22 23 48 RFP FFS Fire Prevention.pdf

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

Request for Proposal (RFP) No: RFP FFS 22 23 48

FLORIDA FOREST SERVICE

STATEWIDE FIRE PREVENTION CAMPAIGN

Michelle O. Faircloth, Procurement Officer 407 S. Calhoun Street, SB-8 Mayo Building

Tallahassee, FL 32399-0800 Bids@FDACS.gov

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Protests must be filed with the Agency Clerk, Florida Department of Agriculture and Consumer Services, The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399.

mailto:Bids@FDACS.gov

SECTION 1.0 INTRODUCTORY SECTION

1.1 Statement of Purpose

The Florida Department of Agriculture and Consumer Services, Florida Forest Service (FFS, FDACS or Department) issues this Request for Proposal (RFP) for a qualified Vendor to continue the statewide public awareness campaign with messages to prevent human-caused wildfires and to keep residents and visitors protected from the increased wildfire threat. This Request for Proposal and all activities leading toward the anticipated issuance of the Purchase Order(s) are conducted pursuant to Chapter 287 Florida Statutes (F.S.) and Rule 60A-1 Florida Administrative Code (F.A.C.).

This solicitation will be administered through the Vendor Information Portal (VIP). Vendors/Contractors interested in submitting a proposal must comply with all terms and conditions described in this solicitation.

The Department intends to make a single award or to make no award, as determined to be in the best interest of the state.

1.2 Timeline

The following timeline will be strictly adhered to in all actions relative to this Request for Proposal unless modified by the Department by written addendum. All required actions must be completed by the date and time indicated on the timeline.

EVENT DATE/TIME (ET) LOCATION

Release of RFP November 02, 2022 Vendor Information Portal

Last day for written Inquiries to be received by the Department. No questions will be accepted after this date.

November 18, 2022

Florida Department of Agriculture and Consumer Services Email: Bids@FDACS.gov

**ALL EMAILS SHOULD CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT

LINE OF THE EMAIL**

Anticipated Posting of Written Responses to

Vendor Inquiries

November 22, 2022

Vendor Information Portal

Sealed Proposals Due

December 08, 2022

5:00 PM

Florida Department of Agriculture and Consumer Services 407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, Florida 32399-0800

Public Meeting for Opening of Proposals

December 09, 2022

10:00 AM

Teleconference Number: 1 (888) 585 – 9008 Conference Room Number: 407 639 217

Evaluation Phase (Anticipated)

December 12 - 19, 2022

Notice of Agency Decision/ Intent to Award

(Anticipated)

December 27, 2022

Vendor Information Portal

Anticipated Contract Start Date

January 2023

The Department shall utilize the State of Florida, Vendor Information Portal (VIP) as the single resource for all RFP, Public Notice information in accordance with Rule 28-102.001, Florida Administrative Code (F.A.C.)

1.3 Public Opening

https://vendor.myfloridamarketplace.com/ mailto:Bids@FDACS.gov

The Public Opening for this solicitation will be available via teleconference.

DIAL – IN TELECONFERENCE NUMBER: 1 (888) 585 – 9008

CONFERENCE ROOM NUMBER: 407 639 217, Then # and follow prompts

Residents in the State of Florida who are hearing, sight or speech impaired, please contact Florida Relay at 1 (800) 955 – 8771 or visit https://www.ftri.org/relay for assistance.

1.4 Special Accommodations

Any person with a disability requiring special accommodations at the pre-solicitation conference and/or bid/proposal opening shall contact purchasing at the phone number above at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD).

1.5 Mandatory Requirements

The FDACS has established certain requirements with respect to submissions to be submitted by respondents. The use of “shall”, “must” or “will” (except to indicate simple futurity) in this RFP indicates a requirement from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient response is not substantial accord with the RFP requirements, provides an advantage to one respondent over other respondents or has potentially significant effect on the quantity or quality of service. Material deviations cannot be waived. The words “should” or “may” in this RFP indicate desirable attributes or conditions but are permissive in nature.

Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a Proposal.

1.6 Conflicts and Order(s) of Precedence

The following documents are incorporated into and made a part of this RFP and all proposals are subject to the terms of the following, which in case of conflict shall have the following order of precedence:

a. Any addenda, in reverse order of issuance

b. This RFP, including attachments

c. PUR 1000, General Contract Conditions

(https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_ Conditions.pdf)

d. PUR 1001, General Instructions to Respondents (https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions _to_Respondents.pdf)

SECTION 2.0 TECHNICAL SPECIFICATIONS

2.1 Background

The Florida Forest Service (FFS) has been awarded state funding to develop and implement a statewide fire prevention campaign. Efforts to include promotion of fire prevention website and materials.

