8-ITN Development CRM 1.2026.pdf

INVITATION TO NEGOTIATE

27-006

CUSTOMER RELATIONSHIP MANAGEMENT (CRM)

SOLUTION

Issue Date: March 19, 2026

Due Date: April 22, 2026; 2:00 PM (ET)

4700 Research Way

Lakeland, FL 33805

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Table of Contents

1.0 Overview

1.1 Definitions

1.2 Objective

1.3 Scope of Work and Deliverables

1.3 ITN Schedule

1.4 University Environment

2.0 Proposal Instructions

2.1 Proposal-General Information

2.2 Proposal- Required Tab Contents

2.2.1 Tab A: Essential Documents

2.2.2 Tab B: Executive Overview of Respondent

2.2.3 Tab C: Service/Goods Description

2.2.4 Tab D: Financial Proposal

2.2.5 Tab E: References and Experience Overview

2.3 Submission Instructions

3.0 Process

3.1 Authorized University Representative

3.2 Respondent Communications and Inquiries

3.3 Restricted Respondent Communications

3.4 Addenda

3.5 Opening of Proposals

3.6 Responsive Determination

3.6 University Rejection of Proposal

3.6 Withdrawal of Proposal

3.7 Protest- Intent to Award

4.0 Selection Process

4.1 Evaluation Criteria

4.2 Evaluation Process and Evaluation Committee

4.3 Determining Preferences

4.4 Negotiation Team

4.5 Contract Award

4.6 Commencement of Work

5.0 Terms and Conditions -Competitive Solicitation Process

6.0 Terms and Conditions- Special

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7.0 Supplemental

Attachment A- ITN Certification Form (Affidavit)

Attachment B- Contract Terms and Conditions

Attachment C- Requested Deviation or Exemption Form

Attachment D- Trade Secret Affidavit

Attachment E- Certificate of Non-Segregated Facilities

Attachment F- E-Verify Certification

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1.0 Overview

1.1 Definitions

Addenda/Addendum – Written or graphic instruments issued prior to the date for opening of proposals, which modify or interpret the proposal documents by additions, deletions, corrections or clarifications.

Invitation to Negotiate – A written competitive solicitation for goods or services where factors other than price are considered in the award determination. These factors may include the Respondent experience, project plan, design features of the product(s) offered, etc. An ITN is used when the specifications cannot be identified; the end result is explained, but qualified companies are asked to offer their solutions for consideration.

Respondent– Anyone who submits a proposal in response to this ITN or their duly authorized representative.

Proposal - An executed offer submitted by a Respondent in response to an ITN and intended to be used as a basis for negotiations for a contract.

Successful Respondent - The firms or individual who is the recommended recipient of the award of a contract under this solicitation.

1.2 Objective

The Florida Polytechnic University Board of Trustees (the “University”) is requesting proposals from

Respondents to provide a customer-relationship management (CRM) solution to serve departments across the university alongside the Development team. The CRM will store information on partners and constituents, including but not limited to contact information, interaction history/affiliation with Florida

Polytechnic University, event participation (i.e. career fair, Capstone Showcase, company days), relationships between constituents (organization and individuals), and memberships when applicable.

The solution being evaluated is to be user friendly and easy to navigate, with simple but robust features regarding events, memberships, and actions/proposals.

1.3 Scope of Work and Deliverables

The CRM will have data management, marketing, and event solutions to support all members of the Development Team, as well as members from other departments across the university, such as strategic communications and finance.

Capabilities required include storage of 20,000 constituent records, built in data cleaning and update tools (duplicate management, address/phone updates), reporting and analysis, a mobile phone application, constituent screening tools, and events/marketing modules.

All goods and services proposed must meet or exceed the specifications as of the date the Proposals are due, unless specifically stated as otherwise in the ITN documents.

1.3 ITN Schedule

The anticipated schedule and deadlines for this ITN and contract approval are projected as follows:

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Table 1.3: ITN Schedule Matrix

Activity Date Time (Eastern Time)

Issue ITN March 19, 2026

Deadline for written questions April 2, 2026 4:00 PM (ET)

University response to written questions TBD

Submittal Due Date April 22, 2026 2:00 PM (ET)

Presentations Week of May 4, 2026

All dates are subject to change.

Respondent is solely responsible for checking the website periodically for changes that have been made to the schedule or whether any meetings for informational purposes are scheduled.

The University has the sole discretion to schedule any meetings and the extent, if any, that those attending may participate in such meetings.

1.4 University Environment

Florida Polytechnic University is a public research institution with a mission to educate students emphasizing science, technology, engineering, and math (STEM) in an innovative, technology- rich, and interdisciplinary learning environment. The University collaborates with industry partners to offer students real-world problem-solving, work experience, applied research, and business leadership opportunities.

