmaceutical services (“Services”) to dispense and deliver medicinal drugs authorized by one or more prescriber’s written prescription(s) and only for City of Detroit detainee(s) that are held at the Detroit Police Department’s (“DPD”) Detroit Detention Center (“DDC”). DDC houses all adult detainees that have been arrested in the City of Detroit, by the Detroit Police Department, Michigan State Police, Wayne State, Detroit Public Safety, Detroit Transit Police and Wayne County.

The successful bidder must be licensed by the State of Michigan to operate under the terms and conditions of the Michigan Public Health Code Act 368 of 1978 for these Services, and shall perform the Services in compliance with all requirements of the U.S. Food and Drug Administration (FDA).

1. Provide prescription drugs for Detainee(s).

2. Provider of prescription drugs must have all required Federal and State licensing to be able to dispense pharmaceutical drugs.

3. Contractor will only provide such prescription drugs exclusively upon a Detroit Police Department Officer (“Officer”) or other approved City of Detroit Employee with valid Identification presenting of a valid prescription signed by a physician/dentist or other health care practitioner for designated detainee.

4. Contractor must be open 24 hours a day to fill prescriptions. In addition, have the ability to fill the prescription immediately while the officers wait. If they cannot fill the prescription immediately, must give a standard turnaround time of not more than one hour. If medication is not in stock, Contractor must have multiple alternate locations the Officer or other approved City of Detroit Employee can go and retrieve the prescription within reasonable traveling distances, under normal circumstances not more than 30 miles from the City of Detroit. Also, primary pharmacy in which the medication is not available should call in the prescription, so it is available for pick up when they arrive.

5. The successful bidder must maintain dispensing records as required by the regulatory agencies and said records shall be maintained by the Contractor for a minimum of three (3) years for any potential review or audit by the city of Detroit.

CONTAINERS AND PACKAGING:

Items shall be contained in commercial packaging that clearly identifies the product manufacture and contents.

Items shall be delivered in sealed shipping packaging. Items shall be labeled with its original expiration date, all special handling and storage requirements, and detainee prescription and dosage information.

WARRANTY:

Items shall have a minimum 30-day shelf life unless the manufacturer’s requirements differ.

DELIVERIES:

Items shall be delivered in satisfactory condition and in types and quantities as requested within 1 hour of individual order(s) from the City to the Detroit Detention Center at 17601 Mound Road in Detroit MI between the hours of 8:00 a.m. and 3:00 p.m. on Monday through Friday, excluding holidays. Receipt of delivery shall not constitute acceptance of the product. Any Item damaged during delivery, recalled at any time by the manufacturer or US-FDA or labeled as expiring within 1-month of delivery shall be promptly replaced. All deliveries shall be boxed and clearly labeled for easy identification and shall include the City's purchase order number on all packing slips and invoices.

DPD may elect to pick up Items when faster availability or an after-hour need arises. There shall be not billable deliver charge for Items picked up by DPD. DPD will identify the member to the Contractor in advance of any pickup order.

REQUIREMENTS FOR INVOICING:

1. Each month a spreadsheet shall be prepared itemizing the information of the City of Detroit Detainees seen in that month.

2. The Spreadsheet should contain the following information, the provider#, Date of Service (DOS), Detainee's First and Last Name, Date of Birth (DOB) Drug Name, Quantity, Cost and a column labeled Entity of which will be filled in by Detroit Police Liaison.

3. The spreadsheet will contain a column for the Detroit Police Department to specify entity responsible for arrest.

4. All information shall be sent in a secure database to authorized officer at the (DDC), to determine payment for City of Detroit Detainees only.

5. DPD occasionally transport or convey citizens to the hospital, at which time a bill may incur, note:

this bill shall be directed to that specific individual as this is not an arrest, and should not be billed to the City of Detroit.

6. Once the list of Detainee(s) is sent to the Detroit Police Department Liaison, each name will be investigated and the entity responsible will be placed in the column provided on the spreadsheet. Once the list is completed it will be forwarded back to the Contractor to allow for final approved total to be placed on an invoice for payment.