Current FFS digital communication platforms include:

• Website – Be Wildfire Ready / Fire Prevention / Wildland Fire / Forest & Wildfire / Home - Florida Department of Agriculture & Consumer Services (fdacs.gov)

• Facebook – @FLForestService https://www.ftri.org/relay https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.fdacs.gov/Forest-Wildfire/Wildland-Fire/Fire-Prevention/Be-Wildfire-Ready https://www.fdacs.gov/Forest-Wildfire/Wildland-Fire/Fire-Prevention/Be-Wildfire-Ready https://www.facebook.com/FLForestService

• Twitter – @FLForestService, etc.

• YouTube – @FLForestService

2.2 Scope of Work and Deliverables

The FDACS is seeking a qualified Vendor to continue a public awareness campaign with messages to prevent human-caused wildfires and to keep residents and visitors protected from the increased wildfire threat areas impacted statewide.

The Vendor will be responsible for a marketing plan, an advertising plan and media buying services, and campaign management.

Task List

1. Conduct campaign research to aid in:

a. A comparative analysis of current FFS communication platforms and effective public awareness/public safety campaigns and marketing tactics;

b. Identifying communication preferences of target audiences for this campaign; and

c. Identifying best communication strategies, messaging, advertising opportunities and most effective implementation based on above research for this campaign.

2. Provide fire prevention and public safety campaign strategy to the FFS, including but not limited to the following:

a. Must be able to host in-person meetings in Tallahassee;

b. Overview campaign goals;

c. Messaging;

d. Timelines;

e. Target audiences and markets; and

f. Budget Plan.

3. Follow the established “BeWildfireReadyFL” identity for the campaign. This could include but is not limited to logos, typography, color palettes, fonts, taglines, brand strategy, brand imagery, brand positions and brand messaging. The brand and style must encompass the Florida Forest Service logo (shield) and existing color palette.

4. Provide all design files, fonts, ad collateral created in the brand and style guide to FFS staff in the form of a brand toolkit. Branded Campaign Collateral should include but is not limited to brochures, flyers, posters and additional materials needed for ad placements and media buys. Collaborate with the FFS to identify target audiences and match creative designs to fit their characteristics.

All content created will become the property of the Florida Forest Service and may be used in other areas as needed. The FFS agrees to provide a limited license to awarded bidder for the use of its official logo for the campaign. A separate Trademark License Agreement between the FFS and awarded bidder will be provided concerning the use of the official logo.

5. Develop and implement an advertising plan and media buying services for the fire prevention and public safety campaign. The plan will establish the initial launch of the campaign. Revise the advertising plan to target new audiences with new content message as necessary.

Ensure that the advertising plan contains all ad production and placements using varied media tactics (indoor, outdoor, digital, and print) to reach target audiences, including but not limited to:

• Social Media

• Radio https://twitter.com/FLForestService https://www.youtube.com/channel/UCXV3c1nbdFsOgOq0kp9TJUQ?view_as=subscriber

• Television

• Internet

• Vendor will provide the FFS’s State Communications Manager with creative proofs and materials that align with the campaign’s brand and style guide.

• Upon the FFS’s approval of the advertising plan, the Vendor will manage the ad buying process and maintain analytics reports on all ad placements.

6. Perform Project Management functions including but not limited to the following:

a. Provide the FFS with campaign status overviews, updates and campaign analytics.

b. Assign a project manager to act as the point-of-contact for the campaign.

c. Ensure the project manager works with the FFS to assign tasks, set meetings, and report campaign performance to the FFS’s Fire Prevention Coordinator and State Communications Manager as needed.

d. Provide a monthly comprehensive campaign report with an overview of campaign status, updated task list, and marketing analytics to the FFS’s Fire Prevention Coordinator and State Communications Manager.

2.3 Initial Term

The anticipated term of the contract shall be effective in January 2023 and shall expire on December 31, 2023. This contract may be renewed by mutual agreement on a yearly basis for a period of up to three (3) years after the initial contract or for a period no longer than the original contract, whichever period is longer, at the same prices, terms, and conditions.

Vendor must satisfactorily complete all Scope of Work and Deliverables by September 30, 2023.

SECTION 3.0 SPECIAL INSTRUCTIONS TO RESPONDENTS

3.1 Advertisement

This RFP is hereby advertised on the State of Florida, Vendor Information Portal. To find the RFP or other related information, click on “Search Advertisements” at the bottom of the VIP web page and enter Organization “Department of Agriculture.” If unable to download the document(s), contact the FDACS Procurement Officer.

3.2 General Instructions to Respondents (PUR 1001)

Pursuant to Rule 60A-1.002 F.A.C., the General Instructions to Respondents, PUR 1001, are incorporated in this RFP by reference. There is no need to return this document with the proposal.