Florida Poly is institutionally accredited, with several Accreditation Board for Engineering and Technology, Inc. (ABET)-accredited programs, and is ranked by U.S. News & World Report as the #1 public college in the south and the #26 engineering college (without a Ph.D.) in the nation.

The University is 100% STEM. Its current undergraduate degree offerings include Bachelor of Science programs in:

Applied Mathematics Data Science Business Analytics Electrical Engineering Computer Engineering Engineering Physics Computer Science Environmental Engineering Cybersecurity Engineering Mechanical Engineering

The University currently has Master of Science programs in computer science (Computer Science and Data Science) and in engineering (Computer Engineering, Electrical Engineering, Mechanical Engineering, and Robotics). The University anticipates adding additional programs, including doctoral programs during the life of the Facility.

The University’s website, http://www.floridapoly.edu provides additional information, which may be useful to the Respondent.

http://www.floridapoly.edu/

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2.0 Proposal Instructions

2.1 Proposal-General Information

1. Official Name. Proposals must be made in the official name of the firm or individual under which business is conducted and must be signed by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the Proposal.

2. Respondent Reputation and Experience. Respondents must be of known reputation and have sufficient experience and qualified personnel to adequately perform the prescribed services.

3. Proposal Preparation and Cost. Each Respondent must organize its Proposal in accordance with the following Proposal- Required Tab Contents and Submission Instructions sections and must number and label all parts, pages, figures, and tables in its Proposal. Respondent should prepare its Proposal simply and economically, providing a straightforward, concise description of the

Respondent’s capability to satisfy the conditions and requirements of this competitive solicitation.

(Fancy bindings, colored displays, and promotional material are not desired). Respondent’s emphasis should be on completeness and clarity of content. The University is not liable for any costs incurred by Respondents in responding to this ITN including, without limitation, costs for any oral presentations requested by the University.

4. Alternate Brands or Equivalent Products. Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in the ITN are for information and not intended to limit competition. The Respondent may offer any brand for which Respondent is an authorized representative, where such brand meets or exceeds the specifications for any item. Likewise, customary measurements appearing in the ITN are not intended to preclude Proposals for commodities with equivalent metric measurements. All items provided by Respondent will be new items.

5. Terms and Conditions. By submitting a proposal, the Respondent agrees to be governed by the terms and conditions as set forth in this ITN, to include all attachments and exhibits. Any Proposal containing variations from such terms and conditions may, at the sole discretion of the University, render such Proposal as nonresponsive.

2.2 Proposal- Required Tab Contents

2.2.1 Tab A: Essential Documents

Proposals must include the following items in Tab A:

1. Completed ITN Certification Form (Affidavit) (Attachment A).

2. Completed Requested Deviation or Exemption Form (Attachment C) if Respondent is requesting deviations or exemption to the ITN requirements, including Contract Terms and Conditions (Attachment B). Include a detailed justification for the deviation(s) or exception(s). For objections to Contract Terms and Conditions, provide proposed replacement contract language.

a. The University reserves the right to accept or reject any proposed changes or replacement contract language. The University may also lower Respondent’s evaluation rating based on the number and severity of exceptions taken. Although some minor revisions and clarifications may be accepted, the University intends that the Successful Respondent will be required to execute the University’s contract as written and attached. Respondents are warned against saving their objections to the various provisions until negotiations, as this may be cause for eliminating Respondent’s proposal from further consideration. Any and all objections must be identified in Respondent’s written response.

3. Proof of licenses, if required.

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4. Letter or certificate from Respondent’s insurer that shows that Respondent meets the insurance requirements of this ITN.

5. Signed Addenda Acknowledgement Form(s), if applicable.

6. Completed and signed E-Verify Certification (Attachment F).

7. Trade Secret Certification: If applicable, provide the Affidavit of Trade Secret Certification (Attachment

D), completed and signed by an authorized representative as to applicable trade secrets contained in the Respondent’s documents. Respondent must segregate and clearly mark all documents certified as a trade secret and include the documents in this tab of Respondent’s Proposal.

Segregate and separately label the document(s) claimed as trade secrets. Documents produced electronically should be produced on a separate jump drive and clearly labeled “Trade Secret” on the jump drive as well in the title of the electronic folder or file. Documents produced in hard copy should be separated and each clearly labeled “Trade Secret.” Inserting the words “Confidential” and/or “Proprietary” to the front of or the footer of a document does not automatically entitle the document to be a trade secret under Florida law and thus is insufficient to comply with this requirement.

Provide a sworn affidavit (form is Attachment C) signed by a high-level officer of the Respondent to Florida Poly’s Procurement Department, certifying the following for each separate claimed trade secret document:

Identify with specificity the document(s) for which trade secrets protection is claimed;

Provide a description of the document sufficient to determine the application of the trade secret exemption; and Explain in detail the specific element(s) or provision(s) of Florida Statutes Section 688.002(4) or Section 812.081(c) that render the document at issue a trade secret exempted from public records under applicable Florida law.

