CN-700000-19007.pdf

INVITATION TO BID (ITB)

FOR

SWILL REMOVAL

FDC ITB-18-084

RELEASED ON

July 5, 2018

By the:

Florida Department of Corrections

Office of Administration Bureau of Procurement 501 S. Calhoun Street

Tallahassee, FL 32399-2500

(850) 717-3700

Procurement Officer Lacy Perkins purchasing@fdc.myflorida.com

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Exhibit A mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com

Table of Contents

TIMELINE

SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

1.2 Contract Term and Renewal

1.3 Conflicts and Order(s) of Precedence

1.4 Definitions

SECTION 2.0 SCOPE OF WORK

2.1 Scope of Services

2.2 Foreign Materials

2.3 Sterilizing Swill for Feeding

2.4 Fines and/or Penalties

2.5 Financial Consequences

SECTION 3.0 NON-TECHNICAL SPECIFICATIONS

3.1 Addition/Deletion of Items or Locations

3.2 Records and Documentation

3.3 Purchasing Card (PCard) Program

3.4 Vendor Ombudsman

3.5 Payment and Invoicing

3.6 Security Guidelines

SECTION 4.0 PROCUREMENT RULES AND INFORMATION

4.1 General Instructions to Respondents (PUR 1001)

4.2 Bidder Inquiries

4.3 Cost of Bid Preparation

4.4 Instructions for Bid Submittal

4.5 Price Page

4.6 Mandatory Documentation

4.7 Disclosure of Bid Submittal Contents

4.8 Bid Opening

4.9 Bid Evaluation

4.10 Basis of Award

4.11 Disposal of Bids

4.12 Bid Rules for Withdrawal

4.13 Addenda

4.14 Verbal Instruction Procedure/Discussions

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Exhibit A

4.15 No Prior Involvement and Conflict of Interest

4.16 State Licensing Requirements

4.17 MyFloridaMarketPlace (MFMP) Registration

4.18 Confidential, Proprietary, or Trade Secret Material

4.19 E-Verify

4.20 Vendor Substitute W-9

4.21 Scrutinized Companies Certification

4.22 Identical Tie Bids

4.23 Rejection of Bids

4.24 Inspector General

4.25 Protest Procedures

SECTION 5.0 SPECIAL CONDITIONS

5.1 General Contract Conditions (PUR 1000)

5.2 Modifications after Contract Execution

5.3 State Initiatives

5.3.1 Diversity in Contracting

5.3.2 Environmental Considerations

5.4 Subcontracts

5.5 Copyrights, Right to Data, Patents and Royalties

5.6 Independent Contractor Status

5.7 Assignment

5.8 Severability

5.9 Use of Funds for Lobbying Prohibited

5.10 Employment of Department Personnel

5.11 Legal Requirements

5.12 Insurance

5.13 Annual Appropriation

5.14 Tax Exemption

5.15 Prison Rape Elimination Act (PREA)

ATTACHMENT I – Price Page

ATTACHMENT II – Bidder’s Contact Information and Certification

ATTACHMENT III – Certification of Drug Free Workplace Program

ATTACHMENT IV – Security Requirements

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TIMELINE

FDC-ITB-18-084

EVENT DATE/TIME LOCATION

Release of ITB July 5, 2018 Vendor Bid System http://vbs.dms.stat.fl.us/vbs/main_menu

Last day for written Inquiries to be received by the Department

July 19, 2018 By 5:00 p.m., Eastern Time

Submit to:

Florida Department of Corrections Lacy Perkins, Procurement Officer Email: purchasing@fdc.myflorida.com

Anticipated Posting of Written Responses to

Written Inquiries August 9, 2018

Vendor Bid System;

http://vbs.dms.state.fl.us/vbs/main_menu

Sealed Bids are Due and Opened

August 21, 2018 3:00 p.m., Eastern Time

Submit to:

Florida Department of Corrections Lacy Perkins, Procurement Officer 501 South Calhoun Street Tallahassee, Florida 32399-2500

Anticipated Posting of Recommended Award

September 18, 2018 Vendor Bid System;

http://vbs.dms.state.fl.us/vbs/main_menu

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Exhibit A http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.stat.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu

SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is to secure competitive Bids, from qualified Bidders, to provide swill removal services for various Department locations within the State. The Department is issuing this solicitation to establish a new resultant Agency Term Contract (ATC).

1.2 Contract Term and Renewal

As a result of this ITB, the lowest responsive and responsible Bidder(s) will be awarded a three (3) year Contract, which may be renewed for up to three (3) renewal years, or portions thereof, in accordance with Section 287.057(13), Florida Statutes (F.S.), at the same prices, terms, and conditions. Purchases may be accomplished through the issuance of MyFloridaMarketPlace (MFMP) Purchase Orders (POs).

