9080 - Solicitation Document.pdf

ITBTERMSHELL.COMM – 2/1/2021

State of Florida

Department of Transportation

INVITATION TO BID

Safety Educational Outreach and Target Zero Items

DOT-ITB-23-9080-SD

RESPONSES DUE:

Thursday, May 25, 2023 @ 12:00 PM EST

CONTACT FOR QUESTIONS:

Sally Dobson, Procurement Agent

605 Suwannee Street, Mail Station 20 Tallahassee, Florida 32399-0450

CO.Purch@dot.state.fl.us Phone: (850) 414-4477

BID SHEET A

BID #: DOT-ITB-23-9080-SD FOB: STATEWIDE

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

Note: The Average Cost Per Unit will be used for award purposes ONLY. Items will be awarded by the lowest average bid per item. The Average Cost Per Unit will be obtained by adding the columns bid straight across. Then the sum is divided by the number of items bid for an Average Cost Per Unit. Prices Bid shall be all inclusive.

Example: .70 + .60 + .50 + .40 + .30 + .20 + .10 = $2.80 $2.80 ÷ 7 = .40

The prices bid should be rounded to two decimal points.

# ITEM/QUANTITY 1-100 101-

501- 1,000

1,001- 2,500

2,501- 5,000

5,001- 10,000

10,001

AVG

1 CUSTOM PRINT

ACCORDIAN SUNSHADE

2 CUSTOM BUMPER STICKER

MAGNET

3 DIE CUT GLOSSY MAGNET -

CHILL GUY

4 DIE CUT MAGNET FOR

VEHICLES – WIPE AWAY

YOUR WORRIES

5 DIE CUT DECAL FOR VEHICLES

– WIPE AWAY YOUR WORRIES

6 DIE CUT GLOSSY STICKER –

CHILL GUY

7 BUMPER STICKERS

8 ROUND DECAL FOR VEHICLE

9 IMPRINTED ROUND STRESS

BALL

10 CUSTOMIZED CAR STRESS

RELIEVER

11 CUSTOMIZED SHAPED

STRESS RELIEVER

12 CUSTOM SEAT BELT COVERS

SAMPLES REQUIRED FOR ITEMS TWO (2) THROUGH TWELVE (12).

PLEASE SEE SECTION 40) SAMPLES & TESTING.

STATE FUNDED

SPECIFICATIONS A (PAGE 1 of 3)

MISC. CUSTOMIZED ITEMS

Pictures shown here are examples. There may be different artwork.

CUSTOM PRINT ACCORDION SUNSHADE

White background

Full color

Size: 56”w x 25”h

Accordion fold with built in elastic straps

Graphics will be furnished.

CUSTOM BUMPER STICKER MAGNETS

Full color

Size: 10” x 3”

UV Coated

DIE CUT MAGNET FOR VEHICLES

White with artwork

UV Coated

APPRX: 6”x3”

DIE CUT GLOSSY MAGNET

Chill Guy with full color and different messages

Size: 3.5” x 2”

UV Coated

SPECIFICATIONS A (PAGE 2 of 3)

CUSTOMIZED DECALS, STICKERS & MAGNETS

Pictures shown here are examples. There may be different artwork.

RECTANGLE DECAL FOR VEHICLES

White with artwork

White Opaque Vinyl

250 Microns

APPRX: 6”x3”

DIE CUT GLOSSY STICKER

Chill Guy with full color and different messages

Size: 3.5” x 2”

70 lb Label Gloss

ROUND DECAL FOR VEHICLE

Purple with orange and white logo

White Opaque Vinyl

250 Microns

APPRX: 6” diameter

BUMPER STICKER

Size: 10” x 3”

Vinyl Sticker

Full color

High Gloss UV

SPECIFICATIONS A (PAGE 3 of 3)

CUSTOMIZED STRESS BALLS

CUSTOMIZED CAR STRESS RELIEVER

White with full color logo

Polyurethane

1.88”x4.63”x2.38”

CUSTOMIZED SHAPED STRESS RELIEVER

Purple with white logo

Polyurethane

APPRX: 2.6” height

IMPRINTED STRESS BALL

Purple with white logo

Polyurethane

APPRX: 2.75” diameter

Custom Seat Belt Covers

Velour or cotton material.

