9001 - Solicitation Document.pdf

ITNSHELL. – Revised 2/1/2021

State of Florida Department of Transportation

INVITATION TO NEGOTIATE

State Materials Office – Temporary Employment Services

DOT-ITN-26-9001-SJ

RESPONSES DUE:

Wednesday, August 20, 2025, @ 9:00 AM EST

CONTACT FOR QUESTIONS:

Sherill Johnson, Procurement Agent 605 Suwannee Street, Mail Station 20

Tallahassee, Florida 32399-0450 CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us

State of Florida Department of Transportation Central Procurement Office

605 Suwannee Street, MS 20 Tallahassee, Florida 32399-0450

INVITATION TO NEGOTIATE REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO SHERILL JOHNSON at CO.Purch@dot.state.fl.us

ITN Number: DOT-ITN-26-9001-SJ

Title: State Materials Office – Temporary Employment Services

Sealed Reply Due Date & Time: Wednesday, August 20, 2025 @ 9:00 AM EST

Vendors should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and e-mail to Sherill Johnson at CO.Purch@dot.state.fl.us.

THE INVITATION TO NEGOTIATE DOCUMENT YOU RECEIVED IS SUBJECT TO

CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Invitation to Negotiate, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address:

For further information on this process, e-mail:

Sherill Johnson, Procurement Agent CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us https://vendor.myfloridamarketplace.com/

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

MBE PLANNED UTILIZATION

375-040-24

PROCUREMENT

03/17

PROCUREMENT NO. DOT-ITN-26-9001-SJ FINANCIAL PROJECT NO.

(DEPARTMENT USE ONLY)

DESCRIPTION: State Materials Office - Temporary Employment Services

I, , (name) (title) of plan to subcontract at least % (percent) of the project costs on the above referenced project to Minority

Business Enterprises.

If I have indicated above that a portion of the project costs will be subcontracted to MBE(s), the firms considered as proposed subconsultants/contractors and the types of services or commodities to be subcontracted are as follows:

MBE SUBCONSULTANTS/CONTRACTORS TYPES OF SERVICES/COMMODITIES

I understand that I will need to submit Minority Business Enterprises (MBE) payment certification forms to the Department for reporting purposes only.

Signed:

Title:

Date:

E-VERIFY

375-031-06

PROCUREMENT

OGC – 10/21

In accordance with the contract, the Vendor/Consultant/Contractor hereby acknowledges and certifies compliance with Section 448.095, Florida Statutes. The Vendor/Consultant/Contractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. The Vendor/Consultant/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system. The Vendor/Consultant/Contractor shall comply with Section 448.095, Florida Statutes, for the duration of the contract term, including any extensions or renewal periods.

Company/Firm:

Authorized Signature:

Title:

Date:

Contract No:

Financial Project No(s):

Project Description: State Materials Office - Temporary Employment Services (DOT-ITN-26-9001-SJ)

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-60

Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT

287.135 SCRUTINIZED COMPANIES LISTS OGC – 06/18

Respondent Vendor Name: _____________________________________________________

Vendor FEIN: ___________________

Vendor’s Authorized Representative Name and Title: ___________________________________

Address: ______________________________________________________________________

City: _____________________ State: _____________________________ Zip: ______________

Phone Number: ____________________________________

Email Address: _

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, 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. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certified By: __________________________________________________________ who is authorized to sign on behalf of the above referenced company.

Authorized Signature Print Name and Title: _________________________________________

Date:

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written replies from vendors interested in participating in competitive negotiations to establish a term contract to provide Temporary Employment Services at the State Materials Office. It is anticipated that the term of the agreement will be from the date of contract execution through five

(5) years from the date of contract execution.

This ITN will be used to assess factors including not only cost but the level of services, ability of vendor to provide needed services, qualified candidates, and recruiting efforts.

The Department will consider input from vendors on ways to improve the scope while accomplishing the contract's overall objectives, including strategies for cost savings.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”) under this ITN number.

It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting your reply.

