Zoom Bid Opening Instructions 2.18.26.docx

This document contains Zoom bid opening instructions for the City of Salem, Oregon Contracts & Procurement Division's Bid No. 256102 for oxygen bottles and refill services. The City of Salem Fire Department seeks a vendor to provide weekly refill services for medical-grade oxygen cylinders, including Size D cylinders (aluminum, medical oxygen USP quality) and Size 100 CF main tank cylinders, with deliveries scheduled approximately weekly and no more than five business days between service calls. The scope includes maintaining an asset tracking system to monitor cylinder location and status, providing routine weekly refills, and maintaining urgent delivery capability to supply up to five Size D cylinders and one 100 CF main cylinder within 48 hours during unusual circumstances. Delivery must be made to the Salem Fire Department at 2742 25th Street SE, Salem, Oregon 97302. The bid deadline is February 18, 2026, at 11:00 a.m. local time with electronic submission required through Equity Hub's Bid Locker. The public opening and reading will be conducted virtually via Zoom on that same date. Written questions must be submitted by February 11, 2026, at 5:00 p.m. local time, and bidders may request approval of substitute products as "approved equals" by the same deadline. The initial contract term extends from execution through June 30, 2027, with four renewal options for consecutive one-year periods, subject to satisfactory performance and City budget approval.

Bidders must submit three line items for pricing: weekly refill service for Size D cylinders, weekly refill service for Size 100 CF cylinders, and delivery and fees, with all items mandatory. The City will award the contract to the lowest responsive bidder, with award anticipated within 30 calendar days of bid closing. Pricing must be firm and irrevocable for 30 calendar days after closing, and the City's payment terms are Net 30 days with no pre-payment available. This procurement is open to all qualified bidders with no stated set-aside designations for disadvantaged enterprises, though the City applies reciprocal preference to non-resident bidders based on preferences given in their home states. The successful bidder must maintain comprehensive general liability insurance with minimum combined single limits of $2,000,000 for bodily injury, personal injury, and property damage, and must comply with workers' compensation requirements. No incumbent vendor information is specified, and specific budget values or award amounts are not provided in the bid documents.