Bid Solicitation for IFB7081 Ambulances

Invitation: Sealed bids, subject to the conditions included in this Invitation for Bid (IFB), will be received in the Office of Category Management and Procurement at the University of Mississippi Medical Center (UMMC). All bids must be received in the Office of Category Management and Procurement on or before the bid opening time and date listed herein. Delivery of bids must be during normal working hours, 8:00 a.m. to 4:30 p.m. CST, except on weekends and holidays when no delivery is possible.

Bidders must submit their bids either electronically or in a sealed envelope. Sealed bids should include the bid number on the face of the envelope as well as the Bidder’s name and address.

The following address should be used for submitting your bid:

The University of Mississippi Medical Center

Office of Category Management and Procurement

504 Clinton Center Drive, Suite 4300

Clinton, MS 39056

For electronic submission, the Bidder should go to: https://www.ms.gov/dfa/contract_bid_search

Online learning instructions on how to submit your quote electronically can be obtained by logging onto the Mississippi Management and Reporting System website at www.mmrs.state.ms.us/vendors/index.html, next, click on “Supplier Training”, and last, select the LOG820 Supplier Self Service Course link and then “launch Course”.

If you are having problems submitting your quote electronically, please contact the MAGIC Support Center at (601) 359-1343 or email at mash@dfa.ms.gov

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A. SPECIAL INSTRUCTIONS:

1. IFB PREPARATION:

The information provided within this IFB is intended to assist Bidders in the preparation of a proper response. It is designed to provide interested Bidders with sufficient basic information to submit proposals meeting minimum requirements; it is not intended to limit a proposal’s content, or to exclude any relevant or essential information or data thereof. Bidders are permitted (and encouraged) to expand upon specifications to evidence service capability under any agreement.

The Office of Category Management and Procurement of UMMC is the issuing office for this document and all subsequent addenda relating thereto. The reference number for this transaction is Bid No. 7081. This number MUST be referenced on all Bids, correspondence, and documentation relating to this IFB.

The Bidder will absorb all costs incurred in the preparation of a bid.

Bidders are responsible for examining and following all specifications, terms, conditions, and instructions in the IFB. Failure to do so will be at the Bidder’s risk. Bidders may request in writing an interpretation or correction of any inconsistency or error within the invitation, which would be evident to any reasonably prudent Bidder. All such questions, in order to be considered, must be sent via email to Kendra Carter at kcarter2@umc.edu and John Shows at jashows@umc.edu at least (5) business days prior to the IFB closing date. Questions should be directed in writing or by email only; phone calls will not be accepted. Any unauthorized contact must not be used as a basis for responding to this IFB and may result in the disqualification of the Bidder’s submittal.

Bidders are hereby informed that only the written interpretation or correction so given by the authorized UMMC representative, as noted above, must be binding and prospective and that no other agent, or employee of UMMC is authorized to provide information concerning, or to explain or interpret the IFB, unless otherwise notified. Such interpretations or corrections, as well as any additional provisions that UMMC may decide to include, will be issued in writing as an addendum to the IFB documents and binding on all prospective Bidders. UMMC will make addenda available to all known prospective Bidders.

2. IFB RESPONSE OUTLINE

Bids must be written, concise, and in the format prescribed by this IFB. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections, failure of which may be cause for rejection of Bid:

2.1 Proposal Form

The attached proposal form must be completed with Bidder’s proposed Bid and contact information, as well as any and all relevant information

2.2 Distribution

At UMMC’s discretion, Bidders may be required, as appropriate, to provide their product(s) through UMMC’s designated partner. Contact information for the designated distribution partner will be provided as appropriate.

2.3 Price List

The Bidder must submit a current manufacturer's published price list for all products being proposed. The term "published price list" is intended to mean that an office typed and/or copied list will not qualify.

Pricing information to be submitted must include the following:

• Brand: the brand name of the products being proposed.

• Model No.: the model number of the product(s) being proposed.

• Description: a brief description of the product(s).

• Contract Purchase Price: the maximum price to be paid by state agencies and governing authorities during the term of the contract.

• Discount: the percentage discount or range of discounts, off of the published price list, being offered for the products listed.

2.4 Additional Information to be Included

In addition to answering each specification within this IFB, the Bidder must include complete product and service information, including product pictorials and technical and/or descriptive literature, relative to any product and/or service offered with the Bid. Information submitted must be sufficiently detailed to substantiate that the products and/or services offered meet or exceed specifications.

