DCF ITB 2122 079 Courier and Mailroom Svcs 5.19.22 KM - Clean.pdf

DCF ITB Template: 1 of 40 (PMT-04-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

Office of Economic Self-Sufficiency SunCoast Region – Circuit 20

Fort Myers, Florida

INVITATION TO BID

Fort Myers Mailroom and Courier Services

DCF ITB 2122 079

DCF ITB Template: 2 of 40

TABLE OF CONTENTS

INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Timeline

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.5 Written Questions and Department Answers

2.6 Receipt of Bids

2.7 Form PUR 1001

2.8 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.4 Composition of the Contract

3.5 Order of Precedence

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

4.1 How to Submit a Bid

4.2 Content of the Bid

4.3 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

APPENDIX I: STATEMENT OF WORK

APPENDIX II: BID RATE SHEET

BID RATE SHEET

APPENDIX III: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX IV: VENDOR’S CERTIFICATIONS

APPENDIX V: SUBCONTRACTOR LIST

APPENDIX V: PURCHASE ORDER TERMS AND CONDITIONS

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INTRODUCTION

1.1 Introduction to the Procurement

The Florida Department of Children and Families (Department/DCF), Office of Economic Self- Sufficiency (ESS) is issuing this solicitation for the purpose of obtaining a cost effective and efficient mailroom and local courier service. The Fort Myers Service Center is seeking a mailroom and courier service provider that will deliver and pickup mail in a legal, efficient, effective, and safe manner, including inter-office, United States Postal mail, boxes, bags, accountable mail, overnight envelopes, and other correspondence, to offices in the Joseph P. D’Alessandro building in Fort Myers, and along an established route twice daily. Any person interested in participating must comply with any and all terms and conditions described in this Invitation to Bid (ITB).

1.2 Term of the Agreement

The anticipated start date of the resulting contract is July 1, 2022. The anticipated duration of the contract is July 1, 2022, to June 30, 2025. Renewal, if any, shall comply with s. 287.057(13), F.S.

There may be three optional annual renewals at the same terms and conditions unless the changes are agreed to in writing by both parties.

1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in writing via email) regarding this solicitation is:

Marlene Barnes Procurement Officer Florida Department of Children and Families The only permitted means of contact is by email:

Marlene.Barnes@myflfamilies.com All contact with the Procurement Manager shall be in writing via electronic mail.

1.4 Official Notices

All notices, decisions, intended decisions, and other matters relating to this solicitation will be posted on the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) located at:

https://vendor.myfloridamarketplace.com.

It is the responsibility of prospective Vendors to check the VIP for addenda, notices of decisions and other information or clarifications to this solicitation. The Department bears no responsibility for any resulting impacts associated with a prospective Vendor’s failure to obtain the information made available through the VIP. Posting on the VIP is the only official notice for determinations of timeliness of protests (see Section 1.5, Protests).

1.5 Protests

Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., 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, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

SECTION 2. SOLICITATION PROCESS

mailto:Iglesia.Anderson@myflfamilies.com mailto:Agency.Clerk@myflfamilies.com

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2.1 General Overview of the Process

Bids from responsible and responsive vendors are eligible for evaluation. By submitting a bid, the vendor agrees to each of the certifications listed in this solicitation unless otherwise indicated.

The Department may request vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others 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 approved 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 bid.

2.3 Timeline

Activity Date Time

Eastern Address Section

Reference Solicitation advertised and released on

MFMP VIP:

May 19, 2022 N/A MFMP VIP located at:

https://vendor.myfloridamarketplace.com

1.4

Sealed bid must be received by the Department:

June 2, 2022 2:00

PM

See Section 1.3 2.6

*Bid opening: June 2, 2022 3:00

PM

Please join my meeting from your computer, tablet or smartphone.

https://meet.goto.com/SolicitationAdministra tion

You can also dial in using your phone.

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116

Access Code: 687-621-357

2.6.1

Anticipated posting of intended contract award:

June 9, 2022 N/A MFMP VIP located at:

https://vendor.myfloridamarketplace.com

Section 5

Effective date of contract:

July 1, 2022 N/A N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-bid meetings. All Vendors shall be accorded fair and equal treatment. For questions about registering to identify your Small Business as a Woman--, https://meet.goto.com/SolicitationAdministration https://meet.goto.com/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

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Veteran--, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd In accordance with Section 287.09451(4)(n)1, Florida Statutes, the Florida Department of Children and Families is encouraged to target certified minority business enterprises (MBEs) for 21 percent of total awarded construction contract dollar value (4% for African-American, 6% for Hispanic- American, and 11% for women-owned). To ensure that maximum distribution is afforded to certified minority business enterprises, the Florida Department of Children and Families encourages certified MBEs to participate in the bidding process, and further encourages Vendors to utilize certified MBEs as subcontractors whenever possible.