3-layered construction for durability

Foam padding for comfort and protection

SIZE: Universal

BID SHEET B

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

Note: The Average Cost Per Unit will be used for award purposes ONLY. Items will be awarded by the lowest average bid per item. The Average Cost Per Unit will be obtained by adding the columns bid straight across. Then the sum is divided by the number of items bid for an Average Cost Per Unit. Prices Bid shall be all inclusive.

Example: .50 + .40 + .30 + .20 + .10 = $2.80 $2.80 ÷ 5 = .40

The prices bid should be rounded to two decimal points.

# ITEM/QUANTITY 1 2 - 5 6 - 10 11 - 20 21 - 30 AVG

1 STEP AND REPEAT BANNER –

BANNER AND FRAME

2 STEP AND REPEAT BANNER –

BANNER ONLY

3 9 PANEL POP-UP DISPLAY

SAMPLES ARE NOT REQUIRED FOR ITEMS ON THIS BID SHEET.

FEDERAL FUNDED

SPECIFICATIONS B

CUSTOMIZED DISPLAYS

STEP AND REPEAT BANNER

Banner and Frame

Size: 5’ x 8’

Full Color

Standard 13 oz vinyl

Printed front and back

STEP AND REPEAT BANNER

Banner Only

Size: 5’ x 8’

Full Color

Standard 13 oz vinyl

Printed front and back

9 PANEL POP-UP DISPLAY

Full Color with carrying bag.

BID SHEET C

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

Note: The Average Cost Per Unit will be used for award purposes ONLY. Items will be awarded by the lowest average bid per item. The Average Cost Per Unit will be obtained by adding the columns bid straight across. Then the sum is divided by the number of items bid for an Average Cost Per Unit. Prices Bid shall be all inclusive.

Example: .70 .60 .50 + .40 + .30 + .20 + .10 = $2.80 $2.80 ÷ 7 = .40

The prices bid should be rounded to two decimal points.

# ITEM/QUANTITY 1-100 101-

501- 1,000

1,001- 2,500

2,501- 5,000

5,001- 10,000

10,001

AVG

1 CREDIT CARD SHAPED USB

2 CUSTOM SHAPED 3D PVC

USB – CHILL GUY

3 CUSTOM SHAPED 3D PVC

USB – LOGO SHAPED

4 CUSTOM SHAPED 3D PVC

USB – SEAT BELT

SAMPLES REQUIRED FOR ALL ITEMS ON THIS BID SHEET.

SPECIFICATIONS C

CUSTOMIZED USBs

CREDIT CARD SHAPED USB FLASH DRIVE

Full color front and back

Plastic

16 GB with up to 15 GB preloaded on each one.

CUSTOM SHAPED 3D PVC USB FLASH DRIVE

Plastic

Custom Shape 3D Soft PVC Truck USB Flash Drive

CUSTOM SHAPED 3D PVC USB FLASH DRIVE

Plastic

Custom Shape 3D Soft PVC Truck USB Flash Drive

CUSTOM SHAPED 3D PVC USB FLASH DRIVE

SEAT BELT SHAPED

Plastic

BID SHEET D

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

Note: The Average Cost Per Unit will be used for award purposes ONLY. Items will be awarded by the lowest average bid per item. The Average Cost Per Unit will be obtained by adding the columns bid straight across. Then the sum is divided by the number of items bid for an Average Cost Per Unit. Prices Bid shall be all inclusive.

Example: .50 + .40 + .30 + .20 + .10 = $2.80 $2.80 ÷ 5 = .40

The prices bid should be rounded to two decimal points.