Any terms and conditions set forth within this FDACS RFP document shall supersede any and all conflicting terms and conditions set forth within the PUR 1001, unless the conflicting term/condition is required by any section of the Florida Statutes, in which case the term/condition required by Florida Statutes shall take precedence. Specific references to MyFloridaMarketPlace (MFMP) usage for this RFP stated in paragraphs 3 and 5 of the PUR 1001, General Instructions to Respondents are not applicable.

3.3 Vendor Inquiries

The Procurement Officer, acting on behalf of the FDACS, is the sole point of contact of official meetings, questions, and all procurement related matters relating to this solicitation from the date of the release of the solicitation until the FDACS Notice of Agency Decision is posted on the VIP.

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

Questions related to this RFP must be received in writing, via email, by the Procurement Officer listed below, within the time indicated in the Timeline. Oral inquiries, or those submitted after the period specified in the Timeline, will not be acknowledged.

Responses to written questions will be posted on the VIP on or about the date referenced in the Timeline. The VIP is located at: https://vendor.myfloridamarketplace.com/.

The Procurement Officer for this RFP is:

Michelle O. Faircloth, Chief of General Services Florida Department of Agriculture and Consumer Services 407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, Florida 32399-0800 Email: Bids@fdacs.gov

**ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE SOLICITATION

NUMBER IN THE SUBJECT LINE OF THE EMAIL**

Between the release of the solicitation, and the end of the 72-hour period following posting of notice of intention to award (72-hour period excludes Saturdays, Sundays and state holidays), vendors responding to this solicitation, or persons acting on their behalf, may not contact any employee or officer of the executive or legislative branches of government, concerning any aspect of this solicitation, except in writing to the procurement officer as provided in this solicitation. Violation of this provision may be grounds for rejecting a response, as per Section 287.057(25), Florida Statutes.

No negotiations, decisions or actions shall be initiated or executed by the respondent as a result of any discussions with any purchaser or departmental employee. Only those communications, which are in writing from the Department's purchasing office, may be considered as a duly authorized expression on behalf of the purchaser.

Any questions, correspondence or contact with the Department initiated by the respondent after the RFP opening date and prior to posting of intended award must be directed to the purchasing office, attention purchasing officer. Department personnel will not discuss proposals or proposed contract activities with the vendor during the RFP evaluation period. The Department will not accept any revisions or additions to any RFP after the proposal opening date.

3.4 Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation documents or exhibits, addenda, and materials relative to this procurement during the advertising period, information will be posted on the VIP as a written addenda. Any addenda issued in relation to this solicitation shall thereby become part of the final specifications and requirements.

Interested parties are responsible for monitoring this site for new, changing, or clarifying information relative to this solicitation.

3.5 MyFloridaMarketPlace (MFMP) Registration

Each vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State is prequalified to do so and shall register in the MFMP system, unless exempted under subsection 60A-1.033(3) F.A.C. Information about the registration process is available, and registration https://vendor.myfloridamarketplace.com/ mailto:Bids@fdacs.gov may be completed, at the MFMP website: Vendor Information Portal. Interested persons lacking internet access may request assistance from the MFMP Customer Service at (866) 352-3776.

Vendors should register for the following United Nations Standard Products and Services (UNSPSC) Class/Group Commodity Code(s) pertaining to this Procurement:

• 80171604- Public information campaign service

• 82101801- Advertising campaign services

• 80171603- Publicity and marketing advisor service

• 82101602- Television advertising

• 82101601- Radio advertising

3.6 Vendor Substitute W-9

The Florida Department of Financial Services (DFS) requires all vendors that conduct business with the state to electronically submit a Substitute W-9 Form to https://flvendor.myfloridacfo.com. Forms and answers to frequently asked questions are located on that website once a registration has been completed. DFS may assist vendors with questions and be reached by contacting (850) 413-5519, or FLW9@myfloridacfo.com.

The awarded Vendor must have a valid W-9 on file with the DFS prior to issuance of a contract. This may be completed by the vendor post-award and is not something which FDACS will consider in determining the responsiveness of a proposal.

3.7 Cost of Preparation

Neither the Department, nor the state of Florida, is liable for any costs incurred by a vendor in response to this RFP.

3.8 Instructions for Submittal

Each proposal shall be prepared simply and economically, providing a straightforward, concise delineation of the vendor’s capabilities to satisfy the requirements of this RFP. Elaborate bindings, colored displays and promotional material are discouraged. Emphasis in each proposal must be on completeness and clarity of content. In order to expedite the review, it is essential that the vendor follows the format and instructions.

1) Proposals may be sent by U.S. mail, courier, overnight or hand delivered to the location indicated in the Timeline. Electronic (email/fax) submission of replies will not be accepted for the RFP.