Bid samples or descriptive literature should not be submitted unless expressly requested herein. Unsolicited bid samples or descriptive literature which are submitted at the Bidder's risk will not be examined or tested and will not be deemed to vary any of the provisions of the IFB.

Further, any sample submitted will be returned only at Bidder's expense. When samples are requested, it may be necessary that the sample be damaged or destroyed in the process of evaluation, in which case neither the State nor UMMC must be responsible for reimbursement to the Bidder.

3. CONFIDENTIAL AND/OR PROPRIETARY INFORMATION

Bidders should mark any and all pages of the proposal considered to be proprietary information which may remain confidential in accordance with Miss. Code Ann. §§ 25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the Bidders considers trade secrets or confidential commercial or financial information should be on a different color paper than non-confidential pages and can be marked in the upper right-hand corner with the word “CONFIDENTIAL”. Failure to clearly identify trade secrets or confidential commercial or financial information will result in that information being released subject to a public records request.

UMMC is a public agency of the State of Mississippi and is subject to the Mississippi Public Records Act, Miss. Code Ann. § 25-61-1, et seq. If a public records request is made for any information provided to UMMC regarding this IFB, UMMC must promptly notify Bidders of such request. UMMC must not be liable to Bidders for disclosures of information required by court order or required by law. UMMC also is subject to the provision of the Mississippi Accountability and Transparency Act of 2008, Miss Code Ann. § 27-104-151, et seq., and is required to provide public access to its financial information and expenditures through the Institutions of Higher Learning Accountability and Transparency website.

B. SCOPE OF WORK

The University of Mississippi Medical Center (UMMC) is seeking one (1) vendor to provide two (2) Type 1 Ambulances that meets the minimum requirements of this IFB. Bidders that do not meet these qualifications, in judgment of UMMC, will be disqualified. The supplier should submit pricing as requested on the bid proposal form. Depending upon cost and specific needs, UMMC will purchase two (2) ambulances from one supplier with the following configurations:

• Type 1 Ambulance for Single Patient

• Type 1 Ambulance for Multiple Patients

Bidder’s proposal should include a detailed discussion addressing specifications as listed below. If the response to a specification is simply “acknowledge,” Bidder should also provide evidence or examples from previous implementations of a similar nature. Bidder’s proposal must address in each response to specifications regarding system requirements and/or functionality whether the proposed system meets the specification in existing released version or if the particular feature is under development for the proposed system.

Some specifications are considered MANDATORY for this IFB. Bidder may not take exception to these specifications. Failure to comply with mandatory requirements will result in invalidation of Bidder’s proposal. Specifications marked “PREFERRED” are highly valued, but not required. Failure to comply with preferred specifications will not lead to disqualification.

The specifications listed below are not exhaustive and any additional specification of the Bidder’s Flow Cytometer and services should be included in its proposal.

C. SPECIFICATIONS

1. General Specifications

1.1. Ambulances and Critical Care Trucks must conform to “Star of Life” KKK-A-1822F standards as specified by the United States General Services Administration. Bidder must furnish an authenticated certification and label stating that the ambulance and equipment comply with the “Star of Life” standards and specifications. MANDATORY

1.2. All vehicles must conform to the Mississippi Department of Health, Bureau of Emergency Medical Services Rules and Regulations. MANDATORY

1.3. Bidder shall have a certified maintenance service center or approved manufacturer service center within 25 miles of Jackson, Mississippi. PREFERRED

1.4. Bidder shall provide progress updates monthly on vehicle build to include pictures. On-site visit shall include a minimum of three (3) visits (initial, 50% completion, final inspection) at bidder costs.

1.5. UMMC is concerned with liability and warranty issues, so we are preferring that all bidding vendors build their own body, build their own cabinets and paint their own body and components in house.

