1-ITN-26-ARM-001 On-Site Campus Laundry Equipment Final 2.10.2026.pdf

Procurement & Payment Services 10501 FGCU Boulevard, Fort Myers FL 33965

INVITATION TO NEGOTIATE

ITN 26-ARM-001 for

MASTER SERVICE AGREEMENT for

ON CAMPUS LAUNDRY EQUIPMENT SUPPLY, SERVICE &

REVENUE MANAGEMENT

UNIVERSITY DESIGNATED PROCUREMENT CONTACT

Anthony Millar - Telephone (239) 745-4768 ● Email: amillar@fgcu.edu

PRESUBMITTAL MEETING with SITE VISIT: Non-Mandatory. Wed., Feb. 18, 2026, at 1:30 p.m.

Ackert Community Center 12101 FGCU Lake Parkway East Fort Myers, Florida 33965-6565

DEADLINE FOR QUESTIONS/CLARIFICATIONS: Wed., February 25, 2026, before 5:00 p.m.

DEADLINE FOR UNIVERSITY TO POST ANSWERS TO QUESTIONS: Wednesday, March 4, 2026, before 5:00 p.m.

REPLIES DUE: Friday, March 13, 2026, before 5:00 p.m.

Please note: All references to time of day are in eastern standard time.

IMPORTANT

During the entire procurement process, all verbal and/or written communications must be directed solely to the University’s designated procurement contact listed above. No prospective Respondent or representative of a Respondent will contact any University board member, cabinet member, or any University employee, either individually or collectively (other than the designated procurement contact) using any form of communication (i.e.: text, call, email, virtual meeting, face to face meeting, etc.) regarding this solicitation. Lobbying that occurs prior to final approval of an agreement by the University may result in automatic disqualification from consideration. This prohibition applies to any individual listed in the Reply to the ITN, and any individual or agent representing the Respondent including, any third party acting on Respondent’s behalf.

TABLE OF CONTENTS & DEFINITIONS

Section 1.0 Introduction & Key Dates

Section 2.0 Scope of Services

Section 3.0 Instruction to Respondents

Section 4.0 Reply Content & Format; Appendix A: Technical, Security & Compliance Requirements

Section 5.0 Evaluation & Negotiation

Section 6.0 Insurance & Indemnification

Section 7.0 Attestations & Certifications

Attachments

Attachment A: Completed and signed ITN Acknowledgement & Certification Attachment B: Public Contracting and Environmental Crimes Certification Attachment C: Scrutinized Companies Certification Attachment D: No Coercion of Labor and No Forced Labor Attestation Attachment E: Foreign Entities of Concern Attestation Attachment F: Substitute W9 with FEIN number Attachment G: Executed ITN Addendum Acknowledgement Form (if Addendum issued) Attachment H: Master Services Agreement

DEFINITIONS

“ITN”

"Respondent"

"Reply or Replies"

“University or FGCU”

“University Designated Procurement Contact”

“Supplier”

Invitation to Negotiate, a formal competitive solicitation method used to define the specifications, terms, and conditions for a contract. Cost may or may not be a consideration in the initial stages of negotiation.

Any company that responds to the ITN for consideration as a candidate to enter in a contract resulting from the ITN, as described herein.

The response submitted by the Respondent pursuant to this

ITN.

Florida Gulf Coast University Board of Trustees, its employees, officers, and agents

The single point of contact at the University to whom all written and/or verbal communications related to this ITN shall be directed.

The company, its employees, and officers, contracted by Florida Gulf Coast University to perform services.

SECTION 1.0

INTRODUCTION & KEY DATES

INTRODUCTION. Florida Gulf Coast University (FGCU or University) is a comprehensive regional university in Fort Myers, Florida, and part of the Florida State University System. It is a transformative, learner-centered institution dedicated to student success that strategically serves the workforce needs of the five-county region of Southwest Florida. FGCU enrolls more than 16,000 students each year and offers more than 100 undergraduate and graduate degree programs. It emphasizes a university-wide commitment to service-learning, with students completing more than 5.3 million volunteer hours in the community since FGCU opened in 1997.

Half of the 800-acre campus is preserved or restored nature, aligning with the university's commitment to sustainability and representing a living laboratory for experiential learning. With 15 NCAA Division I athletics teams and more than 150 arts events each year, the university is a hub for community engagement. Visit www.FGCU.edu for more information.

FGCU invites the submission of replies from interested and qualified individuals, corporations, partnerships, and other legal entities authorized to do business in the state of Florida for the opportunity to perform the services specified in this ITN.

1.1 ACCESSING SOLICITATION DOCUMENTS, ADDENDA, AND RESULTS. The University distributes solicitation documents, including addenda and award information, through the FGCU Procurement Portal. Registration (no cost) is required to participate and may be completed online at https://fgcu.bonfirehub.com/portal. It is the responsibility of the Respondent, prior to submitting a Reply, to review the FGCU Procurement Portal to determine if addenda to the ITN have been issued and, if issued, acknowledge and incorporate the addenda into the Reply. Monitor the FGCU Procurement Portal for ranking and award results.