# ITEM/QUANTITY 1 2 - 5 6 - 10 11 - 20 21 - 30 AVG

1 CHILL GUY SELFIE FRAME IN

CAR

2 28”X36” DRY ERASE PLEDGE

BOARD

3 36” X 28” DRY ERASE

PLEDGE BOARD

4 28”X36” SELFIE FRAME W

DRY ERASE AND CUTOUTS

5 36” X 28” SELFIE FRAME W

DRY ERASE AND CUTOUTS

6 44”X47” DRY ERASE PLEDGE

BOARD

SAMPLES ARE NOT REQUIRED FOR ITEMS ON THIS BID SHEET.

SPECIFICATIONS D (PAGE 1 of 2)

CUSTOMIZED SELFIE & PLEDGE BOARDS

CHILL GUY SELFIE FRAME

Size: 36” x 28”

6mm corrugated plastic

Opening on driver’s side.

See pink cut lines.

Dry Erase Board for the hood of the car.

Driver will need to hold on to the steering wheel to hold it up.

Bottom pic is an example of how the selfie would look with someone in it.

Graphics will be furnished.

DRY ERASE BOARD FOR

HOOD OF CAR

PLEDGE BOARDS

2 Sizes: 28” X 36” AND 36” x 28”

6mm corrugated plastic

Dry Erase Board

SPECIFICATIONS D (PAGE 2 of 2)

CUSTOMIZED SELFIE & PLEDGE BOARDS

SELFIE FRAME

2 Sizes: 28” X 36” AND 36” x 28”

6mm corrugated plastic

Dry Erase Board

Graphics will be furnished.

DRY ERASE BOARD

Sizes: 44”x47”

6mm corrugated plastic

Dry Erase Board

All white areas to be dry erase.

BID SHEET E

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

Note: The Average Cost Per Unit will be used for award purposes ONLY. Items will be awarded by the lowest average bid per item. The Average Cost Per Unit will be obtained by adding the columns bid straight across. Then the sum is divided by the number of items bid for an Average Cost Per Unit. Prices Bid shall be all inclusive.

Example: .70 .60 .50 + .40 + .30 + .20 + .10 = $2.80 $2.80 ÷ 7 = .40

The prices bid should be rounded to two decimal points.

# ITEM/QUANTITY 1-100 101-

501- 1,000

1,001- 2,500

2,501- 5,000

5,001- 10,000

10,001

AVG

1 BOOKMARKS

2 TIP CARD TEAR SHEET PADS

3 TIP CARDS

4 TRI FOLD BROCHURES

5 TWO-POCKET

PRESENTATION FOLDERS

6 4”X 6” NOTE PADS

7 5.5”X8.5” NOTE PADS

SAMPLES REQUIRED FOR ALL ITEMS ON THIS BID SHEET.

SPECIFICATIONS E (PAGE 1 of 2)

CUSTOMIZED PRINTED PAPER GOODS

Pictures shown here are examples. There will be different artwork.

BOOKMARKS

SIZE: 2” x 6”

Coated Cardstock

Printed both sides

TIP CARDS

Size: 3.5” x 8.5”

Coated Cardstock

Printed both sides

Graphics will be furnished.

TRI FOLD BROCHURE

Paper size: 8.5” x 11”

Folded size: 3.625” X 8.5”

Various folds – mostly Tri Fold and Z fold

Full color

100# Gloss

Printed both sides

TIP CARD TEAR SHEET PADS

Paper size: 3.625” X 8.5”

Full color

100# Gloss

Printed both sides

100 Sheets per pad

Chipboard backing

SPECIFICATIONS E (PAGE 2 of 2)

CUSTOMIZED PRINTED PAPER GOODS

TWO-POCKET PRESENTATION FOLDER

12 pt medium gloss stock – Color varies

Full color printed logo

2 glued pockets

1 business card slot on the right pocket.

