HomeMy WebLinkAboutAddendum No. 1 & 2Attu of ami
KENNETH ROBE.RTSON
Chief Procurement Officer
JOHNNY MARTINEZ, P.E.
City Manager
ADDENDUM NO. 2
IFB No. 341290 November 15, 2012
Invitation For Bid (IFB) for Pharmaceuticals and Medical Supplies
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be
deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and reflect same on the documents you have on hand.
THE BID CLOSING DATE AND TIME FOR THIS SOLICITATION HAS BEEN CHANGED AS FOLLOWS:
IFB CLOSING DATE/TIME: 11/19/2012 @ 11:00 AM 11/27/2012 (cry. 11:00 AM
CHANGES MADE TO THE SPECIAL CONDITIONS OF THE IFB:
Special Condition Section 2.9, METHOD OF AWARD, has been amended as follows:
LINE ITEMS
Award of the line items identified in this contract will be made to the three (3) lowest responsive and
responsible bidders on an item -by -item, a combination/group of items, or a total of all items basis,
whichever is in the best interest of the City. Bidders may bid on one or all items. The City shall select
three (3) vendors, with the lowest deemed the "Primary Vendor", the next lowest the "Secondary
Vendor", and the following lowest the "Tertiary Vendor".
The Primary Vendor shall be given the first opportunity to deliver the line items goods identified in this
contract. If the Primary Vendor is unable to provide the goods, the City shall seek the goods from the
Secondary Vendor. Should the Secondary Vendor be unable to provide the goods, the Tertiary Vendor
will then be notified to fulfill the order.
BALANCE OF LINE
While the City has listed all needed items on the bid solicitation, there may be ancillary items that may
be purchased by the City during the term of this contract. For this reason, bidders are requested to
quote the percentage discount that will be offered to the City for items which do not appear in the Line
Items section of this bid solicitation.
Award of the Balance of Line will be made to a responsive and responsible bidder, per manufacturer
brand, who offers the highest percentage discount off the proposed manufacturer's latest published
price list or catalog. The bidder may subrnit its proposed manufacturer's price list or catalog with its bid
response in order to be considered for award; or at least within fifteen (15) calendar days from receipt
of Notice of Award. The price list or catalog must be common to and accepted by the industry in
general. For electronic bid responses, the manufacturer price list or catalog may be attached under the
"Attachments" section, under the "Header" tab, in the City's Oracle System.
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The following new clause has been added (after Section 2.33) to the Special Conditions of the IFB:
BALANCE OF LINE PERCENTAGE DISCOUNT SHALL BE FIXED FOR THE DURATION OF THE
CONTRACT
With the exception of increases to the percentage discount awarded, the percentage discount shall be
fixed for the duration of the contract (including all renewal options). Successful Bidder(s) will be allowed
to submit, throughout the term of the contract, updated new price lists or catalogs to the Department of
Purchasing at 444 S.W. 2nd Ave, 6th Floor, Miami, Florida 33130 (Attention Mr. Yusbel Gonzalez). If
accepted, these price lists or catalogs will become effective on the date indicated in the Amendment
published by the Purchasing Department.
Special Condition Section 2.28, PRODUCT SUBSTITUTES, has been amended as follows:
PRODUCT SUBSTITUTES
In the event a particular approved and awarded manufacturer's product becomes unavailable during
the term of the Contract, the Contractor awarded that item may arrange with the authorized City
representative (Contract Administrator or Designee), to supply a substitute product at the bid price or
lower*, provided that a sample is approved beforehand and that the new product meets or exceed all
quality requirements. Bidder shall not deliver any substitute product as a replacement to an approved
and awarded manufacturer product without express written consent of the Department of Purchasing
and Fire -Rescue prior to such delivery. Contractor shall replace items purchased by the City which are
of unacceptable quality or which are determined by the using department, unserviceable for any
reasons. Items covered by express warranty shall be governed by terms and conditions therein.
* When the awarded bidder is unable to provide the substitute product at the same bid price (or lower),
the City shall either purchase the substitute item pursuant to the Balance of Line percentage discount
or in accordance with the procedure described in the Special Conditions, Additions/Deletions of
Items/Products, of the IFB.
THIS CONCLUDES THE CHANGES MADE TO THE SPECIAL CONDITIONS SECTION OF THE IFB.
