Addendum No. 1 - Revised RFP-DEM-22-23-025.pdf

State of Florida Division of Emergency Management

Solicitation Type: Request for Proposals (RFP) Title: Emergency Standby Material and Services Contracts Solicitation No: RFP-DEM-22-23-025

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.

Any protest must be timely filed with the Division of Emergency Management’s Agency Clerk: 2555 Shumard Oak Blvd. Tallahassee, FL 32399-2100.

Procurement Officer: Tara Walters 2555 Shumard Oak Blvd.

Tallahassee, FL 32399-2100 Phone: 850-815-4606 Email: Tara.Walters@em.myflorida.com mailto:Tara.Walters@em.myflorida.com

TABLE OF CONTENTS

SECTION 1 INTRODUCTION

1.1. Solicitation Objective

1.2. Background Information

1.3. Scope of Services and Product Categories ………………………………………….4

1.4. Who May Respond

1.5. Term

1.6. Purchases from Other Entities

1.7. Definitions

1.8. Special Accommodations

1.9. Contact Provision

1.10. Procurement Officer

1.11. Order of Precedence for Solicitation

SECTION 2 SOLICITATION PROCESS

General Overview Questions and Answers Timeline of Events Addendum to the Solicitation Must, Shall, Will and Is Required General Contract Conditions and Contract Formation

2.7. MyFloridaMarketPlace (MFMP) Registration

2.8. Florida Substitute Form W-9 Process………………………………………………11

Disclosure of Proposal Contents Modification or Withdrawal of Proposals Diversity Proposal Disqualification No Alternate Proposals

SECTION 3 GENERAL INSTRUCTIONS

3.1. Introduction

3.2. How to Submit a Reply

3.3 Contents of a Reply…………………………………………………………………...13

3.4. Responsive Requirements

3.5. Subcontractors

3.6. Ability to Obtain a Letter of Credit or Performance Bond

3.7. Respondent Confidential Information - Redacted Submissions

3.8. Cooperation with the Inspector General

3.9. Florida Accountability Contract Tracking System …………………………………19

3.10. Additional Information

3.11. Registration with the Florida Department of State

SECTION 4 EVALUATION CRITERIA AND SCORING

4.1. Technical Evaluation and Criteria

4.2. Price Proposal Scoring

SECTION 5 BASIS OF AWARD

5.1. Scoring Calculation

5.2. Preference to Florida Businesses …………………………………………………..29

5.3. Agency Decision ……………………………………………………………………...30

SECTION 6 ATTACHMENTS AND FORMS

6.1. Attachments

6.2. Forms

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (“Division” or “FDEM”) is issuing a Request for Proposals (RFP) to establish Emergency Standby Material and Services Contracts. These contracts are intended to be used in preparation for, and/or in response to, emergencies or disasters. It is critical that these support operations are up and operating quickly once a need has been identified. Vendors interested in submitting a Proposal must comply with all terms and conditions described in this solicitation and supporting attachments.

1.2 Background Information

The Division is charged with maintaining a comprehensive statewide program of emergency management. The Division is responsible for coordination with efforts of the Federal Government with other departments and agencies of state government, with county and municipal governments and school boards, and with private agencies that have a role in emergency management. During disasters, emergencies, and special events, the State Emergency Response Team (SERT) supports locally affected counties who are responsible for the first response to emergencies. When affected counties cannot meet specific resource needs, or fall short in meeting those needs, the SERT provides support through mission tasking to other state agencies, or through use of State Term Contracts and Enterprise Alternate Contract Source with vendors or state and federal agencies, under the State Unified Logistics Section.

1.3 Scope of Services and Product Categories

Materials and services for contracts resulting from this RFP are described in the two tables below (Table A, General Logistics and Table B, Transportation Assets).

Additional information related to the scope is listed in Attachment A, Scope of Work, Attachment B.1 (Table A, General Logistics) and B.2 (Table B, Transportation Assets), Price Proposals.

Respondents may submit a Proposal for Table A materials and services, Table B materials and services, or both Table A and Table B materials and services. Table A and Table B materials and services will be evaluated and scored separately as outlined below.

Respondents submitting a response for Table A items must have availability and experience with a wide variety of emergency response and recovery resources including, but not limited to, generators, pumps, material handling equipment, portable field HVAC plants, cranes, temporary field facilities (tents and field offices), portable restrooms, portable showers, feeding equipment and services, debris collection and reduction equipment, hazardous materials response equipment, equipment operators, support personnel, and disaster management staff.

Respondents submitting a Proposal for Table A items shall be able to provide all materials, personnel, and services on each tab listed in Attachment B.1, Price Proposal (see table A below). These items are considered “core” items. Failure to provide a price in all cells of each tab of Attachment B.1, Price Proposal shall deem the vendors’ Price Proposal non-responsive.