NOTE PADS

2 sizes – 4”x6” and 5.5” x 8.5”

60 lb paper – uncoated

Printed on one side only

50 sheets

5 different graphics per pad

Chipboard backing

ITBTERMSHELL.COMM – 2/1/2021

BID SHEET

BID #: DOT-ITB-23-9080-SD FOB: STATEWIDE

BID TITLE: Safety Educational Outreach and Target Zero Items

BID AS SPECIFIED

DELIVERY: Delivery will be made within days after receipt of Purchase Order.

What percentage of recycled content material will be provided? ________% (see Special Condition 29)

RENEWAL: see Introduction Section #7.

THE UNIT PRICE(s) WILL APPLY TO THE INITIAL TERM AND ANY RENEWAL PERIODS.

MFMP Transaction Fee:

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. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the bidder acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Bidder: FEID# .

Address: City, State, Zip:

Phone: E-mail:

Authorized Signature: Date:

Printed/Typed: Title:

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

375-040-18

PROCUREMENT

03/17

287.087 Preference to businesses with drug-free workplace programs. --Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

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

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

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

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

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

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

Does the individual responding to this solicitation certify that their firm has implemented a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes, as stated above?

YES

NO

NAME OF BUSINESS:

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-031-06

PROCUREMENTE-VERIFY OGC – 10/21

Contract No: Solicitation No. DOT-ITB-23-9080-SD

Financial Project No(s):

Project Description: Safety Educational Outreach and Target Zero Items

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 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:

ORDERING INSTRUCTIONS

Bid Number: DOT-ITB-23-9080-SD

Title: Safety Educational Outreach and Target Zero Items

NOTE: ALL ORDERS SHOULD BE DIRECTED TO:

FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEID):

VENDOR:

ADDRESS:

CITY, STATE, ZIP:

TELEPHONE:

TOLL FREE NO.:

DELIVERY: DELIVERY WILL BE MADE WITHIN DAYS AFTER RECEIPT OF PURCHASE

ORDER.

PRODUCT INFORMATION: DIRECT QUESTIONS TO:

NAME & TITLE:

ADDRESS:

CITY, STATE, ZIP:

TELEPHONE:

TOLL FREE NO.:

E-MAIL ADDRESS:

WEB ADDRESS:

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

1) INVITATION

The purpose of this Invitation to Bid is to obtain competitive bids to establish a three (3) year contract for the purchase of Safety Educational Outreach and Target Zero Items by the Department of Transportation, hereafter referred to as the "Department". The contract will become effective on the date the successful bidder(s) receives an acceptance letter and will expire three (3) years from that date. After the award, said bidder(s) will be referred to as the "Vendor(s)".

All commodities identified in this Invitation to Bid will be subject to the availability of identical commodities as provided by mandatory Department of Management Services' State Contract(s) at such time these commodities become available. In the event of duplication(s) of commodities, the

Department of Management Services' mandatory State Contract shall prevail.

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 MyFloridaMarket

Place Vendor Information Portal (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS - 05-16-2023 05:00 PM

(There is no deadline for administrative questions)

BIDS DUE (ON OR BEFORE) - 05-25-2023 12:00 PM

Florida Department of Transportation

Central Procurement Office

Sally Dobson, Procurement Agent

Phone: (850) 414.4477

CO.Purch@dot.state.fl.us

PUBLIC OPENING - 05-25-2023 01:00 PM

Sally Dobson, Procurement Agent

605 Suwannee Street

Tallahassee, FL 32399-0450

ANTICPATED POSTING OF INTENDED DECISION/AWARD 05-30-2023

3) BID OPENING AGENDA

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

Opening remarks – Approximate time of 2 minutes by Department Procurement Office personnel.

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

Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name and prices to be read aloud.

Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

https://vendor.myfloridamarketplace.com/ mailto:CO.Purch@dot.state.fl.us

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, 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).