1.6. Bidder to provide estimated delivery date.

2. Type I Ambulance Specifications:

2.1. Chassis Requirements:

2.1.1. Ambulances should have a new International or equal chassis with two (2) wheel drive and Diesel engine. Module shall not exceed the chassis manufacturer’s recommended gross vehicle weight (GVW) per axle minus 1,000 pounds. MOTOR size – 8.9L, 380HP, 1250 ft. lb torque. PREFERRED

2.1.2. Ambulances shall have at least 19,500lb Gross Vehicle Weight Rating (GVWR). PREFERRED

2.1.3. Ambulances must have a conventional double cab chassis furnished with at least four (4) doors enclosed. MANDATORY

2.1.4. Bid shall include module crash test data verified by a certified independent agency.

2.1.5. Bidder shall be a vehicle manufacturer authorized modifier.

2.1.6. Bidder shall provide proof of product liability coverage with its bid proposal.

2.1.7. The cab must have installed an OEM AM/FM/CD stereo radio with Bluetooth/Satellite radio capabilities with multiple cab speakers with GPS. PREFERRED

2.1.8. The radiator must be an OEM High capacity for use with ambulance prep package. MANDATORY

2.1.9. High-capacity air conditioner and heater with ambulance package. MANDATORY

2.1.10. There must be OEM heated / remote controlled motorized mirrors – with incorporated convex mirrors. MANDATORY

2.1.11. There will be heavy duty aluminum non-slip surface boards with grip strut inserts installed on the cab by the ambulance builder. There will be front mud flaps built into the boards. Additional framing will be welded beneath the running boards to give stronger support. MANDATORY

2.1.12. Chassis shall have dual alternators rated at minimum 400amps.

2.1.13. The ambulance builder shall install a front console between seats that will house, dual cup holders, front switch panel, radio head, cell phone slot, portable radio holder, V-MUX controller, glove box holders and map book slots. The console will also be equipped with a 125V outlet and a USB port. Havis – C-ARM-102 Armrest mounted on each side of the console. Design will be finalized at prebuild meeting.

2.1.14. Chassis shall control power door locks on all exterior doors.

2.1.15. The ambulance cab and module must be painted in white color paint. Paint must be the same for cab and module. MANDATORY

2.1.16. Push button secure idle security (anti-theft device) must be installed. MANDATORY

2.1.17. Leather seating with heat and cooling capabilities. PREFERRED

2.1.18. Fuel tank at a minimum to travel distance of 500 miles. Diesel tank shall be clearly labeled.

2.1.19. LED headlights and fog lights. MANDATORY

2.1.20. A pair of PIAA LP530 LED fog lights must be mounted on the front bumper and independently switched on from the V-MUX. MANDATORY

2.1.21. Diesel locking fuel caps. MANDATORY

2.1.22. DEF tank at least eight (8) gallons with external fill on driver’s side. DEF tank must be clearly labeled. PREFERRED

2.1.23. Hidden unlock switch located in grille area. MANDATORY

2.1.24. Minimum Two (2) OEM Batteries under the hood. PREFERRED

2.1.25. On board compressor and dual battery charger. MANDATORY

2.2. Module Requirements:

2.2.1. Module shall have a minimum 20-year warranty with remount coverage by manufacturer or certified representative.

2.2.2. Power inverter shall be minimal 3000 watts substantial enough to withstand use of all power options in the unit, as well as all 125v outlets simultaneously.

2.2.3. Interior dimensions shall be at least 180 inches long by 73 inches high.

2.2.4. Ground height shall not exceed 114”

2.2.5. Rear module display shall have a reflective overlay over the entire surface between corner posts and exterior door.

2.2.6. 125V outlet on each side of exterior box with weather proof cover painted same color as box.

2.2.7. Bidder shall quote standard cabinet configuration. Customer to finalize cabinet build at initial inspection.

2.2.8. There shall be polished aluminum rub rails around module.

2.2.9. Module exterior doors shall have shock style door controller and locks.

2.2.10. Module side door shall be an EZ Glide Door. PREFERRED

2.2.11. Module shall have outside module access for the dumping suspension system, including when the left rear door opens.

2.2.12. Module shall have polished aluminum wheels. Module shall have independent four (4) “Liquid Spring” or an equivalent suspension along with air bag/leaf spring suspension.

2.2.13. Module shall have minimum of eight (8) 125v outlets with 2 USB charging port (Type A & C) with total output of 4.2 Amp and five (5) 12v outlets. Location of the outlets will be specified by Children’s Transport after award of Bid. Bidder shall include additional power outlets quoted as options.

2.2.14. Module shall have a minimum of six (6) oxygen outlets. Location of the outlets will be specified by Children’s Transport prior to build.