1.2 KEY DATES. The following key dates are estimated. The dates and times listed below are subject to change.

All times are eastern time. It is the responsibility of the Respondent to check the FGCU Procurement Portal for changes.

https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.fgcu.edu%2F&data=05%7C02%7Cadrevenkar%40fgcu.edu%7Cd1c8f2f2bd8a4ff6416608de6345cf55%7Cf7a5a4ef4ffa4c80bfb3c12e28872099%7C0%7C0%7C639057348645494291%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=o02XWbJfKX4fqtKpVaR9YoAH445zODRMIhcz5iqsrwg%3D&reserved=0 https://fgcu.bonfirehub.com/portal

EVENT

A. Deadline for Respondents to submit written questions or requests for clarification in the FGCU Procurement Portal

B. Deadline for University to post answers to questions in the form of an Addendum

C. Replies due in the FGCU Procurement Portal

D. Initial Evaluation Period (Estimated) – notice of Committee meetings is posted in the FGCU Procurement Portal

E. Shortlisted Respondents Notified

F. Negotiation Period Estimated Timeframe – Committee conducts negotiations with the finalist(s)

G. Best And Final Offer (BAFO) deadline for submission to the

FGCU Procurement Portal

H. Negotiation Committee meet to discuss BAFO and determine award recommendation

I. Anticipated Contract Start/Commencement of Services

DATE

February 25, 2026

March 4, 2026

March 13, 2026

April 3, 2026

TBD

June 1, 2026

TIME

Before 5:00 PM

SECTION 2.0

SCOPE OF SERVICES

2.1 SCOPE OF SERVICES - Florida Gulf Coast University Board of Trustees (FGCU or University) seeks to enter into a multi-year agreement with an experienced and qualified Supplier to provide, install, and maintain card accessible commercial laundry equipment for nine (9) on-campus student laundry rooms.

The scope of services includes all design, equipment procurement, installation, configuration, testing and training, and when applicable, removal of existing equipment. All high and low voltage electrical work, including power for equipment, cable, and conduit, and installation must be provided.

Equipment: The successful Respondent (hereafter referred to in this Section 2.0 as Contractor) shall provide, install, and maintain clothes washers & dryers, and laundry room monitoring devices (collectively "Equipment"), at designated spaces within the Housing and Residential Life (“HRL”) Department. In addition, the Supplier must ensure the Equipment:

• Is individually identified, numbered on the unit itself, and registered with HRL and kept current at all times.

• Accommodates card payment. Note: The software needs to execute transactions using the student's campus tender as method of payment. The platform we use to manage those funds and the one the software will interface with is Transaction System Enterprise (TSE) by Transact Campus. At current, a physical campus card is used with 3-track mag stripe capabilities; however, the University is moving to mobile credentialing (NFC) for tap to pay.

• Respondent must be a PCI DSS Validated Service Provider, and if awarded a contract, must assume full responsibility for the security of the payment environment (See SECTION 4.0 - REPLY CONTENT AND FORMAT, Section 7 – Security of Payment Cards).

• Is appropriately sized in dimensions per laundry room space. Example: South Village location requires stackable dryers no more than 35”H x 27”W x 43”D. Limited space available in Everglades Hall. All other laundry room locations will be discussed with the awarded Respondent for recommendations. The Contractor must provide written notice to notify HRL within forty-eight hours of any change in the locations, quantity, type, or status of any of the Equipment, or components of the equipment. Title to the Equipment will remain with the Contractor.

• The Contractor is solely responsible for any loss or damage to the Equipment. The Contractor, at its own expense, will make reasonable efforts to repair Equipment within forty-eight (48) hours of notification by the University of Equipment failure, regardless of means by which notification is sent. The University acknowledges that some repairs require specific parts and may exceed this timeframe, subject to availability of parts required to complete repairs.

Location of Campus Laundry Rooms are as follows:

Laundry Room Location Name Residents Washers Dryers North Lake Village Laundry Room# 1 500 14 16 North Lake Village Laundry Room# 2 500 14 16 North Lake Village Laundry Room # 3 500 14 16 North Lake Village Laundry Room# 4 500 14 16 Everglades Hall 400 13 14 Biscayne Hall 400 13 14 Palmetto Hall 400 13 14 Osprey Hall 533 16 18 Eagle Hall 533 16 18

TOTAL 4266 127 142

A. Commission: The Contractor shall, for the term of contract and in consideration for the right to provide and maintain operating washing and drying machines and Equipment for the University, agree to compute, report and pay the University, on a monthly basis, a commission ("Commission") of at least fifty-one percent

(51%) on gross receipts from all washers and dryers operated by the Contractor. “Gross Receipts” shall mean all revenue collected from washing and drying machines, including card transactions (collectively

“Sales”), less any applicable taxes, government-imposed deposits or handling fees). Contractor is responsible for paying all sales tax on sales directly to the Florida Department of Revenue. Documentation of such payment must be furnished at the University's request.