7. After appropriate documentation is reviewed and approved by the Detroit Police Liaison, then the invoice can be uploaded to the Supplier Portal for payment.

8. If there are any amendments made to the invoice for Services, the Contractor shall notify the DDC Liaison with the corrections for adjustments to be made, before uploading to the supplier portal.

9. Invoices submitted monthly.

BID SUBMITTAL:

Bidders shall submit unit prices for all items and shall quote delivery charges, if any. Bidders shall indicate any bulk order minimum quantities and discounted pricing. Submit complete manufacturer's product literature with their bid for verification of compliance with the specification. The bidder shall not be allowed to take advantage of any error or omissions in this specification.

4. OPERATIONAL INFORMATION

The awarded vendor will work closely with City agency staff. The bidder is expected to provide service in accordance with the terms of the contract executed under the rules, regulations, and supervision of the City.

5. MINIMUM QUALIFICATIONS

To be eligible for the award, vendors must meet the following minimum qualifications:

• Minimum five (5) years of experience providing pharmaceutical supplies.

6. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Bonfire/EUNA Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.; or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

7. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of quotes under this request, or to procure or contract for services.

8. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract may file written notice of protest to the following:

City of Detroit Chief Procurement Officer

2 Woodward Avenue, Suite 1008 Detroit, MI 48226

“Procurement Protest”

At a minimum, such protests shall include:

http://www.michigan.gov/SIGMAVSS

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

9. INVOICES

Vendors must be registered in City of Detroit Oracle Supplier Portal and be a registered vendor with the City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non- Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Oracle Supplier Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the invoice requirements below:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact by phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted in a timely manner to our AP department with the necessary supporting documentation.

http://www.detroitmi.gov/Supplier

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313- 410-7804.

10. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

11. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

12. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions located on the City of Detroit’s website. In your quotation a distinction between dollars and cents must be made.

Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed.

Failure to make any initial changes will be grounds for rejection of your bid.

CORRECTION FLUID IS NOT ACCEPTABLE.

13. LOCAL PREFERENCE CONDITIONS

It is the responsibility of the Bidder to review the Local Preference Conditions attached to this bid and comply with all requirements therein.

14. MINOR DEVIATIONS

Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

The decision of the City of Detroit, acting through the Chief Procurement Officer, shall be final as to what constitutes acceptable deviations from specifications.

15. AWARD

One award will be given on a low total net bid basis. Bidders shall quote on all items, leave no blanks and state "No Charge" where applicable. Blank spaces are considered to be no offer.

The City of Detroit reserves the right to delete any item(s) from the award.

All awards are subject to Ordinance No. 15-00.

16. PRICE

The discount on the price list is FIRM. Price list is subject to adjustment to superseding published price list(s) and/or supplement(s). Such changes must be requested and must be substantiated by the manufacturer’s printed price list, received in the Office of Contracting http://www.detroitatwork.com/ and Procurement no later than ten (10) days after the effective date of the price change. If the request and superseding price lists are received beyond 10 days of the effective date shown on the price list, such change shall be effective 10 days prior to change and receipt of superseding lists.

The City of Detroit must be notified in advance before any price increase becomes effective.

If, during the period of this contract, the parties cannot mutually agree to the extent of any change in the market price, the City of Detroit reserves the right to terminate the contract without prejudice.

17. SHIPMENT

The Contractor will be expected to make reasonably prompt deliveries consistent with quantities ordered. Should an emergency arise for items which are not available, The City of Detroit reserves the right to secure sufficient quantities from others to meet its immediate needs without prejudice of the proposed contract. If, however, in the sole opinion of the Finance Department, Office of Contracting and Procurement, the contractor fails to render reasonably prompt delivery service, the City of Detroit may terminate the contract and no damages will accrue.

The City of Detroit, wherein referred to shall mean the City of Detroit, acting through the Chief Procurement Officer. It is understood that these supplies will be required in various shipments from time to time. Shipments will be made within 24hours from each notice to ship. The City of Detroit reserves the right to reject low bids offering unsatisfactory shipment terms.