Table A - General Logistics Attachment B.1, Price Proposal Tabs Instructions Summary Type I Response Package Type II Response Package Type III Response Package Responder Base Camps Emergency Shelter Complexes

SANPACKS

Typed Support Packages (LSA’s) Prime Power - Individual Pumps - Individual Material Handling Equipment – Individual Heavy Equipment Personnel Supplies – Mass Care Environmental Control Temporary Structures - Individual Support Equipment Tarps Meals Personal Protective Equipment (PPE)

Respondents who specialize in air, land, and sea/waterway transportation may submit Proposals specifically for the areas of specialization and expertise listed in Table B. Respondents may bid on one or multiple categories of transportation assets. For any category of transportation assets bid on (air, land and/or sea/waterway), the Respondent shall include pricing for all assets in the bid upon category.

Table B - Transportation Assets Attachment B.2, Price Proposal Tabs Instructions Summary Air Transportation Land Transportation Sea and Waterway Transportation

1.4 Who May Respond

Respondents must provide proof of their ability to meet the Responsive Requirements listed in the RFP to be considered for an award.

1.5 Term

The initial term will begin on the execution date of the Contract and shall be for three years, unless terminated earlier in accordance with the Contract conditions.

Upon mutual written agreement, the Parties may renew the Contract in whole or in accordance with section 287.057(14), Florida Statutes.

Initial term pricing must remain identical from year one through year three. The Contract may only be renewed in accordance with section 287.057(14), Florida Statutes. If the contract is renewed, it will be renewed at the same initial term pricing rates.

Contracts will be issued with no guaranteed quantity of requested materials, services, or contract renewal. The use of this contract is wholly dependent upon the needs of the Division at the time of an emergency or disaster.

1.6 Purchases from Other Entities

Pursuant to their own governing laws, and subject to the agreement of the Contractor, other state agencies as defined in Rule 60A-1.001(2)(b) and (c), Florida Administrative Code, and Eligible Users as defined per Rule 60A-1.001(2), Florida Administrative Code, may be permitted to make purchases at the terms and conditions contained herein upon written approval from the Division (Executive Director or designee) prior to contracting and are also required to follow the provisions of section 287.042(16), Florida Statutes.

1.7 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, draft Contract, Form PUR 1000, and Form PUR 1001 are incorporated by reference. Where in conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense.

A. Activation – Issuance of a purchase order or email authorization to proceed with a task.

B. Confidential Information – Any portion of a Respondent’s documents, data, or records disclosed relating to its Proposal that the Respondent claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority and is clearly marked “Confidential.”

C. Contract – Any binding agreement that results from this competitive procurement, if any, between the Division and the Vendor.

D. Contractor - The Vendor or Vendors that enter into a Contract as a result of this solicitation.

E. Customer – The Division of Emergency Management.

F. Division – The Division of Emergency Management.

G. Generic Product - A Generic Product is comparable to a Manufacturer or

Brand Name Product’s intended use, size, quality, and performance characteristics that does not provide a market branding. Generic Products may also be referred to as Private Label Products.

H. Manufacturer’s Suggested Retail Price (MSRP) – The Manufacturer’s Suggested Retail Price (MSRP). It represents the manufacturer’s recommended retail selling price, list price, published price, or other usual and customary price that would be paid by the Customer for specific Commodities or product models, and services without benefit of a contract resulting from the solicitation, if awarded. MSRPs shall be formally published by the manufacturer, publicly listed and available, and verifiable by the Division.

I. Mission – A request generated by the internet-based State Emergency Response Team (SERT) Incident Management Application with a unique identifier number and information required to fulfil a request.

J. MyFloridaMarketPlace - MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

K. Product - An item that may be a Product or Commodity which includes service, technology, or software. The term Products and Commodities can be used interchangeably throughout this RFP.

L. Proposal – The formal response/reply to an RFP.

M. Reserve rate – The ability for the Division to put an item on reserve/standby without paying for the regular lease or work rate. Up to 120 hours (5 days).

N. Respondent - A vendor who submits a Proposal to this solicitation.

O. State – The State of Florida.

P. State Holiday - An observed and paid State holiday.

Q. Vendor(s) - An entity that is capable and in the business of providing a commodity or service similar to those within the solicitation.

1.8 Special Accommodations

Any person requiring special accommodations due to a disability should contact the Division’s Procurement Manager at (850) 815-4606. Requests for accommodation for meetings must be made at least five working days prior to the meeting. A person who is hearing or speech impaired can contact the American with Disabilities Act (ADA) Coordinator by using the Florida Relay Service at (800)

955-8771 (TDD).