1.3 Conflicts and Order(s) of Precedence

All Bids are subject to the terms of the following sections of this ITB, which in case of conflict shall have the following order of precedence:

1) Addenda, in reverse order of issuance

2) Invitation to Bid (ITB), including attachments

3) General Contract Conditions (Form PUR 1000) (Section 5.1)

4) General Instructions to Respondents (Form PUR 1001) (Section 4.1)

1.4 Definitions

The terms used in this ITB, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

a. Agency Term Contract (ATC): A written master agreement between the

Department and awarded Bidder that is mandatory for use by the entire Department, under which Purchase Orders (PO) shall be issued.

b. Bid: A Bidder’s response to this ITB, which the Bidder shall submit on approved forms.

c. Breach of Contract: A failure of the Bidder(s) to perform services or provide commodities in accordance with the terms and conditions of the Contract which may result from the ITB.

d. Day: A calendar day, unless otherwise noted.

e. Department: The Florida Department of Corrections (FDC).

f. Mandatory Responsiveness Requirements: Terms, conditions, and requirements that must be met by the Bidder to be considered responsive to this solicitation.

Failure to meet these responsiveness requirements will cause rejection of a Bid. Any

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Bid rejected for failure to meet mandatory responsiveness requirements will not be reviewed further.

g. Material Deviation(s): A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with the ITB’s requirements, provides an advantage to one Bidder over other Bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department.

Material deviations cannot be waived, and shall be the basis for determining a Bid non-responsive.

h. Minor Irregularity: A variation from the ITB terms and conditions, not giving the Bidder an advantage or benefit not enjoyed by other Bidders; does not adversely impact the interests of the Department. A minor irregularity will not result in a rejection of a Bid.

i. PCard: Refers to the State of Florida’s purchasing card program, using the Visa platform.

j. Responsible Bidder: A Bidder who has the capability to fully perform all aspects of the resultant Contract requirements, and the integrity and reliability that will assure good faith performance.

k. Responsive Bid: A Bid, submitted by a responsible Bidder, which conforms to all material aspects of the solicitation.

l. Specifications: The detailed conditions of the Contract, including technical specifications, and other descriptions of the work, as set forth in the Contract documents.

m. Subcontract: An agreement between the Bidder and any other person, or organization, wherein that person or organization agrees to perform any requirement(s) for the Bidder, specifically related to securing, or fulfilling, the Bidder’s obligations to the Department, under the terms of the Contract resulting from this

ITB.

n. Vendor or Bidder: A legally qualified corporation, partnership, or other entity submitting a Bid to the Department, pursuant to this ITB.

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SECTION 2.0 SCOPE OF WORK

2.1 Scope of Services

The successful Bidder shall furnish all equipment, machinery, tools, containers, labor, transportation, and required licensure necessary to completely remove all swill from each location specified in Attachment I - Price Page. This Attachment has the specifications for the services to be provided under this ITB, and resulting Contract. All products or services must be bid as specified. The Bidder must provide all required containers needed to hold the swill until removed.

2.2 Foreign Materials

The Department will make every effort to ensure that foreign materials are not discarded with the food waste. However, this is not always preventable. The Bidder must continue to pick up the swill and clean foreign material from swill prior to cooking/processing.

2.3 Sterilizing Swill for Feeding

Section 585.50, F.S. requires all garbage being fed to animals to be heated, cooked, treated, or processed under temperature, pressure, process or method, and for such a period of time, as is necessary to render the product free of any contagious, infectious, or communicable disease which might affect either animals or humans.

2.4 Fines and/or Penalties

The Bidder shall be completely responsible for the swill once it is loaded onto the Bidder’s truck. The Bidder shall maintain all records, properly haul, and handle all swill products in strict accordance with Section 585.52, F.S. If any fines and/or penalties are assessed, for non-compliance, the Bidder shall be solely responsible for payment, and/or remedy.

2.5 Financial Consequences

The parties acknowledge that the late performance or delivery of goods will interfere with the timely and proper completion of services, and would cause loss and damage to the State. Further, it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any such delay. The parties agree upon a reasonable amount of financial consequences, which are not intended to be a penalty, and are solely intended to incentivize performance under the resulting Contract.

Accordingly, unless otherwise stated in this ITB, financial consequences shall be assessed in the amount of $100 per calendar day for each day the Bidder fails to complete a service, or for each day the Bidder fails to deliver goods, after the time allowed by the Contract or subsequent purchase order, subject to the force majeure provisions of the Contract. Allowing completion of work, after the time allowed, shall not act as a waiver of financial consequences by the Department.

