9-1. ITB PROJ-25-160 - OPHTHALMOLOGY PRACTICE RENOVATION.pdf

Supply Chain Services | 303 N. Clyde Morris Blvd., Daytona Beach, FL 32114 | (386) 425-4000

INVITATION TO BID (ITB)

Bid No. PROJ-25-160 Ophthalmology Practice Renovation

Public notice is hereby given that Halifax Hospital Medical Center d/b/a Halifax Health has issued an Invitation to Bid for the above-named items with responses due no later than the date and time shown in the solicitation timeline on page 4 of this document.

Questions concerning any portion of this solicitation shall be directed in writing online via the Halifax Health Procurement Portal at http://halifaxhealth.bonfirehub.com for this specific solicitation.

Solicitation documents and all required forms are available on-line at http://halifaxhealth.bonfirehub.com.

http://halifaxhealth.bonfirehub.com/

HALIFAX HEALTH

303 N. CLYDE MORRIS BLVD.

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

BID NAME: Ophthalmalogy Practice

Renovation

Contents

I. GENERAL TERMS AND CONDITIONS

1. Introduction and Intent

2. Solicitation Timeline

3. Release of News Information and Advertising

4. Compliance with Laws and Venue

5. Severability

6. Force Majeure

7. Cancellation/Termination

8. Non-Appropriation

9. Indemnification

10. Sworn Statement of Public Entity Crimes

11. Non-Collusion

12. Non-Conflict of Interest

13. Human Trafficking Attestation

14. Scrutinized Companies

15. Foreign Countries of Concern

16. Socio, Political, or Ideological Interests in Government Contracting

17. References

18. FL Dept of State, Div. of Corp. Registration Requirements

19. Patented Devices, Materials, and Processes

20. Assignment, Subcontracting, and Delegation

21. Confidentiality

II. THE ITB PROCESS

1. Bid Questions

2. Addenda

3. Electronic Submittal/Delivery of Soliciation Response

4. Development Costs

5. Bid Requirements

6. Bid Documentation and Organization

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

BID NAME: Ophthalmology Practice

7. Acceptance and Rejection of Bids

8. Bid Submittal Review

9. Award

10. Contract Terms

11. Renewal/Extension

12. Recommendation of ITB Award

13. Non-Conformance to Contract Conditions

III. SCOPE and SPECIFICATIONS

1. General Scope

2. Brand Name

3. Authorized Distributor

4. Product Description and Technical Specifications

5. Warranty

6. Performance Guarantees

7. Product User/Service Manuals

8. Equipment Training

9. Quantities/Sales Tax Exempt

10. Discounts

11. Additional Orders

12. Upgrades and Additional Components (Hardware/Software)

13. Quality/Incoming Inspection/Acceptance

14. Damaged Items

15. Returns and Restocking Fees

16. Exchanges and Replacements

17. Substitutes and Item Discontinuance

18. Labeling

19. Delivery

20. Packing Slips

21. Invoices and Payment

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

PART I: GENERAL TERMS and CONDITIONS

1. Introduction and Intent: Halifax Hospital Medical Center d/b/a Halifax Health (“HH”), a special taxing district hospital, shall hereinafter be referred to as “HH”. HH is requesting responses from qualified vendors to provide ophthalmology equipment products in accordance with all of the terms, conditions, and specifications listed and described in this solicitation.

HH owns and operates three inpatient hospital facilities with a combined 673 beds under one license form the Agency for Health Care Administration (“AHCA”). The main campus of the Medical Center, located in Daytona Beach, includes a Level III neonatal intensive care center and a Level II state-certified trauma center, offering open-heart surgery, neurosurgery, inpatient rehabilitation and other specialty inpatient and outpatient services. The Port Orange campus, located ten miles south of the main campus, is a community hospital providing a broad range of services to the residents of Port Orange and southeast Volusia County. The Halifax Behavior Services (“HBS”) campus, two miles north of the main campus, provides inpatient and outpatient child, adolescent, and adult psychiatric services. In addition to its inpatient facilities, the Medical Center owns and operates outpatient centers in Daytona Beach, Port

Orange, Ormond Beach, Palm Coast, New Smyrna Beach, and DeLand.

Further, the Medical Center of Deltona (“MCD”) was established and opened in February 2020. MCD is a 43-bed hospital, separately licensed by AHCA that provides the Deltona community with a hospital and high-quality medical care. In addition, MCD also owns and operates the outpatient centers located in Deltona.

Hereinafter, organizations interested in submitting a bid in response to this Invitation to Bid (ITB) shall be referred to interchangeably as the “Bidder(s)” and “Vendor(s)”. Please thoroughly read this ITB and follow instructions as presented.

2. Solicitation Timeline: The table below contains the Timeline of Events for this solicitation. The dates and times within the timeline are subject to change. It is the responsibility of the Bidder to check for any changes in the Halifax

Health Procurement Portal.