B. Reporting & Commission: On a monthly basis, the University will provide a card sales report to Contractor to determine commission due to the University for such sales. On a monthly basis, the Contractor will provide a consolidated commission summary ("Summary'') documenting all transactions and the total amount due to University. The corresponding Commission payment will accompany the Summary and shall be received by University no more than thirty (30) days following the end of the period in which the Sales occurred.

C. Pricing & Adjustments: The pay-per-use rate is set at One Dollar and 50/100 ($1.50) per wash cycle and

One Dollar and 50/100 ($1.50) per dryer cycle. The University may consider requests for price increases provided they are reasonable based on current market research conducted at the time of the request and acceptable to the University. Any rate changes must be approved in writing as an amendment to the contract awarded.

D. Personnel: The Contractor’s management team shall meet with designated HRL representatives to discuss issues, if any, and performance improvements, once monthly.

E. Maintenance Services: Contractor will perform onsite inspections three (3) times each week to inspect all laundry rooms, to observe all issues not submitted through the workorder portal. Inspection shall include visual and physical inspections of hoses, plugs, and vents (See SECTION 4.0 - REPLY CONTENT AND

FORMAT, Section 9 – Maintenance & Service/Repairs).

F. Notice. Provide two (2) weeks’ advance notice before taking the system offline for maintenance.

2.2 OPERATIONAL REQUIREMENTS - All Equipment must be compatible with Blackboard and Transaction System Enterprise (TSE) by Transact Campus. Special note: The software solution must be capable of executing transactions utilizing the students’ campus tender as a method of payment.

System Interface. The platform must interface with Transaction System Enterprise (TSE) by Transact Campus.

Hardware: Equipment must support current physical campus cards with 3-track mag stripe capabilities. At current, a physical campus card is used with 3-track mag stripe capabilities; however, the University is moving to mobile credentialing (NFC) for tap to pay and the system must be compatible with the new technology.

Contractor must perform or provide:

• Marketing - Conduct annual promotional contests and partner with University social media efforts to engage students in the campus laundry program.

• Training - Engage Resident Assistants with training including useful information materials and promotional giveaways.

• Signage –Provide and install instructional signage in each laundry location for students, which will include instructions on washing and drying, proper detergent usage, and submitting service requests.

2.3 CONTRACTOR INVOICES AND PAYMENT

For any services billed directly to the University, the Contractor must submit an invoice that is detailed and includes the purchase order number authorizing the services. Invoices are to be submitted to accountspayable@fgcu.edu in a prompt manner and are subject to approval of the University. Payments will be made Net 40 and in accordance with FGCU Regulation 6.021, Prompt Payment to Vendor. The invoice must be detailed and include itemized amounts for each specific service performed. The University will review and approve the payment of acceptable invoices. Payments are made in accordance with FGCU Regulation FGCU-PR6.021, Prompt Payment to Vendor.

Repairs/Replacement due to vandalism will be the responsibility of the University. Contractor shall notify University of any damage resulting from documented cases of vandalism. Contractor is required to provide a quote for University’s review prior to making the repair or replacement. University will authorize repair/replacement based on the actual cost of parts and equipment. Contractor shall invoice University for repairs/replacement as applicable.

Upon termination of the contract, Contractor shall at their expense remove all equipment. This will be directed within a timeframe determined by the University.

mailto:accountspayable@fgcu.edu

SECTION 3.0

INSTRUCTIONS TO RESPONDENTS

3.1 PRESUBMITTAL MEETING. ☒ This box will be checked if applicable. The pre-submittal meeting is to discuss the requirements and objectives of this ITN, to answer any questions potential Respondents have about the ITN, and to answer any general questions about the University. The University will attempt to answer all questions received; however, the University reserves the right to answer any questions in writing in a subsequent addendum to the ITN. Please review the ITN prior to the meeting to be prepared to ask questions or make inquiries. If possible, forward questions to the University Designated Procurement Contact at least three (3) business days before the scheduled meeting.

3.2 PRESUBMITTAL MEETING DETAILS & REQUIREMENTS. ☒ This box will be checked if applicable.

The date, time and location for this meeting is noted on the cover of this ITN and posted in the FGCU Procurement Portal in addition to whether a site visit is planned and if remote attendance is available. Pre-submittal meetings are not mandatory unless otherwise indicated on the cover page. Failure to attend a mandatory meeting will result in your Reply being considered non-responsive. For pre-submittal meetings held remotely, please note attendees must have the ability to communicate with the University at this meeting to provide information for the attendance register and be able to ask questions or request clarifications. For on-campus attendance, parking passes can be obtained at the Information Booth located at the main entrance to the University, or Parking Services located at the Campus Support Complex for any company and/or individual vehicles that will be parked on campus. Parking rules and regulations must be observed by all drivers. Website for parking services is: http://www.fgcu.edu/parking.