5) CONTRACT USE

Use of the contract resulting from this bid will be optional for the Department. The Department reserves the right to solicit separate bids for any unusual or abnormal quantity requirements that may arise during the term of the contract.

6) ESTIMATED PURCHASES

The Department anticipates purchasing the estimated quantities shown on the bid sheets for a three

(3) year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing an actual amount to be purchased under this contract. The Vendor(s) shall supply, at bid prices, the actual amounts ordered regardless of whether the total of such amounts is more or less than anticipated. This bid and the resulting contract will be subject to annual appropriated funding.

7) 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.

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

1) MyFloridaMarketPlace

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

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders 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 referenced Form PUR 1000 General Contract Condition #14.

The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES (DFS) W-9 REQUIREMENT

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.

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

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 Bid 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 bidders will be posted on the Vendor Information Portal at MyFloridaMarket Place Vendor

Information Portal (click on “Search Advertisements”), under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Sally Dobson, Procurement Agent CO.Purch@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the Procurement Agent in writing at the email address above or by phone: (850) 414-4477.

4) ORAL INSTRUCTIONS / CHANGES TO THE INVITATION TO BID (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a State employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Vendor Information Portal at MyFloridaMarket

Place Vendor Information Portal (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

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 the recruitment and utilization of small, minority, women, and service-disabled veteran businesses. 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.

mailto:CO.Purch@dot.state.fl.us

6) PRICES/DELIVERY

Prices shall be firm, net, delivered prices, F.O.B. destination.

Delivery must be made within thirty (30) calendar days or less upon receipt of a purchase order by the contract vendor at their designated ordering location. If more time is needed, the bidder should state the extra time required and the reasons why, in their bid response. Acceptance will be subject to the Department’s approval.

7) IN-STATE PREFERENCE FOR COMMODITY BIDS

Not applicable because federal funds will be used for this bid.

8) INTENDED AWARD

As the best interest of the State may require, the right is reserved to make award(s) by individual item, group of items, all or none, or a combination thereof: on a geographical district basis and / or on a statewide basis with one or more suppliers to reject any and all bids or waive any minor irregularity or technicality in bids received. When it is determined there is competition to the lowest responsible bidder, evaluation of other bids is not required. Bidders are cautioned to make no assumptions, unless their bid has been evaluated as being responsive. All awards made as a result of this bid shall conform to applicable Florida Statute. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), Florida Statutes; Veteran Business Enterprise

2. Section 287.087, Florida Statute; Drug Free Work Place

3. Section 287.057(11); Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical replies, the Department shall determine the award by means of random drawing.

9) PRE-BID CONFERENCE

A PRE-BID CONFERENCE WILL NOT BE HELD.

10) ALTERNATES

Alternate brands will be considered for this bid. The "Department" reserves the right to require each bidder to demonstrate to the satisfaction of the "Department" that the items/materials will perform in a completely acceptable manner. In the event the "Department" judges that the demonstrated performance is unsatisfactory, the "Department" may reject the bid. The bidder must be prepared to demonstrate the materials within fourteen (14) days after the bid opening date. Demonstration time and place is subject to agreement of the "Department" and the bidder.

Bidders submitting a bid that is based on an alternate brand of equipment must submit, with their bid, complete specifications and descriptive technical literature for the equipment proposed.

11) WARRANTY/SUBSTITUTIONS

A warranty is required on all items purchased against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than ninety (90) days from the date of acceptance by the purchaser. Any deviation from this criteria must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

12) REPLACEMENT/RESTOCKING

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

13) PRODUCT REQUIREMENTS/SPECIFICATIONS

Items furnished shall be standard products of the manufacturer or their suppliers, shall be new, unused, clean, and free from any defects or features affecting appearance, serviceability, or the safety of the user in normal intended use.

Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and successful bidder will be held responsible therefore. Deviations must be explained in detail on separate attached sheet(s).