ACTION / LOCATION DATE LOCAL TIME

PRE-REPLY CONFERENCE (if applicable) 07-29-2025 10:00 AM EST Florida Department of Transportation State Materials Office 5007 NE 39th Avenue Gainesville, Florida 32609

DEADLINE FOR TECHNICAL QUESTIONS 08-01-2025 12:00 PM EST

(There is no deadline for administrative questions)

REPLIES DUE - 08-20-2025 09:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent Phone: (850) 414.4381

CO.Purch@dot.state.fl.us

PUBLIC OPENING (Initial Replies) 08-20-2025 10:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent 605 Suwannee Street Tallahassee, FL 32399-0450

PUBLIC MEETING TO SHORTLIST 09-09-2025 10:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent

POSTING OF SHORTLIST ON VIP 09-09-2025

ORAL PRESENTATIONS - (Start date) Week of 09-22-2025 (not open to the public)

DOT-ITN-26-9001-SJ 1

PUBLIC MEETING TO SHORTLIST 09-30-2025 10:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent

POSTING OF SHORTLIST ON VIP 09-30-2025

NEGOTIATIONS (This is not a public meeting) TBD

PUBLIC MEETING TO RANK VENDORS/INTENDED AWARD TBD

Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent

POSTING OF INTENDED AWARD ON VIP TBD

3) PUBLIC MEETING AGENDA

Agenda – Public Opening (Initial Replies) Agenda for Public Opening of initial replies to DOT-ITN-26-9001-SJ Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the initial replies received timely will be opened, with respondent’s name read aloud and tabulated.

- Adjourn meeting.

Agenda – Meeting to Short List Agenda for Meeting to Short List on DOT-ITN-26-9001-SJ Starting Time: see Timeline in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the evaluations of Initial

Replies received will be summarized.

- Determine the number of highest ranked firms to include on Short List.

- Announce the names of the Short Listed firms and when the decision will be posted on the

Vendor Information Portal (VIP).

Agenda – Meeting to Summarize & Determine Intended Award Agenda for Meeting to Summarize and Determine Intended Award for DOT-ITN-26-9001-SJ:

Starting Time: see Timeline in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the ITN solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, recap and discussion among evaluation team(s) to determine “best value”.

- Announce Proposer determined to be “best value” as the Intended Award.

- Announce time and date the decision will be posted on the Vendor Information Portal

(VIP).

DOT-ITN-26-9001-SJ 2

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-reply conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number or e-mail address provided on the title page 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).

S P E C I A L C O N D I T I O N S

1) MyFloridaMarketPlace

VENDORS MUST BE ACTIVELY REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE THE SEALED REPLIES ARE

DUE OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 16). All prospective vendors that are not registered, should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the attached Form PUR 1000 General Contract Condition #14. .

However, all vendors should be aware, that effective July 1, 2016 through June 30, 2017, in accordance with House Bill 5003 Sec.73, the Transaction Fee will be seven-tenths of one percent (.70%) of the payment issued. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) Florida Department of Financial Services (DFS) W-9 INITIATIVE

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes, respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this Invitation to Negotiate must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by vendors will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”), under this ITN number.

It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting their reply.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Sherill Johnson, Procurement Agent CO.Purch@dot.state.fl.us

Questions regarding administrative aspects of the procurement process should be directed to the Procurement Agent in writing at the email address above.

DOT-ITN-26-9001-SJ 3

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

4) CHANGES TO THE INVITATION TO NEGOTIATE (ADDENDA)

Notices of changes (Addenda) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”) under this ITN number.

It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting your reply. All Addenda will be acknowledged by signature and subsequent submission of Addenda with reply when so stated in the Addenda.

5) BEST VALUE SELECTION & PUBLIC MEETINGS

The Department intends to contract with the responsive and responsible Vendor whose proposal is determined by the Technical Review Committee to provide the best value to the Department. "Best value", as defined in Section 287.012(4), F.S., means the highest overall value to the state based on objective factors that include price, quality, design, and workmanship.

Specific events in the competitive negotiation process will be conducted at a public meeting of the Technical Review Committee. The specific events are noted in the Timeline (see Section 2 of Introduction Section). Minutes will be taken at all Public Meetings and will be retained in the procurement file.

6) TECHNICAL REVIEW COMMITTEE (TRC)

The Technical Review Committee (TRC) and the Negotiations Team will each be composed of at least three (3) persons who collectively have experience and knowledge in contract procurement and in the program area for which the commodities and/or contractual services are sought. Due to the complexity of certain procurements, the teams are authorized to consult with subject matter experts during the course of the procurement and negotiation processes for the purpose of gathering information. The team leader, usually the project manager, will ensure consistent scoring and documentation to facilitate and support a consensus decision for the intended award. A consensus decision is a collaborative general agreement among the members of the group that does not have to be unanimous but meets the concerns of all members as much as possible. The team leader will provide a short plain statement for the procurement file that explains the basis of vendor selection for the intended award and how the vendor's deliverables and price will provide the best value to the state.

