DCF ITB 2223 008 V11.pdf

DCF ITB Template: 1 of 43 (PMT-04-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

OFFICE OF ECONOMIC SELF SUFFICIENCY

INVITATION TO BID

ESS ENVELOPES

DCF ITB 2223 008

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TABLE OF CONTENTS

SECTION 1. 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

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

4.1 How to Submit a Bid

4.1 Contents of the Bid

4.2 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: SCOPE OF WORK

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SECTION 1. PURPOSE

SECTION 2. MANNER OF SERVICES

2.1 Responsibility of the Department

2.2 Responsibility of the Vendor

2.2.1 The Vendor shall:

SECTION 3. DELIVERABLES, MINIMUM PERFORMANCE SPECIFICATIONS AND

FINANCIAL CONSEQUENCES

SECTION 4. INVOICING AND PAYMENTS

4.2.1 Purchase Order (PO) number;

4.2.2 Vendor name and address;

4.2.3 Vendor federal identification number;

4.2.4 Date(s) and services provided;

4.2.5 Identification of any deliverable(s) due during the invoicing period;

4.2.6 Invoice amount;

4.2.7 PO balance after payment of invoice; and

4.2.8 Signature of the Vendor’s authorized representative and date signed

APPENDIX VI: COST PROPOSAL

APPENDIX VII: PURCHASE ORDER TERMS AND CONDITIONS

SECTION 1. GENERAL PROVISIONS

SECTION 2. PERFORMANCE

SECTION 3. PAYMENT AND FEES

SECTION 4. LIABILITY AND INSURANCE

SECTION 5. COMPLIANCE WITH LAWS

SECTION 6. SUSPENSION OF WORK AND TERMINATION

SECTION 7. SUBCONTRACTORS AND ASSIGNMENTS

SECTION 8. RESPECT AND PRIDE

SECTION 9. MISCELLANEOUS

APPENDIX VIII: FEDERAL GRANT COMPLIANCE INTRODUCTION

APPENDIX IX: ENVELOPE SPECIFICATIONS

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Economic Self Sufficiency (ESS), is seeking a Vendor to provide specialty envelopes for the Department. The Department anticipates a need for an estimated 3 million specialty envelopes over the course of 12 months.

The Department requires envelopes meeting the specifications outlined within APPENDIX IX, Envelope Specifications.

The selected Vendor must work with the Department’s current printing and mail services Vendor.

Any person interested in participating must comply with the terms of this solicitation.

1.2 Term of the Agreement

The anticipated start date of the resulting contract is January 3, 2023. The anticipated duration of the contract is 12 months. Renewal, if any, shall comply with s. 287.057(14), F.S.

1.3 Contact Person and Procurement Officer

The sole contact point for communication regarding this solicitation is:

Alicia Reifinger, Procurement Officer

The only permitted means of contact is via email:

Alicia.Reifinger@myflfamilies.com and copy HQW.Procurement.Team.Activities@myflfamilies.com.

1.4 Official Notices

All notices, decisions, intended decisions, addenda (including Notices of Intent to Award), 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

2.1 General Overview of the Process

mailto:Alicia.Reifinger@myflfamilies.com mailto:HQW.Procurement.Team.Activities@myflfamilies.com https://vendor.myfloridamarketplace.com/ mailto:Agency.Clerk@myflfamilies.com

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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:

November 16, MFMP VIP located at:

https://vendor.myfloridamarketplace.com

1.4

Written questions must be received by:

December 1, 4:00 P.M.

See Section 1.3 2.5

Department’s response to questions (Anticipated):

December 6, 2.5

Electronic bid must be received by the Department:

December 16, 10:00 A.M.

Computer, tablet, or smartphone.

https://meet.goto.com/SolicitationAdminist ration Phone:

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116 Access Code: 687-621-357

2.6

*Bid opening: December 16, 11:00 A.M

2.6.3

Anticipated posting of intended contract award:

December 20, Section 5

Effective date of contract:

January 3, 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 https://vendor.myfloridamarketplace.com/ https://meet.goto.com/SolicitationAdministration https://meet.goto.com/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

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https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

2.5 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.3.

