Respiratory Protection Equipment – Sealed Bids

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INVITATION FOR SEALED BIDS
FOR
RESPIRATORY PROTECTION EQUIPMENT
Solicitation # 2026IFB3-RESPIRATORY
1 S. Memorial Drive, Suite 1600
St. Louis, MO 63102
May 8, 2026

Invitation for Sealed Bids
for
Respiratory Protection Equipment
East-West Gateway Council of Governments (the Council) is seeking sealed bids for various respiratory
protection equipment that meet the specifications described in Attachment A - Detailed Bid
Specifications.
Sealed bids are due no later than 1:00 p.m. local time on May 28, 2026 the following address:
"2026IFB3-RESPIRATORY"
E-Mail Address: BIDAdmin@ewgateway.org
c/o Ms. Leah Watkins
Section I contains the formatting, content, and other requirements for a sealed bid. Unless otherwise
due to extenuating circumstances and approved by the Council in advance, any sealed bids received
after the date and time listed above will be rejected and returned unopened.
The Council will hold a virtual opening for the sealed bids at 1:30 p.m. local time on May 28, 2026. Firms
can attend the virtual opening either via computer or phone at the following:
Computer: https://meet.goto.com/984271749
Phone: 1-872-240-3212
Access code: 984-271-749
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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Table of Contents Page 3 of 24
Section Page
I. Sealed Bid Requirements 4
II. Evaluation & Selection Procedures 8
III. General Items 12
IV. Nondiscrimination Requirements 17
V. D/S/W/MBE Participation & Equal Opportunity 18
VI. Protest Procedures 21
VII. Inquiries & Submission Information 22
Attachments*
A Detailed Bid Specifications
B Firm Information
C Firm Responsibility Information
D Purchase Order Terms & Conditions Comments
*Fillable / savable version of the attachments can be found on the Council's website at www.ewgateway.org/about-us/what-we-do/doing-
business-with-ewg/contracting-opportunities/
Appendices**
1 Draft Purchase Order Terms & Conditions
2 Conflicts of Interest Policy
3 FAQs - Sealed Bid Requirements
4 Firm Responsibility Questionnaire
**Appendices are available on the Council's website at www.ewgateway.org/about-us/what-we-do/doing-business-with-ewg/contracting-
opportunities/
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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I. Sealed Bid Requirements Page 4 of 24
A. Formatting & Other Requirements
Sealed bids must conform to the following parameters*:
Page # No more than 15 pages, exclusive of the required attachments
Page Size 8.5" X 11"
Page Orientation Portrait, Landscape, or Both
Margins 1"
Font Size Not less than 11 point font
Font Type No requirement
*The submittal requirements listed above do not apply to samples, informational materials, OR to the Attachments (forms).
Each responding firm must provide electronic copies of its sealed bid, including samples, informational
materials, and attachments that may be required. In addition to the parameters noted above, the
sealed bids must adhere to the requirements described below for electronic versions.
Print Version - Bid w/ Attachments A through D included*
# of Copies 0 - bids must be submitted via e-mail
Binding N/A
*Attachments A through D are required in electronic format.
Electronic Versions
Bid + Attachments 1 copy in *.pdf format
Attachment A 1 copy in *.xls or *.xlsx format
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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I. Sealed Bid Requirements Page 5 of 24
Several attachments require a signature and electronic versions of these attachments must include a
signature. A list of these attachments is provided below.
A Detailed Bid Specifications
B Firm Information
C Firm Responsibility Information, Forms 1 - 3 must be signed
D Purchase Order Terms & Conditions Comments
Additional information about the sealed bid requirements can be found in Appendix 3 - FAQs - Sealed
Bid Requirements.
B. Content
All of the items listed below must be addressed and included in each sealed bid. If all of these items are
not provided in a firm's sealed bid, then the Council may deem the firm's bid non-responsive and may
not evaluate the bid.
The Council reserves the right to waive minor errors, omissions, or technicalities as determined to be in
the best interest of the Council and that do not impede the Council's ability to determine if the bidder
responds in quality, fitness, and capacity to the project's requirements.
Sub-Part 1 - Attachment A - Detailed Bid Specifications
The Council intends to award a single, firm fixed price contract for the items described in this IFB;
however, if this IFB is for multiple items, then the Council may, at its discretion, award multiple firm
fixed price contracts. Each firm responding to this IFB must provide an electronic signed, version of its
Attachment A. Each firm must also submit its price quote using Attachment A - Detailed Bid
Specifications (Attachment A). Attachment A is available in *.xlsx format on the Council's website at
www.ewgateway.org/about-us/what-we-do/doing-business-with-ewg/contracting-opportunities/. This
spreadsheet may only be modified as noted in the file.
The specifications described in Attachment A are the minimum acceptable. When specific manufacturer
and model numbers are used, they are to establish a design, type of construction, quality, functional
capability, or performance level desired. When firms quote alternates, they must be identified by
manufacturer, stock number, and other information necessary for the Council to establish equivalency.