SOLICITATION PERIOD

DECEMBER 4, 2025 at 12:00 PM EST

Public Release

DECEMBER 15, 2025 by 12:00 PM EST

Deadline for Questions

DECEMBER 16, 2025 by 2:00 PM EST

Addendum(s) Posted on Bonfire

DECEMBER 17, 2025 at 2:00 PM EST

ITB Due Date and Time

DECEMBER 19, 2025 by 2:00 PM EST

Anticipated Notice of Intent to Award posted on Bonfire

Note: The dates and times listed above are estimated and are subject to change. Responses to inquiries regarding the status of a bid will not be made prior to the posting of an award recommendation.

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

3. Release of News Information and Advertising: The Bidder shall not, without prior written consent from HH, make any news release, public announcement, denial and/or confirmation in regard to this Invitation to Bid or any award or action thereunder.

4. Compliance with Laws and Venue: Bidders must comply with all applicable governmental laws, ordinances and regulations and with any applicable policies of HH. All property or services furnished must comply with all applicable Federal, State and Local laws, codes and regulations.

4.1. This bid and any contracts made hereunder shall be governed by the laws of the State of Florida, and the parties shall bring any and all legal proceedings arising hereunder in the appropriate court having jurisdiction in Volusia County, Florida.

5. Severability: The invalidity of one or more of the phrases, sentences, clauses, or sections contained in the contract shall not affect the validity of the remaining portion of the contract so long as the material purposes of the contract can be determined and effectuated. If any provision of the contract is held to be unenforceable, then both parties shall be relieved of all obligations arising under such provision, but only to the extent that such provision is unenforceable, and the contract shall be deemed amended by modifying such provision to the extent necessary to make it enforceable while preserving its intent.

6. Force Majeure: Neither party shall be liable for any failure or delay in the performance of its obligations pursuant to this bid and/or any Contract resulting from this bid, and such failure or delay shall not be deemed a default of the Contract or grounds for termination hereunder if all of the following conditions are satisfied:

If such failure or delay;

6.1 Could not have been prevented by reasonable precaution.

6.2 Cannot reasonably be circumvented by the non-performing party through the use of alternate sources, workaround plans, or other means; and

6.3 If, and to the extent, such failure or delay is caused, directly or indirectly, by fire, flood, earthquake, hurricane, elements of nature or acts of God, acts of war, terrorism, riots, civil disorders, rebellions or revolutions or court order.

6.4 An event that satisfies all of the conditions set forth above shall be referred to as a “Force Majeure Event.”

Upon the occurrence of a Force Majeure Event, the affected party shall be excused from any further performance of those of its obligations which are affected by the Force Majeure Event for as long as (a) such Force Majeure Event continues and (b) the affected party continues to use reasonable efforts to recommence performance whenever and to whatever extent possible without delay.

6.5 Upon the occurrence of a Force Majeure Event, the affected party shall promptly notify the other by telephone (to be confirmed by written notice within five (5) days of the inception of the failure or delay) of the occurrence of a Force Majeure Event and shall describe in reasonable detail the nature of the Force Majeure Event. If any Force Majeure Event prevents the successful Vendor from performing its obligations for more than fifteen

(15) days, HH shall have the right to terminate the contract by written notice to the successful Bidder.

6.6 Notwithstanding anything contained herein to the contrary, strikes, slow-downs, walkouts, lockouts, and industrial disputes of the successful Bidder shall not constitute “Force Majeure Events” and are not excused under this provision. Nothing in the preceding Force Majeure provisions shall relieve the successful Bidder of any obligation it may have regarding disaster recovery, whether under the contract or at law.

7. Cancellation/Termination: This bid and any resulting contract may be cancelled or terminated for convenience as

HH provides herein allowing for either party to be able to terminate this bid and/or any resulting contract from this bid without cause upon 30 days’ written notice to the other party.

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

8. Non-Appropriation: The Bidder understands and agrees this bid and any resulting contract is subject to the availability of funds to Halifax Health to purchase the specified products/services. As used herein, a “non-appropriation” shall be defined as an occurrence wherein Halifax Health, in any fiscal period, does not allocate funds or enough funds in its budget for the purchase of the specified products/services or other amounts pursuant to any

Contract, from the source of funding which Halifax Health anticipates using to pay its obligations hereunder.

9. Indemnification: This General Condition of the ITB is not subject to negotiation and any bid that fails to accept these conditions will be rejected as "non-responsive", unless Bidder is entitled to sovereign immunity by action of the Florida Legislature. HH agrees to be fully responsible for its acts of negligence, or its agents’ acts of negligence when acting within the scope of their employment and agrees to be liable for any damages resulting from said negligence. Nothing herein is intended to serve as a waiver of sovereign immunity by HH. Nothing herein shall be construed as consent by HH to be sued by third parties in any matter arising out of any contract. Bidder shall hold harmless and defend HH and its agents and employees from all suits and actions, including attorney’s fees and all costs of litigation and judgments of any name and description arising out of or incidental to the performance of this contract or work performed there under. This provision shall also pertain to any claims brought against HH by an employee of the named Bidder, any subcontractor, or anyone directly or indirectly employed by any of them. The Bidder’s obligation under this provision shall not be limited in any way by the agreed upon contract price as shown in this bid/Contract or the Bidder’s limit of, or lack of, sufficient insurance protection.

