RFQ26_18Pharmaceutical Services051526.pdf

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

City of South Fulton, Georgia Fire Department

REQUEST FOR QUOTE (RFQ)

FOR

RFQ NUMBER: 26-18

EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

ISSUED: May 15, 2026 Quotes due no later than 2:00 PM EST June 11, 2026

City of South Fulton Procurement Department 4715 Frederick Dr. SW

South Fulton, GA 30336

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

THIS QUOTE SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH QUOTE

EMS COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX

ID#:

EMAIL: TITLE OF AUTHORIZED

REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

The City of South Fulton, Georgia

Procurement Department 4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7667 Website: Procurement Department | South Fulton, GA

Procurement Department | South Fulton, GA City of South Fulton, Fire Department

REQUEST FOR QUOTE

RFQ Number: 26-18

EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

SCHEDULE OF EVENTS DATE

Request For Quote Release Date: May 15, 2026 Non-Mandatory Pre-Quote Conference:

The City shall hold a Non-Mandatory Pre-Quote Conference virtually. To attend the Pre-Quote Conference, please refer to the Information and Instructions to Vendors for details.

May 21, 2026

10:00 AM

Deadline for questions:

Questions must be submitted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton

May 28, 2026

3:00 PM

Answers shall be posted by the Addendum at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

June 3, 2026

All responses to this RFQ must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Vendors are required to submit responses electronically. If you need any assistance registering or using the platform, please call BidNet Direct Support Team at 800-835-4603 ext. 2 for assistance. To attend the Quote Opening, please refer to Information and Instructions to Vendors for details.

June 11, 2026

2:00 PM

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

CONTRACT TERMS

CONTRACT STRUCTURE AND ORDERING

CONFIDENTIALITY/DATA SECURITY……………………………………………………...17

TASK ORDER RESPONSE AND PERFORMANCE………………………………………….18

ATTACHMENTS

ATTACHMENT A – Scope of Work

APPENDICES

APPENDIX A- Required Form Submittals APPENDIX B – Insurance Requirements

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

INFORMATION AND INSTRUCTIONS TO VENDORS

1. Request for Quote: The City of South Fulton Procurement Department is issuing this Request for Quotation RFQ for qualified vendors to furnish EMS pharmaceutical products, drug box restocking services, inspection support, and related pharmacy services in accordance with the requirements of this solicitation.

2. Solicitation Method: This Solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Procurement Policy, codified in Sec. 1-9001 et seq. of the City of South Fulton Code of Ordinances. By submitting a Quote in response to this Solicitation, the Vendor acknowledges that it is familiar with all applicable laws to this Solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFQ by reference.

3. Solicitation Authority and Incorporation by Reference: This solicitation is issued under and governed by the City’s procurement authority, including the City of South Fulton Code of Ordinances and applicable procurement policies, which are incorporated herein by reference.

By submitting a Quote, Vendor acknowledges it has reviewed and will comply with all applicable federal, state, and local laws, ordinances, rules, and regulations.

4. Minimum Qualifications: Each Vendor and team member shall have the minimum experience set forth in this RFQ.

5. Certificate of Authority to Transact Business in Georgia: Each Vendor shall submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its Quote. This requirement also applies to Joint Venture (JV) Team Members, Subconsultants, and Subcontractors.

6. Business License: The Vendor shall submit a copy of a current, valid business and/or professional license and permits with their Quote. If the Vendor is a Georgia corporation, a valid City or Local Business license must be submitted. If the Vendor is a Joint Venture, each member must provide a valid business license. Non-Georgia corporations must submit a Certificate of Authority to Transact Business in Georgia, along with a copy of their current, valid business license from their home jurisdiction.

7. No Offer by City and Firm Offer by Vendor: This Solicitation is a Request for Quotes only and does not constitute an offer by the City. Quotes submitted in response to this Solicitation constitute firm offers and shall remain valid for a period of ninety (90) calendar days following the Quote deadline.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

8. Order of Precedence: In the event of any conflict, ambiguity, or inconsistency among the Solicitation documents or resulting Contract documents, the following order of precedence applies, highest to lowest, unless otherwise stated:

8.1 Executed Contract, including all negotiated modifications.

8.2 Addenda issued by the City

8.3 RFQ and all Attachments, Appendices, and Exhibits

8.4 The Vendor’s Quote

8.5 Interpretation, Ambiguities: If an ambiguity remains after applying this order of precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

9. Contract Type and Orders:

9.1 The City will establish one or more Indefinite Delivery Indefinite Quantity IDIQ contracts for EMS pharmaceutical products and related pharmacy services.