2.6 Receipt of Bids

2.6.1 Bid Deadline

Bids must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Facsimile or electronic transmissions of bids will not be accepted. Vendors are exclusively responsible for timely delivery of sealed 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;

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.

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

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SECTION 3. SPECIFICATIONS

3.1 Definitions

Specific terms related to this solicitation are defined as follows:

3.1.1 Addenda – Written document posted which modify or interpret the ITB document(s) by additions, deletions, clarifications, or corrections.

3.1.2 Deliverables – Increments of goods and services provided under a contract.

3.1.3 Invitation to Bid – A written solicitation for competitive sealed bids and which uses the prices bid to determine the winning vendor(s).

3.1.4 Provider – Any qualified private sector business entity, non-profit or for-profit organization that has been selected in accordance with the provisions of this ITB.

3.1.5 Vendor – Any qualified private sector business entity, non-profit or for-profit organization that has timely responded to all applicable provisions of this ITB.

3.2 Minimum Programmatic Specifications

The selected Vendor(s) shall perform the tasks outlined in APPENDIX V, Scope of Work and 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 Purchase Order Terms and Conditions – APPENDIX VII in accordance with all terms therein.

3.3.1 Funding Sources

The specific funding source is state of Florida General Revenue and is contingent upon annual Legislative appropriations.

3.3.2 Allowable Costs

Allowable costs are outlined only as detailed in APPENDIX VII, Purchase Order Terms and Conditions.

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 Standard Contract

The Department’s Standard Contract Part 1 contains general contract terms and conditions required by the Department for all Vendors. In addition, the Department’s Standard Contract Part 2 contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s Standard Contract. In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take

DCF ITB Template: 8 of 43 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

All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any; and

3.4.4 Vendor Bid

The Vendor’s bid and any additional submittals, if incorporated into or attached to the contract.

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).

3.6 Supporting Documentation

This table lists the supporting documentation, and the associated link to download the supporting documentation.

Subject Description Link

Department of Children and Families

DCF Agency Website http://www.myfamilies.com

Vendor Information Portal Search Advertisements

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

How to Submit a Bid

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 received by 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.

4.1 Contents of the Bid

4.1.1 Title Page

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

4.1.1.1 Title of bid;

4.1.1.2 Solicitation number;

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 http://www.myfamilies.com/

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4.1.1.3 Prospective vendor’s name and federal tax identification number;

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

4.1.2 TAB 1: TABLE OF CONTENTS

4.1.3 TAB 2: CERTIFICATIONS

Certifications for this solicitation:

4.1.3.1 Signature Authority

Include a signed certificate (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the Vendor’s normal course of business) or Section B, demonstrating the person signing the bid and its statements and certifications is authorized to make such representations and to bind the Vendor.

4.1.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) 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).

4.1.4 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the solicitation purpose, and the needs specified in this solicitation. The Executive Overview includes a description of the Vendor’s approach and capability to successfully complete the work described in this solicitation and its appendices, attachments, exhibits, and referenced supporting documentation, including management of Performance Measures, and means of completing Deliverables Provide information that will demonstrate the vendor’s and subcontractor(s)’ ability

4.1.4.1 Additional Corporate Information

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

4.1.4.1.1 Full legal name and its associated Federal Employer Identification Number (FEIN), or Social Security Number if a FEIN is not required

4.1.4.1.2 Proof of registration with MFMP

4.1.4.1.3 Country and state of incorporation

4.1.4.1.4 Principal place of business

4.1.4.1.5 Description of the Vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location

4.1.4.1.6 Names and addresses of all affiliated or related companies, partnerships, or associations (including subcontractor, if any) and a brief description of its relationship to the vendor

4.1.5 TAB 4: PROPOSED PRICING

The vendor must complete the Cost Proposal table (APPENDIX VI). The vendor shall not provide a pricing range. The Department will not agree to caveats in the proposed prices.

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4.2 Public Records and Trade Secrets

4.2.1 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 4.1.4, 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 and hardcopy 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 clearly label the submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).