All Vendors are encouraged to search Florida's Online Directory of Certified MBEs, https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified /benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise, for construction-related products and services being offered in counties surrounding the jobsite.

2.5 Written Questions and Department Answers

N/A

2.6 Receipt of Bids

2.6.1 Bid Deadline

Bids must be received electronically via email, by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Vendors are exclusively responsible for timely delivery of bids to the Procurement Officer.

2.6.2 Bid Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted sealed bids on or before the date and time specified for sealed bids to be received by the Department.

2.6.3 Binding Bid

Vendors are bound by their bids until the latter of sixty (60) calendar days after the bid opening or the closing of all opportunities for protest or appeal.

2.6.4 Cost of Preparation of Bid

The Department will not pay any costs incurred in responding to this solicitation.

2.7 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.8 Department’s Discretion

2.8.1 The Department may:

2.8.1.1 Determine whether a vendor is responsible, as defined in section 287.012, Florida Statutes;

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/get_certified/benefits_of_being_a_florida_woman_veteran_minority_owned_business_enterprise http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

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2.8.1.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida;

2.8.1.3 Withdraw the solicitation or reject all bids at any time;

2.8.1.4 Select more than one vendor for the commodities and contractual services encompassed by this solicitation;

2.8.1.5 Withdraw or amend its Notice of Award;

2.8.1.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this solicitation.

SECTION 3. SPECIFICATIONS

3.1 Definitions

Accountable Mail A category of mail in the US Postal Service including registered, numbered, insured, and certified mail. Mail that requires the signature of the addressee upon receipt.

Business Days Monday through Friday, 8am to 5pm, not including paid state holidays listed in § 110.117(1), Florida Statutes.

Classification The grouping of Mail Pieces into mail classes and subclasses as defined by the USPS, according to USPS content, weight, size, and preparation standards.

Contract Manager The individual designated for administering, monitoring, and enforcing the terms and conditions of the contract.

Provider The entity (ies) selected to provide services under this Bid.

Correspondence All mail pieces that are not Postal Mail.

Delivery The transportation of an item (mail, bag, box) to the requested DCF location.

Department The Florida Department of Children and Families

Local Courier Services

The transportation of Correspondence. These services are not the same as the state term contract of Statewide and Global Courier Services, which uses FedEx and UPS to transport mail.

USPS Means the United Stated Postal Service.

Mail Piece A single addressed article, including letter(s), flat(s), cards(s), or parcel(s).

Mail Processing The pick-up from the Department, preparation, sorting, metering, and transportation of Mail Pieces to the USPS for delivery to the addressee as defined in the Statement of Work.

Mail Services All work provided under the bid, including Mail Processing and Local Courier Services.

Same Day Mail Processing and transportation to the USPS on the same Business Day that the order is received by the Provider.

Next Day Mail Processing and transportation to the USPS that is performed on the next Business Day after the date the order is received by the Provider, excluding weekends and State and Federal holidays.

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Postal Mail Mail Pieces that are subject to Mail Processing by the Provider and transported to the USPS for delivery to the addressee

Protected Health Information (PHI)

Any information about health status, provision of health care, or a payment for health care that can be linked to a specific individual

3.2 Minimum Programmatic Specifications

The selected vendor(s) shall perform the tasks outlined in the Statement of Work and the Department’s APPENDIX VII, Purchase Order Terms and Conditions in accordance with all terms therein.

3.3 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in APPENDIX VII, Purchase Order Terms and Conditions in accordance with all terms therein.

3.3.1 Funding Sources

General revenue and trust fund programs will fund the agreement resulting from this ITB. The State of Florida’s performance and obligation to pay under any resultant agreement is contingent upon an annual appropriation by the State Legislature.

3.3.2 Allowable Costs

When configuring the cost for services, the vendor shall include all tasks associated with Section 3.2 of this ITB. All other costs, including but not limited to staffing, equipment, etc., must be included in the service monthly cost. No additional costs will be reimbursed by the Department under any agreement produced from this ITB.

3.3.3 No Funding for Start-up or Readiness Activities

The Department does not fund start-up or readiness activities.