1.9 Contact Provision

As required by section 287.057(25), Florida Statutes, the Division highlights the following provision: 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.

1.10 Procurement Officer

The Procurement Officer is the sole point of contact for this RFP. All emails to the Procurement Officer should contain the solicitation name and number in the subject line of the email.

Tara Walters, Purchasing Administrator Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 Phone: 850-815-4606 Email: Tara.Walters@em.myflorida.com

1.11 Order of Precedence for Solicitation

In the event conflict exists among the documents comprising the RFP, the conflict will be resolved in the following order of priority (highest to lowest):

1. Addenda, in reverse order of issuance

2. Scope of Work

3. Evaluation Criteria and Scoring and Methodology for Selection

4. Attachments to this RFP

SECTION 2. SOLICITIATION PROCESS

2.1 General Overview

The RFP is a method of competitively soliciting a commodity or contractual service under chapter 287, Florida Statutes. Vendors can submit formal questions in writing to the Procurement Officer by the deadline listed in the Timeline of Events.

Proposals must be submitted by the deadline listed in the Timeline of Events.

The Division will hold a public opening of the Proposals at the date, time, and location below. Anyone who wants to attend may do so in person or via conference call. Once the Division has reviewed and evaluated the Proposals, the Division will post its decision on the MyFloridaMarketPlace Vendor Information Portal (VIP).

2.2 Questions and Answers

Respondents will submit all questions during the Question and Answer period in writing to the Procurement Officer via email. The deadline for submission of questions is reflected in the Timeline of Events section. The Division requests that all questions have the solicitation number in the subject line of the email.

Questions are requested to be submitted in the following format:

Question

# Vendor Name RFP Section / Attachment Page # Question mailto:Tara.Walters@em.myflorida.com

Questions will not constitute formal protest of the specifications of the solicitation.

Division answers to written inquiries will be issued via the VIP.

2.3 Timeline of Events

The table below contains the Timeline of Events for this solicitation. Respondents shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Respondent’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida local time). The Division will not consider late submittals.

Timeline of Events - Action/Location Event Time (Eastern Time) Event Date

RFP posted on the VIP. 5:00 6/12/2023

Deadline to submit questions to the Procurement Officer. 2:00 6/19/2023

Division’s anticipated posting of answers to Respondent’s questions on the VIP. 2:00 6/28/2023

Deadline to submit Reply and all required documents to the Procurement Officer. 2:00 7/12/2023

Public Opening.

Procurement to open responses and read Respondents’ names aloud only.

Conference Call Info:

Dial in Number: 1-888-585-9008 Conference Room #527-059-248

2:30 7/12/2023

Formal Evaluations Conducted. NA 7/14/2023 – 7/28/2023

Evaluator Scores due to Procurement. 5:00 7/28/23

Post Notice of Intent to Award on the VIP. 5:00 8/3/23

Anticipated Contract Execution. NA 8/15/23

2.4 Addendum to the Solicitation

The Division reserves the right to modify this solicitation by issuing addenda.

Addenda will be posted on the VIP. It is the responsibility of the Respondent to regularly check for addenda to the RFP. The Respondent is solely responsible for determining whether addenda to the RFP have been issued and for reviewing impact of addenda on the RFP.

2.5 Must, Shall, Will and Is Required

Although this solicitation uses terms such as “must”, “shall”, “will”, and “is required”, and may define certain items as requirements, the Division reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Division determines that it is in the best interest of the State to do so. However, failure to provide requested information may result in the rejection of a Proposal. There is no guarantee that the Division will waive an omission or deviation, or that any Vendor with a Proposal containing a deviation or omission will be considered for award of this procurement. The Division may reject any Proposal not submitted in the manner specified by this solicitation.

2.6 General Contract Conditions and Contract Formation

In accordance with Rule 60A-1.002(7), Florida Administrative Code, Form PUR 1000, General Contract Conditions is included herein by reference, but is superseded in its entirety by Attachment C, Draft Contract. The PUR 1000 can be found at:

http://www.dms.myflorida.com/business_operations/state_purchasing/document s_forms_references_resources/purchasing_forms

The following sections of the PUR 1000 are inapplicable:

• Section 24. Force Majeure, Notice of Delay, and No Damages for Delay.

The Contract will consist of Attachment A, Scope of Work; the Contract document and Forms; Special Conditions; and the Attachment B.1 or B.2, Price Proposals submitted by the awarded Respondent(s) and agreed upon by the Division, upon which the award was based. This solicitation and all terms are hereby incorporated by reference. No additional documents submitted by a Respondent will be incorporated in the Contract.