Nothing in this section shall be construed to make the Bidder liable for delays that are beyond their reasonable control. The Department’s Contract Manager, or designee, shall

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make the determination as to what the term “reasonable” will mean in the context of any delay.

Nothing in this section shall limit the Department’s right to pursue remedies for other types of damages.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

SECTION 3.0 NON-TECHNICAL SPECIFICATIONS

3.1 Addition/Deletion of Items or Locations

The Department reserves the right to add or delete goods/services within the general scope of this ITB in the resulting Contract, when considered to be in its best interest.

Pricing shall be comparable to amounts awarded as a result of this ITB.

3.2 Records and Documentation

To the extent that information is utilized in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record,” as defined in Section 119.011(1), F.S., said information is recognized by the parties to be a public record and, absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any person upon request as provided in Chapter 119, F.S. The Bidder agrees to: (a) keep and maintain public records required by the Department in order to perform the service;

(b) upon request from the Department’s custodian of public records, provide the Department with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, F.S., or as otherwise provided by law; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Bidder does not transfer the records to the Department; and (d) upon completion of the contract, transfer, at no cost, to the Department all public records in possession of the Bidder or keep and maintain public records required by the Department to perform the service. If the Bidder transfers all public records to the Department upon completion of the contract, the Bidder shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Bidder keeps and maintains public records upon completion of the contract, the Bidder shall meet all applicable requirements for retaining public records.

All records stored electronically must be provided to the Department, upon request from the Department’s custodian of public records, in a format that is compatible with the information technology systems of the Department. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB shall be retained by the Bidder for a period of five (5) years after the termination of the resulting contract or longer as may be required by any renewal or extension of the Contract. Pursuant to Section 287.058(1)(c), F.S., the Department is allowed to unilaterally cancel the Contract for refusal by the Bidder to allow public access to all documents, papers, letters, or other material made or received by the Bidder in conjunction with the contract, unless the records are exempt from Section 24(a) of Art. I of the State Constitution and Sections 119.07(1) and 119.071, F.S.

The Bidder further agrees to hold the Department harmless from any claim or damage including reasonable attorney’s fees and costs or from any fine or penalty imposed as a result of failure to comply with the public records law or an improper disclosure of confidential information and promises to defend the Department against the same at its expense.

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3.3 Purchasing Card (PCard) Program

The State of Florida has implemented use of a PCard, using the Visa platform. Upon mutual agreement of both parties, the Bidder receive payments via the PCard in the same manner as other Visa purchases. To find out more about the State’s purchasing card program visit: www.dms.myflorida.com.

3.4 Vendor Ombudsman

A Vendor Ombudsman has been established within the Florida Department of Financial Services (DFS). The duties of this individual include acting as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from a State agency.

The Vendor Ombudsman may be contacted by calling the DFS Toll Free Hotline, 1-800- 342-2762.

3.5 Payment and Invoicing

Pricing for the Contract resulting from this ITB will be at a fixed-rate. The Department will compensate the successful Bidder for the delivery of commodities and/or services, as specified in Attachment I - Price Page. All charges must be billed in arrears, in accordance with Section 215.422, F.S. The Bidder must include any and all supporting documentation, as well as its name, mailing address, tax identification (ID) number/FEIN, PO number, and items provided.

3.6 Security Guidelines

For services performed under the resultant Contract, the successful Bidder(s), and its employees and agents, shall adhere to Attachment IV, Security Requirements for Contractors.

Exhibit A file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/www.dms.myflorida.com

SECTION 4.0 PROCUREMENT RULES AND INFORMATION

4.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents are outlined in form PUR 1001 and are incorporated in this ITB by reference. The PUR 1001 is available as a downloadable document at http://dms.myflorida.com/content/download/2934/11780. Any terms and conditions set forth within this ITB document shall supersede any and all conflicting terms and conditions set forth within form PUR 1001. There is no need to return this document with the Bid response.

4.2 Bidder Inquiries

Questions related to this ITB must be received in writing, via email, by the Procurement Officer listed below, within the time indicated in the Timeline. Oral inquiries, or those submitted after the period specified in the Timeline, will not be acknowledged.

Responses to written questions will be posted on the Vendor Bid System (VBS) on or about the date referenced in the Timeline. The VBS is located at:

http://vbs.dms.state.fl.us/vbs/main_menu.