3.3.4 No Cost-of-Living Increases

The Department does not fund Cost-of-Living increases.

3.4 Composition of the Contract

The contract awarded as a result of this solicitation will be composed of:

3.4.1 Department’s Purchase Order Terms and Conditions

The Department’s Purchase Order Terms and Conditions (APPENDIX VII) contains general contract terms and conditions required by the Department for all vendors.

3.4.2 Form PUR 1000

Form PUR 1000 is incorporated by reference. In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/stat e_purchasing_pur_forms

3.4.3 Other Attachments or Exhibits

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

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All other attachments and exhibits referenced in this solicitation shall also be part of the resulting Department’s APPENDIX VII, Purchase Order Terms and Conditions.

3.4.4 Vendor Bid

The vendor’s bid and any additional submittals, if incorporated into or attached to the Purchase Order.

3.5 Order of Precedence

In the event of conflict within any two or more documents within the contract documents listed in 3.4, the earlier listed document shall control (e.g., 3.4.2. will control over 3.4.3).

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

4.1 How to Submit a Bid

4.1.1 Format for Submittal

Due to health implications and sensitivity to COVID-19, the Department requires that all bids be sent by electronic means (email). The electronic submission must comply with the following requirements:

The Vendor may submit an electronic version of the bid in response to this ITB (including all required documents) in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat. In the event that the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.3 of the ITB. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

4.2 Content of the Bid

4.2.1 Title Page

The first page of the bid shall be a Title Page that contains the following information:

4.2.1.1 Title of bid: Fort Myers Mailroom and Courier Service for the Department of Children and Families

4.2.1.2 Solicitation number: DCF ITB 2122 079;

4.2.1.3 Prospective vendor’s name and Federal Tax Identification Number;

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the bid.

4.2.2 TAB 1: TABLE OF CONTENTS

4.2.3 TAB 2: CERTIFICATIONS

Certifications for this solicitation:

4.2.3.1 Signature Authority

Include a signed certificate (APPENDIX III), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or

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Section B, demonstrating the person signing the bid and its statements and certifications is authorized to make such representations and to bind the vendor.

4.2.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX IV) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.3.3 Certification of Insurance must be submitted with this bid.

4.2.4 TAB 3: VENDOR CAPABILITY

4.2.4.1.1 Provide a brief explanation of Vendor’s capability to complete the services described in this solicitation and its appendices, attachments, exhibits and referenced supporting documentation. The vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

4.2.4.2 Additional Corporate Information

In addition to the other information described above the vendor and the subcontractor(s) must provide:

4.2.4.2.1 Full legal name and its associated Federal Employer Identification

Number (FEIN), or Social Security Number if a FEIN is not required

4.2.4.2.2 Proof of registration with MFMP

4.2.4.2.3 Country and state of incorporation

4.2.4.2.4 Principal place of business

4.2.4.2.5 Description of the vendor’s organization, including number of years in business, details concerning the number of facilities by geographic location.

4.2.5 TAB 4: BID RATE SHEET

The vendor must complete the attached Bid Rate Sheet in APPENDIX II. The Vendor must provide pricing on APPENDIX II indicating bid prices thereon in proper spaces.

4.3 Public Records and Trade Secrets

4.3.1 How to Claim Trade Secret Protection

If the vendor considers any portion of the documents, data or records submitted in its bid to be trade secret, as defined in Section 812.081(1)(c), F.S., and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the vendor must submit all such information in a separately bound document (or in the case of electronic media, in a manner compliant with Section 4.1.1, with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Bid, ITB No. – Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file documents must explain why the information in the document is a trade secret. This submission must be made no later than the bid submittal deadline.

Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the bid, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material. If the vendor considers any portion of a submission made after its bid to be trade secret the vendor must

DCF ITB Template: 10 of 40 clearly label the submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).

4.3.2 Vendor’s Duty to Respond to Public Records Requests

In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound part of the vendor’s bid or other submissions labeled as “trade secret,” the vendor shall expeditiously provide the Department, or the public pursuant to subsection 119.0701(2), Florida Statutes, with a redacted version of the document(s) and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the vendor shall provide information correlating the nature of the claims to the redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the vendor fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.

4.3.3 Department not Obligated to Defend Vendor Claims

The Department is not obligated to agree with or defend any vendor claim of exemption from inspection and copying under Florida’s Public Records Law. The vendor is responsible for defending such claims. Further, the vendor shall protect, defend, and indemnify, including attorney’s fees and costs, the Department for actions (including litigation initiated by the Department) arising from or relating to such claims.