7) SCOPE OF SERVICES

Details of the desired commodity/services, information and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services/Specifications, attached hereto and made a part hereof.

Documentation of any revisions that may occur during the competitive negotiation process will be retained in the procurement file.

8) MANDATORY PRE-REPLY CONFERENCE

A MANDATORY pre-proposal conference will be held at the date, time and location in the Timeline.

The purpose of this meeting is to provide an open forum for the Department to review the Scope of Services and respond to questions from potential vendors regarding the scope of services, ITN requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, effect the work to be performed. Any changes and/or resulting Addenda to the ITN will be the sole prerogative of the Department.

Attendance at this pre-reply conference is MANDATORY. Failure by a vendor to attend or be represented at this pre-reply conference will constitute a non-responsive determination of their reply package. Replies found to be non-responsive will not be considered.

DOT-ITN-26-9001-SJ 4

9) QUALIFICATIONS

9.1 Authorized To Do Business in the State of Florida

In accordance with sections 607.1501, 608.501, and 620.9102, Florida Statutes, out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.2 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

9.3 E-VERIFY

Vendors/Contractors:

1. shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract; and

2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

10) DIVERSITY ACHIEVEMENT: MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. Vendors are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their Reply. The contract vendor will be asked to submit

DOT-ITN-26-9001-SJ 5

payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

11) CONTRACT DOCUMENT: STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a reply, the proposer agrees to be legally bound by these terms and conditions.

12) REVIEW OF VENDOR'S FACILITIES & QUALIFICATIONS

After the reply due date and prior to contract execution, the Department reserves the right to perform or have performed, an on-site review of the Vendor's facilities and qualifications. This review will serve to verify data and representations submitted by the Vendor and may be used to determine whether the Vendor has an adequate, qualified, and experienced staff, and can provide overall management facilities. The review may also serve to verify whether the Vendor has financial capability adequate to meet the contract requirements.

Should the Department determine that the reply / proposed negotiations have material misrepresentations or that the size or nature of the Vendor's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the reply / proposal.

13) PROTEST OF INVITATION TO NEGOTIATE SPECIFICATIONS

Any person who is adversely affected by the contents of this Invitation to negotiate must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after the posting of the solicitation, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest in compliance with Section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed.

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.

14) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

15) SCRUTINIZED COMPANIES LISTS

Responses of $1 million or more must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the Response Package.

DOT-ITN-26-9001-SJ 6

http://www.osd.dms.state.fl.us/ http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60 http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60

Section 287.135, Florida Statutes, requires that at the time a vendor submits a bid or proposal for a contract for goods or services of $1,000,000 or greater, the vendor must certify that the company is not on Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List.

For Contracts $1,000,000 and greater, if the Department determines the Vendor submitted a false certification under Section 287.135(5) of the Florida Statutes, or if the Vendor has been placed on the Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135(5)(a) of the Florida Statutes, or maintain the Contract if the conditions of Section 287.135(4) of the Florida Statutes are met.

16) RESPONSIVENESS OF REPLIES

16.1 Responsiveness of Replies

Replies will not be considered if not received by the Department on or before the date and time specified as the due date for submission.

16.2 Other Conditions

Other conditions which may cause rejection of replies include, but are not limited to, evidence of collusion among Vendors, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List.

17) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of the reply or a negotiation session only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

18) ATTACHMENT TO ITN SUBMITTALS - CONFIDENTIAL MATERIAL

The Vendor must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Vendor’s Name - Confidential Material". The Vendor must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Vendor asserts to be exempt from public disclosure and placed elsewhere in the reply will be considered waived by the Vendor upon submission, effective after opening.

19) COSTS INCURRED IN RESPONDING

This Invitation to Negotiate does not commit the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a reply or subsequent negotiations or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

DOT-ITN-26-9001-SJ 7

20) ELECTRONIC SUBMISSION OF REPLIES:

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive replies will not be evaluated.

a) Subject line must show: DOT-ITN-26-9001-SJ: Vendor’s Name

b) Email shall contain file attachments marked as follows:

9001 – Technical Proposal 9001 – Preliminary Pricing 9001 – Forms 9001 – Confidential Material (if applicable)

c) Documents shall be submitted in portable document format (PDF) and have a size limit of

25MB.

d) The body of the email shall not contain any information

e) Bids shall be submitted to: CO.Purch@dot.state.fl.us

It is the bidder’s responsibility to assure that the bid is delivered to the proper place on or before the Bid Due date and time (See Introduction Section 2 Timeline). Bids which for any reason are not so delivered, will not be considered.

21) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Vendors may modify submitted replies at any time prior to the reply due date. Requests for modification of a submitted reply shall be in writing and must be signed by an authorized signatory of the vendor. Upon receipt and acceptance of such a request, the entire reply will not be considered unless resubmitted by the due date and time. Vendors may also send a change in a separate email to be opened at the same time as the reply.

22) OPENING OF SEALED REPLIES

All reply openings are open to the public. Replies will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline). The public may attend the opening but may not review any replies submitted until they become public records in accordance with Section 119.07, Florida Statutes.

23) TECHNICAL PROPOSAL FORMAT INSTRUCTIONS

23.1 General Information

The initial replies received timely will be evaluated qualitatively for each of the criteria addressed in the Technical Proposal for the purpose of determining the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award.

This section contains instructions that describe the required format for the technical proposal.

23.2 Technical Proposal

(Do not include price information in the technical proposal)

The Proposer must submit one (1) original technical proposal which is to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal. The technical proposal must be submitted in one separate document marked "9001 – Technical Proposal".

DOT-ITN-26-9001-SJ 8

1. EXECUTIVE SUMMARY

The Proposer shall provide an Executive Summary to be written in nontechnical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than ten (10) pages.

2. UNDERSTANDING OF SCOPE AND NEEDS

The Proposer shall demonstrate clear understanding of FDOT’s SMO staffing needs, including seasonal demands, specialized roles, and performance expectations.

3. STAFFING APPROACH AND RECRUITING PLAN

The Proposer shall provide a staffing approach and recruiting plan which describes the quality and responsiveness of recruiting, screening, and onboarding strategies. Includes ability to fill positions within timeframes and maintain a pipeline of qualified candidates.

4. STAFF QUALIFICATIONS AND EXPERIENCES

The Proposer shall detail the relevance and depth of staff capabilities (Class I–III), proposed job matching processes, and experience in materials testing/lab settings.

5. PERFORMANCE MANAGEMENT AND RETENTION

The Proposer shall provide a method for supervising, evaluating, and retaining staff;

including compliance with background checks, training, and issue resolution. The Proposer shall also include the methodology to be used to control costs, services reliability and to maintain schedules without compromising staff quality.

6. RESPONSIVENESS AND COMMUNICATION PLAN

The Proposer shall provide a responsiveness and communication plan which outlines the Vendor’s commitment to timeliness of updates, issue resolution protocols, vendor availability on-site at the State Materials Office, and communication tools.

7. COMPLIANCE AND RISK MANAGEMENT

The Proposer shall detail their Demonstrated compliance with federal/state labor laws, E- Verify, liability coverage, OSHA/PPE compliance, and background screening requirements.

8. TRANSITION AND CONTINUITY PLAN

The Proposal shall outline the Proposer’s readiness and detail of plan to transition approx. 50 existing staff; continuity of service and coordination with prior vendors.

9. INNOVATION AND VALUE-ADDED SERVICES

The Proposer shall detail Any proposed technology, process automation, or value-added services that improve efficiency, reporting, or staff satisfaction.

10. REFERENCES AND PAST PERFORMANCE

The Proposer should provide a summary, with description, date, and location of the prior relevant experience they have acquired in providing/performing this work. TRC evaluations will be based on the strength of references, past project relevance, and vendor’s documented performance history with government or FDOT-like clients.

DOT-ITN-26-9001-SJ 9

23.3 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11"). Foldout pages may be used, where appropriate, but should not exceed five (5) percent of the total number of pages comprising the proposal. Type size shall not be less than 10 point font. The proposals should be indexed and all pages sequentially numbered.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted and they will be acceptable in their existing form.

23.4 Criteria for Evaluation of Technical Proposals

Technical Proposals will be evaluated and graded in accordance with the criteria detailed below.

a. Technical Proposal ( 100 Points) Technical evaluation is the process of reviewing the Proposer's response to evaluate the experience, qualifications, and capabilities of the proposers to provide the desired services and assure a quality product.