10. Sworn Statement of Public Entity Crimes: Pursuant to Section 287.133(3), (A), Florida Statutes, Public Entity

Crimes, a person or affiliate who has been placed on the convicted Bidder list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a Bidder, supplier, subcontractor, or

Bidder under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO, for a period of 36 months from the date of being placed on the convicted Bidder list. Bidders shall provide form Attachment A with proper signature and notarized.

11. Non-Collusion: By submitting a bid, the Bidders certifies that its bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting an offer for the same materials, services, supplies, or equipment and is in all respects fair and without collusion or fraud. No premiums, rebates, or gratuities are permitted, either with, prior to, or after any delivery of material or provision of services. Bidders shall provide form Attachment B with proper signature and notarized.

Any violation of this provision may result in disqualification from selection; contract cancellation; and/or, return of materials, or discontinuation of services and possible removal from HH’s Vendor/Bid List(s).

11. Non-Conflict of Interest: Bidders review and complete all necessary forms for authentication of bid and HH’s policy statement of non-collusion and non-conflict of interest.

12. Human Trafficking Attestation: Bidders are required to submit with their bid proposals the Florida State form called the Human Trafficking Attestation as per F.S. Section 787.06(13). This form is required for open solicitations as of July 1, 2024. Any bid proposal received without this required signed form will be considered non-responsive and disqualified from taking part in the bid. Bidders shall provide form Attachment C with proper signature.

13. Scrutinized Companies: Section 287.135(2)(a), Florida Statutes, prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to § 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135(2)(b), Florida Statutes, further prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services over http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0700-0799/0787/Sections/0787.06.html

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

one million dollars ($1,000,000) if, at the time of contracting or renewal, the company is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, both created pursuant to § 215.473, Florida Statutes, or the company is engaged in business operations in Cuba or Syria. The foregoing prohibitions may be waived by HH if the company meets the conditions provided under § 287.135(4)(a), Florida Statutes, or if HH makes a public finding that, absent such an exemption, HH would be unable to obtain the goods or services for which this ITB is offered. With its proposal, Bidder shall, consistent with the requirements of § 287.135(5), certify that Bidder has not been placed on any of the foregoing lists and is authorized to bid on or submit a proposal in response to this ITB and, if awarded, enter into a contract to provide the goods or services for which this ITB is offered. Bidders shall provide the form in Attachment D with proper signature and notarized.

14. Foreign Countries of Concern: Section 287.138(4), Florida Statutes, prohibits a governmental entity from accepting a bid on, a proposal for, or a reply to, or entering into, a contract with an entity which would grant the entity access to an individual’s personal information, as defined in § 501.171(1)(g), Fla. Stat., unless the entity provides the governmental entity with an affidavit signed by an officer or representative of the entity under penalty of perjury attesting that the entity is: (1) not owned by the government of a foreign country of concern, as defined in

§287.138(1)(c), Fla. Stat.; (2) the government of a foreign country of concern does not have a controlling interest in the entity; and (3) the entity is not organized under the laws of or has its principal place of business in a foreign country of concern. With its Response, Contractor shall, consistent with the requirements of § 287.138(4), Fla. Stat. and Fla.

Admin. Code R. 60A-1.020, submit the Foreign Country of Concern Attestation Form (PUR 1355) attesting to the foregoing. Bidders shall provide the form in Attachment E with proper signature and notarized.

15. Socio, Political, or Ideological Interests in Government Contracting: In accordance with § 287.05701, Fla. Stat., an awarding body may not request documentation or consider a vendor’s social, political, or ideological interests when determining if the bidder is a responsible bidder, and an awarding body may not give preference to a bidder based on such social, political, or ideological interests. Accordingly, any award of a contract pursuant to this ITB shall not be based on any such social, political, or ideological interests and HH shall not require any responsive bidder to provide any documentation pertaining to any such social, political, or ideological interests.

16. References: As part of the bid process, HH may investigate references, including but not limited to, a record check of consumer affairs complaints. The information shall contain sufficient and specific information which directly responds to the request. Submission of a bid in response to this ITB constitutes acknowledgment of the investigation process and consent to HH’s investigation. HH is the sole judge in determining Bidder’s qualifications. Bidder to include with their bid proposal, references from current contracts and/or previous services provided within the past three (3) years in a type and scope similar to those required by HH in this ITB.

17. Florida Department of State, Division of Corporations Registration Requirements: Bidder(s) who are required to be registered with the Florida Department of State, Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number, and a screen shot of their “active” status. All registered bidder(s) must have an active status in order to be eligible to do business with HH. Bidder(s) doing business under a fictitious name must submit their offer using the company’s complete registered legal name; example: ABC, Inc. d/b/a XYZ Company. To register with the State of Florida, visit www.Sunbiz.org. An IRS W-9 Form must be completed and included with the bid submittal.