SECTION 5. THE SELECTION METHODOLOGY

The Department intends to award the contract to the responsible and responsive vendor(s) whose bid is determined to be the lowest responsive bid(s). The Department may also make a determination as to whether to deem one or more Providers ineligible for award due to non-responsibility or non-responsiveness. The Procurement Officer will develop a ranking based on the pricing of bids. After developing the ranking, the Procurement Officer will provide to the Secretary, or designee, a report on bids deemed nonresponsive and, as to those deemed responsive, the ranking, along with a recommendation for final action. The Department will electronically post the intent to award in accordance with subsection 120.57(3)(a), Florida Statutes, and Rule 60A-1.021, Florida Administrative Code.

[This space intentionally left blank]

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APPENDIX I: STATEMENT OF WORK

The Provider’s mailroom employee will pick up and deliver mail, boxes, bags, certified mail, courier envelopes, and other correspondence in the Joseph P. D’Alessandro Building, and on an established route in Fort Myers on all Florida State Agency business days (no weekends or State holidays are included). State Agency holiday information can be found:

https://www.dms.myflorida.com/workforce_operations/human_resource_management/for_state_pers onnel_system_hr_practitioners/state_holidays:

Estimated time allotment:

Postal Service: 70% Courier Service: 30%

Quantity: Up to approximately 2,000 pieces of outgoing (metered) mail is handled per month (quantity is approximate).

Personnel: A trained back-up must be provided during the absence of regular personnel.

A. Provider Staff will conduct the following Tasks daily:

1. Sort mail into US mail, interoffice mail, and courier mail.

2. Meter (frank) mail, A postage meter or franking machine is used to create and apply physical evidence of postage to mailed items.

3. Prepare all courier mail left on mail area workstations for pick up.

4. Verify that all postal requirements are met.

5. Pick up and deliver mail according to an established route.

6. Ensure that the best possible Mail Class selection is chosen for all out-going mail based on cost and delivery requirements. This information can be found:

https://stamps.custhelp.com/app/answers/detail/a_id/4164/~/usps-mail-classes

B. Mail Route: Service Delivery Locations and Times (approximate)

There are six designated service delivery stops; the daily route is 29 miles:

Established Route Daily Times

Distance

USPS® Page Field 2655 N Airport Rd.

Fort Myers, FL 33907

7:30 AM

Pick-up only

Fl DCF – 1st, 2nd & 3rd floors Joseph P. D’Alessandro Bldg.

2295 Victoria Ave.

Fort Myers, FL 33901

8:00 AM – 11:00 AM

Delivery and Pick-up

14 miles

Children’s Network 2232 Altamont Ave.

Fort Myers, FL 33901

11:00 AM - 2:45 PM

Delivery and Pick-up

5 miles https://www.dms.myflorida.com/workforce_operations/human_resource_management/for_state_personnel_system_hr_practitioners/state_holidays https://www.dms.myflorida.com/workforce_operations/human_resource_management/for_state_personnel_system_hr_practitioners/state_holidays https://stamps.custhelp.com/app/answers/detail/a_id/4164/%7E/usps-mail-classes

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Lutheran Services Florida 4150 Ford St. Ext, Suite 1C Fort Myers, FL 33916

11:00 AM - 2:45 PM

Delivery and Pick-up

1 mile

FL DCF – 1

st , 2 nd & 3 rd floors

Joseph P. D’Alessandro Bldg.

2295 Victoria Ave Fort Myers, FL 33901

2:45 PM – 4:00 PM

Delivery and Pick-up

4 miles

USPS® Downtown 1350 Monroe St.

Fort Myers, FL 33901

4:00 – 4:30 PM

Delivery only

4 miles

Six stops per day 29-mile route

C. Provider Staff Qualifications

The Provider will ensure that its staff meets the qualifications necessary to successfully fulfill the duties of the resulting contract, as follows:

1. Be able to lift a minimum of 50 pounds

2. Have a valid Florida driver’s license

3. Speak fluent English

D. Provider Staff Requirements

The Provider’s Mailroom employee must not:

1. Accept gifts from any Department employee

2. Perform any tasks other than what is described in the task list without prior agreement of the Department and the Provider

E. Employment Verification (E-Verify) and Background Check Requirements

1. E-Verify. Pursuant to State of Florida Executive Order Number 11-116, the Provider is required to utilize the U.S. Department of Homeland Security’s E-Verify system to verify eligibility of all new employees hired by the Provider to work in the U.S. during the Contract term. The Provider shall include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the Contract utilize the E-Verify system to verify the eligibility of all new employees hired by the subcontractor to work in the US. For more information go to http://www.uscis.gov/e-verify/what-e-verify.