14) ACCEPTANCE

All items listed in the specifications, delivered to the Department not meeting specifications or found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items, and returning those that are defective.

15) REVIEW OF BIDDER'S FACILITIES & QUALIFICATIONS

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

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, 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 bid.

16) PROTEST OF INVITATION TO BID SPECIFICATIONS

Any person who is adversely affected by the contents of this Invitation to Bid 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.

17) 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.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, 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 bid response.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor 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 companies from entering into a contract for goods or services of $1 million 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.

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

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid

(see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET. The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the items specified in this Invitation to Bid in accordance with all requirements of this Invitation to Bid. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the specifications and instructions herein contained.

A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, 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 failure to utilize or complete prescribed forms, modifying the bid specifications, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include, evidence of collusion among bidders, obvious lack of experience or expertise to provide the required items, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) REQUIRED DOCUMENTS

The bidder must use the attached Bid Sheet to submit its bid. The Bid Sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted as outlined within Special Condition 26.

23) "DRUG-FREE WORK PLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), Florida Statutes, giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, Florida Statutes. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

24) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid 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.

25) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The Bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate document labeled "Attachment to Invitation to Bid, Number DOT-ITB-23-9080-SD - Vendor’s Name - Confidential Material". The Bidder must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the Bidder upon submission, effective after opening.

26) ELECTRONIC SUBMISSION OF BIDS:

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-ITB-23-9080-SD – Vendor’s Name

b) Email shall contain one file attachment marked as the following:

Vendor’s Name - Bid Submittal

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

25MB.

d) Documents shall not be submitted in a ZIP (.zip) file.

e) The body of the email shall not contain any information.

f) 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.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

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

28) POSTING OF INTENDED DECISION/AWARD

28.1 - General:

The Department’s decision will be posted on the Vendor Information Portal at MyFloridaMarket

Place Vendor Information Portal, on the date in the Timeline, and will remain posted for a period of seventy-two (72) hours. Any bidder 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.

28.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Vendor Information Portal (see special condition 28.1, above) and/or telephone. The Department will provide notification of any future posting in a timely manner.

28.3 - Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within seventy-two

(72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

mailto:CO.Purch@dot.state.fl.us

29) RECYCLED MATERIAL

The Department encourages the use of products and materials with recycled content and post-consumer recovered materials. If the item(s) specified in the Technical Specification is available with recycled content, we request that you provide product information to help in our search for recycled products. However, this bid request is for the product as specified herein and does not require prices for recycled product. This information should be sent as part of your bid response or may be sent separately.

30) PRICE ADJUSTMENTS

The Department may, in its sole discretion, make an equitable adjustment in the Contract terms and/or pricing if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the Vendor’s control, (2) the volatility affects the marketplace or industry, not just the particular Contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Vendor that continued performance of the Contract would result in a substantial loss. The Vendor shall provide thirty (30) days written notice to the Department and written approval from the Department is required. Documentation of cost adjustments shall be provided by the Vendor to the Department.

31) DELIVERY LOCATION(S)

The point of delivery for this contract will be at various locations within the state; bid prices shall include delivery to these locations.

32) CANCELLATION

All contract obligations shall prevail for at least one hundred and eighty (180) days after the effective date of the contract. For the protection of both parties, this contract may be cancelled in whole or in part after one hundred and eighty (180) days by either party giving thirty (30) days prior written notice to the other contract party. The contract may, also, be cancelled by the Department for nonperformance (default) in accordance with Rule 60A-1.006(3), F.A.C.

33) ORDERING INSTRUCTIONS

Manufacturers are encouraged to bid direct naming dealers who will accept orders and complete deliveries. Bidders must include complete ordering instructions, including FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEID), for invoicing dealers, with the bid on a separate sheet.