The following point system is established for scoring the technical proposals:

Point Value

1. Executive Summary 5

2. Understanding of Scope and Needs 10

3. Staffing Approach & Recruiting Plan 15

4. Staff Qualifications and Experience 10

5. Performance Management & Retention 20

6. Responsiveness & Communication Plan 10

7. Compliance & Risk Management 10

8. Transition & Continuity Plan 10

9. Innovation & Value-Added Services 5

10. References and Past Performance 5

24) ORAL PRESENTATIONS

The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide an oral technical presentation of their firm's capabilities and approach to the Scope of Services beginning on the date in the Timeline (See Introduction Section 2 Timeline).

Short-listed vendors will be notified of a time and date for oral technical presentation. Oral technical presentation sessions are not open to the public.

Unnecessarily elaborate special brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

These oral technical presentations will be used to present the vendor's approach and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's oral technical presentation. The Technical Review Committee will participate in all presentations. After each oral technical presentation, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's technical approach, capabilities, and prior relevant experience.

25) PROPOSED NEGOTIATION PROCESS

The Department intends to negotiate concurrently with competing vendors, as set out below. The participating vendors should be cognizant of the fact that the Department, upon completion of each

DOT-ITN-26-9001-SJ 10

step, reserves the right to finalize the negotiation process at any time in the proposed process that the Department determines such selection would be in the best interest of the State. Replies should be prepared to provide a straightforward, concise description of the vendor’s ability to meet the requirements and to allow the Department to properly evaluate the vendor’s reply.

Step 1) Interested vendors must submit the following to the "Procurement Agent" identified on the cover page by the date, time and location in the Timeline:

- Technical Proposal

- Preliminary Price Proposal or Pricing Scheme

- Additional Forms as required

Step 2) The Procurement Office will distribute, to each member of the TRC, a copy of each reply.

The TRC members will independently evaluate the technical proposals on the criteria and point system established in Section 23.4 above entitled "Criteria for Evaluation of Technical Proposals" in order to assure that technical proposals are uniformly rated. Due to the complexity of certain procurements, the TRC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed. The independent evaluations will be sent to the Procurement Office and averaged for each vendor.

There will be a public meeting of the Technical Review Committee, composed of at least three members, for the purpose of summarizing the evaluation of the technical proposals received timely and selecting the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award. The short-list of vendors will proceed to Step 3 in the competitive negotiation process. The public meeting will be held at the date, time and location in the Timeline.

The short-list selection of vendors that best meet the requirements of the Department will be posted in accordance with law and rule (See Special Condition 26).

Step 3) The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide an oral technical presentation of their firm's capabilities and approach to the Scope of Services. These oral technical presentations will be used to present the vendor's approach and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's oral technical presentation. The Technical Review Committee will participate in all presentations. After each oral technical presentation, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's technical approach, capabilities, and prior relevant experience.

Step 4) Following oral technical presentations by all short-listed vendors, the project manager may revise the Scope of Services/Specifications, as necessary, to eliminate unnecessary requirements and incorporate innovative ideas and approaches that the project manager believes would benefit the state. Documentation of changes/revisions to the Scope of Services/Specifications, etc., will be retained in the procurement file. All participating vendors will be sent a revised Scope of Services/Specifications and will be asked to submit a written summary of their firm's capabilities and technical approach to the revised Scope of Services/Specifications and a preliminary price proposal.

Documentation of subsequent rounds will be retained in the procurement file.

Step 5) There will be a public meeting of the Technical Review Committee, composed of at least three members, for the purpose of summarizing the evaluation of the oral presentations and selecting the short-list of vendors to proceed to Step 6 in the competitive negotiation process. The public meeting will be held at the date, time and location in the Timeline. The short-list selection of vendors will be posted in accordance with law and rule (See Special Condition 26).

Step 6) Each shortlisted vendor from Step 5 will be scheduled to meet with the Technical Review Committee and/or Negotiation Team to review and negotiate both the vendor’s technical and price proposals and discuss any issues or problems. Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department.

Step 7) Each individual on the Technical Review Committee and/or Negotiation Team will complete

DOT-ITN-26-9001-SJ 11

a written summary evaluation of each vendor’s technical approach, capabilities, prior relevant experience, and price proposal.