During the solicitation period, the Division may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

Products and services will be authorized to begin when the awarded Contractor(s) receive a State of Florida Purchase Order, processed through MyFloridaMarketPlace (MFMP). The Purchase Order will be subject to all terms of this solicitation, terms of the contract agreement, and the MFMP “Purchase Order Terms & Conditions.” In submitting a Proposal, the Respondent agrees to be legally bound by these terms and conditions which are incorporated by reference and can be accessed at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorida marketplace/mfmp_agency_customers/purchase_order_terms_conditions http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/purchase_order_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/purchase_order_terms_conditions

2.7 MyFloridaMarketPlace (MFMP) Registration

Awarded vendor(s) must have completed this process prior to Contract execution.

For additional information, please visit: https://vendor.myfloridamarketplace.com/.

During a disaster event or emergency, the required MFMP transaction fee(s) as specified in Section 14 of the PUR 1000, will be exempt by the Division pursuant to Rule 60A-1.031 of the Florida Administrative Code.

2.8 Florida Substitute Form W-9 Process

Awarded vendor(s) must register and complete an electronic Florida Substitute Form W-9 prior to contract execution. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

https://flvendor.myfloridacfo.com/

2.9 Disclosure of Proposal Contents

All documentation produced as part of any RFP will become the exclusive property of the Division and will not be returned to the Respondent unless withdrawn prior to the RFP opening in accordance with the Modification or Withdrawal of Proposal section.

2.10 Modification or Withdrawal of Proposals

Respondents may modify the Proposal at any time prior to the RFP due date by sending the modified Proposal to the Procurement Officer. A Proposal may be withdrawn by notifying the Procurement Officer in writing before the RFP opening.

2.11 Diversity

The Division is dedicated to fostering the continued development and economic growth of minority, veteran, and women owned businesses. Participation of a diverse group of Respondents doing business with the State of Florida is central to the Division’s effort. To this end, minority, veteran, and women owned businesses are encouraged to participate in the State’s competitive procurement process as both Contractors and subcontractors.

2.12 Proposal Disqualification

Each Respondent must meet the requirements and possess the experience and personnel resources to provide the products/services described in this RFP to be eligible for award. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Any one or more of the following causes may be considered as sufficient for the disqualification of a vendor and the rejection of its Proposal or Proposals:

a) More than one Proposal for the same contract from an individual, firm, or corporation under the same or different names.

b) Evidence of collusion among vendors.

https://vendor.myfloridamarketplace.com/

c) Any suspension or debarment of the parent company, subsidiary, or individual involved with the vendor by federal or any state jurisdiction within the last five

(5) years.

d) If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

e) If there are any unauthorized additions, interlineations, conditional or alternate bids, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous as to its meaning.

The Division reserves the right to request additional information pertaining to the Respondent’s ability and qualifications to provide the products/services described in this RFP, as deemed necessary during the RFP or after contract award, if any.

The Division reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

2.13 No Alternate Proposals

Only one Proposal may be submitted by each Respondent. Respondents that wholly or partially own one or more subsidiaries or affiliates, each with its own Brand, may submit only one Proposal on behalf of one Brand regardless of the number of Brands, subsidiaries, or affiliates owned or controlled by the Respondent.

SECTION 3. GENERAL INSTRUCTIONS

3.1 Introduction

This section contains the General Instructions and Special Instructions to Respondents, including mandatory requirements. PUR 1001, General Instructions to Respondents, is incorporated by reference and provided at:

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

The following sections of the PUR 1001 (General Instructions) are inapplicable:

• Section 3. Electronic Submission of Proposals: Proposals shall be submitted in accordance with the instructions in this solicitation.

• Section 4. Terms and Conditions: Terms herein will supersede.

• Section 5. Questions: Questions shall be submitted in accordance with the

Questions and Answers section of this solicitation.

3.2 How to Submit a Reply

The instructions for this solicitation have been designed to help ensure that Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and response time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated.

The Respondent is responsible for ensuring the Division receives its Proposal no later than the date and time provided in the Timeline of Events of this RFP (or as http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf revised by addenda). Proposals that are not timely submitted with all required information may be deemed non-responsive. All methods of delivery or transmittal to the Procurement Officer are exclusively the responsibility of Respondent and the risk of non-receipt or delayed receipt shall be borne exclusively by the Respondent.

Each response package should be addressed to the Procurement Officer and display the following information:

Responding Vendor Name Solicitation Number Solicitation Title

Attention: Tara Walters

Florida Division of Emergency Management Responding Vendor Name Solicitation Number: RFP-DEM-22-23-025 Title: Emergency Standby Material and Services Contracts

3.3 Contents of a Reply

Proposals should be formatted as follows:

a) One (1) unredacted and bound paper copy of the Proposal: Volume One, Introduction; Volume Two, Technical Proposal; and Volume Three, Administrative Qualifications; as outlined below. Utilize 8.5” x 11” paper.