9.2 The Contract establishes firm unit prices only. Quantities stated in this solicitation are estimates for evaluation purposes only and are not guaranteed.

9.3 The City may issue written purchase orders or task authorizations on an as-needed basis during the Contract term.

9.4 No delivery or service is authorized without a valid written purchase order or task authorization issued by the City.

9.5 Unauthorized deliveries or services are non-compensable.

10. Minimum Contract Guarantee:

10.1 To establish contractual consideration, the City guarantees a minimum purchase in the amount of $5,000.00 during the initial contract term. This minimum amount is the sole guaranteed expenditure under the Contract.

10.2 All purchases beyond the minimum guarantee shall be made solely at the City’s discretion through written purchase orders, task authorizations, or other written ordering instruments issued or approved by the Procurement Department.

10.3 Nothing in this Solicitation shall be construed as a representation, warranty, or guarantee of any specific volume of orders beyond the stated minimum guarantee.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

11. Procurement Authority Control:

11.1 All purchase orders and task authorizations issued under this IDIQ Contract must be reviewed and approved by the City of South Fulton Procurement Department prior to issuance.

11.2 Departments may request products or services under this Contract. However, only the Procurement Department is authorized to issue official purchase orders, authorize task orders, approve modifications, or approve Contract amendments.

11.3 Any directive issued by a City employee or department without Procurement Department authorization shall be considered unauthorized and non-compensable

12. No Verbal Authorization:

12.1 The vendor shall not rely on verbal directives, emails, field requests, text messages, or other informal communications as authorization to furnish products or perform services under this Contract.

12.2 Only a written purchase order or written task authorization issued by the City constitutes authorization to perform.

13. Vendor Independent Review and No Reliance: The Vendor The Vendor acknowledges that it has had a full and fair opportunity to examine the Solicitation and to seek clarification through the prescribed question process. In submitting a Quote, the Vendor confirms that it is not relying upon any statement, representation, or understanding not expressly set forth in the Solicitation or in a written Addendum issued by the City.

14. Electronic Signature and Electronic Notices: Electronic signatures and electronic notices have the same legal effect as wet signatures and hard copy notices, consistent with applicable State and Federal law. The Vendor is responsible for monitoring the designated email and platform.

Quotes must be received electronically via BidNet Direct no later than 2:00 PM On June 11, 2026. Late Quotes shall not be accepted or considered.

Quotes must be submitted only through the City-designated electronic platform by the deadline. Late quotes, regardless of cause, will not be considered. The Vendor bears sole responsibility for the timely quote and for confirming successful upload.

15. Non-Mandatory Pre-Quote Conference: A Non-Mandatory Pre-Quote Conference has been scheduled for May 21, 2026, at 10:00 AM, and shall be hosted virtually by our staff and the responsible person(s). To attend the Pre-Quote Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

Meeting ID: 244 694 784 626 840 Passcode: 7CV3ue96 +1 929-583-6155,,845575597# United States, New York

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

Phone Conference ID: 845 575 597#

16. Attendance at the Pre-Quote Conference is non-mandatory. During the conference, the City will review the general requirements of the Project. Statements made at the conference are not binding unless issued by a written Addendum.

17. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFQ shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before May 28, 2026, by 3:00 PM. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Vendor shall rely on any verbal response to any question submitted concerning this RFQ.

18. Addenda and Official Communications: All changes to this RFQ, including clarifications and answers, will be issued only by written Addendum posted on the City’s designated platform. Vendors are responsible for actively monitoring the platform and any designated email address for addenda and communications. Failure to receive or review an Addendum will not excuse noncompliance. Electronic communications issued by the City in accordance with this section carry the same legal effect as hard copies.

19. Vendor Independent Review and No Reliance: The Vendor acknowledges that it has had a full and fair opportunity to examine the Solicitation and to seek clarification through the prescribed question process. In submitting a Quote, the Vendor confirms that it is not relying upon any statement, representation, or understanding not expressly set forth in the Solicitation or in a written Addendum issued by the City.

20. Procurement Integrity, No Contact: From issuance of this RFQ through final award by

City Council, the Vendor and its representatives shall not initiate, maintain, or participate in any communication regarding this Solicitation with any City elected official, employee, evaluator, or agent other than the Procurement Department contact identified in this RFQ, unless the City authorizes such contact in writing. Any attempt to influence the procurement process may result in disqualification and placement on the City’s ineligible source list. The Vendor shall report any unauthorized contact to the Procurement Department within twenty-four 24 hours.

Violations may result in disqualification and any other remedies available to the City under applicable law.