ADDITIONAL LINE ITEMS ADDED (AFTER LINE # 403) TO THE LINES SECTION OF THE IFB:
Airway Supraglottic Neonate I -Gel Size 1 - Intersurgical - 10/box - Item# IS18201 (NO
SUBSTITUTION). Number of Units: 50
Airway Supraglottic Neonate I -Gel Size 1.5 - Intersurgical - 10/box - Item# IS18215 (NO
SUBSTITUTION). Number of Units: 50
Airway Supraglottic Neonate I -Gel Size 2 - Intersurgical - 10/box - Item# IS18202 (NO
SUBSTITUTION). Number of Units: 50
Airway Supraglottic Neonate I -Gel Size 2.5 - Intersurgical - 10/box - Item# IS18225 (NO
SUBSTITUTION). Number of Units: 50
Airway Supraglottic Neonate I -Gel Size 3 - Intersurgical - 25/box - Item# IS18203 (NO
SUBSTITUTION) . Number of Units: 100
Airway Supraglottic Neonate I -Gel Size 4 - Intersurgical - 25/box - Item# IS18204 (NO
SUBSTITUTION). Number of Units: 200
Airway Supraglottic Neonate I -Gel Size 5 - Intersurgical - 25/box - Item# IS18205 (NO
SUBSTITUTION). Number of Units: 100
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HEREIN AFTER ARE THE ANSWERS TO THE QUESTIONS AND REQUESTS FOR CLARIFICATIONS
RECEIVED FROM PROSPECTIVE BIDDERS.
Q1: Is the Bidder allowed to make exceptions to the Terms and Conditions and if so, where in the portal
can the Bidder upload additional documents? When the Create Quote option is selected from the
Actions drop down menu, there's a page where Bidder has to accept the terms and conditions before
moving on. If it is possible to make exceptions to the terms and conditions, Bidder would like to be
able to make them and submit them with the bid response.
Al: In accordance with General Condition Section 1.35, Exceptions to General and/or Special Conditions or
Specifications, of the IFB, the following is stated:
"Exceptions to the specifications shall be listed on the Response and shall reference the section. Any
exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non-
responsive. [...j"
Bid responses which indicate exceptions to any of General or Special Conditions of the IFB shall be deemed
non -responsive. The terms and conditions which appear prior to submitting a bid response electronically are
taken from the General Conditions of the IFB. Taking exceptions to those terms shall also deem bidder's
response non -responsive.
Q2: Is a Bidder required to submit a bid bond for the amount of the bid? In section 1.11 of the General
terms and conditions, it states that all bidders/proposers are required to submit a bid bond if so
indicated under the Special Conditions, but Bidder could not find any further information about
whether or not Bidder is required to include a bid bond in their response.
A2: A Bidder is not required to submit a bid bond for IFB 341290.
Q3: When will the Bidder be notified if they were awarded the bid?
A3: Successful Bidder(s) will be notified of the bid award after the Commission of the City of Miami adopts a
resolution accepting the bidder's response and awarding a term bid contract to the Successful Bidder(s).
Q4: Must a bidder provide a price on all of the items or cana bidder price only what Bidder has available?
Bidder plans to download the Excel spreadsheet, add prices and then import into the City's system.
A4: In accordance with Special Condition Section 2.9, Method of Award, the following is stated:
"(...] Bidders may bid on one or all items. [...]"
Bidders are not required to bid on all items. Bidders are allowed to bid on those items for which they are
authorized to sell.
IMPORTANT: For electronic bid responses, although the "Quote by Spreadsheet" option is available in the
"Create Quote" page, Bidders are kindly asked not to use this option. This feature has not been fully tested.
Instead, Bidders are to fill in all of the required information under the "Header" and "Lines' tab in the 'Create
Quote" section. See picture in the next page.
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Q5: Lines 58, 59, and 60 of the IFB contain the LifePak12 cables that Physio discontinued. The new
versions are a two cable configuration instead of the old 3 piece. Is it acceptable to bid the new
version that is available?
A5: Yes, it is acceptable to bid the new version of the LifePak 12 cables.
Q6: Line 77 of the IFB - Ambu Medibag has been updated and replaced. Is it acceptable to bid the updated
and replaced version?
A6: Yes, it is acceptable to bid the updated and replaced version of the Ambu Medibag.
Q7: Lines 100 — 105: IV Catheters and Lines 118 — 123: IV Catheters appear to be the same products by
manufacturer number. Is there a difference? If so, what is the specific difference?
A7: These line items are for the same product, as such Lines 118 to 122 of the IFB have been removed, with the
exception of line # 123 which has been updated as shown below.