18. Patented Devices, Materials, and Processes: It is mutually understood and agreed that without exception contract prices are to include all royalties and costs arising in the work. It is the intent whenever the Bidder is required or desires to use any design, device, material, or process covered by patent or copyright, the right of such use shall be provided for by suitable legal agreement with the patent owner. The Bidder in all cases shall indemnify and save harmless HH from any and all claims for infringement by reason of the use of any such patent design, device, http://www.sunbiz.org/

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

materials, or process, to be performed or used under the contract, and shall indemnify and save harmless HH for any costs, expenses, attorney’s fees, and damages which it may be obligated to pay, by reason of any such infringement at any time during the prosecution or after the completion of the work.

19. Assignment, Subcontracting, and Delegation: Neither party shall assign, subcontract or delegate this bid and/or any resulting contract to a third party without prior written consent, and such assignment or delegation without prior written consent is expressly prohibited and void.

20. Confidentiality: As a public entity, HH is subject to certain disclosure requirements under the Florida Sunshine Law, Chapter 119, Florida Statute. As such, HH cannot agree to confidentiality provisions that do not allow for the release of information unless it includes an exception for the release of information as required by law.

[The remainder of this page left intentionally blank.] http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0286/Sections/0286.011.html http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0286/Sections/0286.011.html

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

PART II: THE ITB PROCESS

1. Bid Questions: Upload all questions to the Halifax Health Procurement Portal http://halifaxhealth.bonfirehub.com system.

1.1 HH will post answers to questions posed by prospective Bidders and/or general information concerning this ITB in the form of an addendum to the ITB on the internet via the Halifax Health Procurement Portal https://halifaxhealth.bonfirehub.com. Information provided verbally to any Bidder shall NOT be considered as an official answer. Bidders must comply with information provided in written addenda only and not verbal conversations. Invitation to bid information can be accessed at the website above by searching for bid number. It is the responsibility of the prospective Bidder to check the website for any addenda issued for this ITB. HH reserves the right to disqualify any prospective Bidder who contacts an HH employee, or agent concerning this ITB, other than in accordance with this Section.

2. Addenda: HH reserves the right to modify this solicitation by addenda. Addenda may modify any aspect of this solicitation. Any addenda issued will be posted on Halifax Health Procurement Portal. It is the Bidder’s responsibility to check the portal for any changes throughout the procurement process and prior to submitting a bid.

2.1 Addenda Acknowledgement: If HH issues any Addenda(s), all bidders must sign and return the Addenda(s) Acknowledgement signature page with their package in order for their bid to be considered for award.

3. Electronic Submittal/Delivery of Solicitation Response: Bid submissions not prepared in accordance with published instructions, will be considered non-responsive/non-responsible and may be rejected. NOTE: HH is requesting all bidders to submit their bids electronically following the instructions below:

3.1 Bid submission will be received through the Halifax Health Procurement Portal http://halifaxhealth.bonfirehub.com system for materials set forth in the included specifications and documents. Full submittals must be submitted no later than the DUE date as shown in bid Timeline with no exceptions; late bids will be rejected. NOTE: Hardcopy, Email, and Facsimile (FAX) bid submittals will NOT be accepted.

3.2 All Bidders are reminded that it is the sole responsibility of the Bidder to ensure their bid is received by HH on or before the date and time due for bids to be considered. Late bids will be rejected.

3.3 To ensure correct bid formatting, Bidder(s) shall:

a) Submit all bids, response pages & supplemental documents electronically through the Halifax Health

Procurement Portal.

b) Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx);

Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats.

c) Enable printing on files submitted.

d) Contact Bonfire technical support at Support@GoBonfire.com if technical difficulties arise during bid submission. Note: Bidders are strongly encouraged to be proactive with their responses, should technical difficulties arise. See Exhibit “A” Bonfire FAQs for frequently asked questions.

e) Follow all instructions outlined in this ITB and provide all requested information.

https://halifaxhealth.bonfirehub.com/ mailto:Support@GoBonfire.com

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

3.4 Signatures: An authorized representative of each respondent shall:

a) Sign or e-sign the bid, give their name and title, and provide the respondent’s business name, and if required, address.

b) Enter the organization’s exact legal name on the bid.

c) Sign or e-sign compliance forms, if applicable.

3.5 Withdrawal/Alter: Bidder(s) may withdraw, alter, and resubmit their bids through the Halifax Health Procurement Portal at any time prior to the bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the bid due date and time. HH may request clarifications and additional information after bid submission.

4. Developmental Costs: Neither HH nor its representatives shall be liable for any expenses incurred in connection with the preparation, submission, or presentation of a response to this ITB. All costs and expenses, including reasonable attorney’s fees, incurred by any Bidder in preparing and responding to this ITB are the sole responsibility of the Bidder including without limitation any and all costs and fees related to a protest.