21. Ownership of Quote: Each Quote submitted to the City shall become the property of the

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

City without compensation to a Vendor, for the City’s use in its discretion. The City shall not be liable for any Quote preparation costs incurred by the Vendor.

22. Georgia Open Records Act and Confidential Submittals: All materials submitted to the City are subject to disclosure in accordance with the Georgia Open Records Act and other applicable law. If the Vendor contends that any portion of its quote is exempt from disclosure, the Vendor shall clearly identify each page claimed to be exempt and shall provide any affidavit or supporting documentation required by law at the time of the quote.

The City shall make disclosure determinations in accordance with applicable law and does not guarantee the confidentiality of any submitted material.

23. Confidentiality and Data Risk: Contractor must protect City information using commercially reasonable administrative, physical, and technical safeguards, must limit access to authorized personnel, and must not disclose City information without prior written authorization.

24. Iran Divestment Certification: The Vendor certifies that they are not included on the Iran

Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

25. Certification Regarding Boycotts of Israel: Vendors certify that they are not currently engaged in and agree for the duration of the Contract not to engage in a boycott of Israel as defined in O.C.G.A. § 50-5-85.1.

26. Debarment and Suspension Certification: The Vendor affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for Contracts by any federal or state agency.

27. Records Retention: The Vendor must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the services and must make them available for inspection upon reasonable request by the City or its auditors.

Address below:

PROCUREMENT DEPARTMENT, 4715 Frederick Dr. SW, Atlanta, GA 30336.

28. Cost-Plus Prohibition: The City must not accept a cost-plus-a-percentage-of-cost Quote or Contract. Any such pricing submitted must be considered non-responsive.

29. Non-Discrimination: The Vendor agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services or gender identity in performing this Agreement.

30. Subcontractors and Subconsultants: If the Vendor proposes to use any subcontractor, subconsultant, dispensing pharmacy partner, logistics provider, or other third party in performance of this Contract, the Vendor shall identify each such entity in its Quote and shall provide any information requested by the City regarding qualifications, licenses, experience, and regulatory compliance. The City reserves the right to reject any proposed subcontractor or third party whose qualifications or compliance status are deemed insufficient.

31. Examination of Quote Documents:

31.1.1 Each Vendor is responsible for examining with appropriate care the complete

RFQ and all Addenda, and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services.

Failure to do so shall be at the sole risk of the Vendor, who is deemed to have included all costs for performance of the Services in their Quote.

31.1.2 Each Vendor shall promptly notify the City in writing should they find discrepancies, errors, ambiguities, or omissions in the Quote documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFQ. Replies to such notices shall be made in the form of an Addendum to the RFQ, which shall be issued simultaneously to all potential Vendors. No oral responses are binding on the City.

31.1.3 The City may, in accordance with applicable law, issue Addenda to clarify, revise, add, delete, or otherwise modify this RFQ at any time prior to the Quote due date and time.

31.1.4 The City may waive any technicalities and formalities in this Solicitation.

Additionally, the City reserves the right to cancel the RFQ in its entirety.

31.1.5 The City of South Fulton may disqualify Quotes as a result of, but not necessarily limited to, the following reasons:

31.1.5.1 Failure to follow the City of South Fulton’s Quote schedule.

31.1.5.2 Failure to return applicable compliance and/or specification sheets.

31.1.5.3 Failure to return applicable Addenda.

31.1.5.4 Failure to provide information on alternates or equivalents, when allowed.

31.1.5.5 Failure of Vendor to sign all requested documents.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

31.1.5.6 Failure to submit a Quote by the deadline.

31.1.5.7 Failure of Vendor to extend prices.

31.1.5.8 A Quote submitted by a Person on the Ineligible Source List.

31.1.5.9 Failure to hold firm pricing. Failure to meet delivery, operational, or performance requirements.

31.1.5.10 The City may reject any Quote that exceeds available funding or the City’s budget for this project. The City will not pay amounts in excess of the Contract price and will not authorize overruns without a written change order executed by the City.

31.1.5.11 A Quote which is non-responsive, and/or

31.1.5.12 The City reserves the right to consider legally relevant litigation, sanctions, default history, or other integrity-related matters to the extent permitted by applicable law and reasonably related to the Vendor’s responsibility and ability to perform the contract.

32. Vendor Independent Review and No Reliance: The Vendor acknowledges that it has had a full and fair opportunity to examine the Solicitation and to seek clarification through the prescribed question process. In submitting a Quote, the Vendor confirms that it is not relying upon any statement, representation, or understanding not expressly set forth in the Solicitation or in a written Addendum issued by the City.

