Prescription & OTC Sundry Drugs Annual Contract

INVITATION FOR BIDIFB #008-46For the provision of:Prescription & OTC Sundry Drugs Annual ContractHall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors on to purchase Prescription & OTC Sundry Drugs (herein “Services”) on an as needed basis for the Hall County Correctional Institute and Hall County Jail with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services. Schedule of Events:Date IFB Issued: March 26, 2025Bid Due Date: April 10, 2025Bidding Process: Hall County is now accepting sealed bids for the provision of Prescription & OTC Sundry Drugs Annual Contract 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 10, 2025.Bidders must submit three (3) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents. Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.Proposal Documents: Bidders may download bid submittal documents via the County’s website at https://www.hallcounty.org/Bids.aspx then scroll down and choose IFB #008-46, Prescription & OTC Sundry Drugs Annual Contract.  All bid documents are available for download at the bottom of the webpage.General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia. Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred 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 for Services.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.Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.1.0        SCOPE OF WORKGeneral: To provide Prescription & OTC Sundry Drugs on an as-needed basis for the Hall County Correctional Institute and Hall County Jail with a guaranteed, firm bid price for a 12-month period. This contract will begin upon contract execution or July 1, 2025, whichever is later, and be in effect until June 30, 2026. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.Basic Requirements/Specifications: The following minimum specifications shall apply to the requested services:All unit prices quoted below must be for new and unused products.  No alternate manufacturers or products will be accepted unless otherwise notated with ‘or equivalent’ in the Item Description.   All purchases made by the County are tax exempt per Exemption Certificate #58-6000836.  1.1          All material will ship FOB Destination, Freight Prepaid and Allowed, to the following locations: a.    Hall County Correctional Institution 1698 Barber Road Gainesville, GA 30507 b.    Hall County Jail        1700 Barber Road          Gainesville, GA 305071.2          Contract Coverage: Vendors responding to this invitation must be able to provide 24                              hour-a-day coverage for the entire contract period.   This is a mandatory requirement                              you must be willing to meet due to the facilities being penal institutions. a.    Regular Hours: Defined as the hours of operation your business is usually open     to the general public. State these hours in the proper space provided on the Vendor Information sheets. b.    After Regular Hours: Defined as those hours you are normally closed to the        general public. c.     Emergency Status Calls After Regular Hours: Routine hours of operation will  normally be sufficient for requirements of this invitation; however, there are times that a location may not be able to wait for normal working hours and will have to call you during after-hours under emergency status. This is a mandatory requirement you must be willing to meet due to the facilities being penal institutions. If you need to charge a fee for such calls, you must show this as a per call charge in the proper space on Exhibit C – Mandatory Cost Proposal Worksheet  1.3           Price Determination of Items: a.    Prescribed Drugs: Prices for these items will be determined by using the         current at time of sale “Redbook Average Wholesale Price” plus (+) or minus (-a                    fixed percentage. Price is to be the lowest listed price for the largest quantity                    available for each item, regardless of size quantity prescribed. b.     Non-Prescribed, Over the Counter (OTC) Items: Prices for these items will be       determined by the “As Marked” price or at the price charged the general public plus (+) or minus (-) a fixed percentage. This percentage will be presumed to be applied to the total monthly amounts for this type of purchase instead of for each item or for each purchase. All invoices for these items must show general public price and discount to Hall County. 1.4. Delivery Service: Delivery service is a mandatory requirement to bid this invitation;                 however, if a charge is necessary, so state on EXHIBIT C – Mandatory Cost                Proposal Worksheet in space provided. If added, this charge is to be a one charge                for all individual prescriptions delivered on each delivery to each facility, not each                individual prescription. a.     Prescriptions called in before 11:00 am are to be filled and delivered to each            facility no later than 2:00 pm daily. b.      Prescriptions called after 11:00 am are to be filled no later than 5:00 pm   daily to be picked-up by County personnel OR, in the event they are not picked-up, delivered the next day per “item a” above.1.5. Prescription Taking:  Prescription orders called in for Hall County are to be taken by and filled by a State of Georgia registered pharmacist. This is a mandatory requirement you must be willing to meet due to the facilities being penal institutions. 1.6. Blister Packs: The use of blister packaging is to be utilized when possible. a.   Prescriptions: Use blister packs with prescribing doctor’s permission. b.   Over the Counter (OTC) and Sundry Drugs: Use blister packs when available. 1.7. Payment:  a.    Each prescription is to be listed on a separate invoice, showing the following additional minimum information: 1.      Patient’s Name;2.      Prescribing Doctor;3.      Drug Name (Brand Name And Generic Name);4.      Quantity Prescribed and Quantity Supplied;5.      Prescription Number;6.      Price;7.      Original Signature of Receiving County Personnel; b.    Invoices received with any of the required information listed above missing will not be considered as a “Correct Invoice” and will be returned to vendor. 1.8. Quantities Listed on Prescriptions: Quantities listed on prescriptions are not to be reduced by pharmacist. If you do not have a prescribed quantity in your stock, you are to notify the County department involved and County will make decision to wait or take prescription elsewhere. 1.9. Generic Brands: Generic brands are to be utilized only with prescribing doctor’s permission. 1.10.  Priority Status: Hall County will expect successful bidder(s) to give “Priority Service” on any    County call for service. 1.11. Toll Free Phone: Vendor will be required to have toll free phone number or accept collect calls         if located outside Hall County area. State this number or willingness to accept collect calls on         the Vendor Information page.     2.0   SUBMISSION OF BIDS2.1    Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.2.2    Bidders must submit their response in a sealed envelope clearly marked with “IFB #008-46, Prescription & OTC Sundry Drugs Annual Contract,” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.2.3    Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.Exhibit A – Mandatory Bid Response SheetExhibit B – Mandatory Contract for ServicesExhibit C – Mandatory Cost Proposal WorksheetExhibit D – Mandatory W-9 FormExhibit E – Mandatory E-Verify AffidavitExhibit F – Mandatory Ethics AffidavitExhibit G – Mandatory QuestionsCopy of Business LicenseCertificate of Insurance2.4    Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.2.5    All bids must be sealed.2.6    If a Bid Bond is required then it must be included in the bid response. N/A for this bid.2.7    Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.2.8    Bids openings are open to the public. Bidders may attend, but they are not required to do so.2.9    All bids, supporting materials, and correspondence relating to this IFB become property of the County.2.10  Bidder bears all responsibility for expenses incurred in responding to this IFB.2.11 Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays.Julie DoroughIssuing OfficerHall County Government CenterPurchasing Division – 4th Floor2875 Browns Bridge RoadGainesville, Georgia 30504 NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4th floor.