Lines 100, 101, 102, 103, 104, and 105 of the IFB remain. The Number of Units for lines 100, 101, 102, 103,
and 105 have been updated in the IFB document as follows:
Line 100 Number of Units: 29 270
Line 101 Number of Units: 35 335
Line 102 Number of Units: 59 450
Line 103 Number of Units: 250 850
Line 104 Number of Units: 250 Remains the Same. No Change.
Line 105 Number of Units: 48 290
Line 123: MEDICAL SUPPLIES - Critikon Protective IV Catheter, 50 per box, 20 Gauge x 1.75"
Mfg. SmithsMed, Item No. 05-3056, OR EQUAL
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Q8: Line 137 - what size (i.e. 2oz, 3oz etc) should the Syringe be?
A8: The size should be 2 oz. The line item description has been modified in IFB document as follows:
Ear & Ulcer Syringe, 2oz., Mfr. C.R. Bard, Inc., Item No. 0035820, OR EQUAL
Q9: Line 164 — Bougie. The Manufacturer Part number is for an Asherman Chest seal, which is listed
already in the bid under Line # 18. Is this for the part number or a Bougie?
A9: The manufacturer part number specified in line 164 and 18 is for an Asherman Chest Seal. As such, Line 164
has been removed and Line 18 remains.
Q10: Line 200 and 202 of the IFB appear to be the same. Is this accurate?
A10: That is correct. Lines 200 and 202 are for the same item. As such, line item # 202 has been removed and line
item # 200 remains. The Number of Units for line # 200 has been updated in the IFB document as follows:
Line 200 Number of Units: 2 102
Q11: Line 287 and 288 of the IFB appear to be the same. Is this accurate?
Al 1: That is correct. Lines 287 and 288 are for the same item. As such, line item # 287 has been removed and line
item # 288 remains.
Q12: Line 289, 290, 291 and 292 of the IFB appear to be the same. Is this accurate?
Al2: Line items 289 to 292 are not the same. The lines have either different manufacturer item numbers or specify
a different case color.
Q13: Line 232 and 298 of the IFB appear to be duplicate items. Is this accurate?
A13: That is correct. Lines 232 and 298 are for the same item. As such, line item # 298 has been removed and line
item # 232 remains. The Number of Units for line item # 232 has been updated in the IFB document as
follows:
Line 232 Number of Units: 2 30
Q14: The manufacturer number doesn't match the item description for Line 324 of the IFB. Please provide a
better description and check the number.
A14: Line 324 of the IFB has been updated in the IFB document as follows:
MEDICAL SUPPLIES — Multi -Purpose Sharp Container Large, 5 Quart Container, Round, Red,
6.75" H x 8.75" D., Mfr: Kendall Covidien, Mfr. Item# 8950SA, OR EQUAL
Q15: Line 342 of the IFB appears to be a duplicate entry. Is this accurate?
A15: Line 342 of the IFB is not a duplicate entry. This line item remains.
Q16: Line 392 of the IFB — a better description or correct manufacturer number is needed.
A16: Line 392 of the IFB has been updated in the IFB document as follows:
MEDICAL SUPPLIES - Water Jel Burn Dressing, Mfg. Water-Jel Technology, Mfr Item # 417701
0818-20, OR EQUAL
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Q17: Line 393 of the IFB — a better description or correct manufacturer number is needed.
A17: Line 393 of the IFB has been updated in the IFB document as follows:
MEDICAL SUPPLIES - Water Jel Fire Blanket 3630-04, 4 per box, Mfg. Water Jel
Technology, Mfr. Item # 44040 3630-04, OR EQUAL
Q18: Page 194 of the IFB, General Condition Section 1.27, DEFAULT/FAILURE TO PERFORM, states a three
(3) day timeline to remedy a default and Special Condition Section 2.31 Termination, Page 214 of the
IFB, states a thirty (30) day timeline to remedy a default. Which is the correct timeline?
A18: According to General Condition Section 1.30, DISCREPANCIES, ERRORS, AND OMISSIONS, subsection A.,
the following is stated:
A. Order of Precedence — Any inconsistency in this. formal solicitation shall be resolved by giving
precedence to the following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions"
In accordance with the above, Special Condition Section 2.31 shall be given precedence over General
Condition Section 1.30.