5. Bid Minimum Requirements: A prospective Bidder who does not meet all of the requirements is not considered a responsible Bidder; and, at HHs sole discretion, may be deemed ineligible to submit a bid for consideration. Bidder must:

a) Have no conflicts of interest prohibited by applicable law with Halifax Health, its Board of Commissioners or Committees, nor with regard to any other work performed by the Bidder.

b) Adhere to the instructions in this ITB for preparation of a qualified bid packet.

c) Be registered to conduct business in the State of Florida.

d) Submit a bid proposal with ALL documentation located in Item 6 below is required by this solicitation to be considered Responsive.

e) Has the capacity and capability to perform the work requirement as shown in Part III, Scope and

Specifications; however, prequalification of the Bidder shall not be required.

f) Has taken no exception or deviation from the terms, conditions, and specifications set forth in this ITB unless otherwise instructed.

g) Address all specifications associated with this solicitation—refer to Part III for details.

6. Bid Documentation and Organization: Bidders are required to submit the following documents in their bid proposal to the Bonfire website and should be organized as described below:

A. Introduction Letter: The one (1) page letter shall be signed by Bidders authorized representative. This letter shall indicate the Bidder’s contact information.

B. References: Your proposal must contain a minimum of three (3) references within the same scope as ITB.

C. Verification of Business Registration with Florida Dept. of State, Div. of Corps (Sunbiz) and any applicable current licenses.

D. Completed and signed IRS W9 Form E. Projected Delivery Timeline: Provide estimated schedule for delivery lead times on products.

F. Product/Equipment literature, illustrations, description cut sheets, brochures, etc.

G. Training and Product Operations user and/or service manuals.

H. Authorized Distributor Letter, if applicable.

I. Signed Addenda Acknowledgement(s), if applicable.

J. Attachment “A” – Sworn Statement of Public Entities Crimes K. Attachment “B” – Bidders Certification L. Attachment “C” – Human Trafficking Attestation M. Attachment "D” – Scrutinized Companies N. Attachment “E” – Foreign Countries of Concern O. Attachment “F” – Quote/Price Response Sheet

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

P. Attachment “G” – Equipment Questionnaire (Located under “Requested Information” on Bonfire site.)

Q. EXHIBIT 1 - Ophthalmology_Purchase_Requirements

7. Acceptance and Rejection of Bids:

7.1. Basis for Acceptance

HH, in its sole discretion, reserves the right to waive all technicalities or irregularities, to reject any or all bids, including any portion thereof, to award to a single Bidder or to divide the award between multiple Bidders, and to reject all qualifications and/or re-solicit in whole or in part. HH further reserves the right, in its sole discretion, to recommend award and contract to the Bidder(s) whose qualification best serves the interests of HH.

When a bid appears to contain an obvious error or otherwise where an error is suspected, the circumstances may be investigated by HH and then be considered and acted upon. Any action taken shall not prejudice the rights of the public or other Bidders. Where qualifications are submitted substantially in accordance with the

ITB but are not entirely clear as to intent or to some particular fact or where there are other ambiguities, clarification may be sought and accepted provided that, in doing so, there is no substantial change to the qualification. The purpose of seeking clarification is to clarify existing information, not to allow additional information to be added.

7.2. Basis for Rejection

Any and all bid submittals received may be rejected in whole or in part. Basis for rejections shall include, but not be limited to, the following:

1. The bid submittal being deemed unsatisfactory as to quantity, quality, delivery, price or services offered.

2. The bid submittal does not comply with conditions of the ITB or with the intent of any proposed contract.

3. Lack of competitiveness by reason of collusion.

4. Circumstances which prevent determination of the lowest responsible and responsive or most advantageous offer.

5. Cancellation or changes in the intended project or other determination that the proposed requirement is no longer needed.

6. Limitation or lack of available funds.

7. Circumstances which prevent determination of the lowest responsible and responsive or most advantageous offer.

8. Any determination that rejection would be to the best interest of HH.

8. Bid Submittal Review: An evaluation team comprised of HH staff and other relevant members as determined by HH shall evaluate and recommend an award to the HH Executive Team.

8.1 The review team will recommend their selection of a bid submittal(s) to the Halifax Health Executive team.

The Review Team may approve, reject or revise the review team’s recommendation consistent with the bid specifications and may direct the review team to commence negotiations with the Bidder selected for award.

If the review team is not successful in negotiations with the selected Bidder, HH reserves the right to terminate negotiations with the selected Bidder and proceed to the next selected Bidder and so forth until review team successfully negotiates a contract with a Bidder. During negotiations, HH reserves the right to request additions and/or deletions to the selected Bidder’s bid so long as such additions and/or deletions do not substantively or substantially change the selection of the Bidder based on the scoring criteria.

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

8.2 Ownership of Submittals: HH shall retain all bids submitted and reserves the right to use any idea in a bid regardless of whether or not that bid is selected. Further, this ITB and all representations in the bid of the successful Bidder(s) shall be incorporated by reference into the resulting contract. An order of precedence for all contract documents will be negotiated by HH and the successful Bidder(s).