A Respondent’s failure to fully comply with the above and/or submit a sworn affidavit with its Proposal is an affirmation that none of Respondent’s documents are trade secrets.

2.2.2 Tab B: Executive Overview of Respondent

Proposals must include the following items in Tab B:

1. An overview and history of Respondent’s company. Include the following items for

Respondent:

a. Name, address, and corporate structure.

b. Primary location of the office that will have direct responsibility for this project.

c. A description of the standard services offered or activities performed.

d. A listing of membership in professional organizations.

2. Copies of the two most recent financial and annual reports for Respondent. If such information is publicly available, A URL may be provided instead of a copy.

3. A statement of whether or not the Respondent has ever declared bankruptcy, otherwise been declared insolvent, has had a delinquency judgement issued against it in any court of competent jurisdiction, been placed in receivership, or any litigation that could significantly impact your financial operating results or financial position. If yes, include the date, court jurisdiction, trustee or receiver’s name, telephone number, amount of liabilities, amount of assets, and current status of the bankruptcy, insolvency, delinquency, or receivership in the statement.

4. A description of any projects within the last three years where liquidated damages, penalties, liens, judgments, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened, or filed against the Respondent.

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2.2.3 Tab C: Service/Goods Description

Please include a description of the deliverables, projected timeline and milestones, how the Respondent will meet the purpose of the ITN, etc.

1. The potential respondents must provide demonstrations/presentations for the selection committee.

These should begin in the early spring, to ensure a migration by August 2026.

2. Information regarding Respondent’s additional services and warranties on the commodities and services, including replacement of items, if applicable.

3. Information regarding alternate brands or equivalent products being offered by Respondent, if any.

a. Indicate the manufacturer’s name and product number on the Response for such alternate brand or equivalent product and provide descriptive literature and/or complete specifications of the alternate brand or equivalent product.

b. Explain why the proposed equivalent will meet the specifications and why it should not be considered an exception.

c. The University reserves the right to approve or reject an item as an approved alternate brand or equivalent product.

d. If Respondent’s Proposal lacks any written indication of intent to propose an alternate brand or equivalent product, Respondent’s Proposal will be received and considered by the University to be for items that are in absolute compliance (including as to brand and measurement) with the specifications as written in the competitive solicitation.

2.2.4 Tab D: Financial Proposal

Proposals must include the following items in Tab D:

1. The proposed total, not to exceed cost of work (“fee”). Fee must include all projected work including meetings, presentations, analysis, consultants, printing, travel and other assumed reimbursable expenses.

2. The hourly rates for additional as needed work.

2.2.5 Tab E: References and Experience Overview

Proposals must include the following items in Tab E:

1. A description of the three (3) prior projects accomplished by the Respondent that most closely document the Respondent’s a capability to satisfy the University’s requirements as stated in the ITN.

Include overall project information. If any such projects involve a public/private partnership, please identify the public entities and the name, address, telephone, and email of each such project’s contract administrator.

2. At least three references to whom you have provided the same or similar goods or services within the last 3–5 years. Each reference should include the Company Name, Contact Name, Current Phone Number, and E-mail address.

3. Resumes or corporate profiles clearly reflecting qualifications and experiences for Respondent.

2.3 Submission Instructions – See Files in Bonfire

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3.0 Process

3.1 Authorized University Representative

The Authorized University Representative for this competitive solicitation is:

Andrea Cashell

Email: bids@floridapoly.edu

Phone: 863-874-8428

Web address: https://www.floridapoly.edu/procurement/index.php

3.2 Respondent Communications and Inquiries

Questions regarding this ITN must be submitted via email only to the Authorized University Representative.

Questions should identify the relevant Section(s), Subsection(s), Paragraph(s) and page number(s) of the ITN.

The University will consider only those communications and/or inquiries submitted via email and received by the Authorized University Representative on or before the Deadline for Written Questions regarding the ITN specified in Section 1.3, “ITN Schedule.” Unless the Authorized University Representative specifically requests Respondent to provide additional communications, University will not accept or consider any of Respondent’s written or other communications and/or inquiries (except solicitation responses) received between the Deadline for Written Questions regarding the ITN and the posting of an award, if any, under this competitive solicitation.

To the extent University determines, in its sole discretion, to respond to any communications, inquiries, or requests for clarification, University’s response (as applicable) will be made in an addendum to this competitive solicitation and posted on the Website.

Only those communications that are in writing from the Authorized University Representative will be considered as duly authorized expressions on behalf of the University.

3.3 Restricted Respondent Communications

From the date of issuance of this ITN until the University takes final action, the Respondent must not communicate with any University employees or Evaluation/Negotiation Committee members regarding this ITN or Respondent’s Proposal except as provided herein or as expressly requested by the Authorized University Representative. Violation of this restriction may result in rejection of the Respondent’s Proposal.

