9001 - Solicitation Document.pdf

ITNSHELL. – Revised 8/29/2025

State of Florida Department of Transportation

INVITATION TO NEGOTIATE

Burns Building Food Services, Tallahassee, Florida

DOT-ITN-27-9001-SJ

REPLIES DUE:

Tuesday, July 28, 2026, at 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-27-9001-SJ

Title: Burns Building Food Services, Tallahassee, Florida

Sealed Reply Due Date & Time: Tuesday, July 28, 2026 @ 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 email 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 you may e-mail the following:

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/

QUALIFICATIONS QUESTIONNAIRE (Page 1 of 2)

INVITATION TO NEGOTIATE #: DOT-ITN-27-9001-SJ

TITLE: Burns Building Food Services, Tallahassee, Florida

VENDOR:

SUBMITTED BY: SIGNED: Date:

(Name Printed) (Signature)

The grades or points resulting from the review/evaluation of the responses to this questionnaire will be included in decisions beyond determining the initial short-list of vendors to proceed in the ITN process.

1. Provide the Vendor’s number of years in business, the business address, the number of employees, and a menu description.

2. Describe the Vendor’s experience operating food service operations of similar size and scope.

(Include experience serving a customer base comparable to 650+ daily users.)

3. Explain the Vendor’s experience providing diverse menu options.

4. Describe the Vendor’s experience delivering cafeteria‑style hot and cold breakfast and lunch service, as well as snack bar operations.

5. Describe the Vendor’s experience managing food service hours, ensuring consistent opening and closing times.

6. Explain the Vendor’s experience maintaining adequate staffing, including customer service‑trained food service employees.

7. Describe the Vendor’s experience providing catering services, including daily menu catering and custom menu requests.

8. Explain the Vendor’s experience ensuring allergen‑free food preparation.

9. Explain the Vendor’s experience maintaining required operating hours and avoiding service interruptions. (For example, 7:00 a.m.–3:00 p.m. service windows)

a. How many staff will be working during breakfast, lunch, and afternoon period?

b. At what time in the morning will the staff arrive to begin breakfast preparation, and at what time will the staff depart each afternoon?

c. What is the experience level of each worker? Specify job title and years of experience.

10. Describe the Vendor’s experience recruiting and retaining reliable food service staff

11. Explain the Vendor’s experience obtaining food service licenses, such as DBPR licensing in Florida or equivalent in other states

12. Describe the Vendor’s experience managing food service equipment, including owning, maintaining, or repairing equipment not provided by the client

13. Explain the Vendor’s experience producing quarterly sales reports or similar documentation

QUALIFICATIONS QUESTIONNAIRE (Page 2 of 2)

INVITATION TO NEGOTIATE #: DOT-ITN-27-9001-SJ

TITLE: Burns Building Food Services, Tallahassee, Florida

VENDOR:

SUBMITTED BY: SIGNED: Date:

(Name Printed) (Signature)

The grades or points resulting from the review/evaluation of the responses to this questionnaire will be included in decisions beyond determining the initial short-list of vendors to proceed in the ITN process.

14. Explain the Vendor’s experience managing secure payment systems in food service environments.

15. What cookware and other items will be provided by the Vendor? The list must include such items as paper products, pots, pans, silverware, china, glassware, type of coffee making equipment, beverage/tea dispensers, cash register, salad bar service, microwave ovens, and any other items deemed necessary for effective food service operation. (If a specialty coffee service is subcontracted, provide the subcontractor’s name).

16. Provide resumes of key staff who will be assigned to this contract. Resumes should include experience in food service, certifications as a service preparer/operator, and any other professional experience deemed necessary for effective food service operation.

17. Explain whether the Vendor will have outdoor/on-site grilling capabilities for special functions held on the premises.

18. Explain the Vendor’s daily, weekly and monthly cleaning program that will be implemented throughout the term of this contract.

19. Explain food preparation practices, emphasizing safe and sanitary food handling procedures.

20. Explain how stock and supplies will be maintained in non-refrigerated storage areas, minimizing the use of cardboard boxes for storage.