3.3 DEADLINE FOR QUESTIONS AND CLARIFICATION REQUESTS. Inquiries or requests for clarifications of information contained in the ITN must be received in the FGCU Procurement Portal no later than the date and time posted in the FGCU Procurement Portal. This deadline has been established to maintain fair treatment for all potential Respondents, while ensuring an expeditious selection process. Interpretations, corrections or changes made by the University to this ITN will be made by written addenda. The University is not responsible for oral interpretations given by any University employee, representative, or others, and Respondents are not entitled to rely upon oral statements.

3.4 SUBMISSION OF REPLIES. The University is accepting electronic Replies in the FGCU Procurement Portal at https://fgcu.bonfirehub.com/ until the specified deadline. Replies sent in any manner (including hard copies, faxed replies, or emails) other than uploaded electronically in the FGCU Procurement Portal will not be accepted. All Replies will become the sole property of the University.

Replies must be submitted in the FGCU Procurement Portal prior to the deadline for submission. Respondents must ensure their Reply is uploaded before the due date and time. The University is not responsible for technology and/or any other issues that cause a missed deadline.

3.4.1. Official Addendum. The only official source for clarification or changes to this ITN or to acquire additional information is a written addendum issued by the Procurement & Payables Department. It is the responsibility of the Respondent, prior to submitting its Reply, to review FGCU’s Procurement Portal to determine if addenda to the ITN were issued.

3.4.2. ADA Compliance. All documents contained within a Reply must be a single text searchable PDF/A and with a minimum resolution of 300 dpi. The file must be ADA compliant and have navigational bookmarks inserted in lieu of tabs that would normally be in a hard copy. The entire Reply must be contained in a single PDF/A file.

3.4.3. Electronic Signature. Respondent acknowledges that by entering the username, password and full name and email address in the FGCU Procurement Portal, this serves as an electronic signature for the submission of a Reply. Respondent further agrees that only individuals with signatory authority should submit a Reply.

3.4.4. Costs. All costs incurred by Respondent in responding to this ITN and in participating in the evaluation process, including travel, are borne entirely by the Respondent.

http://www.fgcu.edu/parking https://fgcu.bonfirehub.com/

3.5 BINDING OFFER. A Reply made pursuant to this ITN is a binding offer to perform the services described in this ITN, assuming the terms of an agreement between the parties are satisfactorily negotiated. The Reply serves as evidence that the Respondent has fully familiarized itself with the contents of this ITN. Replies will be valid for a period of one hundred and eighty (180) days from the Reply due date (which may be extended upon mutual agreement).

3.6 RESERVATION OF RIGHTS. The University reserves the right to take the following actions:

• accept or reject any or all Replies

• waive technicalities or irregularities in the submitted Replies, or the procurement process

• make inquiries or request additional information from any or all Respondents

• select the Reply which, in the University’s sole discretion, is judged to be the best value and in the best interest of the University

• cancel and issue a new ITN

• postpone or cancel the entire procurement process related to this ITN

• change or modify the ITN schedule at any time

• disqualify any Reply received which does not contain all of the required information, attachments, verification, or forms

3.7 WITHDRAWAL OF REPLY. Replies may be withdrawn or revised by the Respondent for any reason prior to the due date and time fixed for submission of a Reply. Negligence on the part of the Respondent in preparing its Reply confers no right of withdrawal or modification after the date and time fixed for the public opening.

3.8 FALSE OR MISLEADING STATEMENTS. Replies which contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Respondent, may be rejected. If, in the opinion of the University, such information was intended to mislead the University in its evaluation of the Reply and the attribute, condition, or capability is a requirement of this ITN, such Respondent will be disqualified from consideration and may be disqualified from submitting a response to future solicitation opportunities.

3.9 JOINT VENTURES. Respondents intending to submit a Reply as a joint venture with another entity are required to provide evidence acceptable to the University that the joint venture meets the statutory requirements applicable to corporations or other entities that are subject to the Florida Business Corporations Act, Chapter 607, Florida Statutes, the Florida Revised Limited Liability Company Act, Chapter 605, Florida Statutes, the Florida Partnership Laws at Chapter 620, Florida Statutes, or the Professional Services Corporation and Limited Liability Company Act at Chapter 621, Florida Statutes, as applicable, prior to the due date and time set for submission of a Reply.

3.10 NO LOBBYING. After the issuance of this ITN, no prospective Respondent is allowed to contact or communicate with or discuss any matter relating in any way to this solicitation with any University officer, agent, or employee except for the Designated University Procurement Contact. This prohibition includes, but is not limited to, copying all such people on written communications (including email correspondence), but does not apply to presentations made to Evaluation Committees or at a Board or Committee meeting when the board or committee is considering approval of a proposed contract or purchase order. This prohibition of lobbying ends upon final execution of the Agreement or purchase order or at the time the solicitation is canceled. Violation of this provision may result in disqualification of consideration of a Reply.