2.2.15. Module shall have a minimum of four (4) medical air outlets. Location of the outlets will be specified by Children’s Transport prior to build.

2.2.16. Module shall have a minimum of two (2) built-in suction and/or vacuum systems having capabilities of intermittent suction.

2.2.17. The aluminum Frame structure shall be 2” X 2” tubes spaced NO FURTHER APART THAN 12 inches.

• The roof, sides and all doors shall be fabricated from a MINIMUM of .125- gauge aluminum sheet stock. We are requesting that the ambulance body superstructure be fully seam welded together and not use caulk to cover any seams in the body. We understand that not all builders perform this as normal practice, as for our safety requirements and longevity of the body, this will be a major factor in the decision process.

2.2.18. All entry points to the module shall have grab bars for safe entry and exit of the unit.

2.2.19. Exterior doors shall have a reflective covering visible when doors are open.

2.2.20. Reflective covering shall include at least one-third (1/3) of interior door surface area.

2.2.21. Reflective covering shall match reflective material on the exterior rear of the module.

2.2.22. Chassis and Module shall be wrapped with graphics provided by UMMC/Children’s Hospital. PREFERRED

2.2.23. Exterior doors shall have LED warning lights that activate when doors are open and shall be located on the interior of the exterior door.

2.2.24. Module shall have a minimum three (3) to six (6) inch drop at curb side entry.

2.2.25. Curb side entry door shall have additional step in stepwell.

2.2.26. The unit shall have a monitoring system in the forward module with continuous monitoring of a forward-facing camera that will continuously monitor the road as well as the interior of the cab.

2.2.27. The entire module must be insulated and sound–proofed, including the underside of the module and steps. Module must have Polyurethane Spray Foam applied to the ceiling, walls, exterior doors, and underside of the vehicle. Module must also contain Temp-Coat or equivalent liquid acrylic latex ceramic insulation applied to interior of the ambulance module roof and floor. MANDATORY

2.2.28. Sound absorbing material and 3M sound tape or equal product on top of wheel well inner liner. MANDATORY

2.2.29. Sound/Thermal insulation plus spray foam insulation in module doors. MANDATORY

2.2.30. Sound absorbing material on exterior side of side door stepwell – enclosed with aluminum cover. MANDATORY

2.2.31. Add Hushmat or equivalent around side door stepwell to reduce road noise. MANDATORY

2.2.32. Install sound absorbing material on the interior exposed walls of the exterior compartment. 3M Sound abatement tape or equivalent product. MANDATORY

2.2.33. The entire aluminum subfloor must be covered with 3M Sound abatement tape to significantly reduce road noise. MANDATORY

2.2.34. Module must have manufacturer-approved medical equipment brackets compatible with two (2) quick connect Zoll X Series mounts. MANDATORY

2.2.35. Module shall have at least two (2) recessed intravenous (IV) hangers in the ceiling, at least two (2) wall mount IV hangers in a location specified by UMMC at build, and three (3) or more IV pump mounting poles as specified by UMMC at time of build.

2.2.36. The unit shall have three (3) connection locations in the cab as well as three (3) connection locations in the module for radio communication power and/or coax prewire to include dual head radio installation.

2.2.37. Module shall have two (2) Shoreline connections on the driver’s side on the side face of the module. Prefer auto-eject on crank system.

2.2.38. Module shall have LED indicator for module appliances.

2.2.39. Module shall have a block heater.

2.2.40. Module windows must have a privacy internal manual control option for all windows. MANDATORY

2.2.41. Module shall have flip down LED screen with entertainment DVD system with AM/FM/CD radio and Bluetooth capabilities.

2.2.42. Module must be capable of two (2) Stryker powerload systems for transporting two (2) patients simultaneously. MANDATORY

2.2.43. Module shall have an onboard Stadco generator or equivalent with a minimum 6kW output that utilizes own cranking battery. Generator shall have capabilities to provide cranking power to truck chassis.