Lacy Perkins, Procurement Officer Bureau of Procurement

Florida Department of Corrections 501 South Calhoun Street

Tallahassee, FL 32399-2500 Telephone: (850) 717-3700 Email: Purchasing@fdc.myflorida.com

Between the release of the solicitation, and the end of the 72-hour period following posting of notice of intention to award (72-hour period excludes Saturdays, Sundays, and State holidays), Bidders responding to this solicitation, or persons acting on their behalf, may not contact any employee, or officer, of the executive, or legislative branches of government, concerning any aspect of this solicitation, except in writing to the Procurement Officer as provided in this solicitation. Violation of this provision may be grounds for rejecting a response, as per Section 287.057(23), F. S.

Any person requiring special accommodation in responding to this solicitation because of a disability should contact the Bureau of Procurement at (850) 717-3700, at least five

(5) days prior to any pre-solicitation conference, solicitation opening or public meeting.

For the hearing or speech impaired, please contact the Bureau of Procurement by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD).

4.3 Cost of Bid Preparation

Neither the Department, nor the State of Florida, is liable for any costs incurred by a

Bidder in response to this ITB.

4.4 Instructions for Bid Submittal

Each Bid response shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional material are discouraged. Emphasis in each Bid must be on completeness and clarity of content.

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Exhibit A http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2934/11780 http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu 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http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com file:///C:/Users/dgenbpk/Documents/Templates/ITB/Purchasing@fdc.myflorida.com 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In order to expedite the review of Bids, it is essential that Bidders follow the format and instructions.

1) Bids may be sent by U.S. Mail, Courier, Overnight, or hand delivered to the location indicated in the Timeline. Electronic submission of bids will not be accepted for the

ITB.

2) All bids must be submitted in a sealed envelope/package with the relevant ITB number and the date and time of the bid opening clearly marked on the outside of the envelope/package.

3) It is the Bidder’s responsibility to assure its Bid submittal is delivered to the proper place and time as stipulated in the timeline. The Department’s clocks will stamp

Bids received, and provide the official time for bid opening.

4) Late bids will not be accepted.

5) Submit one (1) original Bid, and one (1) electronic copy in searchable PDF format on a CD/DVD or flash drive (not password protected). The electronic copy must contain the entire Bid, as submitted, including all supporting and signed documents.

If the Bidder chooses to submit a redacted copy of their Bid, as outlined in Section

3.18, the Bidder should submit one (1) redacted hard copy and one (1) redacted electronic copy, in searchable PDF format (in addition to the non-redacted version), on CD/DVD or flash drive (not password protected).

4.5 Price Page

The Bidder shall complete, sign, date, and return Attachment I - Price Page. By submitting a Bid(s) in response to this ITB, each Bidder warrants its agreement to the prices provided. Bids should be submitted with the most favorable pricing terms the Bidder can offer the State. Any modifications, counter offers, deviations, or challenges will not be accepted, and may render a Bid non-responsive.

Bids must be firm prices and be inclusive of all packaging, handling, shipping and delivery charges, travel, environmental & fuel service fees and relevant other charges.

If a submitted Price Page includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified. The Department may correct mathematical errors; however, in the event of any miscalculation, unit prices shall prevail.

4.6 Mandatory Documentation

All Bidders must submit the following mandatory documentation with their Bid:

1) Attachment I - Price Page

2) Attachment II - Bidder’s Contact Information and Certification

3) Attachment III – Certification of Drug Free Workplace Program, if applicable

4.7 Disclosure of Bid Submittal Contents

All documentation produced as part of this solicitation shall become the exclusive property of the Department, and may not be removed by the Bidder or its agents or

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returned. The Department shall have the right to use any or all ideas, or adaptations of the ideas, presented in any Bid. Selection or rejection of a Bid shall not affect this right.

4.8 Bid Opening

Bids are due, and will be publicly opened, at the time, date, and location specified in the

Timeline. Bid responses received late (after bid opening date and time) will not be accepted, nor considered, and modification by the Bidder of submitted Bids will not be allowed, unless the Department has made a request for additional information.

Department staff will not be held responsible for the inadvertent opening of a Bid response if it is not properly sealed, addressed, or identified. The name of all Bidders submitting Bids will be made available to interested parties, upon written request to the

Procurement Officer.

4.9 Bid Evaluation

Bids that do not meet the requirements specified in this ITB may be considered non-responsive. The Department reserves the right to accept, or reject, any and all responses, or separable portions thereof, and to waive any minor irregularity, technicality, or omission(s), if the Department determines that doing so will serve its best interest(s). The Department may reject any response not submitted in the manner specified in this solicitation.

4.10 Basis of Award

An award shall be made to the responsive and responsible Bidder with the lowest Total Cost Per Month, for each location, as specified on Attachment I - Price Page. A Bidder may only bid on the locations for which he/she would like to be considered, and is not required to bid on all locations to be found responsive.