3.4 Addenda

The University Department of Procurement will post any Addenda to this ITN on the website. The Respondent’s authorized representative must sign and date the Addenda Acknowledgment Form(s), if any, and include the form(s) in the Respondent’s Proposal. All Respondents, including known interested private parties, are solely responsible for checking the website periodically to verify whether any such Addenda and forms were issued.

3.5 Opening of Proposals

At 2:00 p.m. on the ITN Proposals Due Date, the Department of Procurement will open and review all timely submitted Proposals for the sole purpose of recording the names of the Respondents submitting Proposals.

mailto:bids@floridapoly.edu https://www.floridapoly.edu/procurement/index.php

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3.6 Responsive Determination

Each Proposal will be reviewed by the Department of Procurement to determine whether it is responsive. A responsive proposal is one that:

a. Followed the requirements of this ITN,

b. Includes all required documentation and information,

c. Was submitted in the format outlined in this ITN,

d. Was submitted prior to the due date and time, and

e. Has the appropriate signatures as required on each document.

Failure to comply with these requirements may put Respondent’s Proposal at risk of being rejected as “non-responsive”.

3.6 University Rejection of Proposal

The University reserves the right and sole discretion to reject any Proposal at any time on grounds that include, but are not limited to:

1. Proposal is nonresponsive, incomplete, or irregular in any way; or

2. Proposal is not in University’s best interest.

The University may waive informalities and minor irregularities in Proposals.

3.6 Withdrawal of Proposal

A Respondent wishing to cancel their response to this ITN prior to the submittal date (i.e., Respondent has submitted a Proposal to the ITN, and the Proposal received in response to the ITN has not yet been reviewed, the Respondent no longer wants to participate in the ITN and would like their response cancelled), may do so by submitting a written request to the authorized University Official. The written request must contain: the name of the Respondent; the name, title and contact information of the person making the request; the ITN name and number; the date of the request; and a statement that the person making the request is authorized by the Respondent to cancel the response. In accordance with Florida law, the submitted Proposal will not be returned to the Respondent.

3.7 Protest- Intent to Award

Any Respondent/interested person who is disputing the specifications or is adversely affected by a decision or intended decision concerning this competitive solicitation or contract award and who wants to protest such specifications, decision, or intended decision must file a protest in compliance the Florida Board of Governors’ regulations. Failure to file a protest in accordance with Florida Board of Governors’ regulation 18.002, or failure to post the bond or other security as required in BOG regulations 18.002 and 18.003 will constitute a waiver of protest proceedings.

The intent to award to a Respondent, if any, will be posted on the website for review by interested parties, and will remain posted for a period of at least seventy-two (72) hours; excluding weekends, federal holidays, and University holidays. Failure to file a protest in accordance with the above stated regulations will constitute a waiver of protest proceedings.

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4.0 Selection Process

4.1 Evaluation Criteria – must be identified in solution

Proposals will be evaluated based on the following criteria and points:

Criteria Maximum Points Available

Qualifications 20

Program Plan – Services Defined – Meet Timeline 35

References and Past Experience 15

Financial Proposal 25

Value Add Services 5

Total Points Available: 100

4.2 Evaluation Process and Evaluation Committee

Proposals fulfilling the basic requirements are referred to an Evaluation Committee for review and further consideration. The Proposals will be independently evaluated by an Evaluation Committee. The Evaluation

Committee will consider respondents’ Proposals, presentations, and additional written information as requested. If determined to be necessary, the Evaluation Committee will conduct additional oral interviews. Internal staff analysis and presentations, outside consultants, and any other resources may be utilized to assist in evaluating.

The Evaluation Committee will meet to collectively discuss their analyses of the Proposals to formulate a recommendation to the University. The Evaluation Committee may recommend that one or more

Respondents be invited to participate in negotiations with the Negotiation Team – deemed Shortlisted

Respondents.

The University reserves the right to award a Contract without negotiations with the Respondent.

Respondent’s Proposal should contain the Respondent’s best terms from a cost or price and technical standpoint.

4.3 Determining Preferences

The Department of Procurement will review Proposals to determine if any preferences should be applied. The University will provide preferences to eligible Respondents in accordance with Board of Governors regulation 18.001, Sections 287.084, 287.087, and 287.092, Florida Statutes, as applicable.

4.4 Negotiation Team

The Negotiation Team will evaluate each Shortlisted Respondent’s complete response to this ITN. The

Negotiation Team may enter into negotiations with multiple Shortlisted Respondents in order to achieve the contract that most supports the University’s missions and objectives.

Prior to the Respondent’s first meeting with the University’s Negotiation Team, Respondent must submit written authorization attesting that at least one of Respondent’s representatives is Respondent’s lead negotiator and is authorized to bind Respondent to the terms and conditions agreed to during negotiations. The University reserves the right to immediately terminate negotiations with any Respondent whose representatives are not empowered to, or who will not, make decisions during a negotiation

12 | P a g e session. Additionally, the University may elect not to solicit a BAFO from any Respondent whose representative(s) have been unable or unwilling to commit to decisions reached during the verbal negotiation process.