2.2.44. Module rear shall state “KEEP BACK 300 FEET”

2.2.45. Module shall be capable to store spare tire outside of patient care area.

2.2.46. Dual Coil/Dual Port AC Condenser mounted to front of box. MANDATORY

2.2.47. All seating must be executive/first class seating with armrest and the ability to recline with color determined at site visit. MANDATORY

2.2.48. Children’s Transport Logo stitched in each seat headrest. PREFERRED

2.2.49. Lighting shall be multicolored with LED lighted ceiling and have the option to change lighting to a star pattern. PREFERRED

2.2.50. Must contain intercom system from cab to module compartment. MANDATORY

2.2.51. Weldon VMUX Electrical or equivalent installed to module. MANDATORY

2.2.52. One (1) RF prewire for LMR Radio RF Pack location to be determined by the customer. This shall include +12VDC Constant, +12VDC Ignition, GND, and RF Cable.

2.2.53. Three (3) prewire locations radio control heads location to be determined by the customer. This shall include +12VDC Constant, +12VDC Ignition and GND.

2.2.54. Cup holders in counter space.

2.2.55. All interior surfaces should be nonporous material.

2.2.56. Transfer switch capable of handling all power between inverter and generator.

2.3. Lighting Minimum Requirements:

2.3.1. All interior lighting shall be LED.

2.3.2. All exterior lights shall have a clear lens with red lighting unless specified otherwise.

2.3.3. The unit shall have intersection lighting at front quarter panels.

2.3.4. All warning lights shall have near flush mounting options.

2.3.5. Lights shall be easily accessible for replacement when needed.

2.3.6. No light bars are allowed on the front or rear of the vehicle.

2.3.7. Lighting shall be LED lighting, with the exception of chassis mounted headlights and turn signals.

2.3.8. Interior shall have intermittent on-lighting on a timer.

2.3.9. Interior shall have a reading spot light in the passenger side of the console.

2.3.10. Lighting on exterior compartment come on when door is open.

2.3.11. The unit shall have heavy duty aluminum non-slip running boards at entry points with clear lighting.

2.3.12. Emergency lighting shall include, but not be limited to:

2.3.12.1. Grill lights: two (2) pair, evenly spaced.

2.3.12.2. Front quarter panel: one (1) intersection light per side.

2.3.12.3. Module face: five (5) individual lights with one (1) being white “Star of Life” KKK-A-1822F compliant.

2.3.12.4. Street side: two (2) lights in upper corners; one (1) light near belt line at rear of module; and two (2) white scene lights, at minimum, evenly distributed on the upper module.

2.3.12.5. Curb side: two (2) lights in upper corners; one (1) light near belt line at rear of module; and two (2) white scene lights, at minimum, evenly distributed on the upper module. Scene lights shall power on when curb side door is open.

2.3.12.6. Rear: three (3) lights with one (1) being amber KKK-A-1822F compliant at upper module; one (1) above belt line sides, visible when doors are in open position; and two (2) clear load lights at upper module to power on when rear doors open. Red lights shall rapid flash then steady burn simultaneously with brake lights.

2.4. HVAC Specifications:

2.4.1. The unit shall have an in-cabin air filtration system (replaceable filtration) with ultraviolet (UV) lighting. The unit shall be able to provide negative pressure ventilation for the module. PREFERRED

2.4.2. The system shall stay continuously on when air conditioning system is powered.

2.4.3. HVAC unit shall be 110v powered.

2.4.4. HVAC unit shall be available for temperature control when unit is not transporting patient.

2.4.5. HVAC unit shall be substantial enough to maintain thermostat temperature at all times in open environment.

2.4.6. HVAC unit with vehicle operation shall have ducts throughout patient care area, wrapped to preserve temperature and prevent sweating in sealed areas.

2.4.7. Chassis shall have a dual air conditioning compressor with independent Freon lines:

2.4.7.1. One (1) conditioning compressor operates chassis; and

2.4.7.2. One (1) conditioning compressor operates the module with digital thermostat and cabin temperature display.

2.5. Cabinetry Specifications:

2.5.1. All cabinets greater than 18 inches high shall have adjustable shelving as specified by UMMC.

2.5.2. All cabinetry shall be aluminum material and painted with non-porous paint in colors specified by UMMC.

2.5.3. All cabinetry shall have doors capable of opening: “normal use” access shall be via sliding access with clear or smoke Lexan style doors and LED strip lighting.

2.5.4. Unit shall have a CompX eLock narcotics drawer or box with WiFi capabilities.

2.5.5. Unit shall have Medi-Kool medication temperature control box/refrigerator or similar manufacturer with temperature control and digital temp read out.

2.5.6. Unit shall have Enthermics blanket warmer or similar manufacturer with temperature control and digital temp read out.