2. Background Checks. All Provider employees, subcontractors, or agents performing work under the Contract shall be properly trained technicians who meet or exceed any specified training qualifications. Upon request, Provider shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the Contract must comply with all security and administrative requirements of the Customer and shall comply with all controlling laws and regulations relevant to the services they are providing under the Contract. The State may conduct, and the Provider shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Provider. The State may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in

DCF ITB Template: 13 of 40 security status, or non-compliance with a customer’s security or other requirements. Such approval shall not relieve the Provider of its obligation to perform all work in compliance with the Contract. The State may reject and bar from any facility for cause any of the Provider’s employees, subcontractors, or agents.

F. Staffing Levels

This position must be filled during every Florida State Agency business day by either the regular employee or a trained backup. At the Department’s discretion, the Provider may be fined its monthly rate for every day that either the regular employee or a trained backup does not show

up. The Provider shall maintain an adequate administrative organizational structure and support staff sufficient to discharge its contractual responsibilities. In the event the Department determines that the Provider’s staffing levels do not conform to those in the contract, it shall advise the Provider in writing and the Provider will have 30 calendar days to remedy its staffing deficiencies.

Any Provider employee whose presence is judged detrimental to the Department will be replaced by the Provider with an employee of equal or superior qualifications. The Department’s Contract Manager will exercise judgement exclusively in the matter. The Provider must make available replacement employees within one hour should the regular employee fail to attend work.

G. Staffing Changes

The Provider will agree to notify the Department’s Contract Manager in writing within seven working days before the Provider’s mailroom employee terminates. Any new employee must be verified as eligible and undergo and pass a background check as required in E. above.

H. Subcontractors

Subcontractors are permitted. Subcontractors known at the time of bid submission and the amount of the subcontract shall be identified in the Provider’s bid. No subcontract shall in any way relieve the vendor of any responsibility for performance of its duties. All payments to subcontractors shall be made by the Provider.

I. Equipment The Provider will be responsible for supplying, at its own expense, all equipment necessary to perform, conduct, and complete the contract, including but not limited to computers, telephones, copiers, facsimiles, and vehicles (transportation). Both mail equipment (currently a Pitney Bowes Connect+tm 2000) and postage will be provided by the Department.

J. Service Unit This is a fixed price/unit cost contract. A service unit is defined as one month of courier services.

K. Service Days

Service Days are limited to Florida State Agency business days (no weekends or State holidays included).

L. Licenses, Permits and Taxes

The Provider shall pay for all licenses, permits and taxes required to operate in the State of Florida.

Also, the Provider shall comply with all Federal, State and Local codes, laws, ordinances, regulations, and other requirements at no cost to the Department.

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M. Conflict of Law and Controlling Provisions

This contract plus a conflict of law issued, shall be governed by the laws, rules, and regulations of the State of Florida.

N. Provider Changes in Location

The Provider shall notify the Department in writing a minimum of 10 calendar days prior to making changes in administrative location of any new physical and remittance addresses, contact names, email address, fax, and telephone numbers.

O. Records and Documentation

To the extent that information is utilized in the contract or generated as a result of it, and to the extent that information meets the definition of “Public Records” in Section 119.011 F.S., said information is hereby declared to be and is hereby recognized as public records, absent a provision of law or administrative rule or regulation to be required otherwise. It shall be made available for inspection and copying by an interested person upon request as provided in Subsection 119.01(2) (f), F.S. It is expressly understood that the Provider’s refusal to comply with Chapter 119, F.S., shall constitute an immediate breach of the contract, and which entitles the Department to unilaterally cancel the contract agreement. The Provider will be required to promptly notify the Department of any requests made for public records.

Unless a greater retention period is required by State or federal law, all documents shall be retained by the Provider for a period of six years after the termination of the contract or longer, as may be required by any renewal or extension of the contract. During the records retention period, the Provider agrees to furnish, when requested to do so, all requested documents. Submission must be in whatever format is required by the Department; any data files must be in a format accessible to the Department.

