AD#002 Q&A - Final.pdf

Responses to Written Questions

FDC ITB-23-033

Inmate Soap

ADDENDUM #002

Solicitation Number: FDC ITB-23-033

Solicitation Title: Inmate Soap

Bids due by: March 13, 2023, at 2:00 p.m., Eastern Time

Addendum Number: 002

Addendum Date: March 6, 2023

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.

Please be advised that the changes below are applicable to the original specifications of the above-referenced solicitation.

This Addendum includes the Department’s written answers to the written questions received.

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Responses to Written Questions

FDC ITB-23-033

Inmate Soap

Addendum #002 2 FDC ITB-23-033

Question Number Question Answer

In 2016 the USFDA released this article that questions the effectiveness of Antibacterial soap over just plain soap.

https://www.fda.gov/news-events/press-announcements/fda-issues-final-rule-safety-and-effectiveness-antibacterial-soaps

In 2019, the USFDA released another report warning of the hazards of antibacterial ingredients and suggesting consumers skip it and use plain soap and water.

https://www.fda.gov/consumers/consumer-updates/antibacterial-soap-you-can-skip-it-use-plain-soap-and-water

Does the state of Florida insist on using Antibacterial soap despite the guidance from the FDA?

Vendors must bid only the items listed in Attachment I – Price Sheet.

Can these products be set for a quarterly delivery to ship combined with purchase through state purchasing system as other orders? i.e. ATC-20-007

Minimum order of 3 cases and use of p/card will automatically increase the cost to the State.

The Department typically orders soap on a quarterly basis. However, the Vendor must fulfill orders whenever placed by the Department. Please see Section 4.1.3, Minimum Orders and Attachment I – Price Sheet.

If the vendor has current responsibily to the state with favorable history, can financial penalty be eliminated?

Please see Section 4.3, Performance Measures and Financial Consequences. Florida Statutes require the Department to assess financial consequences if the Vendor fails to meet a performance measure.

4 Can the current vendor be provided?

The following link provides information for the current contract.

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&Co ntractId=17029

5 Can historical ordering pattern be provided? Please see the Department’s Answer to Question Number 2.

https://www.fda.gov/news-events/press-announcements/fda-issues-final-rule-safety-and-effectiveness-antibacterial-soaps https://www.fda.gov/news-events/press-announcements/fda-issues-final-rule-safety-and-effectiveness-antibacterial-soaps https://www.fda.gov/news-events/press-announcements/fda-issues-final-rule-safety-and-effectiveness-antibacterial-soaps https://www.fda.gov/consumers/consumer-updates/antibacterial-soap-you-can-skip-it-use-plain-soap-and-water https://www.fda.gov/consumers/consumer-updates/antibacterial-soap-you-can-skip-it-use-plain-soap-and-water https://www.fda.gov/consumers/consumer-updates/antibacterial-soap-you-can-skip-it-use-plain-soap-and-water https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=17029 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=17029

Addendum #002 3 FDC ITB-23-033

Can you clarify Para 4.1.3. It states a minimum order of 3 cases per location. Does that mean 3 cases of each item, 3 cases of mixed items, or 1 case of each of the 3 items?

The minimum order is three (3) cases total. Please see Section 4.1.3, Minimum Order.

What is the lead time prior to the 1st delivery? We will need 120 days before the first order. All orders after will be shipped/delivered in less than 15 days.

Our shipping costs vary by the quantity of the product shipped.

Please see Section 4.1.4, Delivery. All items must be delivered within 15 days of order placement, unless another time is agreed to by the Department as documented on the PO.

The higher the quantity, the lower the shipping fee. Is the contractor allowed to adjust the shipping cost based on the quantity of the products ordered each time?

Please see Section 4.1.3, Minimum Order, Section 4.1.4, Delivery, and Attachment I – Price Sheet. All orders larger than the minimum order must be shipped free on board destination and the price provided in Attachment I – Price Sheet must be firm and include shipping.

The price of each product can change annually. Since this is a three (3) year contract, are price adjustments allowed?

Please see Attachment I – Price Sheet. The Department expects pricing to remain firm for the initial and renewal contract terms, in the absence of an approved Equitable Price Adjustment in accordance with Form PUR 1000.

10 Is there a reason you added antibacterial to this bid. Previous years did not mention antibacterial. Please see the Department’s Answer to Question Number 1.