2) All proposals must be submitted in a sealed envelope/package with the relevant RFP number clearly marked on the outside of the envelope/package.

3) It is the vendor’s responsibility to assure its proposal submittal is delivered to the proper place and time as stipulated in the Timeline.

4) Late proposals will not be accepted.

Submissions may be delivered by United States Postal Service (USPS) mail, courier (FedEx/UPS), or hand delivered to the Mayo Building; however, vendors are cautioned shipment via USPS may not be guaranteed to be received by the Department on the scheduled due date / time. SUBMISSIONS MUST BE RECEIVED IN THE PURCHASING OFFICE BY the designated date and time listed. Postmarked or clocked in by FedEx, UPS or U.S. Postal Service is not acceptable for being received in the Purchasing Office.

3.9 Vendor Generated Terms

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e1s1 https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com mailto:FLW9@myfloridacfo.com

The FDACS objects to and shall not consider any different or additional terms or conditions submitted by a Vendor including any appearing in documents attached as part of a Vendor’s response. In submitting a response, Vendor agrees that any additional or different terms or conditions, whether submitted by Vendor intentionally or inadvertently, shall have no force and effect and shall be grounds for rejecting a proposal. Vendor’s failure to agree to comply with FDACS’ terms and conditions, including those specifying information that must be submitted with a proposal, shall be grounds for rejecting a proposal.

The contract issued by the FDACS as a result of this RFP shall incorporate all terms and conditions identified herein. No oral agreements or representations shall be valid or binding upon FDACS or the Vendor unless expressly contained herein or by a written addendum submitted by FDACS to this RFP.

SECTION 4.0 REQUEST FOR PROPOSAL PROCESS

4.1 Proposal Format

The Department is accepting a combination of a physical original and digital copies of vendors’ proposals to this RFP. Respondents must submit one (1) original hardcopy (i.e., a physical hardcopy) of the proposal and all attachments, as well as five (5) duplicate copies of the proposal and all attachments on five (5) separate USB flash drives, each in a PDF file. Proposals shall be delivered to the Department’s purchasing office before the specified due date in a sealed package labeled with the proposer’s name and address and the RFP number. Sequentially number all pages and organize as indicated below. Emphasis of each proposal must be on completeness and clarity of content. In order to expedite the evaluation process, it is essential that proposers follow the format and instructions contained herein.

The RFP response package must include all requested forms and information. Each section should be segregated by index TAB(s) or folders labeled as such, which will include either mandatory response forms or material for weighted criteria to be scored by the appointed evaluation team. Failure to provide all of the requested information may result in disqualification of the vendor’s response, or a zero-point score for that section. The Respondent’s package should clearly identify each area, as listed below, with an index tab or other type of identification.

TAB A Vendor Acknowledgement (No Points will be awarded for Tab A)

By submission of a signature on the FDACS Acknowledgment Form, the Vendor certifies that they have read and comply with all terms and conditions contained herein. The proposal must contain the original signature of an authorized representative who can legally bind the Vendor.

The product/ services offered by the Vendor will conform to the specifications of this RFP without exception.

Vendors must include the completed and signed ATTAHCMENT A- FDACS ACKNOWLEGMENT FORM with their response to be considered.

TAB B Technical Proposal (120 points maximum)

A. Qualifications(Maximum of 60 points): Proposals shall provide a summary of qualifications that documents, demonstrates and represents their organization's ability to conduct campaign research; create a marking plan and campaign strategy; follow “Be Wildfire ReadyFL” brand and style guide; create campaign collateral; manage, implement and complete the project as described herein. In addition, this information shall be provided for all partners and/or subcontractor(s).

B. Personnel(Maximum of 60 points): Proposers must provide a complete list of all personnel that describes their roles and responsibilities, including subcontractors that will be assigned to this contract, and described their backgrounds/experience.

TAB C Campaign Budget Plan (10 points maximum)

Proposers are required to include a complete campaign budget plan and timeline with the initial campaign overview; final campaign budget plan and timeline must be approved by the FDACS prior to contract execution.

Funding may be used for campaign development and management, mass media, and community engagement, including but not limited to social, radio, TV, internet websites such as weather, movie theatres, and outdoor (billboard) advertisements.

