RFB Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

1. INTENT

To obtain pricing agreements for the purchase of emergency medical service supplies and equipment for the Oklahoma City Fire Department and various other City Departments.

The current agreements expire on June 30, 2025. It is anticipated the pricing agreements will be effective July 1, 2025 or later.

2. BACKGROUND

The mission of the City of Oklahoma City Fire Department is to provide emergency response, fire prevention, and public education services to the Oklahoma City community so they can have their lives and property protected. The Department currently operates 38 ALS stations covering 620 square miles and protects over 700,000 people.

The Operations Division provides innovative emergency response and Community Risk Reduction activities to residents and visitors in our community to minimize life and property loss from fires and reduce injury and death from medical emergencies as well as other hazards. This division includes Emergency Medical Services and Medical Transport Services, which responds to life-threatening emergencies in Oklahoma City, by offering immediate medical assistance to improve or stabilize patient conditions or providing quick treatment and transport to medical facilities. The Department currently provides four EMS supplemental transport units in cooperation with EMSA. This division also includes the Mobile Integrated Health Program which provides patient centered community advocacy, crisis intervention, alternative, behavioral health and overdose response services to residents and visitors so they can be connected to the appropriate care resources and improve quality of life.

3. LINE ITEMS

Pricing must be submitted through the line-item area of the electronic bidding system.

Bidders may bid a percentage of discount off an established published price list, catalog, or website. Statements included in catalogs regarding minimum quantity fee and finance charges will be disregarded and the City will not pay these charges. Catalogs and price lists, which are bid on a list less basis, may be updated as revised catalogs/price lists become available. However, the percentage of discounts must remain firm. List any exclusion to price lists, catalogs, or website in the comments or include in the Exceptions attachment.

4. PRICE LIST

Bidders may enter a percentage discount off an established published price list and add a comment to describe bid. Include name, number and date of price list in the comments and

RFB.SP.VI.2025 Page 2 provide link to price list if available. If no link is available, Bidder shall attach a price list under the Documents Section.

5. CATALOG

Bidders may enter a percentage discount off catalog and add a comment to describe bid.

Include name, number and date of catalog in the comments and provide link to electronic catalog.

6. WEBSITE

Bidders may enter a percentage discount off website and add a comment to describe bid.

Include link to website and provide any special instructions to access the pricing information.

7. REQUESTED ITEMS

Bidders shall bid percentage discounts off an established published price list, catalog, and/or entire website which may include but are not limited to, the following Emergency Medical Service Supplies and Equipment:

A. Airway B. Bandaging Supplies and Miscellaneous Disposables C. Defibrillators/Cardiac D. Diagnostic E. Educational Supplies F. First Aid Supplies G. Gloves [must meet National Fire Protection Association (NFPA) standards] H. IV Supplies I. Medical Supplies and Equipment J. Medication/Supplies of Prehospital Medicine K. Oxygen Equipment L. Patient Transport M. Personal Protective Equipment N. Pharmaceuticals O. Splints/Immobilization Devices P. Training Products/CPR Manikins Q. Vaccines* R. Any related emergency medical equipment and supplies used for training and/or delivery

8. *VACCINES

If the contracted supplier is not able to supply vaccine orders in the time frame needed and at a competitive price, the City may purchase on the open market to ensure the City’s needs are met. The City may also choose not to award a contract if pricing is not competitive.

RFB.SP.VI.2025 Page 3

9. FOB DESTINATION/SHIPPING CHARGES

All items purchased under this contract shall be delivered FOB destination, Oklahoma City, Oklahoma. No additional fuel, delivery, freight, or packing/handling charge shall be charged, this includes orders shipped directly from the manufacturer. Freight should be included in the discount bid. Any exception to this must be included in the Exception attachment.

10. SAMPLES

The items supplied under this contract shall conform to the manufacturer's specifications and shall perform the functions for which they were designed and manufactured. The quality of the products is paramount. Samples may be requested to determine if the products meet the City’s requirements. The Bidder shall ship the samples requested at the Bidder’s expense. Samples submitted to the Oklahoma City Fire Department (OKCFD) will be tested to determine quality, suitability, and durability. The opinion of the OKCFD EMS Director will be considered final.

11. STOCK ITEMS

The supplier shall hold in stock or have ready access to an adequate number of items as listed in the price list, catalog, or website.