The Council / evaluators will determine whether the alternate offered is an equivalent item. The Council
/ evaluators may request a demonstration of the products prior to a contract award and the responding
firm must make a reasonable effort to arrange a presentation of the proposed products.
The Council reserves the right to reject, as non-responsive, a firm that does not submit:
Attachment A in the required format
All of the information requested in Attachment A, including a signature
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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I. Sealed Bid Requirements Page 6 of 24
The Council reserves the right to select any single or combination of items, including optional items, and
the final contract price will be determined based upon the items selected. In order to ensure that the
project costs are reasonable and accurate, the Council also reserves the right to: (1) question elements of
cost and request additional information regarding the basis for the costs; and (2) negotiate, and accept
or reject, costs or elements of costs. A firm that refuses to provide information or documentation
regarding its proposed costs may be deemed ineligible for a contract award.
Sub-Part 2 - Supporting Information
Each firm's sealed bid package must include the following items:
1. Information that provides a clear description of the warranties that will be supplied by the firm,
if the firm is awarded a contract for the project.
2. Descriptive literature, brochures, or pictures and specifications showing the exact products that
the bidder proposes to provide.
3. If applicable, copies each of operator's manual, parts book, and technical service manual. Note
that the price quoted in Attachment A should include the cost of these materials, if applicable.
4. Any additional information specified in Attachment A.
Sub-Part 3 - Firm Information & Responsibility Certification
1. Firm Information. Each responding firm must provide in its sealed bid an Attachment B - Firm
Information (Attachment B). A sealed bid that does not include a completed and properly
signed Attachment B may result in the Council deeming the bid non-responsive.
2. Firm Responsibility Information. Each responding firm must provide in its sealed bid an
Attachment C - Firm Responsibility Information (Attachment C). A sealed bid that does not
include a completed and properly signed Attachment C may result in the Council determining
that the responding firm is not responsible and, therefore, ineligible to move on to other steps
of the procurement process or be awarded a contract for the project.
Attachments B and C must be completed in their entirety. A responding firm is not permitted to
substitute its own format or information for Attachments B or C.
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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I. Sealed Bid Requirements Page 7 of 24
Responding firms should be aware that the Council may deem a firm's submittal non-responsive and
reject the submittal for: (1) failure to sign Attachments B or C, Forms 1 - 3; (2) failure to provide all of
the information requested in Attachments B or C; or (3) failure to provide sufficient information for the
Council to make an initial responsibility determination. The Council reserves the right to waive minor
errors, omissions, or technicalities in Attachments B and C as determined to be in the best interest of
the Council.
Sub-Part 4 - Purchase Order Terms & Conditions
**A signed version of Attachment D should be provided in electronic format (*.pdf format) on your
firm's external storage device.
The draft purchase order (PO) terms and conditions are provided in Appendix 1. These terms will govern
the project and may change if circumstances warrant it; however, any terms required by state or federal
rules, regulations, or statutes or by the Council's agreement with a funding agency, are non-negotiable
and are not subject to change. Each responding firm must review the terms and complete, sign, and
submit Attachment D - Purchase Order Terms & Conditions Comments, which will notify the Council of
the firm's questions or concerns about the PO terms and conditions. The firm that is selected for a
contract award will be required to adhere the PO terms and conditions, subject to any changes that the
Council may expressly agree to in writing.
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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II. Evaluation & Selection Procedures Page 8 of 24
The Council's selection of a firm to provide the items described in this IFB will be conducted in
accordance with the Council's purchasing policies and procedures. Unless otherwise noted in this IFB,
the Council will open each sealed bid that the Council received by the deadline described in Section VII,
Part C. The Council will open each sealed bid at the time and location described in Section VII, Part D.
Each bid will be evaluated according to the steps and criteria listed in this Section II.
Upon successful selection approval, the Council will make the contract award to lowest priced,
responsible firm, which provided a bid that is responsive to this solicitation and best responds in quality
and fitness to the requirements described in this IFB and is, therefore, in the best interest of the Council.
If the Council decides to conduct discussions, it will proceed as described below. The Council reserves
the right to select any individual firm or combination of firms to provide the items described in this IFB
and that the Council determines is in its best interest. If this is a multiple award solicitation, then each
item included in the sealed bid will be evaluated separately and may be awarded separately.
Discussions and Clarifications
At its option, and if the Council determines that it is in its best interest, the Council may conduct
additional discussions with any firm at any time prior to making a final selection. These discussions may
pertain, but are not limited to: clarifying information contained in the firm's sealed bid or provided by
the firm to the Council, clarifying information contained in the solicitation documents, obtaining
additional information from the firm, negotiating the items in the bid, permitting a firm to modify its
bid, etc. As part of this process, the Council may elect to conduct oral discussions, request more
information, and request presentations concerning the firm's bid and its ability to meet the project's
requirements, including the budget. In general, the Council will conduct these discussions with a firm
that is in the "competitive range." Competitive range means that the firm has a reasonable chance of
being selected for the contract award, when relevant factors are considered (e.g. price, responsiveness);
however, the Council may choose to conduct these discussions with all firms that provided a sealed bid
or only those firms that were deemed responsible and that provided a responsive bid.