The Provider agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The Provider further agrees to hold the Department harmless from any claim or damage including reasonable attorney’s fees and costs or form any fine or penalty imposed as a result of an improper disclosure by the Provider of confidential records whether public records or not and promises to defend the Department against the same at its expense.

The Provider shall maintain all records required by law in such a manner as to be accessible by the Department upon demand and accessible without delay.

P. PROVIDER PERFORMANCE

1. Monitoring Requirements The Provider will be monitored in accordance with existing Departmental procedures (CFOP 75-8) available upon request.

2. Performance Evaluation The Provider must meet the standards herein. If the Provider fails to meet these standards, the Department, at its exclusive option, may allow up to 30 days to give the Provider an opportunity to achieve compliance with the standards. If the Provider fails to achieve compliance within the specified time frame, the Department will cancel the service in the absence of any extenuating or mitigating circumstances. The determination of extenuating or mitigating circumstances is the responsibility of the Department.

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3. Reports When reports are required, mere receipt by the Department shall not be construed to mean or imply acceptance of those reports. It is specifically intended by the parties that acceptance of required reports shall constitute a separate act in writing. The Department reserves the right to reject reports as incomplete, inadequate, or unacceptable.

The Department, at its option, may allow additional time to the Provider may remedy the objections noted by the Department; or the Department may, after having given the Provider a reasonable opportunity to complete, make adequate or acceptable, and declare this agreement to be in default.

Report Title Reporting Frequency

Report Due Date

Number of

Copies

DCF Contact & Office

Electronic Invoices

(Request for Payment of Services)

Monthly

Within 15 days of the end of the month of service

Kristi Miller

(239) 895- 0527

J. P. D'Alessandro Office Complex

Fort Myers, FL 33901

Time Sheets Monthly

Within 15 days of the end of the month of service

Kristi Miller

(239) 895- 0527

J. P. D'Alessandro Office Complex

Fort Myers, FL 33901

In the event of early termination of this contract, the Provider will submit the final Monthly Request for Payment of Services within 30 days after the contract is terminated.

4. Performance Measures

(a) Mail items/documents picked up from the assigned route will be delivered to the appropriate Joseph P. D’Alessandro Building with 5 hours of receipt 95% of the time.

Performance measurement (a) will be assumed to have been met if the Contract Manager receives fewer than five complaints about mis-delivered mail per month.

(b) The DCF mailroom, located at the Joseph P. D’Alessandro Building, shall be staffed between the hours of 8:00 am – 4:00 pm Monday through Friday, on business days 95% of the time.

Performance measurement (b) above will be calculated by dividing the total number of working days where the mailroom was staffed M-F 8:00 am–4:00 pm by the total number of working days. To determine the above, the Contract Manager will review the leave and attendance of assigned personnel.

5. Financial Consequences In accordance with subsection 287.058(1) (h), Florida Statutes, the Department must apply financial consequences if the Provider fails to perform in accordance with the Contract:

(a) Failure to meet either of the two of the performance measures listed above will result in a 10% reduction in the payment for the following month.

(b) Failure to provide staff may result, at the Department’s discretion, in a fine equal to the

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Provider’s monthly rate for every day that either the regular employee or a trained backup does not show up.

Q. Provider Troubleshooting If recipient can’t be identified, mail will be opened, and every attempt will be made to deliver it to the correct person. If the mail is opened, the reason, the date, and the name of the person who opened it must be indicated.

R. Confidentiality Statement & Protected Health Information (PHI) A Confidentiality Statement is required to be signed and submitted by Provider Staff and any other employee who has contact with the mail and returned before the employee’s start date.

If required by 45 CFR Parts 160, 162, or 164, the following provisions shall apply [45 CFR 164.504 E

(2) (ii)]:

1. The Provider agrees not to use or disclose Protected Health Information (PHI) except as permitted or

2. Required by this contract, state, or federal law.

3. The Provider agrees to use appropriate safeguards to prevent use or disclosure of PHI.

4. The Provider agrees to report to the Contract Manager any disclosure or use of PHI.

5. The Provider must assure the Department that if any PHI received form the Department, or received by the Provider on the Department’s behalf, is furnished to the Provider subcontractors, agents, or

6. employees in the performance of tasks required by this service, that those subcontractors, agents, or

7. employees, must first have agreed to the same restrictions and conditions that apply to the Provider.

8. The Provider agrees to make available PHI information in order to provide an account of any

9. disclosures in accordance with 45 CFR 164.528.

10. The Provider agrees to make its internal practice, books and records relating to the use and disclosure of PHI received from the Department or created and received by the Provider on behalf of the Department available for purposes of determining the Provider’s compliance with these assurances.