Negotiations with Shortlisted Respondents may involve presentations, site visits, oral interviews, additional written information, internal staff analysis and presentations, feedback from outside consultants, discussions with the Shortlisted Respondents about their capabilities and plans for design and construction of the Facility, and/or any other information deemed helpful.

After negotiations have been completed to the satisfaction of the Negotiation Committee, selected

Shortlisted Respondents will be given the opportunity to submit a Best and Final Offer. Time is of the essence and therefore the University retains the right to cease negotiations with any/all firms that do not respond to negotiation issues on a timely basis. The University may reject offers that are not reasonably supportable.

4.5 Contract Award

The recommendation of the Negotiation Team will be submitted to the Director of Procurement for review and approval, and if approved, the Director will forward the recommendation to the appropriate University Official, or their designee, for a final decision regarding the award of the ITN.

The University Official considers the recommendations and makes a final decision regarding the award. If due to the value or nature of the contract being awarded approvals from the Board of Trustees or its designees are required, such approval must be obtained before the contract can be awarded.

The University reserves the right to select, and subsequently recommend for award, the Final Proposal(s) (the Successful Respondent’s Proposal or Best and Final Offer, whichever is later) that best meet the University’s required needs, quality levels, and budget constraints. University may reject all Proposals if such action is in the University’s best interest. University is not obligated to make an award under this ITN and may make multiple awards if it, in its sole discretion, deems it is in the University’s best interest to do so.

All provisions of this ITN and the Successful Respondent's Proposal or Best and Final Offer, whichever is later, (referred to as “Final Proposal”) provide the specifications for, and obligations of both parties to be executed by any duly authorized representative(s). The following constitute the Contract:

a. The University ITN document,

b. All addenda issued pursuant thereto,

c. The Respondent’s Final Proposal, and

d. Terms in the University contract to include all clarifications and negotiated modifications to the ITN, addenda, and Respondent’s proposal.

If the University determines that a Respondent awarded a contract based on this ITN does not honor all agreements reached during the negotiations, and as contained in the subsequent “Best and Final Offer”, the University may immediately cancel the award, and place the Respondent on the University’s suspended Vendor list.

4.6 Commencement of Work

Respondent will not provide any commodities or services or take any action, even if such is as a result of any discussions with any the University employee, prior to the Contract being signed by both parties. If

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Respondent provides services or commodities or takes any action prior to a Contract being signed by both parties, the Respondent/Successful Respondent does so at Respondent’s sole risk and expense.

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5.0 Terms and Conditions -Competitive Solicitation Process

The following terms and conditions apply to all Respondents. By participating in this competitive solicitation process, Respondents agree to be bound by the following terms and conditions:

1. Actions of Respondent. The University is not bound by the actions of any Respondent with respect to third parties.

2. Collusion Prohibited. Respondent’s collusion with other Respondents, other Respondents’ employees, or any employee of the University is prohibited and may result in rescission or cancellation of solicitation (or contract) without liability to the University.

3. Conflict of Interest. The award of this ITN is subject to the provisions of Chapter 112, Florida Statutes, and any other laws, regulations and/or policies concerning conflicts of interest in dealing with entities of the State of Florida (collectively, “Conflicts of Interest Rules”).

a. Submission of a Proposal, and acceptance of a Contract/lease resulting from this ITN, will require certification that Respondent is aware of and has complied with the requirements of the Conflicts of Interests Rules, including any requirement to file appropriate disclosures with the State of Florida Commission of Ethics prior to submission of a solicitation response.

b. Solely by way of example, Respondent must disclose in its Proposal the name of any officer, director, or agent of the Respondent who is also an employee or public officer of Florida Poly, the State of Florida or of any of its agencies. Further, Respondent must disclose in its Proposal the name of any Florida Poly or State employee or public officer (or his or her spouse or child) who owns, directly or indirectly, an interest of five (5%) or more of the Respondent’s company or any of its affiliates or branches.

c. In addition, in accordance with Section 112.3185, Florida Statutes, by submitting a Proposal, the Respondent certifies that no individual employed by the Respondent or subcontracted by the Respondent has an immediate relationship to any Florida Poly employee or public officer who was or is directly or indirectly involved in any way in the drafting, evaluating, or awarding of this ITN.

d. Failure to disclose the required information or violation of the Conflicts of Interest Rules will be grounds for rejection of Respondent’s Proposal, cancellation of an intent to award, and/or cancellation of any Contract/Lease with the Respondent.