Q19: A Bidder has a concern regarding price increases through the term of the two-year contract (Section
1.37, FIRM PRICES, Page 197), specifically pharmaceutical price increases. Bidder also has a concern
regarding Section 2.6, Escalation / De -Escalation Clause, pg 209, point 4, "to be approved by"
statement. Will the City of Miami accept a bid submission and approve a bid award with a protection
clause to "pass on" (not request) increases with written manufacturer documentation? This request is
due to the high volatility of pharmaceutical pricing, due to market conditions and the anticipated costs
associated with complying with federal legislation being considered by Congress relating to the
manufacturing of drugs. The clause would also include the right to find an alternative pharmaceutical
product(s) at no additional cost or to discontinue the affected increased product(s).
A19: The City will not- consider additional terms and conditions submitted by a Bidder. According to Special
Condition Section 2.32, ADDITIONAL TERMS AND CONDITIONS: "No additional terms and conditions
included as part of your [Bidder's] solicitation response shall be evaluated or considered, and any and all such
additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If
submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal
letters, specifications, literature, price lists or warranties, it is understood and agreed that the General
Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and
that the bidder's/proposer's authorized signature affixed to the bidder's/proposer's acknowledgment form
attests to this.(...]"
The City acknowledges the fluctuating nature of prices of pharmaceuticals and medical supplies listed in this
IFB. As such, a provision has been made, according to Special Condition Section 2.6, for prices to be
escalated or de-escalated after the initial two (2) year term.
Additionally, at any time during the term of the contract, should pricing or availability of supply be affected by
extreme or unforeseen volatility in the marketplace, Successful Bidder(s) may seek relief in accordance with
Special Condition 2.7, Equitable Adjustment, which states:
"The Purchasing Department may, in its sole discretion, make an equitable adjustment in the contract
terms and/or pricing if pricing or availability of supply is affected by extreme or unforeseen volatility in
the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due
to circumstances beyond the successful bidder(s) control, (2) the volatility affects the marketplace or
industry, not just the particular contract source of supply, (3) the effect on pricing or availability of
Page 6
supply is substantial, and (4) the volatility so affects the successful bidder(s) that continued
performance of the contract would result in a substantial loss. Successful bidder(s) might have to
supply documentation to justify any requested percentage increase in cost to the City of Miami."
Q20: Please confirm that Alternate Responses May Be Considered (Section 1.5, pg 188). Can a vendor
submit two separate bids — one for medical supplies only and separate submission for
pharmaceuticals only?
A20: Alternate responses may be considered for those line items which state "OR EQUAL". However, not in the
matter as stated in this question. This section of the IFB allows bidders to provide an alternate bid response
"provided, that the alternate response offers a different product [emphasis added] that meets or exceeds the
formal solicitation requirements."
EXAMPLE:
An alternate bid response would be: a bidder bids a type of brand for a line in the IFB, but then also
submits an alternate bid for that same line item, indicating a different product brand. See sample
below.
Line 1 - PHARMACEUTICALS - 0.4% Lidocaine Hydrochloride and 5% Dextrose Injection
(4mg/ml) 250m1, 24 per case, Mfg., Baxtor, Item # 2B0972, OR EQUAL
Manufacturer: Baxtor Unit Price: $20.00
AN ALTERNATE RESPONSE TO THE LINE ITEM ABOVE WOULD BE:
Line 1 - PHARMACEUTICALS - 0.4% Lidocaine Hydrochloride and 5% Dextrose Injection
(4mg/ml)250m1, 24 per case, Mfg., Baxtor, Item #2B0972, OR EQUAL
Manufacturer: ABC Unit Price: $19.00
ALL.OTHERTERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
Fat: Kenneth Robertson
Director/Chief Procurement Officer
KR:yg
Cc: Bid File
• Page 7
(tit if i
KENNETH ROBERTSON JOHNNY MARTINEZ, P.E.
Chief Procurement Officer City Manager
ADDENDUM NO. 1
IFB No. 341290 November 7, 2012
Invitation For Bid (IFB) for Pharmaceuticals and Medical Supplies
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be
deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain
unchanged. Please note the contents herein and reflect same on the documents you have on hand.
THE BID CLOSING DATE AND TIME FOR THIS SOLICITATION HAS BEEN CHANGED AS FOLLOWS:
IFB CLOSING DATE/TIME: 1''� ./1 /2012 ^^ 14:OO 11/19/2012 (&,11:00 AM
Another addendum will be forthcoming with changes to the Lines, Special Conditions, and answers to questions
received by Prospective Bidders.
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
KR:yg
Cc: Bid File
Sincerely,
Kenneth Robertson
Director/Chief Procurement Officer
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