BLS/ALS Pharmaceuticals, Supplies, and Distribution

The City of Tucson Fire Department (TFD) is seeking a Contractor to provide the Emergency Medical Services (EMS) Section with both basic and advanced life support (BLS & ALS) pharmaceuticals and supplies in addition to VendNovation brand vending machines, smart lockers, and the corresponding VendNovation software. These medical supply products will be used to provide BLS and ALS patient care by the Department’s EMTs and paramedics. The Tucson Police Department (TPD) will also utilize this contract for durable goods distribution.

Background

The City of Tucson currently owns sixteen (16) Wittern IDS vending machines and one (1) Optima Helix Vending Machine, three (3) tethered lockers (2 x 18 Door and 1 x 12 Door), and one (1) independent locker. All future purchases will be on an as-needed basis. The City reserves the right to purchase newer models, accessories, or technologies as they become available. The City currently has two separate contracts for the pharmaceuticals/supplies and the VendNovation hardware/software. Because these two contracts are largely interconnected, it will be greatly beneficial to have them combined and provided by one Contractor. The City must keep the current hardware, the current VendNovation software, and the current Operative IQ inventory software. No alternative software platforms or hardware solutions will be considered. This solicitation is split into two groups; however, only one Contractor will be awarded this contract. The grouping is for clarity purposes only.

Project Details

• Reference ID: 260217
• Department: Fire Department
• Department Head: Charles Ryan (Chief of Fire)

Important Dates

• Questions Due: 2026-06-11T15:00:00.000Z
• Pre-Proposal Meeting: 2026-06-10T16:00:00.000Z — Microsoft Teams meeting Join: https://teams.microsoft.com/meet/244362757702390?p=hyKJUAeGARUo1lkU6m Meeting ID: 244 362 757 702 390 Passcode: nc38Ku3R Dial in by phone +1 213-293-2303,,517563962# United States, Los Angeles Phone conference ID: 517 563 962#

Evaluation Criteria

• Price Proposal (40 pts) —

  Please complete the price page attached herein.

• Method of Approach (40 pts) —

  GENERAL

  1. Provide a brief description of the firm’s philosophy. Describe the manner in which you plan to provide service and effectively manage the City of Tucson account.
  2. Prepare a detailed Method of Approach to the Scope of Work for both Groups, including a point-by-point response to all items in the Scope of Work, which shall indicate the service proposed to be performed by the Offeror. This section should demonstrate Offeror’s understanding of this RFP. Offeror should clearly outline the recommended approach of the organization in meeting the responsibilities that the City of Tucson has outlined. The Method of Approach to each service should be addressed in a manner that reflects understanding and commitment to providing the proposed services and/or goods as needed in a professional and timely manner.
  3. Describe your ability to integrate the current VendNovation and Operative IQ software.
  4. Describe in detail the technical support you can provide for the VendNovation and Operative IQ software.
  5. Describe from beginning to end your process for handling a technical support request, including response and resolution time.

  GROUP 1 - BLS and ALS Pharmaceuticals and Supplies

  1. Explain your methods on handling product alternatives and recommendations for alternatives. Please describe in detail how the offeror will communicate when there is a product recall, shortage, problems with expiration dates, etc.
  2. Describe in detail how back orders will be handled.
  3. Describe in detail how inventory management is handled from beginning of order to delivery of order using Operative IQ.
  4. Describe typical interactions for ordering, delivery, and distribution of medication.
  5. Describe in detail your capacity to handle large bulk purchases.
  6. Describe in detail your ability to provide and maintain Operative IQ for inventory management, including your ability to accept orders through Operative IQ.
  7. Please provide a full catalog of the products you offer.

  GROUP 2 - VendNovation Machines and Software

  1. Describe in detail your ability to provide VendNovation software.
  2. Describe in detail the types of VendNovation machines and lockers that you can provide.
  3. Describe in detail your ability to provide repairs for the VendNovation hardware.
  4. Describe your process for handling repair service requests, including response time.
• Qualifications and Experience (20 pts) —
  1. Provide a general overview of the Offeror, number of years in business, corporate headquarter location, type of business, and where Offeror conducts business.
  2. Provide at least three (3) municipal references for work that is similar in scope to the Scope of Work of this contract. Describe the nature of the work, volumes, turn times, format, accuracy requirements, and work ordering and delivery methods. Information should include classification and description of services received, contact name, phone number, and email address.
  3. Describe the experience of all key personnel with work similar to that described in the Scope of Work. Specifically, Offeror must identify proposed staff members and submit resumes detailing respective qualifications. Proposal should include information on levels of training received by each staff member and detailed descriptions of their involvement with projects of similar or identical scopes.
  4. Describe the supervisory structure of the personnel who will perform services under this contract. Further, describe the escalation process that would be available to the City in the event that the City were to encounter an issue with your staff member’s performance, or with the reports provided, etc., and was not able to reach a satisfactory resolution with the “first line” staff member.

Submission Requirements

• Discounts —

  As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.

• Cooperative Purchasing Program —

  Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide the City of Tucson, as the lead agency on this regional contract, a rebate in the form of a percentage of sales based upon the other agencies sales?

• If yes, please state the percentage rebate you will provide.
• Does your firm have a City of Tucson Business License?
• Please upload a copy of your business license.
• Forms to be Filled Out —

  Please ensure that all required information is included with your response.

  1. Response to Evaluation Criteria
  2. Pricing Proposal
  3. Offer and Acceptance Form
• Response to Evaluation Criteria (required) —

  Please upload your response to the Evaluation Criteria.

• Pricing Proposal —

  Please upload your Pricing Proposal (if applicable).

• Offer and Acceptance Form (required) —

  Please upload your signed Offer and Acceptance form.

• Does your response to this solicitation include a request to keep any portion confidential and withhold it from the public record? (required) —

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Confidential Information (required) —

  If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record. 

  If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Is your firm submitting any exceptions for the City's consideration?  (required) —

  In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.

• Define the exceptions you are requesting. (required)
• Living Wage (required) —

  Will Living Wage Requirements be a part of the resulting contract?

• Will the resultant contract have Federal Funding? (required)
• Special Terms and Conditions (required) —

  Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.

• Insurance Requirements (required) —

  Please select the additional insurance coverages required for this project. Please select all that apply.

• Initial Term of Contract (required) —

  What is the initial term of the contract?

  Please use the following format: one (1)

  Even if you selected auto renewal, you need to add the initial term, i.e. one (1)

• Renewal Options (required) —

  Will renewal options be given with this contract?

  If you selected Auto Renewal, select No.

• Renewal Term (required) —

  What is the renewal term of the contract?

  Please use the following format: four (4)

  If no extension options will be given or you selected automatic renewals, please enter "N/A".

• Pricing (required) —

  Will you build the pricing table in OpenGov Procurement?

• Separate Pricing Document (required) —

  If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?

• Attachments (required) —

  Do you have any attachments?