33. Award and Execution of Contract: Any recommendation of award is subject to approval by the City official or governing body having lawful authority under applicable ordinance, policy, and delegation of authority. No contractual relationship shall arise from this Solicitation or from a notice of intended award alone. A binding obligation shall arise only upon issuance of a duly authorized written contract, purchase order, or other written instrument executed or approved by the City in accordance with applicable law.

Upon approval of the award by the City official or governing body having lawful authority, the City shall provide the Vendor with an unsigned Contract through Adobe Sign or another City-approved electronic signature platform. The Vendor must execute and return the Contract, along with all required Insurance Certificates and any additional documentation specified in this RFQ (see Appendix A, ‘Required Form Submittals’) or requested by the City, within ten (10) calendar days of receipt. Failure to comply shall result in withdrawal of the award and award of the Contract to the next lowest responsive and responsible Vendor.

34. Illegal Immigration Reform and Enforcement Act: This RFQ is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (the “Act”), formerly known as the Georgia Security and Immigration Compliance Act. In accordance with the Act, each Vendor must provide proof of registration in, and continued participation with, the E- Verify Program administered by the U.S. Department of Homeland Security. The Contractor Affidavit shall be submitted with every Quote as required by applicable law. A

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

Subcontractor Affidavit shall be submitted only if the Vendor proposes one or more subcontractors that will perform covered services under the contract. The City may deem a Quote non-responsive if a required statutory affidavit is omitted.

If the Vendor is required to obtain an Employer Identification Number (EIN):

The Vendor must complete the Contractor Affidavit on its own behalf and provide the Federal Work Authorization User ID Number issued to the Vendor.

If the Vendor is not required to obtain an EIN: Each entity comprising the Vendor’s business structure shall submit a separate Contractor Affidavit. This notice does not provide detailed legal advice on the Act. Each Vendor is solely responsible for ensuring compliance with the Act and for determining how it applies to their participation in this Solicitation. For more information or to enroll in the E-Verify Program, visit:

https://e-verify.uscis.gov/enroll. Guidance on completing and submitting the Contractor Affidavit is provided in the instructions preceding the form in this RFQ. The Contractor Affidavit shall be submitted with every Quote as required by applicable law. A Subcontractor Affidavit shall be submitted only if the Vendor proposes one or more subcontractors that will perform covered services under the contract. The City may deem a Quote non-responsive if a required statutory affidavit is omitted.

35. Joint Ventures: Each party to a Joint Venture is required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFQ.

36. Conflict of Interest: Vendors are responsible for reviewing and complying with all conflict of interest requirements applicable to this Solicitation and any resulting contract.

No Vendor shall be eligible for award if the Vendor has an actual or organizational conflict of interest that would impair the fairness of the procurement or the Vendor’s ability to perform impartially, unless such conflict is disclosed in writing and expressly waived or mitigated by the City in accordance with applicable law and policy.

37. Indefinite Delivery Indefinite Quantity Contract

E xcept as stated in this RFQ, these Instructions, and the Notice to Vendor concerning Conflicts of Interest. A successful Vendor under this RFQ is not precluded from responding to such Solicitations.

38. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax regarding Goods and Services purchased directly by the City of South Fulton. Exemption certificates furnished upon request.

39. Permits, Fees, Licenses, and Laws: The successful Vendor shall be solely responsible for obtaining, maintaining, and complying with all licenses, permits, registrations, certifications, inspections, and approvals required by law to furnish the products and

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services services under the contract. The Vendor shall comply with all applicable federal, state, and local laws, ordinances, regulations, and professional standards, all of which are incorporated into the contract by reference as though fully set forth therein.

40. Encouragement of Partnerships: Local Businesses are encouraged to form Joint

Ventures, Sub-Contracting arrangements, or consortia to meet the requirements of this RFQ. Prime Vendor is encouraged to include small businesses in their teams.

The City reserves the right to reject any quote that fails to comply with these electronic submission requirements.

41. Electronic Signature Acknowledgment: The City of South Fulton utilizes Adobe Sign, or another City-approved electronic signature platform, for the official execution of a contract. By submitting a Quote and, if awarded, executing a Contract with the City, the Vendor acknowledges and agrees to the following:

41.1 Legally Binding: An electronic signature executed possesses the same legal force and effect as a handwritten signature, in accordance with the Georgia Uniform Electronic Transactions Act (O.C.G.A. § 10-12-1 et seq.), the Federal Electronic Signatures in the Global and National Commerce Act (15 U.S.C. § 7001 et seq.), and any other applicable law.