If these discussions lead the Council to determine that the solicitation documents were unclear or
otherwise deficient and need to be modified, then the Council will follow the procedures described in
Section V, Part I.
A. Step 1 - Responsiveness / Firm Responsibility
During Step 1 of the evaluation process, the Council will review a bid to ensure that it meets all of the
minimum IFB requirements and will make an initial determination regarding the responding firm's
responsibility. Each factor is described in more detail below.
Sub-Part 1 - Responsiveness
A sealed bid that does not meet the minimum IFB requirements may be rejected as non-responsive and
may not continue to future steps of the evaluation and selection process.
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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II. Evaluation & Selection Procedures Page 9 of 24
The Council's procurement staff will review each bid that is received by the required due date and time
in order to determine if the bid meets the minimum requirements described in the solicitation
documents.
This stage of the process is based on the assignment of "yes/no/waived" for each minimum
requirement. A bid that does not meet the minimum requirements described in Section I and does not
receive a waiver for not providing the required information, may be rejected as non-responsive and the
firm may be deemed ineligible to move on to other stages of the evaluation process or be considered for
a contract award. The Council reserves the right to waive minor errors, omissions, or technicalities as
determined to be in the best interest of the Council and that do not impede the Council's ability to
determine if the bidder responds in quality, fitness, and capacity to the project's requirements.
Sub-Part 2 - Firm Responsibility
The Council will not award a contract for the project to a firm that the Council's determines is not
responsible. The Council's responsibility review will be conducted as described below. The definition of
a "responsible" firm is provided in Sub-Part 2, #2.
1. Initial Responsibility Review.
For each responsive bid, the Council will conduct an initial review of the firm's responsibility.
The Council will make this initial determination based upon the responding firm's bid,
Attachment C, and any other information the Council requests or determines is relevant to its
determination. During the initial responsibility determination, the Council reviews the bid and
assigns either a "yes" or a "no" to indicate whether the firm has been deemed initially
responsible and eligible to move on to the next step of the evaluation process.
A bid that does not include the information necessary for the Council to make its initial
determination regarding firm responsibility may result in the Council determining that the
responding firm is not responsible and, therefore, ineligible to move on to other steps of the
procurement process or be awarded a contract for the project.
2. Definition. A "responsible" firm is one that:
(a) does not have any corporate, legal, or financial barriers to successful performance,
(b) has, or has the ability to obtain, the financial and resource capacity to successfully
produce or deliver the items described in this IFB within the estimated performance
period,
(c) has a satisfactory performance record, and
(d) is not currently suspended or debarred or is not currently being considered for
suspension or debarment.
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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II. Evaluation & Selection Procedures Page 10 of 24
B. Step 2 - Bid Evaluation
The Council will evaluate each bid that is deemed to be responsive and that was submitted by a firm
that the Council deemed initially responsible. The Step 2 evaluation will be conducted using the process
described below.
Sub-Part 1 - Specification Review
The Council / evaluators will review Attachment A - Detailed Bid Specifications (Attachment A) and any
supplemental materials that the firm submitted in its bid to determine if the item offered by the firm
meets the minimum specifications described in Attachment A. If a firm did not indicate in the
Attachment A that the minimum specification was met (i.e. if the field is left blank), then the Council will
assume that the firm's product does not meet the specification.
A firm's bid must meet or exceed the minimum specifications described in Attachment A in order to
continue to the next step in the evaluation process. If a firm's bid does not meet all of the minimum
specifications, the firm's bid will be deemed non-responsive and the firm will not advance to the next
step in the evaluation process.
Sub-Part 2 - Price Review
Following the specification review, the Council will review the price for each bid that met or exceeded
the minimum specifications. The Council will also review the total price offered in each bid, including
any additional costs like warranties, license fees, maintenance costs, shipping or delivery fees,
transportation costs, life cycle costs, etc. in order to determine which firm offered the lowest price for
the item(s) described in this IFB. When determining which price is the lowest, the Council will also
consider any discounts that are offered by the responding firm.
C. Step 3 - Selection & Contract Award
The final selection and contract award process will proceed as described below. The award process is
considered open and on-going until all final negotiations have concluded.
1. Selection. After the conclusion of the evaluation process, the Council will recommend a
contract award to the lowest priced, responsible firm, which provided a bid that is responsive to
this solicitation and best responds in quality and fitness to the requirements described in this
IFB and is, therefore, in the best interest of the Council. The Council will make this
recommendation to the Council's Board of Directors, which will indicate the firm selected for
the contract award, the not-to-exceed contract price, and, if applicable, an alternate firm / firms
that may be awarded the contract if the Council cannot come to terms with the selected firm. If
the Board of Directors approves the selection recommendation and contract price, then the
Council can award the contract to the selected firm.
Respiratory Protection Equipment IFB
Solicitation # 2026IFB3-RESPIRATORY
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