Disposable EMS Supply Annual Contract

Hall County, Georgia Board of Commissioners is seeking qualified vendors to purchase disposable EMS supplies for use by Hall County EMS and Fire Rescue (herein “Services”). The County seeks to award one (1) vendor to perform all the services.  The County will make any extension of the bidding period by a formal written addendum and publicly posted on the County Website. Date IFB Issued:  March 20, 2024Bid Due Date: April 4, 2024                     Bidding Process: Hall County (herein “County”) is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, April 4, 2024. Bidders must submit  two (2) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include on one (1) USB Flash Drive with all documents.  Proposal Documents: Bidders may download bid submittal documents via the County’s Website at https://www.hallcounty.org/Bids.aspx  then choose Disposable EMS Annual Contract. General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded if required to do so in the State of Georgia.  Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one-hundred and twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award.  The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled ‘Mandatory’ must be completed and returned with the bid. Please sign Exhibit B - Contract.                           Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any bidder, without liability on part of the County to the Bidder to complete the described Work.  The County will award the contract to one (1) vendor to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.   SCOPE OF WORK: General: To provide disposable EMS supplies for use by Hall County EMS and Fire Rescue with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2025. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.          Specifications: The following minimum specification shall apply to the requested services:           1.1         Inventory Software Management Specifications:                           The winning bidder shall furnish and supply a minimum of 45 licenses using Operative IQ Inventory Software Management System to assist in the management of supplies and assets at no cost to the Hall County EMS Department and Fire Department.  All bidders must submit or provide a demonstration of the software requested.   This can be provided in the following formats:  USB storage device or web meeting presentation.           1.2         Overall Description:                        Operative Inventory Management Software must be web based that allows for the receiving and issuing of equipment and supplies.  It must also be able to expand in order to assist with supply and equipment management and tracking of multiple EMS vehicles and EMS stations within the department.  The vehicle inventory vehicles (ambulances, sprint vehicles, special response vehicles, and disaster trailer) as well as HCFR.  Any additional vehicles wishing to be added beyond the above mentioned will be provided at no cost to Hall County.                        The system must be in a hosted environment by the vendor.  No onsite computer servers or IT support will be provided by Hall County.  Data back-up shall be provided by the vendor however, in the event that the winner of this bid should lose the contract in the future, Hall County reserves the right to retain any and all software data placed into the system prior to and up to contract termination as well as the software licenses.  1.3         The product must have the following capabilities to be considered and the vendor shall provide at no cost the following options:                                              a.   System configuration tools                                    b.   Manage levels of access (Security)                                    c.   Ability to manage multiple supply rooms                                    d.   Supply room inventory management                                    e.   Supply request management                                     f.    Supplier/distributor management                                    g.   Narcotics/controlled substance tracking and reporting                                    h.   Create supplier purchase orders                                    i.    Receive supplies against suppliers purchase orders                                    j.    Automatic email notification/reporting                        k.   Mobile inventory management with Bluetooth barcode reader and all accessories for maintain and charging system                        l.   Electronic inventory reports must be user configurable, must be able to export into multiple formats (At a minimum:  excel, PDF, CSV, HTML), must be able to provide  reports such as:  total inventory, inventory variance, usage, expired items, track expiration dates, financial reports on expired medications, vehicle maintenance reports, mileage, vehicle fix requests, damage, preventative maintenance, asset information.                         m.  Ability to generate reports:  Adhoc canned, adhoc custom, scheduled emailed                        n.   Equipment/supply check in – check out manager with the availability to issue equipment to an employee and then check the equipment back in at a later time, notify when items are overdue for check in.                                      o.   User interface for the inventory of ambulances and equipment                         (touch screen ready interface, sealed and unsealed cabinet verification, expired drug notification, vehicle inventory manager.)                                    p.   Supply request manager                                    q.   Expired drug notification                                    r.   Vehicle inventory manager                        s.   Vehicle maintenance checklist should include but not be limited to such information    as personnel, mileage, pre-shift inspection checklist, fuel level, lost/damaged equipment noted, notification of scheduled preventative maintenance dates.                                     t.   Vehicle inspection history                        u.  Fleet manager and maintenance software package for fleet numbers noted as above.   Software to include vehicle maintenance schedule with notifications.                                    v.  Electronic inventory requests                        w.  Manage fixed assets with information such as purchase date, asset #, serial #, preventative maintenance requirements, notifications of PM dates, and the ability to attach files to asset, keep track of warranty and receipts, custom online maintenance forms.                         x.   Must provide user documentations such as user manual and administrator manual                        y.   All hardware must interface with software; bar code printers, handheld scanners, desktop computer, laptop computer, etc.                         z.  Security requirements must include but not be limited to identity authentication requirement, automatic timed log off, security privilege management.  Disaster supply and kit inventory management – for check in/out; track supplies and expiration date; verify seals; manage.