3.11 SCRUTINIZED COMPANIES. The University has the option to immediately terminate any Agreement resulting from this ITN, in its sole discretion, if a Supplier is found to have submitted a false certification under section 287.135(5), Florida Statutes, or has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under section 215.473, Florida Statutes; is engaged in business operations in Cuba or Syria; or, has been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. Each Respondent attests, by submission of the certification attached, that it is not listed on any Scrutinized Companies List described above; is not engaged in business operations in Cuba or Syria; is not engaged in a boycott of Israel and is not barred from submitting a Reply under section 287.135, Florida Statutes.

3.12 PUBLIC ENTITY CRIMES. In accordance with section 287.133, Florida Statutes, a person, affiliate, or corporation who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Reply on a contract to provide any goods or services to a public entity on a contract; may not submit a Reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Replies on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, Florida Statutes, for category two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. To ensure compliance Respondents must certify by submission of the enclosed public entity crimes certification, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any state or federal entity, department or agency.

3.13 E-VERIFY. In accordance with section 448.095(2), Florida Statutes, the Supplier must be registered with and use the E-Verify system to confirm all new employees are legally authorized to work. Supplier’s agreement with the University cannot be renewed unless at the time of renewal, the Supplier certifies to the University that it continues to use the E-Verify system. If allowable, and the Supplier enters into an agreement with a sub-consultant, the sub-consultant must provide the Supplier with a signed affidavit confirming the sub-consultant does not employ, contract with, or subcontract with any unauthorized workers and Supplier must maintain a copy of the affidavit(s) for the duration of the agreement. If the Supplier believes in good faith that a sub-consultant is knowingly employing unauthorized workers, Supplier must immediately terminate the contract with the sub-consultant. Failure to do so will result in termination of the agreement between Supplier and FGCU. If the University has a good faith belief that the Supplier knowingly employed unauthorized workers, the University will terminate the agreement. This termination will not be considered a breach of contract on the University’s part.

3.14 NONDISCRIMINATION - TITLE VI ASSURANCE. All Respondents and their subconsultants must comply with federal and Florida non-discrimination laws which means, there will be no discrimination of any kind against any business or individual based on race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in their employment practices or in the selection of subconsultants.

3.15 GENERAL CIVIL RIGHTS. In addition to the requirements of the Civil Rights Act of 1964, the Respondent and all subconsultants must not discriminate against any person based on race, creed, color, national origin, sex, age, religion, marital status, or disability. This applies to all activities related to this agreement and any federal assistance received from the initial solicitation through the completion of the work.

3.16 PUBLIC RECORDS AND DISCLOSURE. Replies made to this ITN and received by the University are public records under Florida law and are subject to public inspection upon issuance of the University's notice of intended decision or thirty (30) days after a public opening; whichever is sooner in accordance with section 119.071, Florida Statutes. If the University rejects all Replies and concurrently notices its intent to reissue a solicitation, the rejected Replies are exempt from public disclosure until the University provides notice of an intended decision concerning the reissued solicitation or until the University withdraws the reissued solicitation. A Reply is not exempt for longer than twelve (12) months after the initial notice of rejection of all Replies.

Pursuant to Section 119.0701, Florida Statutes, to the extent a Supplier is performing services on behalf of the University, the Supplier must:

1) Keep and maintain public records required by the University to perform the service.

Information and data it manages as part of the services may be public record in accordance with Chapter 119, Florida Statutes and the University’s public records policies. Respondent agrees, prior to providing services, it will implement policies and procedures, which are subject to approval by University, to maintain, produce, secure and retain public records in accordance with applicable laws, regulations, and University policies including but not limited to section 119.0701, Florida Statutes.

2) Upon request from the University’s custodian of public records, provide the University with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes.

3) Ensure that the public records which are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of the Agreement and following completion of the Agreement if the Supplier does not transfer the records to the University.

4) Upon completion of the Agreement, transfer, at no cost to the University, all public records in its possession or keep and maintain public records required by the University to perform the service. If the Supplier transfers all public records to the University at the completion of the Agreement, the Supplier must destroy any duplicate records that are exempt from public disclosure requirements. If the Supplier keeps any public records, it must meet all requirements for maintaining and retaining public records. All records stored electronically must be provided to the University in a format that is compatible with its information technology systems.

In accordance with sections 119.071(3), Florida Statutes, security plans and cybersecurity information are confidential and exempt from public disclosure. This includes but is not limited to: physical security records such as photographs, maps, blueprints, drawings, and building plans, schematic drawings, and diagrams depicting the internal layout and structural elements of a public building or structure per section 119.071(3) and IT security records such as: network schematics, software configurations, encryption data and incident response information per section 119.0725(2).

By submitting a Reply, Respondents agree to treat all such information as confidential and will not disclose it without prior written consent of the University.