In the event the low cost Bidder is found non-responsive, the Department may proceed to the next lowest cost responsive Bidder and continue the award process.

4.11 Disposal of Bids

All Bids become the property of the State of Florida and will be a matter of public record, subject to the provisions of Chapter 119, F.S.

4.12 Bid Rules for Withdrawal

A submitted Bid may be withdrawn by submitting a written request for its withdrawal to the Department. The withdrawal request must be signed by an authorized representative of the Bidder, and must be received within 72 hours after the bid submission date indicated in the Timeline. Any submitted Bid shall remain valid for 180 days from the bid submission date.

4.13 Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, information will be posted on the Florida Vendor Bid System

(http://vbs.dms.state.fl.us/vbs/main_menu).

Interested parties are responsible for monitoring this site for new, changing, or clarifying information relative to this solicitation.

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Exhibit A http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu http://vbs.dms.state.fl.us/vbs/main_menu

4.14 Verbal Instruction Procedure/Discussions

The Bidder shall not initiate, or execute, any negotiation, decision, or action arising from any verbal discussion with any State employee. Only written communications from the

Department’s Procurement Officer are considered duly authorized expressions on behalf of the State. Additionally, only written communications from a Bidder are recognized as duly authorized expressions on behalf of the Bidder. Any discussion by a Bidder with any employee, or representative of the Department, involving cost or price information, occurring prior to posting of the Notice of Agency Decision, may result in rejection of said Bidder’s response.

4.15 No Prior Involvement and Conflict of Interest

Section 287.057(17)(c), F.S., provides, “A person who receives a contract that has not been procured pursuant to Subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation in a solicitation to be any actions related to the decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or functioning in any other advisory capacity.

The Bidder shall not compensate, in any manner, directly or indirectly, any officer, agent or employee of the Department, for any act or service, which they may do, or perform, for, or on behalf of, any officer, agent, or employee of the Bidder. Officers, agents, or employees of the Department shall not have any interest, directly or indirectly, in any

Contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Department.

The Bidder shall have no interest, and shall not acquire any interest, that conflicts in any manner, or degree, with the performance of the services required under this ITB.

4.16 State Licensing Requirements

As applicable, all entities defined under Chapters 607, 617 or 620, F.S., seeking to do business with the Department shall be on file and in good standing with the State of

Florida, Department of State (DOS), or provide certification of exemption from this requirement.

4.17 MyFloridaMarketPlace (MFMP) Registration

Each Bidder doing business with the State of Florida, as defined in Section 287.012.

F.S., shall maintain an active registration in the MFMP Vendor Information Portal (VIP), unless exempted under Rule 60A-1.030, Florida Administrative Code (F.A.C.). A Bidder not currently registered in the MFMP VIP system shall do so within five (5) days of award, unless otherwise exempt.

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Registration may be completed at: http://vendor.myfloridamarketplace.com. Those needing assistance may contact the MFMP Customer Service Desk at 1-866-352-3776 or vendorhelp@myfloridamarketplace.com.

4.18 Confidential, Proprietary, or Trade Secret Material

The Department takes its public records responsibilities as provided under Chapter 119, F.S. and Article I, Section 24 of the Florida Constitution, very seriously. If the Bidder considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, the Bidder must also simultaneously provide the Department with a separate redacted copy of its response (both printed copy and a searchable PDF document on a CD/DVD) 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 Department’s solicitation name, number, and the name of the Bidder on the cover, and shall be clearly titled “Redacted Copy.” The redacted copy shall be provided to the Department at the same time the Bidder submits its response to the solicitation and must only exclude or redact those exact portions which are claimed confidential, proprietary, or trade secret. The Bidder shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, the Bidder shall protect, defend, and indemnify the Department for any and all claims arising from or relating to Bidder’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Bidder fails to submit a redacted copy with its response, the Department is authorized to produce the entire documents, data, or records submitted by the Bidder in answer to a public records request for these records. In no event shall the Department, or any of its employees, or agents, be liable for disclosing, or otherwise failing to protect, the confidentiality of information submitted in response to this solicitation.

4.19 E-Verify

In accordance with Executive Order 11-116, “The provider agrees to utilize the U.S.

Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.” Bidders meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision.

4.20 Vendor Substitute W-9

The Florida Department of Financial Services (DFS) requires all Bidders that do business with the State to electronically submit a Substitute W-9 Form to https://flvendor.myfloridacfo.com. Forms and answers to frequently asked questions are located on that website once a registration has been completed. DFS is ready to assist Bidders with additional questions and may be reached by contacting (850) 413- 5519, or FLW9@myfloridacfo.com.

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