2.5.7. Unit shall have a warming cabinet for fluids.

2.6. Primary Patient Stretcher Specifications:

2.6.1. The unit shall have a two (2) Stryker power loading system capable of one (1) person steering and operation and compatible with an on-board power load system.

2.6.2. The stretchers shall be mounted at location specified by customer in the patient module.

2.6.3. Stryker Power-Cots two (2) stretchers.

2.7. Monitoring and Communication Specifications:

2.7.1. The unit shall have an onboard camera system, including up to six (6) recorded cameras with “critical event” data recording. Location of cameras to be determined by Children’s Transport Team.

2.7.2. The recording device shall be accessible by key holder; no generic locks.

2.7.3. The monitor for cameras in the chassis cab shall be capable of viewing selected camera of choice.

2.7.4. The unit shall have a monitor in the forward module with continuous monitoring of a forward-facing camera.

2.7.5. The unit shall have intercom style communication between the driver and patient attendant.

2.7.6. The unit shall have dual sirens.

2.7.7. The unit shall have an air horn.

2.7.8. The unit shall have a back-up camera.

2.8. Unique Specifications:

2.8.1. The cab roof shall be reinforced.

2.8.2. Stone guards and mud flaps are required at appropriate locations.

2.8.3. The interior color will be specified by UMMC. All upholstery shall be a “seamless” style to aid in proper cleaning of units.

2.8.4. The unit shall have a control console between the seats with a clipboard divider in the rear of console.

2.8.5. The unit shall have grab handles six (6) feet long on both sides of the stretcher.

2.8.6. The unit shall have netting at the forward crew bench extending from floor to ceiling.

2.8.7. A minimum of four (4) point restraints for all caregiver seating positions is required.

2.8.8. The unit shall have an approved air bag system for caregiver protection.

2.8.9. The inverter and on-board suction units shall be mounted in the exterior cabinet.

2.8.10. The unit shall have a cage-like barrier over items to prevent contact with UMMC-provided supplies.

2.8.11. Main oxygen storage shall be capable of storing “H” or “M” size cylinders with a lift.

2.8.12. The unit must include additional storage for two (2) portable oxygen bottles included at UMMC’s location upon build.

2.8.13. The unit shall have a medical air pump.

2.8.14. The unit shall have fluid impervious medical flooring with edges extending a minimum of three (3) inches up the side walls.

2.8.15. The unit shall have one (1) ABC dry chemical, multi-purpose fire extinguisher mounted in a quick-release bracket in the patient module.

2.8.16. Wiring design to be included on USB port.

2.8.17. Children’s Transport logo on inside of module doors.

3. Type 1 Ambulance (Single Patient) Specifications OPTION 2

3.1. A Type 1 Ambulance but module is only capable of transporting one patient per transport.

3.2. Type 1 Ambulance should meet all specifications above except where the size prohibits certain build-outs.

D. BASIS OF AWARD

The award of the Bid will be determined based on a two-step evaluation process as follows:

STEP 1 – VALIDATION

The first step will be to determine if the Bid is responsive and Bidder is responsible. To be responsive, the proposal must properly address all specifications and information needed to facilitate proper evaluation, including completion of the proposal form. Bids that are found not to adhere to the specifications will be invalidated and rejected for evaluation.

STEP II – EVALUATION

The award of the Bid will be determined based on the lowest and best cost of the validated Bids as stipulated on the proposal form. Cost must be determined as the total cost of the products requested at the quantity requested herein.

E. AWARD OF BID

The IFB will be awarded to the Bidder whose Bid, based upon the evaluation criteria listed in the scope of work of this request, is determined to be the most advantageous to UMMC and has been approved by the Mississippi Department of Finance and Administration (DFA). UMMC will issue a Notice of Intent to Award once the Bids have been evaluated.

F. INSTITUTIONAL OVERVIEW

UMMC is the state’s only academic health science center. The 164-acre campus located in Jackson, Mississippi, includes seven health science schools: Medicine, Dentistry, Health Related Professions, Population Health, Pharmacy, and Graduate Studies. The campus houses a large research center, a general acute care teaching hospital, and three specialty teaching hospitals. UMMC is the only Level I trauma center in the State of Mississippi and has a leading role in state wide emergency and disaster preparedness efforts.