8.3 Bids for this solicitation may be conducted in accordance with meeting all of the required specifications as provided herein, and awarding the lowest responsive and responsible bidder that is technically acceptable to HH. To be considered “technically acceptable” for award, quotes must –

8.3.1 Meets or exceeds the salient physical, functional, or performance characteristics specified in the bid.

8.4 Review Process: Each bid submittal will be evaluated individually and in the context of all other bids. The review process described may be subject to change to accommodate HH needs and/or requirements. Any change in the schedule, review criteria, or other substantive matter will require HH to issue an Addendum in accordance with this ITB.

8.5 Right to Reject Submittals: HH reserves the right to reject any and all qualifications including, but not limited to when (1) such rejection is in the best interest of HH; or (2) if the bid contains any irregularities provided which includes any alternations to the documents in this solicitation. However, HH reserves the right to waive any minor irregularities and to accept the most responsive and responsible bidder’s qualification as determined by HH to be consistent with the review criteria in this solicitation. HH also reserves the right to cancel this ITB at any time and/or to resolicit for other bid submittals.

9. Award: The award may be given to a primary, secondary, multiple bidders, and/or by any other basis deemed to be in the best interest of HH that offers firm fixed pricing. The Award will be based upon the best responsive/responsible Bidder(s) who complies with all required specifications associated with this bid and represents the best overall value to HH. HH shall be the sole judge of the bids that is in its best interests.

9.1 Completion of Attachment F – Price Response Sheet shall be ALL or NONE. Bidders are required to submit pricing for ALL line items shown on price sheet to be considered for Award. Lines not completely bid will result in disqualification.

9.2 HH reserves the right to award the contract to the Bidder submitting the best overall responsive bid which is most advantageous to and in the best interest of HH consistent with the review of and including specifications provided herein.

9.3 The right is reserved by HH to make separate awards on each section, each item, or lump sum total for all items whichever is deemed to be in the best interest of HH.

9.4 Warranty periods, service contract costs, operational costs, references, delivery dates will be taken into consideration in determining the successful bidder.

9.5 HH has the sole discretion and reserves the right to accept, cancel, or reject any and all bids, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of HH.

9.6 Bids are subject to acceptance within 120 days of opening.

10. Contract Term: The contract term shall be for an initial base period of one (1) year effective from the date the Notice of Intent to Award is posted during which time the successful Bidder(s) shall guarantee firm fixed pricing for the term

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

of the bid and/or any contract resulting from this bid as specified herein. There will be renewals included with this bid.

10.1 Failure to properly perform any contractual obligations shall constitute good cause for the elimination of a vendor(s) from our bid list. Delivery schedules are a condition to every bid and/or contract and strict adherence thereto will be required. This bid and all contracts resulting from this bid shall be governed pursuant to the laws of the State of Florida.

11. Renewal/Extension: In accordance with Florida Statute 287.057, Procurement of Commodities or Contractual

Services, Paragraphs (12 & 13), HH reserves the right to renew the bid or any contract resulting from this bid for up to two (2) additional, one (1) year renewal periods. The initial term of this bid or any resulting contract shall be one (1) year from the posting of the Notice of Intent to Award as the effective date, and thereafter, this bid or any contract resulting from this bid will automatically renew for two (2) successive, one-year (1) periods and may be terminated by either party upon 30 days’ notice.

12. Recommendation of ITB Award: In accordance with Florida Statutes 120.57(3), Halifax Health shall provide notice of a decision or intended award recommendation concerning this solicitation by electronic posting on Bonfire. Any person who is adversely affected by Halifax Health’s decision or intended decision shall file with HH a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation.

The formal written protest shall be filed within 10 days after the date the notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph. Information regarding award recommendations will not be given over the telephone. It is the Bidder’s sole responsibility to ascertain the time of posting of the award recommendation.

13. Non-Conformance to Contract Conditions: Items offered may be tested for compliance with bid conditions and specifications. Items delivered, not conforming to bid conditions or specifications, may be rejected and returned at vendor’s expense. Bidder's failure to deliver any of the items ordered within the time frame specified will be considered valid grounds for canceling the entire order or any part thereof. Goods or services not delivered as per delivery date in bid/contract and/or purchase order may be purchased on the open market. Any increase in cost may be charged against the bidder. Violation of these stipulations will result in vendors’ name being removed from HHs vendor list.

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DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

PART III: SCOPE and SPECIFICATIONS

1. General Scope: The purpose of this bid is to select qualified Vendor(s) to provide ophthalmology equipment products that meet the operational needs of HH. These items will support patient care and clinical functionality within ophthalmology practice areas, ensuring compliance with all specifications outlined in this solicitation.

1.1 Pricing includes product cost, hardware, warranty, training and service maintenance (if applicable), and freight/handling. Pricing is required to be provided on Attachment F-Price Response Sheet. Bidders must price ALL lines on pricing sheet to be considered for Award. Bidders may submit a quote with their bid proposals in addition to the required Attachment F.