41.2 Authority to Sign: The individual executing the Contract electronically on behalf of the Vendor affirms its authority to bind the Vendor to the terms of the contract.

41.3 Official Record: The fully executed contract, as maintained by the City, shall serve as the official and binding version of the contract for all purposes.

41.4 No Requirement for Paper Originals: Unless specifically requested by the City, no paper copies or handwritten signatures shall be necessary for the validity or enforceability of the contract.

42. Electronic Communications: All communications pertaining to this Solicitation and any resulting contract, including but not limited to Addenda, Notices of Award, contract amendments, and other official correspondence, shall be transmitted electronically by the City of South Fulton. The Vendor agrees to the following terms:

42.1 Official Delivery: Communications sent by the City shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

42.2 Responsibility to Monitor: Vendors are responsible for actively monitoring the email address and/or electronic platform designated in their Quote for communications from the City. Failure to receive or review electronic communications shall not exempt the Vendor from any obligations under this RFQ or any resulting contract.

42.3 Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

42.4 Record Retention: The City’s electronic records of such communications shall constitute the official record for all Procurement and contract administration purposes.

43. Vendor Response Requirements: Each Vendor shall submit a complete Quote containing all forms, certifications, licenses, pricing, and supporting documentation required by this Solicitation. The City may reject any Quote that fails to include the required information.

1. Signed Quote Form

2. Completed Pricing Schedule

3. Evidence of current business license

4. Evidence of pharmaceutical, wholesale drug distributor, pharmacy, or other required professional licensure, as applicable

5. DEA registration, if applicable

6. Required affidavits and certifications

7. Exceptions Form, if any

8. Evidence of insurance or insurance acknowledgment

9. References demonstrating relevant experience with EMS, hospital, public safety, or governmental pharmaceutical accounts

The City may reject any Quote that fails to include required documentation.

All Quotes must be submitted electronically through BidNet by the deadline indicated.

44. City Reservation of Rights: The City reserves the right to reject any or all Quotes, waive minor informalities and irregularities, request clarification of any quote, require correction of immaterial errors, cancel this Solicitation in whole or in part, reissue the Solicitation, negotiate as permitted by law, and take any other action deemed by the City to be in its best interest and consistent with applicable procurement authority

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

INTRODUCTION

The City of South Fulton is seeking quotations from qualified, licensed, and experienced pharmaceutical vendors to provide EMS medications, drug box restocking, inspection support, expiration monitoring, and related pharmacy services for the Fire Department.

The City intends to establish one or more price-based IDIQ contracts for the supply of EMS pharmaceutical products and related services on an as-needed basis.

1. Award of Contract Award shall be made to the responsive and responsible Vendor whose Quote is determined by the City to provide the best overall value and to be most advantageous to the City, taking into consideration price, licensing status, regulatory compliance, demonstrated delivery capability, prior performance, financial capacity, product availability, emergency response capability, and the Vendor’s ability to perform the contract in a safe, timely, and legally compliant manner.

The City reserves the right to make award to one Vendor or multiple Vendors when such action is determined to be in the best interest of the City to preserve continuity of supply, operational redundancy, emergency readiness, or service coverage.

1.1 Contract Formation: No contractual relationship shall arise from this

Solicitation or from a notice of intended award alone. A binding obligation shall arise only upon approval by the City official or governing body having lawful authority and the issuance of a duly authorized written contract, purchase order, or other written instrument executed or approved by the City in accordance with applicable law.

1.2 Evaluation Criteria: The City will evaluate Quotes to determine responsiveness, responsibility, legal compliance, and best overall value.

Evaluation may include, but is not limited to, the following factors:

1. Price and overall cost competitiveness

2. Compliance with all solicitation requirements

3. Relevant experience supporting EMS, fire, public safety, hospital, or governmental pharmaceutical accounts

4. Licensing, regulatory standing, and controlled substance compliance capability

5. Delivery performance and emergency replenishment capability

6. Product availability, substitution controls, and inventory support

7. Quality assurance procedures and chain of custody controls

8. Prior performance, references, integrity history, and demonstrated ability to perform.

The City may request clarification, supplemental information, demonstrations of capability, or confirmation of licensing and compliance status prior to award.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

2. Contract Terms

2.1 The initial contract term shall be one 1 year.

2.2 The City may renew the Contract for up to three (3) additional one (1) year terms, at the

City’s sole discretion, subject to satisfactory performance and availability of funds.

2.3 Any renewal term and any payment obligation extending beyond the current fiscal year are subject to lawful appropriation and availability of funds. Nothing in this Solicitation or any resulting contract shall be construed to create a multiyear fiscal obligation in violation of applicable law.