Proposals should be clearly labeled with volume tabs.

Vendors’ responses may include a single Volume One and Volume Three but must include a separate Volume Two, Technical Proposal, for each table of materials and services they are proposing (Table A, General Logistics and Table B, Transportation Assets) and for each type of transportation asset under Table B.

For instance, Vendors responding to all items in both tables would submit four (4) separate Volume Two, Technical Proposals (one for general logistics, one for air transportation, one for land transportation, and one for sea/waterway transportation, or any combination thereof).

Volume Two, Technical Proposals should clearly identify which Table (Table A, General Logistics and Table B, Transportation assets – Air, Land, and/or Sea/Waterway) of materials and services the Technical Proposal represents.

b) One (1) electronic file of the entire Proposal containing separate folders for Volume One, Volume Two, Volume Three, and the Attachment B.1 and B.2 Price Proposal on a USB “thumb drive.” Electronic files should include a scanned redacted copy if applicable.

Due to their size, Price Proposals should only be submitted electronically. Hard copies are not required.

If mathematical error(s) in a Respondent’s Price Proposal calculations are identified by the Division, unit prices submitted by the Respondent will be used to determine the total price for that Respondent. Price(s) will be finalized based on a confirmed attempt to clarify by the Division to the vendor and, if applicable, corrected Price Proposal.

The price provided shall include the cost of all things necessary to accomplish the services outlined in Attachment A, Scope of Work and the Vendor’s response hereto, including, but not limited to, the Vendor furnishing the proposed solution;

miscellaneous expenses; and the application of all multiples (i.e. overhead, fringe benefits, etc.), travel, and incidental expenses. Failure by the Vendor to provide pricing as described shall result in the Proposal being deemed non-responsive and therefore, the Proposal shall be rejected. Footnotes, notations, and exceptions made to Attachment B, Price Sheet may not be considered.

All thumb drives should be labeled with the Respondent’s name and the Proposal number.

Electronic files must be non-restricted, meaning they can be saved and shared for retention and evaluation purposes. If an electronic copy is restricted, and therefore unable to be saved, shared, or distributed to committee members, the response shall be deemed non-responsive. All electronic documents must be fully searchable to the fullest extent practicable.

The Respondent is responsible for ensuring that all metadata contained in the electronic, redacted copy is removed from it.

Proposals that fail to submit all required information may be deemed non-responsive. Proposals should be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Proposal shall be on completeness and clarity of content.

3.3.1. Volume One Requirements

Utilize individual section tabs as outlined below:

Volume One - Introduction Layout

Tab 1

Proposal Cover Letter A cover letter on the Respondent’s letterhead with the following information:

Company Name, physical address, primary point of contact, and Federal Employer Identification Number (FEID/N).

Tab 2

Company Background Include a brief narrative on the background of the company that outlines:

details of the firm’s size, date established, ownership, total number of employees, and total number of personnel engaged in activities relevant to this RFP.

Tab 3

Organization Chart Submit an organization chart displaying lines of authorities and assigned responsibilities within the Vendor’s organization relative to the performance and administration of the requested services and resources. The organization chart must include names, position/job titles, contact information, and a description of each member’s responsibilities.

If the organization chart changes, awarded Vendor(s) are responsible for notifying the Contract Manager immediately by email.

3.3.2. Volume Two Requirements

Volume Two - Technical Proposal Layout

Clearly Identify Table and Name of Materials and Services

Tab 1

Technical Evaluation Criteria (Section 4) Include a reply to meet each of the following Section 4 – Technical Evaluation criterion.

Relevant Experience and Ability:

Describe your company’s number of years’ experience providing similar products and/or services. Describe your management plan to include qualified staffing, flexibility, and commitment to fulfil the scope of work requirements.

Provide detailed examples including, but not limited to, years’ experience, product and/or service locations, previous and current contracts and staff resources. Include contract amount or spend information, specific dates, locations, and the nature of the incidents for which you have provided goods and services support.

The Respondent shall provide information on a minimum of three (3) separate and verifiable contracts providing emergency material and services (similar products and services as those specified in this solicitation) with governmental entities or private sector organizations (excluding the Division of Emergency Management), that individually exceed twenty million ($20,000,000) and/or demonstrate having a minimum of three years’ experience.

Tab 2 Quality and Reliability:

Demonstrate your company’s ability to offer quality and reliable products and/or services. Describe what locations of products and/or services are offered by your company, types, and quantities. Do you have prepositioned materials or equipment? Describe how your company plans to preposition commodities in or near Florida in order to respond quickly to a no notice or short notice event. Where does your supply come from?