The estimated budget for this campaign is $1,000,000. During the proposal process, Vendors will demonstrate to the FDACS an ability to efficiently use campaign funds in the following allocations each contract year:

• Campaign Research, Marketing Plan, Development and creation of the Fire Prevention Campaign content. Percentage of budget allocated for this deliverable = approximately 9.5%

• Media buys and advertising placement to begin upon the agreed upon date and completed by September 30, 2023. Percentage of budget allocated for this deliverable = approximately 90.5%

TAB D Past Performance/References (30 points maximum)

Proposers shall provide a minimum of three (3) detailed examples of the successful creation and implementation of public-interest campaigns providing turnkey services as described above in Section 2.2 Scope of Work and Deliverables completed within the last five (5) years. This must include examples in one or more of the following categories (as applicable for the campaign example provided):

• Social Media

• Radio

• TV

• Internet websites, such as weather, movie theaters, outdoor advertisements

• Other community engagement mediums, if applicable

The Vendor shall provide names, addresses, phone numbers and email contacts of the three (3) customers for whom the Vendor have identified in this narrative on the References/ Past Performance Form (Attachment B). The Department reserves the right to contact each customer reference to verify the information provided and validate the performance of the Vendor.

References must be current or former clients of the Vendor. The Department will not accept subcontractor/proposed personnel or personal references of a member of the Vendor as a substitute for customer references. Past performance with the Department will constitute a reference, whether listed or not, and will be used by the Department to determine the vendor's ability to perform services similar to those described in this RFP in a satisfactory manner.

Unsatisfactory past performance with the Department will result in rejection of the RFP.

TAB E Florida Preference Certifications (No points will be awarded for Tab E)

When evaluating vendor responses to solicitations where the total awarded points from two or more vendors is equal, the Department shall determine the order of award in accordance with Sections 287.057 (12), 287.082, 287.087, 287.092 and 295.187(4), Florida Statutes.

1. CERTIFIED MINORITY BUSINESS ENTERPRISE

Pursuant to Section 287.057(12), Florida Statutes, if two equal proposals are received and one proposal is from a certified minority Business Enterprise, the Department must contract with the Certified Minority Business Enterprise. Vendors must provide a copy of this certification in their bid response to receive this preference.

2. COMMODITIES MANUFACTURED, GROWN OR PRODUCED IN STATE GIVEN

PREFERENCE

Pursuant to Section 287.082, Florida Statutes, whenever two or more competitive sealed bids are received, one or more of which relates to commodities manufactured, grown or produced within this state, and whenever all things stated in such received bids are equal with respect to price, quality and service, the commodities manufactured, grown or produced within this state shall be given preference. Bidders must provide proof in their bid response to receive this preference.

3. CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM

Pursuant to Section 287.087, Florida Statutes, whenever two or more bids, proposals or replies that are equal with respect to price, quality and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. To be considered for the drug-free workplace program preference, bidders must provide ATTACHEMENT C, CERTIFICATIONOF DRUG-FREE WORKPLACE PROGRAM FORM that it has implemented a drug-free workplace program.

4. PREFERENCE TO CERTAIN FOREIGN MANUFACTURERS

Pursuant to 287.092, Florida Statutes, any foreign manufacturing company with a factory in the state and employing over 200 employees working in the state shall have preference over any other foreign company when price, quality and service are the same, regardless of where the product is manufactured. Vendors must provide proof in their response to receive this preference.

5. FLORIDA VETERAN BUSINESS ENTERPRISE OPPORTUNITY ACT PREFERENCE

Pursuant to Section 295.187(4), Florida Statutes, a state agency, when considering two or more bids, proposals or replies for the procurement of commodities or contractual services, at least one of which is from a certified veteran business enterprise, which are equal with respect to all relevant considerations, including price, quality and service, shall award such procurement or contract to the certified veteran business enterprise. Proof of certification pursuant to Section 295.187(5), Florida Statutes, shall accompany the proposal. Failure to submit proof of certification will result in non-application of the preference.

TAB F Mandatory Certifications (No points will be awarded for Tab F)

No Prior Involvement and Conflict of Interest

Section 287.057(19)(c), Florida Statutes, provides, “A person who receives a contract that has not been procured pursuant to Subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a bidder who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation in a solicitation to be any actions related to the decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or functioning in any other advisory capacity.

The vendor shall not compensate, in any manner, directly or indirectly, any officer, agent or employee of the Department, for any act or service, which they may do, or perform, for, or on behalf of, any officer, agent or employee of the vendor. Officers, agents or employees of the Department shall not have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Department.

The vendor shall have no interest, and shall not acquire any interest, that conflicts in any manner, or degree, with the performance of the services required under this RFP.

Any person submitting a proposal in response to this RFP shall be required to complete the Conflict of Interest Statement form (ATTACHMENT D, CONFLCIT OF INTEREST STATEMENT FORM) with all information and signature of an official of proposing firm who is legally authorized to contract for the firm. The signed original of this form must be attached to the original proposal package.

Scrutinized Companies and Prohibited Business Activities

Pursuant to Section 287.135, Florida Statutes, a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel.

When goods or services to be provided are $1 million or more, Section 287.135, Florida Statutes, requires the Contractor to certify that it is not 1) on the Scrutinized Companies with Activities in Sudan List; 2) on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.473, Florida Statutes, or 3) engaging in business operations in Cuba or Syria.