4.2.2 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.

4.2.3 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 vendors ineligible for award due to non-responsibility or non-responsiveness. The Procurement Manager will develop a ranking based on the pricing of bids. After developing the ranking, the Procurement Manager 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.

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APPENDIX I: 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 Authorized Representative.

Section B

I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of vendor), and will be personally bound by the bid submitted in response to ITB # ________.

Dated:

Signature:

Printed Name:

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APPENDIX II: VENDOR’S CERTIFICATIONS

CERTIFICATIONS

MASTER CERTIFICATION

As the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of ITB #__________ (the ITB), the facts regarding the bid submitted by the vendor in response to the ITB and the truth of each statement contained in Certifications (a) through (f) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated.

Check the applicable box next to the title to each certification:

True False

a. Certification of Binding Bid and Acceptance of Terms of ITB and Contract Document

b. Statement of No Prohibited Involvement

c. Statement Non-Collusion

d. Certification Regarding Subcontractors

e. Certification Regarding Prior Contractual Obligations

f. Certification of Representations Per sections 287.133, and 287.134, F.S.

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

a. Certification of Binding Bid and Acceptance of Terms of ITB and Contract Document

By checking the “True” box in the Master Certification and signing the same, I hereby certify that the vendor’s bid submitted in response to the Department of Children and Families Invitation to Bid (the ITB) is binding on the vendor in accordance with the terms of the ITB. If awarded any contract as a result of the ITB, the vendor will comply with the specifications, terms, and conditions stated in the ITB and the contract document.

b. Statement of No Prohibited Involvement

By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract as described in subsections 287.057(17)(c), Florida Statutes, to perform a feasibility study of the potential implementation of a subsequent contract to support this project, participated in drafting of a solicitation for this specific project, or developed a program for future implementation of this project.

c. Statement of Non-Collusion

By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the ITB as principals are named therein, that the vendor’s bid is made without collusion with any other vendor.

d. Certification Regarding Subcontractors

By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor’s agreement that by submitting a bid to this ITB, the vendor waives any exclusivity provision in its subcontractor agreements.

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e. Certification Regarding Prior Contractual Obligations

By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor has not:

(1) Failed to correct any unsatisfactory performance in a previous contract to the satisfaction of any Agency or eligible user;

(2) Had a contract terminated by any Agency or eligible user for cause; or

(3) Failed to sign a contract awarded by any Agency.

f. Certification of Representations Per Sections 287.042, 287.133 and 287.134, Florida Statutes

By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor is not listed on the Suspended Vendors List maintained pursuant to Rule 60A-1.006, F.A.C., Convicted Vendors List created and maintained pursuant to section 287.133, F.S., or on the Discriminatory Vendors List created and maintained pursuant to section 287.134, F.S, and for Federal funds, not be listed on the governmentwide exclusions in the System for Award Management (SAM).

TIE BREAKING CERTIFICATIONS

Statutory Preferences When Awarding Contracts Various provisions of Chapters 287 and 295, F.S., provide qualifying vendors the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a vendor who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference.

Completion of the certification is optional for qualifying vendors; however, a vendor waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply.

MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS

As the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of ITB # ____________(the ITB), the facts regarding the bid submitted by the vendor in response to the ITB and the truth of each statement contained in Certifications (g) through (k) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true.

Check the box next to the title to each certification that is true:

g. Certification of a Certified Minority Business Enterprise

h. Certification of a Certified Veteran Business Enterprise

i. Certification of a Florida Business

j. Certification of a Foreign Manufacturer with a Factory in Florida

k. Certification of a Drug Free Workplace

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

g. Certification of a Certified Minority Business Enterprise

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with section 287.0943, Florida Statutes.

h. Certification of a Florida Certified Veteran Business Enterprise

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Veteran Business Enterprise in accordance with section 295.187, Florida Statutes.

