Request for Proposals (Revised).pdf

REQUEST FOR PROPOSALS

2026 Durable Medical Equipment Providers

The Atlanta Regional Commission (ARC) is seeking proposals from firms who have the capabilities to provide Durable Medical Equipment (DME). The Scope of Service for the work is attached as Exhibit A and provides specific requirements as well as additional services that may be requested throughout the year.

Interested firms should submit a proposal that addresses the types of services outlined in the scope of services in Exhibit A.

Firms must respond to this Request for Proposal (RFP) as a Microsoft Word compatible word processing format or a PDF file. ARC reserves the right to award this contract based on initial proposals received without formal interviews and to award all or part of this project to one or more firms.

Based on responses to this RFP, ARC may identify a short list of firms from the submissions received. Should it be determined that interviews are required, the shortlisted firms may be invited to participate in an interview process with the evaluation committee. ARC reserves the right to award this contract based on proposals received without interviews.

ARC intends to award a contract by July 2025, and the successful contractor should be prepared to begin work immediately.

SELECTION CRITERIA AND PROCESS:

The contract will be awarded to the consultant determined to be the most qualified to perform the work based on the following evaluation criteria:

1. Experience of the vendor related to the Scope of Services and Requirements and individuals in the firm directly assigned to the project. (40%)

2. Vendor’s rates from Exhibit A (10%)

3. Required Services (25%)

4. Vendor experience serving older adults and adults with disabilities transitioning from nursing facilities (25%)

The contract will be awarded to the most responsive bidder for a term of July 2025 to June 30, 2026, with the potential of two (2) additional one-year renewals. Based upon satisfactory performance, availability of funds, and other factors, ARC may issue an optional amendment to extend the contract.

ARC must receive proposals no later than 5:00 p.m. EST on Friday, June 27, 2025.

Proposals shall not exceed a total of 3 pages including firm experience and Exhibit A. Font size should be a minimum of 11 point. Please send questions and proposals to Erin Hill- Attkisson at ehill-attkisson@atlantaregional.org. Questions should be submitted via email no later than 5:00 p.m. EST on Thursday, June 12, 2025.

mailto:ehill-attikisson@atlantaregional.org

TERMS AND CONDITIONS:

a) ARC reserves the right to select for contract or for negotiations a proposal other than that with the lowest cost, reject all proposals, or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

b) ARC reserves the right to award any contract to the next most qualified contractor if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal. The contract resulting from acceptance of a proposal by ARC shall be in a form supplied or approved by ARC and shall reflect the specifications in this RFP.

c) ARC reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the client’s legal counsel.

d) ARC will reserve the right to terminate the event upon the occurrence of any circumstance beyond the control of either party, such as acts of God, war, acts of terrorism, government regulations, disaster, strikes, work stoppages, accidents, mandatory quarantines, pandemics, curfews, or other restrictions of movements, or civil disorder, to the extent that such circumstances make it illegal or impossible to continue the event.

e) ARC shall not be responsible for any costs incurred by the firm in preparing, submitting, or presenting its response to the RFP.

CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary information, as defined by state law, must be marked as confidential to prevent disclosure. Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct available here: ARC Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

EXHIBIT A

Work Scope – Durable Medical Equipment

Please complete the following questionnaire:

1) How long has your firm been in business? (years)

2) Are you able to provide same-day delivery of selected items? (yes/no)

3) Do you have an option to provide overnight/weekend delivery? ( yes/no)

4) Are you able to service repairs on equipment within 24 hours of request? (yes/no)

5) Are you able pick-up equipment for returns and/or exchanges? (yes/no)

6) Do you provide training to individuals and/or caregivers /staff on equipment delivered at time of delivery? If so, please explain.

7) Do you provide additional training if needed after initial delivery? If so, please explain.

The following items are standard equipment items that ARC are requesting firms to confirm if the following inventory is available upon request as well as maintenance, returns, and exchanges:

Hospital Bed’s

■ Bariatric Beds

■ Full Electric Beds

■ Extender Beds

Medical Life Chairs/Sit to Stand

■ Bariatric Individuals

■ Cloth Material

■ Vinyl Material

Hoyer Lifts

■ Standard Lift

■ Full Electric Lift

■ Bariatric Lift

■ Standing Lift

Shower Chairs

■ Standard

■ Shower Bench

■ Shower Bench with Swivel Seat

■ Rolling Shower Chairs

■ Fully Reclining Chairs

■ Bariatric Shower Chairs

Wheelchairs

■ Manual Wheelchair

■ Bariatric Wheelchair

■ High back Reclining Wheelchair

■ Light Weight Transport Wheelchair

****** Additional equipment and supplies may be needed upon request******

Incontinent Supplies Briefs Gloves Bed Pads Hospital Bed Sheets Feeding Pump Insulin Supplies

Please indicate if you can provide any of the following services and to what degree. Please also indicate if there is any additional charge for the following items.

• Delivery Options:

o What percentage will be charged for same-day delivery for customers to receive any medical equipment or supplies. Is there an additional charge for over-night delivery to a customer’s residents.

• Setup/Training:

o Please provide any charges that may be associated with training customers on equipment usage and proper handling. Please explain if any charges for equipment set up will be added to allocated cost.

• Service Maintenance/Repairs:

o Please indicate any charges associated for any 24-hour maintenance and service repairs request.

Please describe all cost in its entirety (use additional sheet if necessary):

Additional Costs:

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the individual, firm or entity which is engaged in the physical performance of services under a contract with the Atlanta Regional Commission has registered with and is participating in a federal work authorization program, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13- 10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.G.A. 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the Atlanta Regional Commission within five (5) business days after any subcontractor is retained to perform such service.

EEV / E-Verify TM Company Identification Number Date of Authorization

Company Name

Signature of Authorized Officer or Agent

Title of Authorized Officer or Agent

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 20__

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: