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Agenda 09/11/2018 Item #16E 709/11/2018 EXECUTIVE SUMMARY Recommendation to award Invitation to Bid #18-7330 “Medications for Emergency Medical Services” to Bound Tree Medical, LLC. OBJECTIVE To provide medications to ensure that medics can respond and insure the public’s safety. CONSIDERATIONS: Collier County EMS responds to over 40,000 calls for service each year. In many of those calls, some form of pharmaceutical product is needed. After reviewing various public purchasing cooperative contracts, staff developed an Invitation to Bid fo r emergency medications for its Emergency Medical team. The County sent Notices of the Invitation to Bid to 1074 vendors on March 14, 2018. Forty-seven solicitation packets were downloaded, and staff received two bids, as shown in the below chart. Respondents: Company Name City County State Discount Percentage Responsive/Responsible Bound Tree Medical Dublin Union OH 32% Y/Y Henry Schein Irmo Lexington SC N/A Non-Responsive Staff determined that only Boundtree Medical submitted a responsive and responsible bid and recommends that it be awarded this ITB. Due to the volatility of pricing and availability, product will be purchased using County issued P-Cards. Pharmaceuticals and medical supplies are a volatile commodity; many products and formularies have multiple price changes within a week, and many are prone to industry product shortages. Because these issues can threaten public safety, any item not immediately available from Boundtree Medical will be purchased in compliance with the Procurement Ordinance from the lowest price supplier that is immediately available to staff. FISCAL IMPACT: Funds are available in the EMS department budget cost center 144610. Estimated annual expenditure for medications from Bound Tree Medical, LLC is approximately $35,000. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT RECOMMENDATION: To award ITB #18-7330 “Medications for Emergency Medical Services” to Bound Tree Medical, LLC. Prepared by: Artie R. Bay, Supervisor - EMS Administration ATTACHMENT(S) 1. 18-7330 Solicitation (PDF) 2. Addendum #1 (PDF) 16.E.7 Packet Pg. 1729 09/11/2018 3. Addendum #2 (PDF) 4. 18-7330 Bid Tabulation (PDF) 5. 18-7330 NORA (PDF) 16.E.7 Packet Pg. 1730 09/11/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.7 Doc ID: 6521 Item Summary: Recommendation to award Invitation to Bid #18-7330 “Medications for Emergency Medical Services” to Bound Tree Medical, LLC. Meeting Date: 09/11/2018 Prepared by: Title: Supervisor - Accounting – Emergency Medical Services Name: Artie Bay 08/24/2018 9:52 AM Submitted by: Title: Division Director - EMS Operations – Emergency Medical Services Name: Tabatha Butcher 08/24/2018 9:52 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/24/2018 9:56 AM Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 08/24/2018 1:26 PM Procurement Services Kristofer Lopez Additional Reviewer Completed 08/27/2018 9:25 AM Emergency Medical Services Tabatha Butcher Additional Reviewer Completed 08/27/2018 12:05 PM Procurement Services Sandra Herrera Additional Reviewer Completed 08/27/2018 4:24 PM Procurement Services Ted Coyman Additional Reviewer Completed 08/30/2018 8:38 AM Procurement Services Swainson Hall Additional Reviewer Completed 08/30/2018 3:34 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 08/30/2018 4:08 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/04/2018 8:43 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/04/2018 8:48 AM Budget and Management Office Mark Isackson Additional Reviewer Completed 09/04/2018 10:52 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/04/2018 1:16 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/04/2018 1:29 PM Board of County Commissioners MaryJo Brock Meeting Pending 09/11/2018 9:00 AM 16.E.7 Packet Pg. 1731 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS INVITATION TO BID (ITB) FOR MEDICATIONS FOR EMERGENCY MEDICAL SERVICES SOLICITATION NO.: 18-7330 KRISTOFER LOPEZ, PROCUREMENT STRATEGIST PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FLORIDA 34112 TELEPHONE: (239) 252-8944 Kristofer.lopez@colliercountyfl.gov (Email) This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Consultant may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. 16.E.7.a Packet Pg. 1732 Attachment: 18-7330 Solicitation (6521 : EMS Medication Bid) 18-7330 Medications for EMS SOLICITATION PUBLIC NOTICE INVITATION TO BID (ITB) NUMBER: ITB 18-7330 PROJECT TITLE: Medications for Emergency Management Services POST DATE: March 13, 2018 PRE-BID CONFERENCE: N/A BID OPENING DAY/DATE/TIME: April 24 2018 @ 3:00PM PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FL 34112 All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://www.bidsync.com/bidsync-cas/ INTRODUCTION As requested by the Emergency Management Services Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance. BACKGROUND Collier County Emergency Medical Services (EMS) is committed to bringing compassionate and timely life -saving emergency medical care to the streets, homes, and workplaces of Collier County. In the line of duty, EMS professionals require specific medicat ion and supplies to service the citizens and visitors of Collier County. Historically, County departments have spent approximately $150,000 on these items. TERM OF CONTRACT The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one year renewal options. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the C OUNTY nonetheless remain with VENDOR. 16.E.7.a Packet Pg. 1733 Attachment: 18-7330 Solicitation (6521 : EMS Medication Bid) SCOPE OF WORK Collier County EMS hopes to establish a vehicle to purchase all pharmaceuticals used in the line of duty. The items requested are listed on the bid schedule and will be awarded per line item. AWARD CRITERIA ITB award criteria are as follows: ➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation. ➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County. ➢ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to: • County will award to multiple vendors based on the line item pricing of items 1 -82 from the bid schedule • Vendors must provide a price for at least 50% of items from bid schedule to be considered for award. ➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation. INSURANCE AND BONDING REQUIREMENTS Insurance / Bond Type Required Limits 1. Worker’s Compensation Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and Requirements Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption. An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/ 2. Employer’s Liability $___________ single limit per occurrence 3. Commercial General Liability (Occurrence Form) patterned after the current ISO form Bodily Injury and Property Damage $_1,000,000_single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. Indemnification To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement. 