1.2 Specifications to products shown in this bid may be increased, decreased, or altered within scope after award throughout the use of this bid, any resulting contracts, and/or purchase orders based on the individual needs of the requesting departments.

2. Brand Name or Equal: For items identified in this ITB as “Brand Name or Equal”, this solicitation provision requires the Vendor(s) Attachment C – Price Response Sheet to indicate whether each product being offered is a “Brand Name” or an “Equal” product.

For “Equal” products, the Vendor(s) must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of “equal” products specified in this ITB to the Brand Name. The bid submittal must also clearly identify the item by manufacturer/brand name (if any) and make/model number and the bid submittal must include descriptive literature such as full technical information, specifications, descriptive cut sheets, illustrations and/or drawings. A complete list of deviations from HH specifications must be attached to the bid submittal.

3. Authorized Distributor: All Bidder(s) considered a distributor of the product(s) in this solicitation must be authorized distributors for those product(s). Bidders are required to upload a signed Authorized Distributor letter with their bid response from the product manufacturer(s) stating the Bidder is an “authorized distributor”. Bids proposals received from vendor(s) considered distributors that do not have an authorized distributor letter(s) will be disqualified from the bidding process.

4. Product Description and Technical Specifications: Provide bid pricing on Attachment F - Price Response Sheet for the product(s) below. Vendor(s) may submit quotes with their bid proposals in addition to the required Attachment

F. Each line item on Attachment F must be priced and identified with “Brand Name”. NOTE: Specifications to items in this bid may be increased, decreased, or altered after award throughout the use of this bid, renewal periods, any resulting contracts, and/or purchase orders based on the individual needs of the requesting department.

Delivery destination will vary depending on the requesting department. For bidding purposes, use our main Warehouse location as the ship to address as shown below in Item # 19.

A. Product Description and Technical Specifications: Bidder must complete pricing on Attachment F to be considered for this bid. Lines not priced will be considered non-responsive and disqualified from the bidding process.

Line # Manufacturer Name Model

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

1 Reliance (4) FX920L Power liltChair FX920L

CHARCOAL

2 Reliance (4) Instrument Stand 79 00CW C

3 Haag-Streit (1) BQ 900 LED Table Model - sm BQ900TS

4 Haag-Streit (4) Bl 900 Slit Lamp LED ilium B1900 PS

5 Marco (2) Chair Glide System GLD-940

6 Good-Lite (4) Full Trial Lens Set 592000

7 Reichert (4) ClearChart 4 Digital Acuity Sy 13795

8 Reichert (8) Phoroptor Lighted Minus Cyl 11636

9 Reichert (4) LensChek Pro Lensmeter 15185

10 Haag-Streit (4) T-900 Tonometer (BD, BI) 900.2103

11 Keeler (4) All Pupil LED WirelessSlimline 1205P2000

12 Welch Allyn (4) Welch Allyn Transilluminator 3.SV w/C LBLT

TSWANl0--41101

13 Welch Allyn (4) Handle Well 3.5, #71670 71670

14 Haag-Streit (1) B1900 ImagingSet w/all in one computer (EPIC EMR compatible)

SLHSN72-0535PC

15 (1) Chief Pole Mount for LCD RP-N-M I-K2P120B

16 Reichert (1) Avia TonoPen 230650 TORC09-000

17 Reichert (1) Tona-Vera Starter Kit Rechargeable

TORC15-001

18 Reliance (4) 15" Round Seat Tilting Adjusting Back BLK

534614-301 Black

19 Reliance (1) K2 compact H-Base table 20-20 TAK201-000

20 Essilor (2) Lensmeter Kit w/power cord EI

ALM800

ALM 8OOKIT

21 (2) EI AXIS 221 LENSMETER

22 Essilor (1) Auto Ref-Keratometer 800, JSN# M5500

AKB 800KIT

23 (1) B1900 Imaging Suite all in one computer

24 ConMed (1) Hyfrecator 2000, 115V 7-900-115

25 (2) Swivel Mirror set grey CPOM0 1-000

26 (4) Trail Frame US-N-TL-TF40

27 (2) El ALM800 lensmeter ALM800

28 (2) EIU5 Plug power cord N66R43

31 Stryker (1) Compact Smoke Evac .Standalone 0703-045-0000

31 Stryker (1) Smoke Evac ULPA Filter compact 0703-040-0000

32 Stryker (1) Rocker-Switch Smoke Evac Pencil, Coated

0703-047-0000

33 (1) Virtual Vision VF Elite Pro Model

34 (1) Bovie Generator

35 Midmark (1) Procedure Light Ceiling Mount LED 32W

255-002

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

5. Warranty: All Vendor(s) including distributors, dealers, and/or manufacturer shall be responsible for having complied with all Federal, State, and local standards, regulations, and laws concerning the product specified, and the use thereof, applicable, and effective on the date of manufacture or use or date in service including safety and environmental standards as apply to both private industry and governmental agencies. Warranty information is required to be included on the Attachment G – Equipment Questionnaire. Bidders may submit additional warranty information with their bids along with the required Attachment G.

i. Warranty period begins upon acceptance of the installed equipment. All Warranty service visits will be logged in through the requesting department. During the Warranty period, and if applicable, an in-house technician will accompany the vendor when service is needed.

ii. The minimum warranty shall be for a minimum of twelve (12) months or the manufacturer’s standard warranty, whichever is greater, for all items purchased from th i s b i d an d a ny resulting contract thereafter and will include all parts, labor, and travel. Warranty shall begin at the “in service date” or after delivery, acceptance, and installation of item(s) by HH.