4. Covenant against Commissions, or Brokerage and Contingent Fees. By submitting a

Proposal, the Respondent warrants that the Respondent has not employed or retained any person or entity, other than a bona fide employee working solely for the Respondent, to solicit or secure any award, agreement, or any other advantage related to this solicitation. By signing an agreement with the University, the awarded Respondent warrants that it has not paid or agreed to pay any individual or company (other than a bona fide employee working solely for the awarded

Respondent), any fee, commission, percentage, gift, or other consideration (contingent fee) upon or resulting from the award or making of the agreement. In the event of the awarded Respondent’s breach of this warranty, the University has the right to rescind any agreement with the awarded

Respondent resulting from this solicitation, without liability, and to deduct from any amounts otherwise payable to the awarded Respondent under the agreement the full amount of contingent fee(s) and to pursue any other remedy available to the University.

5. Disposition of Proposals. All Proposals become the property of the University, and the University

15 | P a g e has the right to use all ideas, and/or adaptations of those ideas, contained in any response received in response to this ITN. The University’s selection or rejection of a Proposal does not affect this provision.

6. Public Records Laws; Trade Secret Certification. As a public body corporate of the State of the

Florida, Florida Poly is subject to Chapter 119 of Florida Statutes, commonly known as the Florida

Public Records Law. This ITN is a public record. Any documents Respondent submits to Florida Poly in response to this ITN will also become a public record, which will similarly be subject to the Florida

Public Records Law. As required by law, Florida Poly will respond to public records requests without providing Respondents whose documents have been requested any notice.

a. Should Respondents seek to assert trade secret protection for any document the Respondent submits in response to this competitive solicitation under sections 119.0715, Florida Statutes

Section 688.002(4), 812.081(1)(c), 815.04(3), and/or 815.045, Florida Statutes for each document that trade secret protection is claimed, Respondent must comply with the instructions for Trade Secrets.

b. If a Respondent properly complies and submits a sworn affidavit with its Solicitation Response and Florida Poly later receives a public records request for a document or information that is marked and certified with an affidavit to be a trade secret, Florida Poly will provide the requestor a copy of the Respondent’s sworn affidavit. Any challenge to the affidavit and the application of the trade secret exemption will be rebutted, if at all, only by the Respondent;

Florida Poly’s only obligation will be to provide Respondent notice that such a challenge has been received. The notice will serve as formal notice to the Respondent that such Respondent has thirty (30) calendar days following receipt of such notice from Florida Poly to file an action with a court of competent jurisdiction seeking an order barring public disclosure of the document(s). If Respondent files an action within thirty (30) calendar days after receipt of notice of a challenge to its trade secret certification, Florida Poly will not release the documents at issue pending the outcome of the legal action. The failure to file an action within thirty (30) calendar days constitutes a waiver of any claim of confidentiality, and Florida Poly will release the document as requested.

c. Any parts of a response, and any other material(s) submitted to the University with the response that are copyrighted or expressly marked as “confidential,” “proprietary,” “trade secret,” or similar marking, (proprietary designation) will be exempt from the public records disclosure requirements of chapter 119, Florida Statutes, only to the extent expressly authorized by Florida law. The mere use of a propriety designation, while necessary, by a

Respondent does not itself ensure that such materials will be exempt from disclosure. In the absence of a specific Florida statute exempting material from the public records law, the

University is legally obligated to produce all public records produced or received in the course of conducting university business, irrespective of any proprietary designation by the Respondent.

The University, or potentially a court, will make the ultimate determination of whether a

Respondent’s claim of a proprietary designation will support an exemption from disclosure.

d. If the instructions listed above conflict with Florida law, Florida law controls.

7. Public Entity Crimes. In accordance with Section 287.133(2)(a), Florida Statutes, a person or entity who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal; may not perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity, including The University; and may not transact business with the University in excess of the threshold amount provided in Section 287.017, for

CATEGORY TWO for a period of 36 months from the date being placed on the convicted vendor list.

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By submitting a Proposal, Respondent is certifying that Respondent is not on the convicted vendor list maintained by the Florida Department of Management Services, and Respondent is also certifying that any subcontractor listed in Respondent’s solicitation response is not on the convicted vendor list.

8. Subcontractors. If Respondent anticipates using subcontractors, as a further condition of award of a contract, the Respondent must certify in writing that its subcontractors are appropriately licensed and are registered with the State of Florida in accordance with Chapters 607 or 620, Florida

Statutes, and such statement will include any subcontractors’ corporate charter numbers. The subcontractors and the amount of the subcontracts must be identified in the Respondent's solicitation response.

9. Small Business Minority Enterprise (SMBE). It is the University’s policy (consistent with state and federal law), to optimize opportunities for business contracting with small, minority and disadvantaged business enterprises in the areas of commodities, construction, contractual services, and architectural and engineering services. Respondents are likewise encouraged to use the small, minority and disadvantaged business enterprises and to have a business diversity program in place.

a. For more information on becoming a State of Florida Certified Minority Business (CMBE), to request certification or to locate CMBEs, please contact the Office of Supplier Diversity, Department of Management Services at (850) 487-0915.