WORK REFERENCES

List the names of three references for which your business has provided similar services.

BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO.

1. .

2. .

3. .

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

E-VERIFY

375-031-06

PROCUREMENT

OGC – 11/25

Contract No:

Financial Project No(s):

Project Description: Burns Building Food Services, Tallahassee, Florida (DOT-ITN-27-9001-SJ)

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:

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 or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

As the authorized representative of the company or other entity identified above in the section entitled “Respondent Vendor Name”, I hereby certify that the company or other entity is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or the Scrutinized Companies or Other Entities that Boycott Israel List. I further certify that the company or other entity is not engaged in a boycott of Israel and is not engaged in business operations in Cuba or Syria. I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject the company to civil penalties, attorney’s fees, costs, and/or ineligibility to bid on future contracts.

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 Food Services at the FDOT Burns Building in Tallahassee, Florida. It is anticipated that the term of the agreement will be from the date of contract execution through three (3) years from the date of contract execution .

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

SITE VISIT 07-20-2026 10:00 AM EST

Florida Department of Transportation 605 Suwannee Street Tallahassee, Florida 32399

DEADLINE FOR TECHNICAL QUESTIONS 07-21-2026 12:00 PM EST

(There is no deadline for administrative questions)

REPLIES DUE 07-28-2026 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) 07-28-2026 10:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent

Tallahassee, FL 32399-0450

PUBLIC MEETING TO SHORTLIST 08-04-2026 10:00 AM EST

Central Procurement Office Sherill Johnson, Procurement Agent

POSTING OF SHORTLIST ON VIP 08-04-2026

VENDOR TASTE TESTING - (Start date) Week of 08-10-2026 (not open to the public)

PUBLIC MEETING

TO RANK OR SHORTLIST VENDORS - 08-18-2026 10:00 AM EST

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

POSTING OF RANKING/INTENDED AWARD ON VIP- 08-18-2026

3) PUBLIC MEETING AGENDA

Agenda – Public Opening (Initial Replies) Agenda for Public Opening of initial replies to DOT-ITN-27-9001-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-27-9001-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 Rank and/or Short List Agenda for Meeting to Rank and/or Short List on DOT-ITN-27-9001-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.

- Rank firms evaluated from highest to lowest.

- Determine whether to proceed with single negotiation method “A” or concurrent method “B”

- If method “B”, determine the number of highest ranked firms to include on Short List.

- Announce the names of the Ranked or 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-27-9001-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).

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 15). 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 #7d. .

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.

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 SITE VISIT

A MANDATORY site visit will be held at the date, time and locations in the Timeline. The purpose of this site visit is to allow each vendor to fully acquaint themselves with the conditions which may in any manner affect the work to be done or the equipment, materials and labor required to perform the services required under the conditions of this bid. Ignorance of the conditions or requirements will not relieve the Vendor from their liability and obligation under the contract. Any changes and/or resulting Addenda to the ITN will be the sole prerogative of the Department.

Attendance at this site visit is MANDATORY. Failure by a bidder to arrive timely at the location as identified within Introduction Section 2: Timeline, and attend or be represented at this site visit will constitute a non-responsive determination of their bid package. Bids found to be non-responsive will not be considered.

9) QUALIFICATIONS

9.1 Qualifications Questionnaire

Interested vendors must complete and submit the "Qualifications Questionnaire" to show that they have the necessary qualifications, prior relevant experience, and capabilities to meet the requirements of the Department in providing Food Services at the FDOT Burns Building, as specified in the Scope of Services/Specifications. The replies to the "Qualifications Questionnaire" and the information provided by the vendors in their submittals will be reviewed and evaluated to determine the short-list of vendors that are best able to meet the requirements of the Department and proceed to Step 3 in the competitive negotiation process.

9.2 Authorized To Do Business in the State of Florida

In accordance with sections 607.1501, 605.0902, 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

9.3 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

9.4 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; and

3. Shall adhere to requirements in section 448.095, Florida Statutes.

10) 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 vendor agrees to be legally bound by these terms and conditions.

11) 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.

12) 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.

13) 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.