6. Performance Guarantees: Guarantees on equipment, materials, and workmanship shall not commence until acceptance by the owner. If, within one (1) year of formal award and acceptance the vendor is notified in writing by the owner that the equipment, materials and/or workmanship has proven defective or that it has degraded until it is not meeting the specification requirements, the vendor will replace, repair or otherwise correct the deficiency without cost to the owner within thirty (30) days of notification. Should the equipment, materials, and workmanship be unable to achieve satisfactory performance within the thirty (30) day period, HH reserves the right to order the equipment removed at the vendor’s expense, with reimbursement to HH for all expenditures to date of removal.

7. Product User/Service Manuals: HH requires the following documentation to be included in the bid proposal. This information will become the property of HH and shall remain in HHs possession regardless of service provider to equipment after warranty period.

7.1. User manuals, if applicable, these manuals shall cover full operating instructions and use care instruction for the equipment.

7.2. Service manuals, if applicable, must be supplied with this purchase. These manuals must cover complete manufacturers recommended preventive (periodic) maintenance and testing procedures. Manuals must also include schematics and parts list sufficient for serving this unit. This documentation shall be presented to the requesting department prior to acceptance of equipment.

7.3. Include with the bid submittal a complete outline of any training and hardware to be implemented, if needed.

If applicable, software and manual updates must be made available at no cost throughout the usable life of this equipment. All upgrades shall be made available at the time of release. Where applicable, a complete set of diagnostic software as used by field service personnel shall be provided. This will include full documentation and training similar to the training provided to the company’s field service personnel.

8. Equipment Training: Vendor(s), if applicable, shall provide in-house in-service training in the use of the equipment.

The appointment times for the in-service training will be arranged by the user’s department manager. The cost of training, if included in bid proposal, is required to be included on Attachment F – Price Response Sheet. Vendor(s) may submit quotes with their bid proposals in addition to the required Attachment F.

8.1. If Physicians’ and/or HH Staff in-service training is needed, Vendor(s) are to provide training to the Physicians and Staff using the equipment. Scheduling will be done through the individual HH Physicians/Staff office.

8.2. If needed, separate in-service training will be provided to the requesting department to cover general operating instructions and regular maintenance instructions for the equipment. This should be performed by the service

DAYTONA BEACH, FL 32114

BID REQUEST NO.: PROJ-25-160

DATE: NOVEMBER 28, 2025

technician when installation is complete.

8.3. Vendor(s), if applicable to equipment, are to include with their bid proposal the pricing for different types of training for operating this equipment. The training should be hands-on and include specialized servicing items such as alignment kits, extender cards, etc. to assist HH staff in the proper operation of equipment.

9. Quantities/Sales Tax Exempt: All quantities shown are considered estimates strictly for bidding purposes. Compute your totals using these figures. No guarantee is given or implied as to the amount that will be purchased. HH reserves the right to increase/decrease estimated quantities during the term of this bid/contract, any resulting contract or

Purchase Order without affecting the bid pricing and terms. Purchases will be made on an as-needed basis and are determined by approved funding. HH is Florida sales tax exempt, and orders shall not include sales tax. Florida Sales

Tax Exemption Number is 85-8013940910C-4.

10. Discounts: Any percentage discount rates offered shall remain flexible upward to take advantage of a higher discount rate throughout the bid/contract period and the discount percentage cannot be lowered.

11. Additional Orders: HH reserves the right to purchase additional units of the same or similar products, any accessories, upgrades, services, supplies, and/or related consumable products at the bid price after the date of the original Purchase Order and continuing through the term of this bid/contract and any renewals. If HH and Vendor proceed with renewal options, HH reserves the right to purchase items as stated in this bid at a negotiated price during a renewal period.

12. Upgrades and Additional Components (Hardware/Software): Upgrades and additional components of systems specified in this bid which are deemed "sole source" may be purchased referencing this bid for a period not to exceed five (5) years.

13. Quality/Incoming Inspection/Acceptance: All equipment and supplies covered in this bid shall be NEW, free from defects, and carry a manufacturer’s warranty. The incoming inspection will be performed by the requesting department and will consist of optional performance verification and general safety considerations.

14. Damaged Items: In the event an item(s) is received, and it is later determined there is concealed damage when the item(s) is unpacked, the item(s) must be…