UMMC conducts business in an ethical manner and in accordance with state purchasing laws. Therefore, please indicate clearly what you, as a Bidder, propose in response to this request and how it will benefit UMMC.

G. GENERAL INFORMATION

1. CONTRACTS

As an agency of the State, there are standard terms and conditions to which all Bidders must agree.

In addition, if the scope of work for this IFB involves the use of health information of UMMC patients, the Bidder must also sign and enter into a business associate agreement with UMMC, which can be found at https://www.umc.edu/Contracts/Resources-Forms.html

The awarded Bidder may be asked to complete a vendor information packet. This information is necessary for the Bidder’s information to be uploaded into UMMC’s financial/business systems.

All proposals must remain firm until the proposal has been rejected or, in the case of acceptance, until the Parties can negotiate the contract through their internal approval systems. UMMC reserves the right to reject any and all proposals submitted. A contract will be awarded to the Bidder whose proposal, based upon the evaluation criteria listed in the specifications of this request, is deemed to be in the best interest of UMMC.

UMMC is governed by the Mississippi Board of Trustees of State Institutions of Higher Learning (IHL) and is subject to its approval for particular contracts. All contractual issues MUST be successfully negotiated with UMMC within a reasonable time from the selected Bidder’s notice of award. This initial period of negotiation does not include the time necessary for obtaining approval from IHL when applicable. The contract must be based upon the proposed contract provided in and considered during the evaluation of the proposal. Failure of the Bidder to negotiate a contract within this timeframe may constitute grounds for UMMC to withdraw its award and either begin negotiations with any other ranked Bidder or pursue other options, whichever is in the best interest of UMMC as an Institution of Higher Learning of the State of Mississippi.

In submitting a proposal, each Bidder acknowledges its understanding and acceptance of the procedures, terms and conditions contained herein, as well as all attached documents including UMMC’s Standard Terms and Conditions. Any contract that is entered into as a result of this process will be based on the contents of this Invitation for Bid. Therefore, the contents of this IFB and your responses to it both now and during negotiations will be considered an integral part of the final contract.

A contract is not deemed final until it has been signed by the Vice Chancellor of UMMC. All contracts are valid only if signed by the Vice Chancellor of UMMC, and Vendors will be required to sign contracts before the Vice Chancellor of UMMC. All contracts are subject to availability of funds of UMMC and are contingent upon receipt by the winning Vendor of a purchase order from UMMC.

The initial contract must be in effect for one year. The contract may be terminated by either party prior to the expiration of one year with or without cause.

1.1 RIGHTS RESERVED BY UMMC

1.1.1 Right to remove Vendor’s employees – UMMC must have authority to require a Contractor to remove, from the site, any employee of the Contractor who must be deemed incompetent or detrimental to the best interests of the work of UMMC.

1.1.2 Right to conduct background checks/secure access – All individuals who work at any UMMC facility must have a background check in accordance with Mississippi state law. Therefore, UMMC reserves the right to require vendors whose employees will work at any UMMC facility to provide each such employee’s nine (9) digit social security number. The social security number will be used to conduct the background checks. The last four digits of the social security number will also be used to provide secure access to UMMC networks, should the scope of work to be performed by the vendor require such access.

In addition, UMMC reserves the right to require vendors, whose employees will be not be physically working at any UMMC facility but who will have access to our networks to provide the last four digits of each employee’s nine (9) digit social security number in order for UMMC to provide secure access into its network.

1.1.3 Right to award in whole or in part – UMMC reserves the right to award the Bid in whole or in part, whichever is deemed to be in the best interest of UMMC as an agency of the State of Mississippi. This IFB does not commit UMMC to contract for any requirements detailed in this document.

1.1.4 Right to reject any and all offers – UMMC reserves the right to reject any or all offers and to waive informalities in the proposal received. UMMC may deem proposals which meet any of the following criteria as nonresponsive and therefore disqualify the proposal/Bidder from consideration:

• Failure to follow specifications and instructions contained in the IFB;

• Failure to meet the announced requirements of UMMC in some material respect;

• Submission of a response that alters or limits terms contained in the IFB; or

• Submission of a response that UMMC deems to be unreasonable in terms, cost, etc.

1.1.5 Right to disclose Proposal Form – UMMC reserves the right to disclose the Bidder’s Bid Proposal From in response to a Public Records Request.

