EMS Supplies and Inventory Management Software

To provide medical supplies on a continuous basis for the County’s EMS Division. The qualified respondent shall be licensed to supply medications in the state of Florida, in accordance with Florida Statute 499.01 which states, “Any such person must comply with the licensing or permitting requirements of the jurisdiction in which the establishment is located and the federal act, and any product wholesaled into this state must comply with this part. If a person intends to import prescription drugs from a foreign country into this state, the nonresident prescription drug manufacturer must provide to the department a list identifying each prescription drug it intends to import and document approval by the United States Food and Drug Administration for such importation”.

The web-based inventory management system will also track preventative maintenance data for all assets. The inventory system must include licenses to track inventory and assets on 24 vehicles, patient movement devices, patient care devices etc. The inventory solution shall be included at no additional cost to the County and should be hosted by the vendor and accessible by the County through the internet. The system should be web based, manage inventory and assets, manage preventative maintenance data, manage multiple facility locations for ordering, manage inventory at the truck level as well as the supply room level, provide multi-level reporting, password protected, barcode process enabled, provide multi-level authorization of orders, and have an auto-replenishment feature that can be turned on or off. The system must be in a hosted environment by the vendor. No onsite computer servers or IT support will be provided. Data Back-Ups shall be provided by the vendor however, in the event that the awarded respondent should lose the contract in the future, the County reserves the right to retain any and all data placed into the system prior to and up to contract termination.

The CAP devices should check multiple forms of ID and will prompt for station or dispatch specific data. All withdrawals are cataloged, time stamped and regulated by tech clearance/training level. The CAP aggregates all dispensing history and alerts for low stock position, expiring product and creates a pick list for restocking. It will generate individual call reports based on products restocked. This information can be printed or exported to the department’s Accounts Payable/Receivable Software.

Exhibit A is a line-item estimate for annual supply use and data collected shall be the basis for award (the Bid Sheet). These quantities are not intended to represent actual annual requirements, as that varies each year. The County does not guarantee a minimum total purchase. The specifications shown are intended to represent items of a quality level known to meet the County’s requirements. While the County endeavors to promulgate written specifications that are accurate and nonrestrictive for bidding purposes, there may be references to items by manufacturer name. Respondents are cautioned that in the event of a discrepancy therein, such difference must be questioned in writing prior to the advertised deadline for questions. Should the County need to purchase items not specified in Exhibit A, the contracted percentage discount will be applied. Respondents must provide a catalog (Exhibit B) with pricing (hereafter these prices will be referred to as contract pricing) for all available products and indicate on the bottom of Page 8 of the Bid Sheet the discount percentage offered for any and all other supplies (not noted in Exhibit A) will be applied to the ordered item.

The respondent shall notify the County in writing within two (2) business days should any item be discontinued or no longer available after bid award. Any proposed substitutions shall include validation of the item's discontinuance, confirmation that the price for the substituted item is fair and reasonable and be accompanied by all necessary specifications and data sheets to provide evidence that the proposed item meets or exceeds all specs of the original item.