12. REPAIR SERVICES

Suppliers may be asked to provide repair services on equipment. Quotes may be obtained, and insurance will be required for all on-site repair services. Quotes for repair must include all shipping and handling costs.

13. RESTOCKING FEES

Suppliers may not charge restocking fees if the reason for return is due to supplier error.

14. ADDITIONAL DISCOUNTS

With respect to all line-item prices and/or discount percentages encompassed by award of this contract, supplier shall further agree to pass on any additional price or percentage discounts to the City whenever applicable or qualified by sales and or any other type of discount-oriented promotion or program.

15. CANCELLATION

Frequent inability to supply contract items or frequent extended back orders may be cause for cancellation of the contract with that supplier. Purchaser obtains right to cancel extended backorders with no charge to Purchaser.

16. PRICING

Pricing must be submitted through the electronic bidding system. Pricing or discount offered must include shipping. No additional fuel, delivery, freight, or packing/handling charge shall be charged. Any exception to this must be included in the Exception attachment.

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17. TECHNICAL QUESTIONS

Technical questions are to be addressed through the electronic bidding system and the Buyer will respond electronically and issue addenda, if necessary.

18. INSURANCE REQUIREMENTS

Bidder must carry such insurance and provide a certificate of insurance evidencing the insurance policies and coverage required here in the Special Provisions.

A. Any issue a Bidder may have with insurance requirements should be raised during the Question-and-Answer period before bid submission so that the Contracting Entity can determine whether a change, by Addenda, will be made to the insurance requirements for all potential bidders.

B. Bidder may not take exception to insurance requirements after the Question-and- Answer Period.

C. The following insurance requirements are applicable and must be obtained prior to contract award if the bid submitted includes on-site installation, on-site maintenance services or other repair services to be performed on the Contracting Entity’s property, or if insurance coverage is otherwise requested by the Contracting Entity here in the Special Provisions.

i. General Liability Insurance: Bidder shall carry a general liability insurance policy to protect the Bidder and the Contracting Entity shall be an Additional Insured from claims for property damage and bodily injury including death, or other loss which may arise directly or indirectly from the activities, omissions, and operations of the Bidder under the Pricing Agreement, whether such activities, omissions, and operations be by the Bidder, its subcontractor, or by any one employed by or acting for the benefit of the Bidder in conjunction with this Pricing Agreement. The general liability policy shall have at a minimum, the following coverage amounts:

1. Property Damage Liability - Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any single claim for damage to or destruction of property arising out of a single act, accident, or occurrence.

2. All Other Liability - In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including accidental death, personal injury, and all other claims to any one person out of a single act, accident, or occurrence.

3. General Aggregate Limit- In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single act, occurrence or accident.

RFB.SP.VI.2025 Page 5

D. The insurance policies required herein shall be issued by a company authorized to do business in the state of Oklahoma.

E. The Contracting Entity shall be furnished with a Certificate of Insurance evidencing all the above-referenced requirements before Pricing Agreement award.

F. All policies shall be in the form of an “occurrence” insurance coverage or policy.

If any insurance is written in a “claims made” form, the Bidder shall also provide tail coverage that extends a minimum of two years from the expiration of the Pricing Agreement.

G. Unless stated otherwise above, all policies must be fully insured with any single deductible not exceeding $25,000.

H. Bidder or Bidder’s insurance company must provide Contracting Entity at least thirty (30) days’ prior written notice of any cancellation or material coverage change in their policies.

I. Unless otherwise approved by the Contracting Entity prior to Pricing Agreement award, self-insured retentions will not be accepted unless accompanied by a bond or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration, and defense expenses not otherwise covered by the Bidder’s self-insured retention.

19. ACORD FORM

A. The Contracting Entity to this Pricing Agreement, whether named herein or by reference only, shall be named as additional insured on the Bidder’s insurance policies, except Worker’s Compensation and Employer’s Liability Insurance, to the full limits of the policies and consistent with the same coverages available to the named insured.

i. Any blanket additional insured endorsement which limits coverages to any Contracting Entity is not compliant with this Pricing Agreement and will be considered a breach. Contracting Entity must be provided with a Certificate of Insurance or Endorsement evidencing Contracting Entity’s additional insured status prior to contract award.

B. The policy description shall state the following:

i. “Additional insured(s) on the listed policies are those required in the contract.” [The City of Oklahoma City and its participating public trusts]

ii. The solicitation number BIDXXXX.

20. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

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B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.