Tab 3

Customer Service:

Describe your company’s customer service team to include team structure, designated point of contact for emergency operations, and experience working in an emergency operations center environment to include partnerships with key response staff, availability, and process for effectively resolving customer issues. Use specific examples of customer service issues and how they were handled.

Tab 4

Disaster Recovery:

Describe your company's disaster recovery capabilities to include product and/or service availability. Respondents should describe how their company handles the possible lack of requested materials or services during a disaster.

Describe supply chain resilience, how they keep up with requested supply, and how your company will handle high demands coming from multiple customers during a disaster. Describe your re-stocking, response times, and the ability to assist customers in resuming normal operations post disaster.

Tab 5

Reporting Capabilities:

Explain your company's online reporting capabilities, in accordance with the SOW, that you will provide customers. Explain your company’s online standard and ad hoc reports, including but not limited to: shipping information, purchase order history, and total purchases by user/location/entity.

Failure of the Vendor to provide any information required in the Technical Proposal portion of their Response may result in a score of zero for that element of the evaluation.

3.3.3. Volume Three Requirements

Volume Three - Administrative Qualification Documents Layout

Tab 1

Complete and submit the required Forms, below:

1. Form 1 – Vendor Acknowledgement

2. Form 2 – Vendor Certification

3. Form 3 – Subcontracting

4. Form 4 – Addenda Acknowledgement (if applicable)

5. Any Additional Certifications (if applicable)

(See Responsiveness Requirements Section 3.4 below and Form 5)

Tab 2 Proof of Ability to Obtain a Letter of Credit or Performance Bond

3.4 Responsive Requirements

Respondents must meet the minimum qualifications listed in this solicitation in order to be considered for an award. The Division will not review Proposals from Respondents who do not provide documentation to support the ability to meet the minimum qualifications.

The Procurement Officer will review Proposals for Responsiveness Requirements below by using Form 5, Responsive Requirements.

a) Complete and Submit Form 1 – Vendor Acknowledgement.

b) Complete and Submit Form 2 – Vendor Certification.

c) Complete and Submit Form 3 – Subcontracting (if applicable).

d) Complete and Submit Form 4 – Addendum Acknowledgement (if applicable)

e) Provide a separately sealed Attachment B.1 and/or B.2 - Price Proposal

f) Provide proof of ability to obtain letter of credit or performance bond

3.5 Subcontracting

Subcontracting is allowed. However, the Contractor shall be fully responsible for all work performed under the Contract. Contractors shall only use those subcontractors properly and specifically identified in Form 3, Subcontracting of the Proposal, except as permitted below.

3.5.1. Subcontracting after Contract Execution

To subcontract any services to a subcontractor not originally identified in the Proposal, a Contractor shall submit a written request to the Division’s

Provide proof of ability to obtain a letter of Credit or Performance Bond.

Tab 3

Certifications If the following documents do not apply to your company, Respondent may leave blank. Otherwise, provide the following documentation, if applicable:

1. Certification of Women and Minority Business.

2. Certification of Wartime or Service-Disabled Veteran.

3. Evidence of MyFloridaMarketPlace registration.

https://vendor.myfloridamarketplace.com/

4. Evidence of completion of an electronic Substitute Form W-9.

https://flvendor.myfloridacfo.com/

Tab 4

Litigation

Vendors are required to list and summarize any pending or threatened litigation; administrative or regulatory proceedings; or similar matters related to negligence and product liability that could materially affect the Vendor or that could materially affect the Vendor’s ability to provide service to the Division.

https://vendor.myfloridamarketplace.com/

Contract Manager identified in the Contract. The written request shall include, but is not limited to, the following:

• The name, address, and other information identifying the subcontractor;

• Type of services to be performed by the subcontractor;

• Time of performance for the identified service;

• How the Contractor plans to monitor the subcontractor’s performance of the identified services;

• Certification that the subcontractor has all licenses and county authority, as applicable, and/or has satisfied all legal requirements to provide the services to the Division. Also, the Contractor shall certify that the subcontractor is approved by the Florida Division of State to transact business in the State of Florida. If the subcontractor is an out-of-state company, it must have a Florida Certificate of Authority from the Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit the following website: www.sunbiz.org

• Acknowledgement from the subcontractor of the Contractor’s contractual obligation to the Division and that the subcontractor agrees to comply with all terms and conditions of the resulting Contract.

The Contractor acknowledges that it shall not be released of its contractual obligation to the Division because of any subcontract. The Contractor is solely responsible for ensuring subcontractor performance and any required license and insurance as applicable.