In order for your proposal to be considered responsive, ATTACHMENT E, CERTIFICATION REGARDING SCRUTINIZED COMPANIES FORM must be completed and included in your proposal package. The list of Scrutinized Companies may be found at https://www.sbafla.com/fsb/FundsWeManage/FRSPensionPlan/GlobalGovernanceMandates.as px .The Department may immediately terminate any contract, as a result of this proposal, for cause if the contractor is found to have submitted a false certification.

Certification Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters for Expenditure of Federal Funds Tie Bids https://www.sbafla.com/fsb/FundsWeManage/FRSPensionPlan/GlobalGovernanceMandates.aspx

Any person submitting a response to this request for proposal MUST execute the enclosed form

FDACS-01522, ATTACHMENT F, CERTIFICATION REGADRING LOBBYING; DEBARMENT,

SUSPENSION AND OTHER RESPONSIBILITY MATTERS FOR EXPENDITURE OF

FEDERAL FUNDS and enclose it with his/her bid or proposal. The Certification for Lobbying is required for expenditures $100,000 and above. The Certification for Debarment and Suspension and Other Responsibility Matters is required for expenditures $25,000 and above.

4.2 Proposal Administrative Review and Evaluation

Each vendor shall submit a proposal that conforms to all mandatory requirements as outlined in this RFP solicitation. Submissions that do not conform to the requirements, or contain material deviations from the specifications, will be rejected as non-responsive and not further reviewed.

An appointed evaluation committee will utilize a point system to score each responsive proposal submitted. Once the evaluation committee has concluded scoring all responsive proposals, a list of responses will be tabulated in ranked order. Available points for each of the evaluation criteria are specified herein.

As the best interest of the state shall require, FDACS reserves the right to reject any and all responses or waive any minor irregularity or technicality in responses received. Contractors are cautioned to make no assumptions unless their response has been evaluated as being responsive. Any further clarification, if necessary, will be by written addendum. FDACS reserves the right to award, or not award, contract(s) based on the availability of funds.

4.3 Evaluation Considerations

The evaluation committee members shall perform the evaluation in accordance with the evaluation criteria listed in EVALUATION PROCEDURE.

4.4 Evaluation Procedure

The Department will evaluate proposals against all evaluation criteria set forth in this RFP to determine the Proposal most advantageous to the Department. The ability of the Department to evaluate a Respondent’s Proposal is dependent upon the completeness of the Proposal. Proposals will first be reviewed to see if they conform to all mandatory requirements. Proposals that do not conform to the requirements, or contain material deviations from the specifications, will be rejected as non-responsive and not further reviewed.

Failure of a Respondent to provide information requested by this RFP may result in reduction in scoring during the evaluation.

The Department is not liable for any costs incurred by a proposer in preparing a proposal, site visits or attending any demonstration/presentations.

The evaluation committee shall utilize a point system to rank Replies based on their written technical response. Available points for each of the written technical score evaluation criteria are:

Range of Points Criteria

0-120 (Tab B) Technical Proposal

0-10 (Tab C) Campaign Budget Plan

0-30 (Tab D) References

160 Maximum Points

4.5 Basis of Award

This request for proposal shall be awarded in accordance with Florida Statutes, 287.057(1)(b).

An award shall be made to the responsive and responsible vendor with the highest aggregate total of cost and technical scores. An award from this advertisement does not constitute an official purchase order or contract, agreement or commitment on behalf of the state.

In event the vendor with the highest aggregate total of cost and technical scores is found non-responsive, the Department may proceed to the next responsive vendor with the highest aggregate total of cost and technical scores and continue the award process.

4.6 Contract Award

The Department intends to award a Contractual Service Agreement to the responsive and responsible Vendor with the highest cumulative total points as specified above.

4.7 Public Records

Any and all documents submitted in response to this RFP shall be considered public record pursuant to Chapter 119, Florida Statutes.

Any proposal content submitted to Department which is asserted to be exempted by law from disclosure as a public record shall be clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption specifically identified in writing on each and every such page. Failure to segregate and so clearly identify any such content shall constitute a waiver of any claimed exemption as applied to the portion of the proposal or other document in which the content is set forth.

An entire page or paragraph in which such information appears should not be marked “EXEMPT”, “confidential” or “trade secret” unless the entire page or paragraph consists of such confidential information. Only the confidential portions(s) should be identified and marked. Vendors are to indicate where confidential information begins and ends. It will be the responsibility of the Vendor to defend the confidentiality of its trade secrets through the judicial process.

The FDACS takes its public records responsibilities under chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If a Vendor considers any portion of the documents, data or record submitted in response to this solicitation to be exempted by law from disclosure as a public record, the Vendor must also provide Department with a separate “Redacted Copy” of its proposal on a CD, DVD-ROM or USB flash drive, at the time of proposal submission.