14) SCRUTINIZED COMPANIES LISTS

Responses 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 Forms package of the response.

Section 287.135, Florida Statutes, prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

If the Department determines the Vendor submitted a false certification under Section 287.135, Florida Statutes, 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, Florida Statutes, or maintain the Contract if the conditions of Section 287.135, Florida Statutes are met.

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

15) RESPONSIVENESS OF REPLIES

15.1 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.

15.2 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.

16) 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.

17) 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 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.

18) 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.

19) 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-27-9001-SJ: Vendor’s Name

b) Email shall contain file attachments marked as the following:

Vendor’s Name – Qualifications Questionnaire Vendor’s Name – Technical Proposal Vendor’s Name – Preliminary Menu Items and Pricing Vendor’s Name - Forms

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.

20) 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.

21) 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.

22) QUALIFICATIONS QUESTIONNAIRE/SHORT-LIST EVALUATION CRITERIA

The initial replies received timely will be evaluated qualitatively for each of the criteria addressed in the “Qualifications Questionnaire” for the purpose of determining the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award. The evaluation resulting from the review/evaluation of the responses to this questionnaire will be included in decisions beyond determining the initial short-list of vendors to proceed in the ITN process.

23) ORAL PRESENTATIONS/TASTE TESTING

The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide a taste testing on the date in the Timeline (See Introduction Section 2 Timeline). Short-listed vendors will be notified of a time and date for taste testing. Taste Testing sessions are not open to the public.

These taste testing will be used to allow the Department to preview a breakfast and lunch item, which will be served should the Vendor be selected for award, and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's session.

The Technical Review Committee will participate in all taste testing sessions. After each taste test, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's prepared dish and overall taste along with the technical approach, capabilities, and prior relevant experience..

24) PROPOSED NEGOTIATION PROCESS

The Department reserves the right to negotiate separately (Method “A”) or concurrently (Method “B”) with competing vendors, as set out below. The participating vendors should be cognizant of the fact that the Department, upon completion of each 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 date, time and location in the Timeline (See Introduction Section 2 Timeline).

- Qualifications Questionnaire - with additional sheets as needed to address and respond to all questions completely (see Special Condition 9)

- Technical Proposal

- Preliminary Price Proposal or Pricing Scheme (Sample menus and menu pricing)

Step 2) There will be a public meeting of the Technical Review Committee, composed of at least three members, for the purpose of evaluating the initial replies received timely and selecting the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award. The Technical Review Committee will complete a written summary evaluation of each vendor's response to the criteria addressed in the Qualifications Questionnaire (see Special Condition 9) to determine the short-list of vendors to 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 25).

Step 3) The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide a taste test of a breakfast and lunch menu item(s), selected by the Department. These sessions will be used to allow the Department to preview a breakfast and lunch item and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's session. The Technical Review Committee will participate in all taste testing sessions. After each taste test, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's prepared dish(es) and overall taste, along with the technical approach, capabilities, and prior relevant experience.

Following the taste testing by all short listed vendors, there will be a public meeting of the Technical Review Committee for the purpose of either ranking the vendors or electing to conduct concurrent negotiations with all short listed vendors. The public meeting will be held at the date, time and location in the Timeline. If the Department is capable of ranking the vendors, the Technical Review Committee will rank the vendors in order of preference and post the ranking in accordance with the law (see Special Condition 25), stating the Department’s intent to negotiate separately and award a contract to the highest ranked vendor that reaches an acceptable agreement with the Department.

From that point on, the single negotiation process (Method “A”) would be followed. Go to Step A1.

If the Department does not rank the vendors and elects to conduct concurrent negotiations with all short-listed vendors, the concurrent negotiation process (Method “B”) would be followed from that point on. Go to Step B1.

Step A1 - Once the posting period has ended, the Technical Review Committee will undertake negotiations with the first-ranked vendor until an acceptable contract is agreed upon, or it is determined that an acceptable agreement cannot be reached with such vendor. If negotiations fail with the first-ranked vendor, negotiations may begin with the second-ranked vendor, and so on until there is an agreement on an acceptable contract. The Department reserves the option to resume negotiations that were previously suspended. Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department.