34) ORDER QUANTITIES

The Department will, at its discretion, place orders with the Vendor(s) for various quantities of the items, as needed, during the contract period. Bidders are encouraged to identify the standard packaging quantity and minimum order quantity acceptable for each item or group of items bid.

Excessive minimum order quantities will not be accepted.

35) OPEN PURCHASE ORDERS

The Department may, at its discretion, establish an open (estimated quantity) purchase order with the contract vendor(s) to facilitate the purchasing of materials. The purchase of materials may be placed by; (1) written purchase order, (2) telephone orders by authorized Department personnel, or (3) an itemized order in writing. The Department will supply the contract vendor(s) with a list of personnel authorized to order. Delivery of items on these open purchase orders shall not exceed the contract effective period.

36) INVOICING

Invoices must match units specified on the Purchase Order.

37) FORMS

The Bidder must complete all required items below and submit them as part of the Bid package. Any Bid in which these forms are not used or in which these forms are improperly executed may be considered non-responsive and the bid may be subject to rejection.

Bid Sheet

Drug-Free Workplace Program Certification (if applicable) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) Certification of Recycled Content (if applicable) Ordering Instructions

38) TERMS AND CONDITIONS

38.1 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 Invitation to Bid (ITB) by reference. Any terms and conditions set forth in this ITB document will 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 Invitation to Bid:

Paragraph 31, Dispute Resolution - PUR 1000

Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

38.2 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 Invitation to Bid (ITB) by reference. Any terms and conditions set forth in this ITB 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 Invitation to Bid:

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

38.3 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.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf

39) ORDER OF PRECEDENCE

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

Technical Specifications Bid Sheet MFMP Purchase Order Terms and Conditions – Section 8(B), PRIDE, is not applicable when using federal funds.

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

40) SAMPLES & TESTING

A Sample of each line item identified on the Bid Sheet must be sent in by the bid due date and time as outlined on the Timeline (Introduction Section 2). Samples shall be sent to the address listed below for compliance with the bid specifications. Failure to provide these samples or the submission of samples not meeting the exact specifications shall be cause for rejection of bid and bid being found non-responsive and/or the next lowest bidder contacted after award. Samples must be submitted at no additional cost to the Department and will be retained for use as quality assurance standards and as models for acceptance inspection.

Samples must be submitted to:

Central Procurement Office Attn: Sally Dobson, Procurement Office

605 Suwannee Street, Mail Station 20 Tallahassee, Florida 32399-0450 Phone: (850) 414.4381

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

MFMP CONTRACT TERMS AND CONDITIONS

375-040-44

PROCUREMENT

OGC – 02/21

Contract (“CR”) No.: CR

Appropriation Bill Number(s) / Line Item Number(s) for 1st year of contract, pursuant to s. 216.313, F.S.:

(required for contracts in excess of $5 million)

1. SERVICES AND PERFORMANCE

A. The Department does hereby retain the Vendor to furnish, within the manner and at the location specified, certain services, information, and items as described in Exhibit “A”, attached hereto and made a part hereof.

B. Before any additions or deletions to the work and/or items described in this Contract, the

Department shall issue a revised version of the Contract covering such modifications and the compensation to be paid therefor. Reference herein to this Contract shall be considered to include any revised versions.

C. All tracings, plans, specifications, maps, computer files, and reports prepared or obtained under this Contract, as well as all data collected, together with summaries and charts derived therefrom, shall be the exclusive property of the Department without restriction or limitation on their use and shall be made available, upon request, to the Department at any time during the performance of such services and/or upon completion or termination of this Contract. Upon delivery to the Department of said document(s), the Department shall become the custodian thereof in accordance with Chapter 119, Florida Statutes. The Vendor shall not copyright any material or products or patent any invention developed under this Contract. The Department shall have the right to visit the site for inspection of the work and the products of the Contract at any time.

D. All final plans, documents, reports, studies, and other data prepared by the Vendor shall bear the professional’s seal/signature, in accordance with the applicable Florida Statute and…