3.17 TRADE SECRETS. As stated above, all documents, materials, and data submitted as a part of a Reply to this ITN are public records subject to the requirements of Chapter 119, Florida Statutes. Designation of an entire submittal as ‘trade secret’, ‘proprietary’ or ‘confidential’ is not permitted and may result in a determination that the Reply is nonresponsive and therefore will not be evaluated or considered. The University does not believe that any of the information required by this ITN constitutes a trade secret under Florida law. To the extent Respondent believes any part of the submission is trade secret and desires to maintain the confidentiality of those materials, Respondent must, before the deadline for submitting a Reply, :

• segregate the trade secret materials from the portions of the Reply that are not declared as trade secrets

• cite, for each trade secret claimed, the Florida statute number that supports the designation of the information as a trade secret and explain why the cited statute applies to the information claimed as trade secret

• provide a copy of the Reply that redacts all information designated as trade secret

The University reserves the right to clarify the Respondent’s request for a trade secret at any time. In conjunction with any trade secret designation, Respondent acknowledges and agrees that:

• Trade Secret requests made after the deadline for submission of a Reply has passed will not be considered

• Respondent grants to the University, its officials, employees, agents and representatives’ full rights to access, view, consider, and discuss the information designated as trade secret

• If a public records request is made for these materials, the Respondent is solely responsible for defending their claim that the information is a trade secret.

• Any trade secrets provided by Respondent to the University are subject to the provisions of section 119.0715, Florida Statutes, and the University may disclose a trade secret to its officers or employees whose use of the trade secret is within the scope of his or her duties and responsibilities

• Once the University notifies the Respondent that it has received a request to inspect or copy information that is designated a trade secret, the Respondent must respond to the University no later than ten (10) calendar days of being notified of the request, or Respondent will be deemed to have waived the trade secret designation of the materials.

Respondent will indemnify and hold harmless the University and its officials, employees, agents and representatives from any losses, claims, actions, damages (including attorney’s fees and costs) and amounts arising or incurred by the University from or related to the designation of trade secrets, including but not limited to actions or claims arising from University’s non-disclosure of the trade secret materials.

3.18 AGREEMENT. The Respondent is required to enter into an Agreement substantially in the same form and with the terms and conditions set forth in this ITN and the resulting Respondent’s Reply as negotiated. The Agreement may or may not include all elements of the Respondent’s Reply or this ITN where alternatives provide best value, are desirable to the University, and the parties agree to such terms.

3.19 TERMINATION. The agreement between FGCU and the Supplier will include a termination provision in which the agreement may be terminated for the convenience of the University upon advance written notice.

3.20 FINANCIAL RESPONSIBILITY. During the evaluation process Respondents may, upon request by the University, be required to demonstrate financial responsibility by furnishing audited financial statements for a specified period. Such statements must be prepared in accordance with generally accepted accounting practices and are to be signed by an independently certified public accountant and provided within ten calendar days of request by the University.

3.21 NO CONSIDERATION OF SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS. FGCU will not request documentation of, or consider, a Respondent’s social, political, or ideological interests when determining if the Respondent is responsible. The University will not give preference to a Reply based on social, political or ideological interests.

3.22 PROTESTS. Protests are handled in accordance with the Florida Board of Governors Regulation 18.002 and FGCU Regulation PR6.008. Any qualified Respondent aggrieved in connection with an award of a contract may file a written notice to protest. Failure to file a protest or failure to post the bond or other security as required in this Regulation shall constitute a waiver of protest proceedings

3.23 NOTICE OF INTENDED DECISION. The University posts notice of a decision or intended decision by electronic posting. This notice contains this statement: “Failure to file a protest or failure to post the bond or other security as required in this Regulation shall constitute a waiver of protest proceedings.”

3.24 LEGAL REQUIREMENTS. Applicable provision of all Federal, State, County, and local laws, and of all ordinances, rules, and regulations shall govern development, submittal and evaluation of all Replies received in response hereto and shall govern any Reply by the University by and through its officers, employees, and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any Respondent shall not constitute a cognizable defense against the legal effect thereof.

3.25 RECIPROCITY. If an Agreement results from this ITN, it may be extended to other Florida governmental agencies (universities, state, county, and city governments) with the Supplier’s consent. Each of these agencies will manage its own purchases and will be solely responsible for its own liabilities. No agency will be liable for the purchases or actions of any other. FGCU makes no representations or guarantees about the suitability of your company for the work it requires, and by entering into this agreement, those agencies assume all responsibility for their own due diligence.

3.26 ADVERTISING. In submitting a Reply to this ITN, Respondent agrees not to use the results as a part of commercial advertisement. Where the University agrees to allow the use of its name or logo, such use of the University name or logo shall not be implied as a direct or indirect endorsement on behalf of the University.

SECTION 4.0

REPLY CONTENT AND FORMAT

EVALUATION CRITERIA. The information each Respondent provides will be used to identify the most qualified Respondent(s). The evaluation will focus on the Respondent’s demonstrated ability to perform the services and capacity to meet the overall needs of the University. An evaluation of Replies will be conducted to clarify each Respondent’s capabilities and the value their Reply offers to FGCU. For more information, refer to Section 5.0, Evaluation and Negotiation.