Step A2 - The Technical Review Committee will provide 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 A3 - The Department will contract with the successful vendor.

Step B1 - Following taste testing by all short-listed vendors, the project manager may revise the Scope of Services, 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 and will be asked to submit a written summary of their firm's capabilities and technical approach to the revised Scope of Services and a preliminary price proposal.

Step B2 - Each participating vendor will be scheduled to meet with the Technical Review Committee 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 B3 - Each individual on the Technical Review Committee will complete a written summary evaluation of each vendor’s technical approach, capabilities, prior relevant experience, and price proposal.

Step B4 – There will be a public meeting of the Technical Review Committee at the date, time and location in the Timeline to review the individual summary evaluations to either rank the vendors in order of preference and make a final selection, or make a determination to repeat Steps B1 through B3, if necessary. Recorded documentation of subsequent rounds will be retained in the procurement file.

Step B5 - 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 B6 - The intended award will be posted in accordance with law (see Special Condition 25).

Step B7 - The Department will contract with the selected vendor.

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

25.1 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.

25.2 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 25.2, above) or by mail and/or telephone. The Department will provide notification of any future posting in a timely manner.

26) AWARD OF THE CONTRACT

Services 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, indicating the encumbrance of funds and award of the contract:

27) 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.

28) ATTACHED FORMS

Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) E-Verify (Form 375-031-06)

29) ATTACHED TERMS AND CONDITIONS

Exhibit "A" Scope of Services / Specification Standard Written Agreement General Conditions (PUR 1000) Instructions to Respondents (PUR 1001)

30) TERMS AND CONDITIONS

All replies 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 / Specification Standard Written Agreement

Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

31) TERMS AND CONDITIONS (Forms PUR 1000, General Contract Conditions and PUR 1001, General Instructions to Respondents)

31.1 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:

Paragraph8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

312.2 General Instructions to Respondents (PUR 1001)

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

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

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) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

33) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, Florida Statutes, an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

34) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

The Proposer must submit, with its Proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

35) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to complete and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375- 030-31. Please have the form signed and notarized and send a scanned copy to the Department.

The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

36) LIABILITY INSURANCE

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 $500,000.00 per person and $1,000,000.00.00 each occurrence, property damage insurance of at least $ (300,000.00 each occurrence with a $500,000.00 Property Damage Aggregate limit, 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 http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf 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.

37) SITE VISIT

A site visit will be held at the date, time and locations in the Timeline. The purpose of this site visit is to allow each vendor to fully acquaint themselves with the conditions which may in any manner affect the work to be done or the equipment, materials and labor required to perform the services required under the conditions of this bid. Ignorance of the conditions or requirements will not relieve the Vendor from their liability and obligation under the contract. Any changes and/or resulting Addenda to the ITN will be the sole prerogative of the Department.

EXHIBIT A

SCOPE OF SERVICES

SECTION 1. STATEMENT OF WORK

1.1 The Contractor shall provide Food Services with a variety of high-quality meal and snack offerings, including healthy choice menu options.

1.2 The building is located at 605 Suwannee St Tallahassee, FL 32399 and currently has about 772 Department employees and contractors with roughly 656 on site daily. This is the potential customer base available. Department employees and contractors are under no obligation to purchase from the cafeteria.

1.3 The Contractor shall be responsible for rendering Food Services in strict compliance with the terms of this Contract and all applicable laws, rules, and regulations. No deviations from the minimum service requirements shall be permitted without the prior written approval of the Department’s Support Services Manager.

SECTION 2. CONTRACTOR DELIVERABLES

2.1 Food Service options shall include Vegetarian, Heart Healthy, Fresh from Florida, and general menu items.

2.2 Food selection shall include choice options in line with the currently established USDA recommendations:

2.3 Alcoholic beverages are prohibited.

2.4 The Contractor shall provide full service cafeteria options consisting of the following:

• Cafeteria style hot and cold breakfast

• Cafeteria style hot and cold lunch

• Snacks

• Beverages

2.5 The Contractor shall provide Snack Bar options consisting of the following:

• Snack bar style hot and cold…