2.4 Total potential contract term shall not exceed four (4) years.

2.5 Indemnification. To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the City, its elected officials, officers, employees, agents, and representatives from and against any and all claims, demands, damages, losses, liabilities, fines, penalties, judgments, costs, and expenses, including reasonable attorneys’ fees, arising out of or relating to the Contractor’s performance on nonperformance under the Contract, including but not limited to product defects, mislabeling, contamination, expiration failures, diversion, chain of custody failures, regulatory violations, professional negligence, bodily injury, death, property damage, data breach, or infringement of proprietary rights, except to the extent caused by the sole negligence of the City. The Contractor’s obligations under this clause shall survive expiration or termination of the Contract.

2.6 Termination for Convenience. The City may terminate the Contract, in whole or in part, for its convenience upon thirty (30) written notice to the Contractor. Upon receipt of a notice of termination, the Contractor shall immediately cease work as directed, take all reasonable steps to minimize additional cost, and cooperate fully with the City to ensure an orderly transition of services, records, inventory information, and pending deliveries.

The Contractor shall be entitled to payment only for authorized goods delivered and accepted, and authorized services properly performed through the effective date of termination. The City shall not be liable for lost profit, unabsorbed overhead, anticipatory damages, or termination charges not expressly authorized by the Contract.

2.7 Termination for Cause. The City may terminate the Contract, in whole or in part, for cause if the Contractor fails to perform in accordance with the Contract, fails to maintain required licenses or registrations, fails to meet delivery obligations, furnishes nonconforming or unsafe products, violates legal or regulatory requirements, or otherwise commits a material breach. Except where immediate action is necessary to protect public

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services safety, legal compliance, or controlled substance integrity, the City shall provide written notice of default and a reasonable opportunity to cure not to exceed ten (10) calendar days.

If the Contractor fails to cure within the time allowed, the City may terminate the Contract, procure replacement goods or services from alternate sources, and recover from the Contractor any excess costs and other remedies available under the Contract or at law.

2.8 Invoices and Payment

The Contractor shall submit invoices only for goods delivered and accepted or services properly performed and accepted pursuant to a valid written purchase order or task authorization. Each invoice shall include, as applicable, the purchase order number, task authorization number, delivery date, item description, quantity, unit price, lot number, expiration date, and any other supporting documentation reasonably required by the City.

The City may withhold payment for nonconforming goods, disputed charges, unsupported fees, unauthorized work, or incomplete documentation until the matter is resolved.

2.9 For purposes of this Solicitation and any resulting Contract, the following terms shall have the meanings stated below:

The quote means the Vendor’s complete response to this Solicitation.

Vendor means the entity submitting a Quote.

Contractor means the Vendor awarded a Contract under this Solicitation.

Purchase Order means the City’s written authorization to furnish goods or services.

Task Authorization means the City’s written authorization for a defined service, delivery, inspection, restocking event, or related work under the Contract.

3. IDIQ CONTRACT STRUCTURE AND ORDERING

3.1 Contract Type, IDIQ: This Solicitation is issued to establish one or more Indefinite Delivery, Indefinite Quantity contracts for EMS pharmaceutical supplies, drug box restocking, inspection support, expiration management, and related pharmacy services.

3.2 The contract establishes firm unit prices only. Any quantities stated in this Solicitation are estimates for evaluation purposes only and do not guarantee any order volume.

3.3 Price Stability and Adjustments. Quoted unit prices shall remain firm for the first twelve

(12) months of the Contract term unless otherwise expressly stated in the Pricing Schedule.

Beginning in the first renewal term, the Contractor may request a price adjustment no more than once in any twelve (12) month period. Any such request must be submitted in writing not less than sixty (60) days prior to the proposed effective date and must be

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services supported by verifiable manufacturer documentation, published market data, wholesale acquisition cost changes, or other objective evidence acceptable to the City. No price adjustment shall be effective unless approved in writing by the City through a duly authorized contract amendment. The City reserves the right to reject any requested increase, negotiate revised pricing, seek alternate sources, or terminate the affected item or service without penalty. Price decreases shall be passed through to the City immediately.

3.4 To establish contractual consideration, the City guarantees a minimum purchase amount in the amount of $5,000.00 during the initial contract term. This minimum amount is the sole guaranteed expenditure under this Contract.

3.5 The City may establish a not-to-exceed aggregate contract ceiling. If established, the ceiling is the maximum cumulative amount payable under the contract, including any renewals exercised by the City. The City is not obligated to purchase up to the ceiling amount.