11. The Provider agrees that at the termination of this service, if feasible and where not inconsistent with the other provisions of this bid concerning record retention, it will return or destroy all PHI received from the Department or received by the Provider on behalf of the Department which the Provider still maintains regardless of form. If not feasible, the protections of this contract are hereby extended to that PHI which may then be used only for such purposes as make the return or destruction feasible.

12. A violation or breach of any of these assurances shall constitute a material breach of this contract.

S. Coordination with Other Provider Entities The Provider must coordinate with global and local courier services, the United States Postal Service®, and other governmental agencies.

T. Contract Start-Up and Close-Out

1. Contract Start-Up: Continuity of Mail Service is critical. At a minimum, the Provider shall perform the following activities as a part of starting services under the Contract: The Provider shall create and maintain a Department approved contract start-up plan that describes the Provider’s process for establishing services with Eligible Users. The Provider shall submit the

DCF ITB Template: 17 of 40 contract start-up plan to the Department Contract Manager no later than 30 days after Contract award. The Provider shall work with the outgoing Provider to facilitate a smooth transition of Mail Services. The Provider shall immediately notify the Department’s Contract Manager of any problems during start-up.

2. Contract Close-Out: When service under this contract ends and service commences under a new contract with a new vendor, the Provider shall work with the Department and the new vendor providing services. The Provider shall be required to support an orderly transition to the next Provider no later than the expiration or early termination of this Contract and shall support the requirements for transition as specified in a Department-approved Close-Out Plan. The Provider shall provide consultation to the Contract Managers on the time and resources needed to support transition, identifying, at a minimum, a transition manager, the process for adjusting levels of service as required.

U. Department

1. Department Obligations The Department will provide technical assistance to the Provider as needed.

The Department will provide a mailroom, mail processing equipment, supplies, and postage.

The Department will provide a Contract Manager who is responsible for billing and payment issues.

2. Department Determinations The Department has reserved the exclusive right to make certain determinations in these specifications. The absence of the Department setting forth a specific reservation of rights does not mean that other areas of the resulting contract are subject to mutual agreement. The Department reserves the right to make any and all determinations exclusively which it deems are necessary to protect the best interests of the State of Florida and the health, safety, and welfare of the clients who are served by the Department either directly or through any one of its private Providers.

V. Liabilities, Insurance & Certificate of Insurance

1. Liability If any Provider staff is injured on the Department’s premises or during the fulfillment of duties related to this service, the Provider accepts full liability for a resulting claim. The Provider must maintain active Worker’s Compensation insurance and liability insurance.

2. Insurance Requirements

(a) Workers compensation insurance Provider shall obtain and maintain workers' compensation and employer's liability insurance in accordance with Chapter 440, Florida Statutes, with minimum employers' liability limits of $100,000 per accident, $100,000 per person, and $500,000 policy aggregate. Such policy shall cover all employees engaged in any Contract work.

In the event any class of employees engaged in hazardous work under this Contract at the site of the project is not protected under the Workers’ Compensation statute, the Provider shall provide, and cause each subcontractor to provide, adequate insurance, satisfactory to the Purchaser, for the protection of his employees not otherwise protected. All insurance policies shall be through insurers authorized to write policies in Florida.

3. Automobile liability insurance Provider shall obtain and maintain automobile liability insurance, including coverage for liability contractually assumed, which shall cover all owned, non-owned, and hired autos used in connection with this Contract. The minimum combined limits (inclusive of any amounts provided

DCF ITB Template: 18 of 40 by an umbrella or excess policy) shall be $500,000 for each occurrence-bodily injury and property damage combined and $5,000 medical payment.

4. Proof of current liability insurance During the service period, the Provider shall secure and maintain a comprehensive general liability insurance policy or policies. Such insurance shall protect the Department from claims for personal injury, including accidental death, as well as claims for property damage which may arise during the term of service, whether such operations are performed by the Provider or by any entities directly employed by the Provider.

Minimum required coverage is as follows: $100,000.00 per person and $100,000.00 for each occurrence.

W. Personnel Screening and Adverse Incidents Provider personnel, including employees, subcontractors and any other individuals furnished by the Provider to perform services under the Contract, shall be subject to a background or other screening as required by the Department. All costs or fees associated with the screening shall be at the sole cost of the Provider. In no event shall the Provider make available to the Department, without prior written consent, any personnel who have been convicted of a felony. All personnel receiving court ordered restraining orders or law enforcement trespass warnings shall not have access to the Department’s facility, building or premises. During the term of the Contract, the Provider shall notify the Department of any arrests, restraining orders or trespass warnings issued to Provider personnel to the extent permissible under the Contract or law.