Step 8) There will be a public meeting of the Technical Review Committee and/or Negotiation Team at the date, time and location in the Timeline to review the individual summary evaluations and either rank the vendors in order of preference and make a final selection, or make a determination to repeat Steps 4 through 7, if necessary. Documentation of subsequent rounds will be retained in the procurement file.

Step 9) After making the final selection, the Technical Review Committee will write a short plain statement for the procurement file that explains the basis for vendor selection and how the vendor's deliverables and price will provide the best value to the state.

Step 10) The intended award will be posted in accordance with law and rule (see Special Condition 26).

Step 11) The Department will contract with the selected vendor.

26) POSTING OF SHORTLIST, RANKING AND / OR INTENDED AWARD

26.1 The Shortlist, Ranking and / or Intended Award, as applicable, will be made to the responsive and responsible vendor(s) which are determined to be capable of providing the best value and best meet the needs of the Department. The Shortlist, Ranking, or Intended Award decision will be announced at the date, time and location in the Timeline.

26.2 The Department’s decision will be posted on the Florida Vendor Information Portal, at https://vendor.myfloridamarketplace.com/, on the date in the Timeline, and will remain posted for a period of seventy-two (72) hours. Any vendor who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after posting of the Intended Award, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest and protest bond in compliance with Section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent (1%) of the estimated contract amount based on the contract price submitted by the protestor.

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.

3. If the Department is unable to post as defined above, the Department will notify all vendors by electronic notification on the Florida Vendor Information Portal (see special condition 26.2, above) or by mail and/or telephone. The Department will provide notification of any future posting in a timely manner.

27) AWARD OF THE CONTRACT

Service will be authorized to begin when the Vendor receives a Standard Written Agreement executed by both parties, and a written Notice to Proceed, issued by the Project Manager, as appropriate, including the encumbrance of funds and award for the contract.

DOT-ITN-26-9001-SJ 12

28) RENEWAL

Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed 3 years or the term of the original contract, whichever is longer. The renewal must be in writing and signed by both parties, and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

29) ATTACHED FORMS

MBE Planned Utilization (Form 375-040-24) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) (proposals of $1 million or more

Everify (Form 375-031-06)

30) ATTACHED TERMS AND CONDITIONS

Exhibit "A" Scope of Services Standard Written Agreement Exhibit “B” Method of Compensation General Conditions (PUR 1000) Instructions to Respondents (PUR 1001)

31) TERMS AND CONDITIONS

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Scope of Services

Price Proposal Form Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITN by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITN:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITN by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

DOT-ITN-26-9001-SJ 13

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITN:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.

pdf Section 8(B), PRIDE, is not applicable when using federal funds.

33) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and a certificate of such insurance has been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, Sherill Johnson, 605 Suwannee Street, MS 20, Tallahassee, Florida 32399 or via email at sherill.johnson@dot.state.fl.us within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $1,000,000.00 minimum per person and $1,000,000.00 minimum each occurrence, and property damage insurance of at least $1,000,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

34) PERFORMANCE BOND

A Performance Bond is not required for this project.

35) METHOD OF COMPENSATION

For the satisfactory performance of these services the Vendor shall be paid as described in the attached Exhibit “B”, Method of Compensation.

DOT-ITN-26-9001-SJ 14

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf mailto:sherill.johnson@dot.state.fl.us

EXHIBIT “A”

SCOPE OF SERVICES

Materials Employment Services the State Materials Office

1) Description

a) The Florida Department of Transportation (hereinafter “Department”) is seeking proposals for Materials Employment Services. Services under this contract will be located at The State Materials Office (hereinafter “SMO”), 5007 NE 39th Ave., Gainesville, Florida 32609. Services may also occur at various locations across the state if the position is required to travel.

b) This specification describes three (3) classes of Employment Services, as described in Section 3(c) of this document. Employment Services covered by these

Specifications shall be provided to meet the following needs:

i) To handle peak workloads, and/or special projects.

ii) To fill in during temporary absences of permanent employees, vacation or leave requests.

iii) To supply specialized needs (laboratory staff, informational technical support, etc.) on a full-time or part-time basis, as the Department deems necessary. Staff may be requested for any length of time from the beginning of the contract to the end of the contract term.

c) To supply other positions as deemed necessary by management to complete the

Department’s mission.

d) Sub-contracting is not allowable.

e) Number of positions will vary depending on Department needs.

f) No remote work will be available.

2) Definitions

a) Bill rate-the…