18. ORDER QUANTITIES

Actual quantities ordered will be contingent on funds available at the time of purchase. The City of Detroit reserves the right to reduce quantities if the price quoted exceeds budgetary limitations or to increase quantities if funds are available.

19. ITEMS FOR EVALUATION

For bids based on a discount from Published Price List, quantities listed on the attached sheet entitled “ITEMS FOR EVALUATION” will be used for determining award of contract only and are not guaranteed. These items are not to be considered as the only items to be purchased. An evaluation will be made in the Office of Contracting and Procurement by multiplying the quantity indicated in this bid form for each item by the Catalog Price less Discount. Enter the gross price of the items for evaluation. City of Detroit will compute net price. DO NOT QUOTE PRICES FOR ITEMS NOT LISTED OR REQUESTED IN BID.

20. CONTRACT ACCEPTANCE

The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

21. INSURANCE

During the term of this Contract, the Contractor shall maintain the following insurance, at a minimum and at its expense:

1. TYPE AMOUNT NOT LESS THAN

a. Workers' Compensation Michigan Statutory minimum

b. Employers' Liability $500,000.00 minimum each disease $500,000.00 minimum each person $500,000.00 minimum each accident

c. Commercial General Liability $1,000,000.00 each occurrence Insurance (Broad Form $2,000,000.00 aggregate Comprehensive)

d. Automobile Liability Insurance $1,000,000.00 combined single limit

(covering all owned, hired and for bodily injury and property damage non-owned vehicles with personal and property protection insurance, including residual liability insurance under Michigan no fault insurance law)

e. Professional Liability/Errors and Omissions $1,000,000.00 per claim

Insurance, when applicable $2,000,000.00 aggregate

The commercial general liability insurance policy shall include an endorsement naming the "City of Detroit" as an additional insured. The additional insured endorsement shall provide coverage to the additional insured with respect to liability arising out of the named insured’s ongoing work or operations performed for the additional insured under the terms of this Contract. The commercial general liability policy shall state that the Contractor's insurance is primary and not excess over any insurance already carried by the City of Detroit and shall provide blanket contractual liability insurance for all written contracts.

Professional Liability/Errors and Omissions Insurance with limits of $1,000,000.00 per claim and

$2,000,000.00 aggregate. The coverage under the professional liability/errors and omissions policy will be maintained continuously during the term of this Contract and for an additional two (2) years after the termination or expiration of this Contract and will cover insurable losses arising out of or in association with an error, omission, negligent act, or failure to properly perform the professional services required under this Contract.

All insurance required by this Contract shall be written on an occurrence-based policy form, if the same is commercially available.

The Commercial General Liability policy shall be endorsed to have the general aggregate apply to the Services provided under this Contract only.

If during the term of this Contract changed conditions or other pertinent factors should, in the reasonable judgment of the City, render inadequate the insurance limits, the Contractor shall furnish on demand such additional coverage or types of coverage as may reasonably be required under the circumstances. All such insurance shall be effected at the Contractor's expense, under valid and enforceable policies, issued by insurers licensed to conduct business in Michigan and are otherwise acceptable to the City.

All insurance policies shall name the Contractor as the insured. Certificates of insurance evidencing the coverage required by this Article 11 shall, in a form acceptable to the City, be submitted to the City prior to the commencement of the Services and at least fifteen (15) days prior to the expiration dates of expiring policies. In the event the Contractor receives notice of policy cancellation, the Contractor shall immediately notify the City in writing.

If any work is subcontracted in connection with this Contract, the Contractor shall require each SubContractor to effect and maintain the types and limits of insurance set forth in this Article 11 and shall require documentation of same, copies of which documentation shall be promptly furnished the City.

The Contractor shall be responsible for payment of all deductibles contained in any insurance required under this Contract. The provisions requiring the Contractor to carry the insurance required under this Article 11 shall not be construed in any manner as waiving or restricting the liability of the Contractor under this Contract.

22. BID WITHDRAWAL

No bid shall be withdrawn for 120 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

This paragraph supersedes paragraph 14 of General Conditions.