The evaluation criteria indicated below will be applied to the information submitted in each Reply, providing a consistent and uniform baseline for an objective evaluation. If presentations or oral interviews are conducted, information provided by Respondents, both in content and style, will be part of the evaluation process. The person identified in the Reply as authorized to make representations for the Respondent should attend and participate in these sessions. Evaluation will include the knowledge demonstrated by your participants as well as the information provided in the Reply itself. The selection and procurement process are not complete until final execution of the agreement resulting from this competitive process. FGCU’s determination of the most qualified proposer(s) will be based on the following criteria:

INFORMATION PER EACH CRITERIA TO BE SUBMITTED. All information identified in this section must be contained within the Reply. The contents of each Reply must be separated and must be organized in the same order and following the same format as listed below, identifying the Respondent’s response to each specific item.

TAB 1 – EXECUTIVE SUMMARY & TABLE OF CONTENTS

Provide an executive summary on company letterhead, not to exceed four (4) pages. This summary should demonstrate your company’s understanding of FGCU’s goals and be signed by the person or persons authorized to bind the Respondent to a contract with FGCU. Include the contact information for corporate headquarters including; address, phone, and email.

Include a Table of Contents with page numbers that correspond to the sections below.

TAB 2 – MINIMUM REQUIREMENTS

The proposed solution must meet the following minimum requirements. Please confirm absolute compliance.

2.1 Florida Registration: Provide a copy of your company’s registration with the State of Florida Division of Corporations. If a registration application has been submitted to the Division of Corporations but has not been processed by the due date and time, provide evidence of submission. FGCU reserves the right to verify registration, and no agreement may be entered into until registration is confirmed.

2.2 Insurance: Provide a letter from your insurance provider, confirming your ability to obtain all required insurance coverages (see SECTION 6 – INSURANCE & INDEMNIFICATION).

2.3 PCI DSS Validated Service Provider: Provide proof of this designation.

TAB 3 – PROPOSED SOLUTION OVERVIEW

Provide a detailed description of the proposed solution and how it addresses the needs outlined in the Scope of Services. The completeness, quality, and feasibility of the solution proposed are critical factors in the evaluation.

Respondents must propose not only a solution for the initial supply and installation project, but also demonstrate their capability to provide reliable, ongoing services for the duration of the contract term. A sample service record from a project of similar scope and size is required with submission.

3.1 Addressing Business Objectives and Scope. Explain how the solution meets the key objectives.

3.2 A listing of proposed equipment is required and must include:

• Model/product numbers

• Model product specification

TAB 4 –ORGANIZATIONAL INFORMATION

The response to this section must not exceed ten (10) pages. Provide the following information about your organization:

4.1 Legal Status: Your legal name and any “doing business as" (DBA) names that will appear on the final agreement.

4.2 Structure: Your legal status (e.g., corporation, LLC, partnership, joint venture) and state of incorporation. For partnerships and LLCs, detail the names, roles, and ownership shares of all partners/members. For corporations, provide a copy of your Articles of Incorporation.

4.3 History: The length of time your business has been operating, including details on any companies forming a new entity for this project.

4.4 Contact Information: Provide contact information (address, phone, email) for the corporate headquarters and for the office that will primarily perform the work.

4.5 Key Contacts: A list of all individuals authorized to make representations and/or negotiate the agreement on your behalf.

4.6 Changes & Disclosures: Detail any organizational or ownership changes in the last three years (mergers, acquisitions). Disclose any past or present of the following:

• Bankruptcies or financial reorganizations

• Investigations, adverse legal decisions, or settlements in the past 3 years

• Contract terminations or litigation with clients in the last 5 years

• Conflicts of interest with FGCU employees, board members, or cabinet members o Respondents must disclose the name of any officer or agent who is also an employee of FGCU or the State of Florida, any of its agencies, departments, affiliates, or political subdivisions. Respondents must disclose the name of any FGCU or State employee, or officer/member of an affiliate organization who owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent's firm or any of its branches.

o Respondents must disclose employment of FGCU employees' or employees’ relatives.

4.7 Subcontracting: State whether you plan to use subcontractors, their responsibilities, and note that FGCU reserves the right to approve all subcontractors.

TAB 5 –EXPERIENCE

This section must not exceed ten (10) pages. Provide at least three client references from the last 36 months that have similar requirements. For each reference include:

Client name, contact person, email, and phone number.

Scope of Services description.

Locations served, number of units at each location.

Contract start and end dates.

FGCU reserves the right to contact additional references not listed.

TAB 6 – KEY PERSONNEL

This section must not exceed five (5) pages.

Introduce key team members and provide an organizational chart showing their roles and scope of work.

Identify the primary contact (day-to-day representative who will be the sole point of contact) with decision making authority who will be available to FGCU on demand throughout the term of the agreement.

Provide resumes for all key personnel assigned to the account, including dates of experience. Indicate any certifications or specific training relevant to the work to be performed to demonstrate the technical expertise of the proposed service team.

Describe your employee onboarding process, including screening and background checks prior to allowing employees to work on campus.

TAB 7 - SECURITY OF PAYMENT CARDS

Provide a security incident plan detailing responsibilities and timelines for a data breach, including:

• Content, frequency, and recipients of notifications

• Measures to prevent and stop the underlying cause of the breach.