X. Ordering, Invoicing and Payment Process

1. Ordering Process A Purchase Order will be issued, along with an attached SOW (Statement of Work) constitutes the Contract between the Provider and the Department. For the duration of the service, a Purchase Order will be issued for each fiscal year start date. The Purchase Order will include, at the minimum, the monthly rate, the term (limited by fiscal year), and a SOW (Statement of Work). Renewals must be in writing and include both the new rate and how it was arrived at.

2. Invoicing and Payment Process Section 215.422, Florida Statutes, provides that Agencies have five business days to inspect and approve goods and services, unless specified otherwise. If payment is not available within forty (40) business days, measured from the latter of the date the invoice is received, or the services are received, inspected, and approved, an interest penalty will be due at a rate as established pursuant to subsection 55.03(1), Florida Statutes, on the unpaid balance from the expiration of such forty (40) calendar day period until such time as the warrant is issued to the Provider. Invoice payment requirements do not start until a properly completed invoice is provided to the Department; Invoices returned to the Provider which is the result of preparation errors may result in a payment delay.

3. Electronic Invoices The Provider must agree, upon Department’s request, to establish electronic invoicing within 90 days of written request. Electronic invoices shall be submitted to the Department through the Ariba Network in one of three mechanisms as listed below.

(a) cXML (commerce extensible Markup Language)

This standard establishes the data contents required for invoicing via cXML within the context of an electronic environment. This transaction set can be used for invoicing via the Ariba Network for catalog and non-catalog goods and services. The cXML format is the Ariba Network preferred method for e- Invoicing.

(b) EDI (Electronic Data Interchange)

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This standard establishes the data contents of the Invoice Transaction Set for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the Ariba Network for catalog and non-catalog goods and services.

(c) PO Flip via Ariba Network The online process allows suppliers to submit invoices via the Ariba Network for catalog and non-catalog goods and services. Providers have the ability to create an invoice directly from their Inbox in their Ariba Network account by simply “flipping” the PO into an invoice. This option does not require any special software or technical capabilities. For the purposes of this section, the Provider warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider of MFMP, a State Provider, the right and license to use, reproduce, transmit, distribute, and publicly display within the system the information outlined above. In addition, the Provider warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider the right and license to reproduce and display within the system the Provider’s trademarks, system marks, logos, trade dress, or other branding designation that identifies the products made available by the Provider under the Contract.

4. Disputed Invoices If the Department reasonably and in good faith disputes that any portion of any amount claimed by Provider is payable or has been erroneously paid, then the Department shall timely pay any undisputed portion of the amount and shall provide Provider with written notice specifying the disputed amount and the basis for the dispute in reasonable detail. Upon resolution of the disputed portion, any amounts owed to Provider shall be paid in accordance with section 215.422, Florida Statutes.

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APPENDIX II: BID RATE SHEET

BID RATE SHEET

Award will be based on the lowest monthly price

Title: Fort Myers Mailroom and Courier Service for the Department of Children and Families

OVERALL TERM: July 1, 2022 – June 30, 2025

PRICE FOR FIRST YEAR (July 1, 2022 – June 30, 2022):

Monthly Rate @ $ x 12 months = $ /YR

Company name:

Address:

Include street address, room or suite #, city, state, and zip

FEID # (Federal Tax ID #): F

Authorized Official name and title:

First Name Last Name

Title

Contact Information (telephone #, email etc.)

Signature

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APPENDIX III: CERTIFICATE OF SIGNATURE AUTHORITY

Check below and complete Section A or Section B

Vendor is not a sole proprietorship (Complete Section A) Vendor is a sole proprietorship (Complete Section B)

Section A

I, _______________________________ _______ (name), hold the office or position of ____________________________________ (title) with__________________ (legal name of vendor) and have authority to make official representations by said vendor regarding its official records and hereby state that my examination of the vendor’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the vendor and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named vendor in response to ITB # ____________, and, in so doing, to bind the named vendor to the statements made therein.

Dated:

Signature:

Printed Name:

Title:

NOTE: In lieu of the above, the vendor may submit a corporate resolution or other duly executed certification issued in the vendor’s normal course of business to prove signature authority of the named…