3.6 All purchases under the contract shall be made only through a written purchase order, task authorization, or other written ordering instrument issued or approved by the City Procurement Department. No delivery, restocking service, inspection support, or related work is authorized without such a written instrument.

3.7 Verbal directives, informal communications, emails, text messages, field requests, and instructions from unauthorized personnel do not authorize performance and are non-compensable.

3.8 Products furnished or services performed without written authorization are unauthorized and non-compensable, and the Contractor assumes all risk of nonpayment for such performance.

3.9 The City reserves the right at any time to obtain any product or service from alternate sources when necessary to address shortages, emergency conditions, delivery failures, product recalls, pricing concerns, legal compliance issues, or operational requirements.

No such alternate sourcing shall constitute a breach by the City or create any claim for lost volume, exclusivity, or damages.

3.10 Nothing in this Solicitation or any resulting Contract shall be construed to create an exclusive purchasing arrangement unless expressly stated in writing by the City. The City reserves the right to award to multiple Vendors and to place orders with any awarded Vendor based on availability, performance, operational need, pricing, legal compliance, or other contract-based ordering criteria.

4. Confidentiality/Data Security

The Vendor agrees to maintain the confidentiality of all documents, data, records, and other information developed, received, or obtained in connection with this Agreement related to the EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

The Vendor must implement commercially reasonable measures to protect electronic and physical data and shall not disclose any City information to third parties without the City’s prior written authorization.

5. Task Order Response and Performance:

5.1 Order Fulfillment and Service Performance

5.2 For each purchase order or task authorization, the City may specify medication type, quantity, delivery location, required delivery window, restocking requirements, inspection requirements, and any special handling instructions.

5.3 The Contractor shall meet all routine and emergency delivery timelines stated in the purchase order or task authorization.

5.4 If the City requires emergency replenishment to maintain EMS readiness, the Contractor shall acknowledge the request within the timeframe stated in the contract or order and shall deliver within the required emergency response period.

5.5 Failure to meet order requirements may result in rejection of delivery, corrective action, re-performance at no additional cost to the City, negative performance evaluation, termination for cause, or other remedies available under the contract or by law.

5.6 Failure to meet task order requirements may result in rejection of work, re-performance at no cost, or default remedies under contract.

6. Service Level Requirements

The Contractor shall maintain service levels sufficient to support uninterrupted EMS operations.

At a minimum, the Contractor shall:

1. Acknowledge routine order requests within one 1 business day

2. Fulfill standard replenishment requests within forty-eight 48 hours unless a shorter period is stated in the order

3. Fulfill emergency replenishment requests within the time stated in the purchase order, task authorization, or emergency request protocol

4. Immediately notify the City of any anticipated shortage, delay, substitution issue, recall, or supply disruption

5. Maintain escalation contacts available for urgent operational issues

Failure to Meet Service Levels

Failure to meet required service levels may result in rejection of product, re-performance, removal of affected items from the Contract, issuance of corrective action requirements, negative

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services performance evaluation, reduction in future ordering, termination for cause, or re-procurement from alternate sources at the Contractor’s expense where permitted by law.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

ATTACHMENT A

SCOPE OF WORK

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

SCOPE OF WORK

EMS PHARMACEUTICAL SUPPLIES, DRUG BOX RESTOCKING, AND RELATED

PHARMACY SERVICES

1. The Contractor shall furnish all labor, supervision, transportation, inventory support, licensed pharmacy services, and materials necessary to provide EMS pharmaceutical products, drug box restocking, inspection support, expiration tracking, and related pharmacy services for the City of South Fulton Fire Department.

2. The Contractor shall supply medications identified in the Pricing Schedule, including approved equivalents, only when expressly authorized in writing by the City. No substitution, therapeutic equivalent, generic equivalent, manufacturer change, packaging change, dosage form change, or product backorder replacement shall be furnished without the City’s prior written approval.

Any proposed substitution must be supported by complete product information, regulatory status, and justification for the substitution. The City reserves the sole discretion to approve or reject any substitution.

3. The Contractor shall inspect, replenish, exchange, and restock EMS drug boxes, medication kits, and related pharmaceutical inventory in accordance with City protocols, applicable medical direction, and all federal and state legal requirements.

4. The Contractor shall maintain inventory records for all products furnished under the contract, including medication name, strength, dosage form, manufacturer if requested, lot number, expiration date, quantity delivered, delivery date, and restocking date.