5. Automobile Liability $_________ Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile Included 6. Other insurance as noted: Watercraft $ __________ Per Occurrence United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ __________ Per Occurrence Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work. 16.E.7.a Packet Pg. 1734 Attachment: 18-7330 Solicitation (6521 : EMS Medication Bid) $ __________ Per Occurrence Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ __________ Per Occurrence Pollution $ __________ Per Occurrence Professional Liability $ ___________ Per claim & in the aggregate Project Professional Liability $__________ Per Occurrence Valuable Papers Insurance $__________ Per Occurrence Cyber Liability $__________ Per Occurrence Technology Errors & Omissions $__________ Per Occurrence 7. Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers’ check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 8. Performance and Payment Bonds For projects in excess of $200,000, bonds shall be submitted with the executed contract by Proposers receiving award, and written for 100% of the Contract award amo unt, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as “A-“ or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders’ surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 9. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 10. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly. 11. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state the Contract Nu mber, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. 12. Thirty (30) Days Cancellation Notice required. 1/5/18 - GG Name of Firm _______________________________________ Date _____________________ Vendor Signature ____________________________________________________________________ Print Name ____________________________________________________________________ Insurance Agency ____________________________________________________________________ Agent Name _______________________________________ Telephone _________________ 16.E.7.a Packet Pg. 1735 Attachment: 18-7330 Solicitation (6521 : EMS Medication Bid) Addendum #1 Date: April 20, 2018 From: Kristofer Lopez, Procurement Strategist To: Interested Bidders Subject: Addendum # 1 Solicitation # and Title Medications for Emergency Medical Services The following change is made to the above mentioned Collier County solicitation: 1. Price changes will be evaluated on a case by case basis with backup documentation from manufacturer of change in supply cost. 2. Bid Currently Ends April 24, 2018 @ 3:00 Bid end date has been extended until May 3, 2018 @ 3:00pm If you require additional information please post a question on the Online Bidding site or contact me at the information noted above. C: Tony Camps Please sign below and return a copy of this Addendum with your submittal for the ab ove referenced solicitation. (Signature) Date (Name of Firm) Email: Kristofer.lopez@colliergov.net Telephone: (239)252-8944 16.E.7.b Packet Pg. 1736 Attachment: Addendum #1 (6521 : EMS Medication Bid) Addendum #2 Date: May 18, 2018 From: Kristofer Lopez, Procurement Strategist To: Interested Bidders Subject: Addendum # 2 Solicitation # 18-7330 and Title: Medications for Emergency Medical Services The following change is made to the above-mentioned Collier County solicitation: 1. As reads: Collier County EMS hopes to establish a vehicle to purchase all pharmaceuticals used in the line of duty. The items requested are listed on the bid schedule and will be awarded per line line item. Change: County is requesting discount percentage off catalog price for all pharmaceuticals. 2. As reads: County will award to multiple vendors based on the line item pricing of items 1-82 from the bid schedule. Change: County will award to multiple vendors based on highest discount percentage off catalog price for pharmaceuticals. County intends to award on a Primary, Secondary, Tertiary, etc. basis. 3. As reads: The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation. Change: The county reserves the right to issue a formal contract, standard County Purchase Order, or Purchase using a Government Purchasing Card. 4. Revised Bid Schedule will be posted along with this addendum. If you require additional information please post a question on the Online Bidding site or contact me at the information noted above. C: Tony Camps Please sign below and return a copy of this Addendum with your submittal for the above referenced solicitation. Email: Kristofer.lopez@colliergov.net Telephone: (239)252-8944 16.E.7.c Packet Pg. 1737 Attachment: Addendum #2 (6521 : EMS Medication Bid) (Signature) Date (Name of Firm) 16.E.7.c Packet Pg. 1738 Attachment: Addendum #2 (6521 : EMS Medication Bid) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 A B C D E Bound Tree Medical Henry Schein, Inc. Item #Medication Description Discount Discount 1 Percentage discount off catalog price for Pharmaceuticals 32%Non-Responsive Conflict of Interest Yes No Declaration Statement Yes No Immigration Affidavit Yes No W-9 Yes No Insurance Requirements Yes No Opened by: Kristofer Lopez, Procurement Strategist Witnessed by: Adam Northrup, Procurement Strategist Provide a percentage discount off catalog pricing for pharmaceuticals. Exact number only, range estimates are not allowed. Bid Tabulation 18-7330 Medications for Emergency Medical Services 16.E.7.d Packet Pg. 1739 Attachment: 18-7330 Bid Tabulation (6521 : EMS Medication Bid) 16.E.7.e Packet Pg. 1740 Attachment: 18-7330 NORA (6521 : EMS Medication Bid)