This Redacted Copy should contain solicitation name, number, and the name of the Responding Vendor on the cover and should be clearly titled “Redacted Copy.” The Redacted Copy must be provided to the Department at the same time the Vendor submits its proposal and must only exclude or obliterate those exact portions which are exempted by law from public disclosure.

IF A VENDOR FAILS TO SUBMIT A REDACTED COPY WITH ITS PROPOSAL AS DESCRIBED

HEREIN, THE FDACS IS AUTHORIZED TO PRODUCE THE ENTIRE DOCUMENT(S), DATA OR

RECORDS SUBMITTED BY THE VENDOR IN ANSWER TO A PUBLIC RECORDS REQUEST. THE

STATE OF FLORIDA DOES NOT CONSIDER PRICE TO BE CONFIDENTIAL.

4.8 Proposal Opening

Proposals are due, and will be publicly opened, at the time, date, and location specified in the Timeline above. Proposals received late (after the due date and time) will not be accepted, nor considered, and modification by the vendor of submitted proposals will not be allowed, unless the Department has made a request for additional information. Department staff will not be held responsible for the inadvertent opening of a response if it is not properly sealed, addressed, or identified.

4.9 Less Than Two Responsive Replies

In the event that FDACS receives less than two (2) responsive replies, the Department reserves the right to negotiate the best terms and conditions pursuant to section 287.057(6), F.S.

4.10 Rules for Withdrawal

A submitted proposal may be withdrawn by submitting a written request for its withdrawal to the Department. The withdrawal request must be signed by an authorized representative of the vendor and must be received within 72 hours after the submission date indicated in the Timeline.

4.11 Disqualification of Respondents

More than one proposal from an individual, firm, partnership, corporation or association, under the same or different names, will not be considered. Reasonable grounds for believing that a Respondent is interested in more than one proposal for the same work will cause the rejection of all proposals in which such Respondents are believed to be interested.

If there is reason to believe that collusion exists among the Respondents, any or all proposals will be rejected. No participants in such collusion will be considered in future solicitations for the same work.

Falsifications of any entry made on the Respondents’ offer will be deemed a material irregularity and will be grounds for rejection.

4.12 Rejection of Proposals

The Department reserves the right to reject any and all proposals, when such rejection is in the interest of the state of Florida, and to reject the proposal of a Respondent who the Department determines is not in a position to perform the contract.

4.13 Protest Procedures

Pursuant to Section 120.57(3), Florida Statutes, a Notice of Protest or Formal Written Protest must be filed with the Department’s Agency Clerk. Filings may be made physically at The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399. Filings received after regular Business Hours (8:00 a.m. to 5:00 p.m., ET) will be filed the next business day. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

SECTION 5.0 SPECIAL CONDITIONS

5.1 Contract Terms and Conditions

A draft Contract is provided as Attachment G, Contractual Services Agreement- Draft. By submission of a response, Vendors agree to the State of Florida contract conditions set forth therein.

In the case of conflict between the PUR1000 General Contract Conditions and the Florida Department of Agriculture and Consumer Services Contractual Service Agreement, the Florida Department of Agriculture and Consumer Services Contractual Service Agreement shall prevail, unless the conflicting term in the PUR form is required by any section of the Florida Statutes, in which case the term contained in PUR1000 shall take precedence.

This document does not need to be returned with your Proposal. Vendors must not submit additions, objections, or modifications with their proposal submission.

5.2 Modification after Contract Execution

During the term of the contract, the Department may unilaterally require changes (altering, adding to or deducting from the Specifications) provided such changes are within the general scope of this solicitation.

The bidder may request an equitable adjustment in the price(s) or delivery date(s), if the change affects the cost or time of performance. Such equitable adjustments require the express written approval of the Department’s contract manager or designee and a written contract amendment.

5.3 Compliance with Laws

The contractor shall comply with all laws, rules, codes, ordinances and licensing requirements that are applicable to the conduct of its business, including those of federal, state and local agencies having jurisdiction and authority. By way of non-exhaustive example, Chapter 287 of the Florida Statutes and Chapter 60A-1 of the Florida Administrative Code govern this Agreement. By way of further non-exhaustive example, the contractor shall comply with section 247A(e) of the Immigration and Nationalization Act, the Fair Labor Standards Act, the Migrant and Seasonal Agricultural Worker Protection Act, the Americans with Disabilities Act and all prohibitions against discrimination on the basis of race, religion, sex, creed, national origin, handicap, marital status or veteran's status. Violation of such laws shall be grounds for termination.

5.4 Independent Capacity of Contractor

The contractor, its officers, agents and employees, in performance of this contract, shall act in the capacity of an independent contractor and not as an officer, employee or agent of the state.