• Respondent must be a PCI DSS Validated Service Provider, and if awarded a contract, must assume full responsibility for the security of the payment environment. A PCI DSS compliance certificate must be provided.

• Respondent's Reply must include a current Attestation of Compliance (AOC). Respondent must guarantee that all hardware and software components provided for credit card processing maintain compliance for the duration of the contract, if any. Explain how the machines are connected and if the card reader is EMV-enabled.

Additionally, disclose any known security claims or potential breaches known to the Respondent that may give rise to a claim. State if your company sells data to third parties.

Provide Acknowledgment and agree that if awarded an agreement with FGCU and a security breach occurs, it will be reported to FGCU within twenty-four hours. A Higher Education Community Vendor Threat Assessment (HECVAT) is required and must be on file with the University. For more information or questions please see this link: https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

Cyber insurance is required. Please see Section 6 – Insurance and Indemnification.

TAB 8 – INSTALLATION AND IMPLEMENTATION & TRAINING

This section must not exceed 20 pages.

8.1 Project Plan. Describe your communication and coordination plan for the successful installation of the proposed solution. Provide a schedule broken out in GANTT format with timelines for key tasks, such as:

● Equipment installation

● Equipment testing

● Training of university personnel

● On-going maintenance and service/repairs

8.2 Cost Optimization: Describe your approach to optimizing costs https://www.educause.edu/higher-education-community-vendor-assessment-toolkit https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

8.3 Disposal Plan: Describe the plan for the disposal of old equipment, if applicable.

8.4 Training Plan: Detail the training that will be provided to university personnel

TAB 9 – MAINTENANCE & SERVICE/REPAIRS

Acknowledge agreement of Supplier to ensure support for the term of the agreement in accordance with the following provisions:

9.1 Notice. Provide two (2) weeks’ advance notice before taking the system offline for maintenance.

9.2 SLAs. Include proposed service level agreements (SLAs), if applicable, escalation procedures, and remedies offered for failing to meet SLAs. Provide details on response time for different severity levels (critical, high, medium, low). Discuss availability of local technicians to respond.

9.3 In addition, Contractor will conduct on site reviews three (3) times each week of each laundry room ensuring proper operation of each machine.

TAB 10 – FEE AND COST PROPOSAL

Propose the amount of commission (must be at least 51% commission for the University - See Section 2.1.A) that Respondent is offering to FGCU.

Disclose all service fees, if any, that will be charged to University.

TAB 11 – TECHNICAL, SECURITY, AND COMPLIANCE REQUIREMENTS

See APPENDIX A for IT requirements.

TAB 12 -ENVIRONMENTAL CONSIDERATIONS.

The University supports and encourages initiatives to protect and preserve our environment. Respondent shall submit as part of any Reply the Respondent’s plan to support the procurement of products and materials with recycled content.

Respondent shall also provide a plan for reducing and/or handling any hazardous waste generated by Respondent company.

Respondent must indicate if installed equipment is considered Energy Star or equivalent relative to conserving energy without compromising the temperature and quality of the product.

TAB 13 – EXCEPTIONS & CONDITIONS

Indicate any exceptions to the scope of services or proposed criteria where no alternate methodology or solution exists.

List any software, licenses, or any other infrastructure that FGCU will need to provide for the project’s success.

Acknowledge that you are required to provide documentation of expertise and instructions for performing tasks to facilitate the training of future employees.

TAB 14 – FINANCIAL CAPACITY

Agree to provide financial information within ten days of request from the University to demonstrate fiscal responsibility for the past two (2) fiscal years.

TAB 15 – REQUIRED ATTESTATIONS & CERTIFICATIONS

Include the following certifications which are in Section 7.0 – ATTESTATIONS AND CERTIFICATIONS of this ITN:

Attachment A: Completed and signed ITN Acknowledgement & Certification

Attachment B: Public Contracting and Environmental Crimes Certification Attachment C: Scrutinized Companies Certification Attachment D: No Coercion of Labor and No Forced Labor Attestation Attachment E: Foreign Entities of Concern Attestation Attachment F: Substitute W9 with FEIN number Attachment G: Executed ITN Addendum Acknowledgement Form (if Addendum is issued) Attachment H: Master Services Agreement

TAB 16 – TRADE SECRETS

If claiming a trade secret, identify the specific information and cite the relevant Florida statute. Do not designate an entire Reply as ‘trade secret,’ proprietary’ or ‘confidential.’ Doing so is not permitted and may result in a determination that the Reply is nonresponsive and not eligible for consideration.

Include a brief explanation as to why the cited statute is applicable to the information claimed as trade secret. Additionally, you must provide a redacted version of the Reply that redacts all information designated as trade secret.

APPENDIX A - Technical, Security, and Compliance Requirements

This Appendix defines the minimum technical, cybersecurity, data protection, and integration requirements for all systems, equipment, software, cloud services, payment components, monitoring devices, and maintenance operations proposed under ITN 26-ARM-001.

These requirements apply to all supplier-provided components…