I am reaching out to ask about the brand of soap is there any reference or it just does not have to have animal products in it

Please see Section 4.1, Specifications. The Department has no preference on brand provided that the items meet all the specifications. No animal fat products may be used in the ingredients or production of the soap.

We are a Women’s Owned Business registered in the state of Nevada. The products you have requested are available through our vendors. We would like to have an opportunity to make a bid, however, we would like to do so without the Attorney’s letter required for Out of State Vendors. Please advise if this requirement can be waived.

Please see Section 5.4.1, Mandatory Documentation. All Out-of-State Vendors must comply with Section 5.4.3, Additional Requirements of Out-of-State Vendor’s (Florida Preference).

Addendum #002 4 FDC ITB-23-033

0.5 oz size non-scented deodorant bar soap unwrapped & antibacterial - We would like to propose the following product. Will this be an accepted product?

Our Aroma Unscented Antibacterial 0.5Oz Soap Bars SKU:

ASB-UAS-005 - https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars Ingredients: Palm Oil, Coconut oil, Vegetable Glycerin, Water, Calcium Carbonate, Sodium Chloride, Butylated Hydroxytoluene, Tetrasodium EDTA

The Department approves this item as an equivalent for line item 1 of Attachment I – Price Sheet.

1.5 oz size non-scented deodorant bar soap unwrapped & antibacterial - We would like to propose the following product. Will this be an accepted product?

Our Aroma Unscented Antibacterial 1.5Oz Soap Bars SKU:

ASB-UAS-015 - https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars <https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars>

Ingredients: Palm Oil, Coconut oil, Vegetable Glycerin, Water, Calcium Carbonate, Sodium Chloride, Butylated Hydroxytoluene, Tetrasodium EDTA

The Department approves this item as an equivalent for line item 2 of Attachment I – Price Sheet.

All-In-One Shave, shower, & shampoo Liquid soap, 4 oz.

clear bottle non-scented - We would like to propose the following product. Will this be an accepted product?

Our Aroma All-In-One Shave, Shower, & Shampoo Liquid Soap- 4 FlOz SKU: AIO-BOW-004 – https://www.ouraroma.com/product-page/our-aroma-all-in-one-shave-shower-shampoo-liquid-soap-4-floz

The Department approves this item as an equivalent for line item 3 on Attachment I – Price Sheet.

https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-unscented-antibacterial-soap-bars https://www.ouraroma.com/product-page/our-aroma-all-in-one-shave-shower-shampoo-liquid-soap-4-floz

Addendum #002 5 FDC ITB-23-033

<https://www.ouraroma.com/product-page/our-aroma-all-in-one-shave-shower-shampoo-liquid-soap-4-floz> Ingredients: Water, Sodium Laureth Sulfate, Cocamide DEA, Cocamidopropyl Betaine, Silicone oil, Sodium Chloride, Citric Acid, Isothiazolinone

16 Will the orders be made monthly? What is the ideal delivery schedule for the department? Please see the Department’s Answer to Question Number 2.

17 Is there a reason you added antibacterial to this bid. Previous years did not mention antibacterial. Please see the Department’s Answer to Question Number 1.

18 What is the variance of the weight of product you are allowing.

The quantity of product provided in each item must be within 10% of the labeled weight.

Our soap has mild scent. We would like permission to bid item AU1-C (for line 1) AND AU15-C for line 2. SPEC

SHEETS ATTACHED (AS THE INCUMBENT YOUR FACILITIES

DID PURCHASE THESE AS AN ALTERNATE DURING THE

CONTRACT PERIOD) SDS SHEETS ARE MARKED

CONFIDENTIAL.

The Department does not approve these two (2) items as equivalents. The Department requires non-scented deodorant bar soap.

20 How many decimals are allowed for column A? Four (4).

All-In-One Shave, shower, & shampoo Liquid soap, 4 oz.

clear bottle non-scented - We would like to propose the following product. Will this be an accepted product?

Our Aroma Natural All-In-One Shave, Shower, & Shampoo Liquid Soap- 4 FlOz SKU: AIN-BOW-004 -https://www.ouraroma.com/product-page/our-aroma-natural-all-in-one-shave-shower-shampoo-liquid-soap-4-floz Ingredients: Purified Water, Olive Oil, Coconut Oil, Vegetable Glycerin, Lauric Acid (derived from coconut oil), Sodium Chloride, Cocamidopropyl Betaine, Aloe Barbadensis (Aloe Vera) Leaf Juice

The Department approves this item as an equivalent for line item 3 on Attachment I – Price Sheet.