5.5 Vendor Ombudsman

Vendors providing goods or services to an agency should be aware of the following time frames. Upon receipt, an agency has five (5) working days to inspect and approve the goods or service, unless the bid specifications, purchase order or contract specifies otherwise. An agency has 20 days to deliver a request for payment (voucher) to the Department of Financial Services. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected and approved.

If a payment is made within 40 days, a separate interest rate shall apply in accordance with Section

55.03 Florida Statutes (F.S).

A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for vendors who may be experiencing problems in obtaining timely payments(s) from a state agency. The Vendor Ombudsman may be contacted at

(850) 413-5516.

ADVERTISEMENT NUMBER: RFP FFS 22 23 48

ATTACHMENT A

ACKNOWLEDGEMENT FORM

FLORIDA DEPARTMENT OF AGRICUTLUTRE

AND CONSUMER SERVICES

REQUEST FOR PROPOSAL

SUBMIT PROPOSAL TO:

Florida Department of Agriculture and Consume Services Procurement Office 407 S. Calhoun Street, SB-8 Mayo Building Tallahassee, Florida 32399-0800

Agency Release Date:

November 02, 2022

Solicitation Number:

RFP FFS 22 23 48 Solicitation Title: Florida Forest Service

Statewide Fire Prevention Campaign Bid Due:

December 08, 2022 **Bidder Name:

**If a fictitious name is used, include registered name (i.e. XYZ, Inc.

DBA ABC)

Bidder Mailing Address: *Authorized Signature (Manual)

City, State, Zip:

Phone Number: *Authorized Signature (Type), Title

Toll Free Number: *This individual must have the authority to legally bind the Bidder to a contractual obligation. By submission of a signature on the response, the Bidder certifies that they comply with all terms and conditions contained herein.

Fax Number:

Email Address:

FEID Number:

Type of Business Entity (Corporation, LLC, partnership, etc.):

BIDDER CONTACTS: Provide the name, title, address, telephone number, and email address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.

PRIMARY CONTACT: SECONDARY CONTACT:

Contact Name, Title: Contact Name, Title:

Address: Address:

Phone Number: Phone Number:

Fax Number: Fax Number:

Email Address: Email Address:

NICOLE “NIKKI” FRIED

COMMISSIONER

ATTACHMENT B

Florida Department of Agriculture and Consumer Services

REFERENCES

Please list in the spaces below three (3) active or recently completed uniform contracts your company has serviced in the last two

(2) years. The Department will conduct a customer service survey of these customers regarding your company's service quality.

1. COMPANY NAME:

COMPANY ADDRESS:

CONTACT PERSON NAME:

TELEPHONE NUMBER: ( _ ) _______ EMAIL:

2. COMPANY NAME:

3. COMPANY NAME:

ATTACHMENT C

Bureau of General Services

DRUG-FREE WORKPLACE PROGRAM - BIDDER CERTIFICATION

IDENTICAL TIE BIDS - Preference shall be given to businesses with drug-free workplace programs.

Whenever two or more bids, which are equal with respect to price, quality and service, are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

VENDOR'S SIGNATURE

FDACS-01218 09/12

ATTACHMENT D

Bureau of General Services

CONFLICT OF INTEREST STATEMENT

I, , as an authorized representative of , certify that no member of this firm, nor any person having interest in this firm, have been awarded a contract by the Florida Department of Agriculture and Consumer Services on a non-competitive basis to:

(1) Develop this Request for Proposal (RFP);

(2) Perform a feasibility study concerning the scope of work contained in this RFP; or

(3) Develop a program similar to what is contained in this RFP.

Signature of Authorized Representative Date

Print Name

RFP Number

ATTACHMENT E

Division of Administration

CERTIFICATION REGARDING SCRUTINIZED COMPANIES

Certification Regarding Scrutinized Companies that Boycott Israel List and Engage in a Boycott of Israel I, _______________________________________ (Enter Name of Authorized Representative), as the authorized representative of __________________________________ (Enter Legal Name of Contractor), (the “company”) hereby certify that, the company has reviewed Section 287.135, Florida Statutes, and certify the company:

1. Is not listed on the Scrutinized Companies that Boycott Israel list or

2. Does not participate or engage in a boycott of Israel.

The List of Scrutinized Companies that Boycott Israel can be located on the State Board of Administration of Florida’s website at https://www.sbafla.com/fsb/FundsWeManage/FRSPensionPlan/GlobalGovernanceMandates.aspx

I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject the Company to civil penalties, attorney’s fees and other penalties and consequences as provided by Section 287.135, Florida Statutes.

Signature of Authorized Representative:

Date:

Certification Regarding Scrutinized Companies List And Business Operations in Cuba/Syria I,…