10. Prohibitions. Unless expressly and specifically authorized in writing by the University in advance, Respondent is prohibited from engaging in any of the following:

A. Incurring any debt or obligation on behalf of the University;

B. Entering into any contract, arrangement, or transaction that binds the University to any extent or creates any obligation on UNIVERSITY; and/or

C. Utilizing the University’s name, credit, reputation, good-will, resources, and/or assets for any purpose without the prior and explicit written approval of the University.

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6.0 Terms and Conditions- Special

Intentionally Left Blank

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7.0 Supplemental

ATTACHMENTS, APPENDICES, AND EXHIBITS

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Attachment A- ITN Certification Form (Affidavit)

Florida Polytechnic University

ITN 27-006

Submission Deadline: Wed Apr 22 2026 2:00 PM (ET)

Publish Date: Thursday March 19, 2026

Respondent Information:

Company Name

Responsible Individual Name

Federal Employer Identification Number

Responsible Individual Title

Phone Number Email Address

Government Classifications. Check all that apply

☐ African American ☐ American Woman ☐ Asian-Hawaiian

☐ Government Agency ☐ Hispanic ☐ MBE Federal

☐ Native American ☐ Non-Minority ☐ Non-Profit Organization

☐ PRIDE ☐ Small Business Federal ☐ Small Business State

Bid Protest. Response tabulations with intended award(s) will be posted for review by interested parties on the Procurement Department solicitation webpage and will remain posted for a period of 72 hours. Failure to timely file a protest or failure to timely deliver the required bond or other security in accordance with the Board of Governors’ Regulations 18.002 and 18.003 is a waiver of protest proceedings.

Addenda. Please check one:

Respondent has received all Addenda issued by the University and has signed Addenda Acknowledgement Form(s) in Tab A of the Proposal.

Respondent has not received any Addenda.

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Required Disclosure- Employment/Ownership. List below the names of Respondent or Respondent employees having an employment relationship with the University, State of Florida, or any Florida State Agencies, and any University or State employee(s) owning an interest of 5% or more of Respondent’s company or its affiliates or branches and describe the nature of such relationship or ownership interest. Add an additional page if needed.

Name:

Relationship/Ownership Interest:

Required Disclosure- Bankruptcy/Insolvency/Delinquency Judgement.

If Respondent has declared bankruptcy, otherwise been declared insolvent, has had a delinquency judgement issued against it in any court of competent jurisdiction, been placed in receivership, or any litigation that could significantly impact your financial operating results or financial position, provide the information below. If not, leave this section blank.

Date: Court jurisdiction:

Trustee/ Receiver Name: Phone Number:

Amount of Liabilities:

Amount of Assets:

Current Status:

Required Disclosure- Damages/Penalties/Liens/Judgments/Defaults/Cancellations/Termination.

If Respondent has had any projects within the last three years where liquidated damages, penalties, liens, judgments, defaults, cancellations of contract or termination of contract were imposed, sought to be imposed, threatened, or filed against the Respondent, provide a description below. If not, leave this section blank.

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SIGNATURE REQUIRED – I hereby swear under the penalty for false swearing:

1. That I am the Respondent (if the Respondent is an individual), a partner (if the Respondent is a partnership), or an Officer or employee of the bidding corporation with authority to sign on its behalf (if the Respondent is a corporation).

2. That this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud.

3. That the Respondent is legally entitled to enter into contracts with the Florida Polytechnic University Board of Trustees and is not in violation of any prohibited conflict of interest.

4. To abide by all conditions of this Proposal and that the Respondent is in compliance with all requirements of the ITN, including but not limited to, certification requirements.

5. In submitting a Proposal to an agency for the State of Florida, the Respondent offers and agrees that if the Proposal is accepted, the Respondent will convey, sell, assign, or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the state of Florida. At the State’s discretion, such assignment becomes effective at the time the procurement agency tenders final payment to the Respondent.

6. That Respondent’s Proposal remains valid for six (6) months after the due date.

7. That Respondent is responsible for all travel expenses incurred for oral presentation and candidate interviews, if optional or required.

Respondent Name

By:

Signature

Printed

Title:

Date:

NO RESPONSE – If not responding to this solicitation, please advise reason and return via email to bids@floridapoly.edu with reason for NO RESPONSE

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Attachment B- Contract Terms and Conditions

1. General Terms.

The following are the terms and conditions that will become part of any agreement consummated between the University and the awarded Respondent. In the event of a conflict between any provisions contained in any of the documents governing this transaction, the following will be the order of precedence: the Agreement; the Solicitation; the final response.

2. Actions of Awarded Respondent.

The University is under no obligation whatsoever to be bound by the actions of the awarded

Respondent with respect to third parties. The awarded Respondent is not an agent of the

University.