5. The Contractor shall provide expiration monitoring and shall notify the City of medications approaching expiration within the timeframe required by the contract. The Contractor shall support exchange, replacement, or credit procedures as authorized by the contract. The Contractor shall immediately notify the City of any manufacturer's recall, market withdrawal, safety alert, adverse event warning, or regulatory action affecting any product furnished or proposed to be furnished under the Contract. The Contractor shall coordinate replacement, return, credit, quarantine, disposition, and documentation of affected products at no additional cost to the City unless otherwise approved in writing.

6. The Contractor shall maintain commercially reasonable continuity of supply measures, including sourcing visibility, shortage monitoring, and escalation protocols. If the Contractor becomes aware of any actual or potential shortage, allocation, discontinuation, backorder, or disruption affecting contract items, the Contractor shall notify the City immediately in writing and provide a mitigation plan that identifies available alternatives, the expected duration, and recommended actions.

7. The Contractor shall meet all delivery and replenishment timelines established by the City, including routine delivery and emergency replenishment necessary to maintain operational readiness.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

8. The Contractor shall comply with all applicable federal, state, and local laws, regulations, and professional governing pharmaceutical procurement, handling, storage, distribution, delivery, and recordkeeping.

9. If controlled substances are included under any order, the Contractor shall maintain all required federal and state licenses and registrations, including DEA registration where applicable, and shall maintain a complete chain of custody, inventory control, security, and audit records as required by law.

10. Where required by law or protocol, services involving inspection, handling, verification, or restocking of pharmaceuticals shall be performed or supervised by a properly licensed pharmacist.

11. No additional administrative fee, inspection fee, restocking fee, service fee, fuel surcharge, shortage fee, or similar charge shall be invoiced unless expressly included in the Pricing Schedule and accepted by the City in writing.

12. Controlled Substances Compliance

If controlled substances are authorized under the contract, the Contractor shall maintain all federal and state licenses, registrations, and approvals required by law, including DEA registration where applicable, and shall comply with all legal requirements governing ordering, receipt, handling, transport, storage, security, chain of custody, reconciliation, reporting, and record retention. The Contractor shall maintain complete and accurate records sufficient to demonstrate legal compliance and shall make such records available to the City for inspection, verification, or audit upon reasonable request, subject to applicable law. The Contractor shall immediately notify the City in writing of any loss, theft, diversion, discrepancy, breach, or suspected regulatory violation involving products furnished under the contract. The Contractor shall maintain written policies and procedures governing controlled substance ordering, receipt, storage, transport, access control, restocking, reconciliation, discrepancy reporting, loss prevention, employee screening, and record retention.

The Contractor shall provide, upon request, copies of current DEA registration, state licensure, inspection reports, corrective action records, and any notices of violation, suspension, restriction, consent order, or disciplinary action issued by any regulatory authority that may affect the Contractor’s ability to perform the Contract. The Contractor shall notify the City in writing within twenty-four 24 hours of any actual or suspected loss, theft, diversion, tampering, chain-of-custody failure, inventory discrepancy, cybersecurity breach affecting drug records, or regulatory investigation involving products or services furnished under the Contract. The Contractor shall fully cooperate with the City in any investigation, audit, inventory reconciliation, or corrective action process arising from such event.

13. Audit and Inspection Rights

The City, its auditors, medical oversight representatives, regulatory advisors, and other authorized representatives shall have the right, upon reasonable notice, to inspect and audit the Contractor’s records, licenses, inventory documentation, chain of custody records, lot and

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services expiration records, quality control records, delivery documentation, and other materials reasonably related to Contract performance and legal compliance.

In the event of a discrepancy involving a controlled substance, a product integrity concern, a regulatory inquiry, or a suspected diversion event, the City may require immediate access to relevant records and may conduct an expedited audit.

The Contractor shall retain all records related to Contract performance for not less than five 5 years after final payment, or longer if required by law.

14. Performance Standards

The Contractor shall furnish products and services in accordance with the contract, applicable law, and all written ordering requirements issued by the City. This includes a response time of 48 hours or less to replenish our drug boxes. Products shall be legally marketable, properly labeled, and suitable for intended EMS use. Failure to comply with any material requirement of the contract, including delivery obligations, licensing requirements, product integrity obligations, or controlled substance safeguards, shall constitute a material breach and may result in rejection of product, corrective action, withholding of payment, termination for cause, re-procurement from alternate sources, recovery of excess costs, or any other remedy available under the contract or at law.

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

APPENDIX A

REQUIRED FORM SUBMITTALS

City of South Fulton – RFQ Number: 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services

RFQ # 26-18, EMS Pharmaceutical Supplies, Drug Box Restocking, and Related Pharmacy Services Indefinite Delivery Indefinite Quantity Contract

SUBMITTAL CHECKLIST

1. Please use the…