3.6 Ability to Obtain a Letter of Credit or Performance Bond

Proof of ability to obtain a letter of credit or performance bond shall be written on letterhead of the company that documents the Respondents’ present ability to obtain a letter of credit or performance bond. The letter must refer specifically to this RFP and the State of Florida.

Awarded Vendors may be required to provide one of the following prior to execution of a Contract:

• An irrevocable letter of credit in the amount of $10 million from a financial institution licensed to do business in the State of Florida; or

• A performance bond for $10 million from a surety company or bonding agent authorized to do business in the State of Florida.

3.7 Respondent Confidential Information - Redacted Submissions

The following subsection supplements section 19 of the PUR 1001. If a Respondent considers any portion of the documents, data, or records submitted in its Proposal to this solicitation to be confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the http://www.sunbiz.org/

Florida Constitution, or other authority, a Respondent must mark the document as “Confidential” and simultaneously provide the Division with a separate redacted copy of its Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Division’s solicitation name, number, and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority.

In the event of a request for public records pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority to which documents that are marked as confidential are responsive, the Division will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Division will notify the Respondent that such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119, Florida Statutes, or other applicable law. If the Division becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Division shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a Proposal, the Respondent agrees to protect, defend, and indemnify the Division for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the Division is authorized to produce the entire documents, data, or records submitted to the Division in answer to a public records request for these records.

3.8 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, the Contractor, and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

3.9 Florida Accountability Contract Tracking System (FACTS)

On March 1, 2012, the Department of Financial Services (DFS) implemented a centralized web-based contract reporting system to increase transparency and accountability in government contracting in Florida. The system, known as Florida Accountability Contract Tracking System or FACTS, displays grant and contract procurement information, expenditure data, audit information, and contract document images as required per section 215.985, Florida Statute. The link to the DFS FACTS public website is: https://facts.fldfs.com.

3.10 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Division may request, and the Respondent shall provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Proposal being deemed non-responsive.

3.11 Registration with the Florida Department of State

If awarded a Contract, the Respondent shall provide a PDF file of their current and active registration with the Department of State prior to contract execution. Note:

Pursuant to section 607.1501, Florida Statutes, out-of-state corporations where required must obtain a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes, from the Florida Department of State’s, Division of Corporations to transact business in the State of Florida. Website:

www.sunbiz.org.

SECTION 4. EVALUATION CRITERIA AND SCORING

Each Proposal determined to meet all responsive requirements will be independently scored by the evaluators using the evaluation criteria and scoring outlined below (see Form 6, Evaluation Workbook).

4.1 Technical Evaluation and Criteria - A total of 600 points are available for each

Technical Evaluation (Volume Two, Technical Proposal).

Evaluation Criteria Scoring (total possible points)

1. Relevant Experience and Ability 170

2. Quality and Reliability 130

3. Customer Service 45

4. Disaster Recovery 170

5. Reporting Capabilities 85

Total Possible Score 600

Assessment Assessment Description

Poor/limited

• Lack of understanding of the products and/or services needed; or

• Lack of experience in performing contracts of similar size/scope; or

• Fails to demonstrate capability/capacity.

https://facts.fldfs.com/ http://www.sunbiz.org/

Adequate

• General understanding of the project; or

• Provides acceptable capability/capacity.

Exceptional

• Demonstrates superior understanding of the project; or

• Provides excellent and innovative capability.

A. Relevant Experience and Ability – Maximum 170 points

Describe your company’s number of years’ experience providing similar products and/or services. Describe your management plan to include qualified staffing, flexibility, and commitment to fulfil the scope of work requirements. Provide examples, including, but not limited to, years’ experience, product and/or service locations, previous and current contracts, and staff resources. Include specific examples including dates, locations, and the nature of the incidents for which you have provided goods and services support. Examples should be clearly numbered and limited to two (2) pages. You must provide a contact name, phone number, and email for each example.

0 - No demonstrated experience providing similar products and/or services. No management plan or examples provided or provided no response.

50 - Some demonstrated experience providing similar products and/or services.

Imprecise management plan and/or examples.

155 - Adequately demonstrated experience providing similar products and/or services. Provided a well thought out management plan and examples.

170 - Exceptionally demonstrated experience providing similar products and/or services. Provided a detailed and thorough management plan and provided several examples.

B. Quality and Reliability – Maximum 130 points

Demonstrate your company’s ability to offer quality and reliable products and/or services. Describe what locations of products and/or services are offered by your company, types, and quantities. Do you have prepositioned materials or equipment? Describe how your company plans to preposition commodities in or near Florida in order to respond quickly to a no notice or short notice event.