3. Americans with Disabilities Act.

The awarded Respondent must comply with all applicable provisions of the Americans with

Disabilities Act and applicable federal regulations under the Act.

4. Availability of Funds.

The State of Florida’s and University’s performance and obligation to pay under this agreement is contingent upon sufficient appropriation by the Florida Legislature and other entities’ allowance of the University to use such funds. University's financial obligations continue under this Agreement are conditioned upon the appropriation of funds on an annual basis, which is not controlled by the

University. In the event that the entities controlling such funding fail to appropriate funds or to allow University to use funds and University has determined, in University's sole discretion, that there are insufficient funds available to cover University's obligation under this Agreement, University will have the right to terminate this Agreement for the upcoming year without damage, penalty, cost, or further obligation. University will notify Contractor at least 30 day in advance of a termination pursuant to this provision; University must pay for all services rendered until the date of termination.

5. Assignment.

The awarded Respondent may not assign any obligations or rights under the agreement without express written permission from the University and any attempted assignment is void.

6. Background Check.

All of Respondent’s employees who enter the University campus or premises must have passed an employer background check and must not be listed on the Florida or National Sex Offenders

Registry.

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7. Confidentiality of Information.

If awarded Respondent is exposed to University’s confidential information (such as donor information), awarded Respondent will keep such information confidential and will act in accordance with any guidelines and applicable laws including the Family Educational Rights and

Privacy Act (FERPA) and the Gramm-Leach Bliley Act

8. Contractor.

Awarded Respondent is retained by University only for those purposes and to the extent set forth in this Agreement, and awarded Respondent’s relationship to University will, during the term of this Agreement, be that of independent Contractor. Awarded Respondent is not and will not be considered as having an employee status. Awarded Respondent is responsible for the payment of any taxes on any monies received by awarded Respondent.

9. Copyright and Intellectual Property.

a. If awarded Respondent uses copyrighted materials or documents not owned by University

(“Copyrighted Materials”) in its performance of the Agreement, awarded Respondent represents and warrants that it owns, or is licensed to use and to authorize others to use, the Copyrighted Materials.

b. Awarded Respondent will, at its expense, defend any suit brought against University and will indemnify University against an award of damages and costs, including attorney’s fees, made against University by a settlement or final judgment that is based on a claim that

University’s use of the Copyrighted Materials infringes a trademark or copyright of a third party.

c. Any reports or deliverables provided to the University pursuant to this agreement are considered as works for hire, and the University may use such reports or deliverables for any purposes.

10. Default.

The University reserves the right to terminate the agreement in whole or in part due to the failure of the awarded Respondent to comply with any term or condition of the agreement, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the agreement. The University shall provide written notice of the termination and the reasons for it to the awarded Respondent.

11. Equal Opportunity Statement.

The awarded Respondent and any subcontractors must abide by the requirements of 41 CFR 60-

1.4(a), 60-300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as qualified protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered

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12. E-Verify.

All terms defined in section 448.095, Florida Statutes are adopted and incorporated into this provision. Pursuant to section 448.095, Florida Statutes, Contractor certifies that it is registered with and uses the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of this agreement. If Contractor enters into a contract with a subcontractor to perform work or provide services pursuant to this agreement, Contractor must also require the subcontractor to comply with the requirements of section 448.095, Florida Statutes. The subcontractor must provide to

Contractor an affidavit stating that the subcontractor does not employ, contract with, or subcontract with or to any unauthorized alien. Contractor must maintain a copy of such affidavit for the duration of the contract. University may terminate this agreement immediately upon notice to Contractor for any violation of this provision.

13. Federal, State, Local Laws, and Regulation.

The awarded Respondent and any subcontractors must comply with all laws, ordinances, and regulations that apply to the University and awarded Respondent. The awarded Respondent is solely responsible for keeping itself fully informed of and faithfully observing all laws, ordinances, and regulations and agrees to protect and indemnify the University, its officers, and agents against any claims of liability arising from or based on any violation thereof.

14. Force Majeure.

In the event compliance with any obligation under the agreement is impractical or impossible due to any Event of Force Majeure, then the time for performance of such obligation shall be extended for a period equivalent to the duration of the Event of Force Majeure. The provisions of this section shall not operate to excuse either party’s inability to perform its obligations hereunder because of inadequate finances. “Event of Force Majeure:” means any strike, lockout, labor dispute, embargo, flood, earthquake, storm, dust storm, lightning, fire, epidemic, act of God, war, national emergency, civil disturbance or disobedience, riot, sabotage, terrorism, restraint by governmental order or any other occurrence beyond the reasonable control of the party in question.

15. Governing Law.

This Agreement and any amendments to it are governed by the laws of the State of Florida and venue for any actions arising out of this agreement must be in the state courts in Polk County, Florida.

16. Indemnification/Hold Harmless.

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a. The awarded Respondent agrees to indemnify, defend, and hold harmless…