1.1.6 Right to share Award amount and successful Bidder’s name – UMMC reserves the right to disclose the winning amount and successful Bidder’s name to all responding Bidder’s.

1.1.7 Right to withdraw Award – UMMC reserves the right to withdraw any Award resulting from the IFB if, in its sole discretion, it would in UMMC’s best interest.

1.2 ATTACHMENTS

The attachments to this Invitation for Bid are made a part of this Invitation for Bid as of copied herein in words and figures. Attachment A and B must be completed and returned with the proposal. The vendor is allowed to redline attachment A if necessary.

1.3 USE OF SUBCONTRACTORS

No subcontractor must be used without the prior written consent of UMMC.

1.4 REGISTRATION WITH VENDORMATE AND MAGIC

At the time the contract is awarded, the selected Bidder becomes a vendor of UMMC. All vendors are required to register with the UMMC vendor credentialing system, GHX VendorMate, which requires a fee for registration at the expense of the vendor. GHX Vendor Mate registration can be completed online at http://vendormate.com/.

Vendors will be expected to register with the Department of Finance and Administration (DFA) for purchases for all State agencies. Registration can be completed online at

http://www.dfa.ms.gov.

1.5 COMMUNICATIONS WITH THE STATE

From the issue date of this IFB until a Bidder is selected for award and such selection is announced, neither Bidders nor their representatives may communicate either orally or in writing regarding this IFB with any statewide elected official, state officer or employee member of the legislature or exception as noted herein. This directive is meant to ensure fair an unbiased selection of a Bidder. To ensure equal treatment of each responding Bidder, all questions regarding this IFB must be submitted in writing to the contact persons listed in Section A, Subsection 1, of this IFB

By signing below, the Bidder Representative certifies that he/she has authority to bind the company, and further acknowledges on behalf of the company:

1. That he/she has thoroughly read and understands this Invitation for Bid, 7081 and the attachments herein;

2. That the Bidder meets all requirements and acknowledges all certifications contained in this Invitation for Bid, 7081, and the attachments herein;

3. That the Bidder agrees to all provisions of this Invitation for BID, 7081 Ambulances, and attachments herein;

4. That the Bidder has, or will secure, at its own expense, applicable personnel who must be qualified to perform the duties required to be performed under this Invitation for Bid.

Printed Name: ____________________________________________________________________

Signature/Date: ____________________________________________________________________

ATTACHMENT A

Invitation for Bid

The University of Mississippi Medical Center

BID NO. 7081

ATTACHMENT B

BID# 7081 PROPOSAL FORM

Date:

Proposal From:

(Bidder)

Office of Category Management and Procurement

504 Clinton Center Drive, Suite 4300
Clinton, MS 39056

RE: University of Mississippi Medical Center

Ambulances

IFB # 7081

Having carefully examined the Bid Documents and all addenda, I, the undersigned, propose to furnish all products, materials, and services required by the Bid Documents in accordance with the conditions of said Bid Documents for the sums set forth below:

BASE BID: $__________________________________________

Certification of Authority to Sell:

The Bidder is certified with Mississippi Secretary of State Office and is authorized to sell, deliver items or perform services within the state of Mississippi (yes/no answer required)

____ Yes

____ No

Provide Mississippi Business Identification Number: ________________

I (We) agree to hold our bid open for acceptance for one year from the date of bid opening. I (We) agree that this Proposal Form may be disclosed in full in response to a public records request. I(We) agree that if I(we) are the winning Bidder, the Base Bid above and our name must be disclosed to all responding Bidders in the Notice of Award.

I (We) attest that I (we) are either a manufacturer or an authorized distributor/reseller of the commodities and/or equipment for which UMMC is seeking bids. If I (we) are a distributor/reseller, I (we) have included documentation with this bid proposal documenting that I (we) are an authorized distributor/reseller of said commodities/equipment.

Our Corporation is chartered under the laws of the State of , and the names, titles and business addresses of the principal officers are as follows:

Name Title

Address

Name Title

Address

Name Title

Address

(TO BE FILLED IN IF A PARTNERSHIP)

Our Partnership is composed of the following individuals:

Name Title

Address

Name Title

Address

Name Title

Address

Please provide directions for sending notice of acceptance of the bid (mail, email, delivery, etc.).

EMAIL: ___________________________________________________

TITLE: ____________________________________________________

SIGNATURE: ______________________________________________