0 – Did not demonstrate ability to offer quality and reliable products/services. Does not have a plan to preposition commodities or provided no response.

25 - Poorly demonstrated ability to offer quality and reliable products/services and/or plan to preposition goods.

100 - Adequately demonstrated ability to offer quality and reliable products/ services and includes an adequate plan to preposition commodities in or near Florida.

130 - Exceptionally demonstrated ability to offer quality and reliable products/services and/or provided a plan that will quickly and thoroughly pre-position commodities in or near Florida.

C. Customer Service – Maximum 45 points Describe your company’s customer service team to include team structure, designated point of contact for emergency operations, experience working in an emergency operations center environment to include partnerships with key response staff, availability, and process for effectively resolving customer issues.

Use specific examples.

0 - No customer service team/process or provided no response.

10 - Poorly described customer service team structure and process.

30 - Adequately described customer service team structure and process.

45 - Exceptionally described customer service team structure and process.

D. Disaster Recovery - Maximum 170 points

Describe your company's disaster recovery capabilities to include product and/or service availability to include supply chain resilience, re-stocking, response times, and the ability to assist customers in resuming normal operations post disaster.

0 - No disaster recovery capabilities or provided no response.

50 – Poorly described disaster recovery capabilities and the ability to assist customers in resuming normal operations post disaster.

140 - Adequately described disaster recovery capabilities and the ability to assist customers in resuming normal operations post disaster.

170 - Exceptionally described disaster recovery capabilities and the ability to assist customers in resuming normal operations post disaster.

E. Reporting Capabilities – Maximum 85 points

Explain your company's online reporting capabilities, in accordance with the SOW, that you will provide customers. Explain your company’s online standard and ad hoc reports including, but not limited to, shipping information, purchase order history, and total purchases by user/location/entity.

0 – No reporting capabilities or provided no response.

25 – Limited reporting capabilities.

75 – Adequate reporting capabilities.

85 – Exceptional reporting capabilities.

4.2 Price Proposals

4.2.1. Table A, General Logistics - Attachment B.1

A total of 300 points are available for the Price Proposal Evaluation for the materials and services included in this price sheet.

Respondents shall download Attachment B.1, Price Proposal, and include pricing for all cells and complete all tabs. Failure to provide pricing in each cell shall deem the vendors’ Price Proposal non-responsive. Vendors are required to provide reserve rates and a discount percentage for rentals beyond 90 days.

Price Points Calculation

Hourly Rate / Lease Rate / Purchase Price / Rental Rate / Work Rate The Respondent with the lowest sum of all item prices on each tab will receive the maximum score for that tab. Other Respondents will receive points based on the following formula: (X ÷ N) x M = Z

X = lowest sum of all “Hourly Rate / Lease Rate / Purchase Price / Rental Rate / Work Rate” prices for the specific tab.

N = Respondent’s sum of all “Hourly Rate / Lease Rate / Purchase Price / Rental Rate / Work Rate” prices for the specific tab.

M = Maximum score possible for “Hourly Rate / Lease Rate / Purchase Price / Rental Rate / Work Rate” for the specific tab. (Reference Table A Below)

Z = points awarded

Reserve Rate The Respondent with the lowest sum of all item reserve prices on each tab will receive the maximum score for that tab. Other Respondents will receive points based on the following formula: (X ÷ N) x M = Z

X = highest sum of all “Reserve Rate” prices for the specific tab.

N = Respondent’s sum of all “Reserve Rate” prices for the specific tab.

M = Maximum score possible for “Reserve Rate” for the specific tab. (Reference Table A Below)

% Discount after 90 days The Respondent with the highest average of all item discount rates for the specific tab will receive the maximum score for that tab. Other Respondents will receive points based on the following formula: (X ÷ N) x M = Z

X = highest sum of all “% discount after 90 days” prices for the specific tab.

N = Respondent’s sum of all “% discount after 90 days” prices for the specific tab.

M = Maximum score possible for “% discount after 90 days” for the specific tab.

(Reference Table A Below)

4.2.2 Table B, Transportation Assets - Attachment B.2

A total of 200 points are available for each type of transportation asset on the Price Proposal Evaluation (air, land, sea/waterway).

Respondents shall download Attachment B.2, Price Proposal – Transportation Assets. Respondents may bid on one or multiple categories of transportation assets. For any category of transportation assets bid on (air, land, and/or sea/waterway), the Respondent shall include pricing for all assets in the bid upon category.

Failure to provide pricing in each cell shall deem the vendors’ Price Proposal non-responsive. Vendors are required to provide reserve rates and a discount percentage for rentals beyond 90 days.

Price Points Calculation

Hourly Rate / Lease Rate / Purchase Price / Rental Rate / Work Rate

The…