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i. Certification of a Florida Business

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with section 287.084, Florida Statutes.

j. Certification of a Foreign Manufacturer with a Factory in Florida

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with section 287.092, Florida Statutes.

k. Certification of a Drug Free Workplace

By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor currently maintains a drug-free workplace environment in accordance with section 287.087, Florida Statutes, and will continue to promote this policy through implementation of that section.

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APPENDIX III: QUESTION SUBMITTAL FORM

Each vendor may complete the form provided based on its questions relating to this ITB. The completed form shall be submitted in accordance with the instructions provided in Section 2.5 of the ITB. This form may be expanded as needed to facilitate response to this requirement.

Vendor Name: [Enter Legal Name of vendor]

Question

Number

ITB Section

Number Question

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APPENDIX IV: SUBCONTRACTOR LIST

List the subcontractors who will perform work under the contract(s) resulting from this solicitation.

CHECK HERE IF NO SUBCONTRACTORS WILL BE UTILIZED:

Subcontractor Name:

Subcontractor Name:

Business Type: Business Type:

Subcontracted Services:

Services:

Address: Address:

City, State Zip City, State Zip

Phone # Phone:

FEIN # FEIN #

Business Type: Business Type:

Services:

Services:

Address: Address:

City, State Zip City, State Zip

Phone # Phone:

FEIN # FEIN #

[Duplicate table as necessary for additional subcontractors.]

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APPENDIX V: SCOPE OF WORK

SECTION 1. PURPOSE

The Florida Department of Children and Families (Department), Office of Economic Self Sufficiency (ESS), is required to provide written notification to Medicaid recipients that were continuously enrolled in Medicaid during the Public Health Emergency (PHE). These notices will be inserted into the envelope as shown in APPENDIX IX, Envelope Specifications. This specialty envelope is part of Florida’s Medicaid redetermination State Plan and Communications Plan approved by the Governor’s Office, to encourage Medicaid customers to open this important notice.

SECTION 2. TERM

The anticipated duration of the contract is 12-months. Renewal, if any, shall comply with Section 287.058(1)(g), Florida Statutes (F.S.).

SECTION 3. MANNER OF SERVICES

3.1 Responsibility of the Department

3.1.1 The Department shall:

3.1.1.1 Assign and dedicate a Department Contract Manager to coordinate all contract activities between the Department and the Vendor.

3.1.1.1.1 The Department’s Contract Managers contact information is as follows:

Shakonda Peters Shakonda.Peters@myflfamilies.com

3.1.1.2 Provide the current mail services Vendor’s contact information to the selected Vendor.

3.1.1.3 Provide a monthly projection by the 15th of the number of anticipated envelopes needed for the next month to be delivered to support the Vendor’s lead in this effort.

3.2 Responsibility of the Vendor

The Vendor shall:

3.2.1 Provide envelopes meeting the specifications outlined within Appendix IX, Envelope Specifications.

3.2.1.1 The envelopes must be white with a horizontal yellow stripe that states:

“NOTICE – HEALTH COVERAGE INFORMATION ENCLOSED”. Standard #10 envelope (9.5 x 4.125 inches) with return address Polyvinylchloride (PVC) window and recipient address PVC window. Return address window must be .625 inches distance from the left edge of envelope and 2.5625 inches distance from the bottom of the envelope, with a window size of 1 x

3.25 inches. The recipient address window must be 3.5625 inches distance from the left edge and .5625 inches distance from the bottom of the envelope, with a window size of 1.25 x 4.5 inches.

3.2.2 Within fifteen (15) business days of the executed Purchase Order (PO), the Vendor shall be able to deliver approximately 200,000 envelopes to the current mail services Vendor.

mailto:Shakonda.Peters@myflfamilies.com

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3.2.3 The Department requires the envelopes to be delivered approximately weekly, The Department anticipates an estimated total of three (3) million envelopes delivered over 12-months. The current mail services Vendor capability to receive envelopes as well as the Department’s printing needs will fluctuate, impacting this number. The Department is anticipated weeks that will not require delivery with a maximum anticipated weekly delivery of 300,000 envelopes at times.

3.2.4 Deliver envelopes weekly per Table 1, Deliverables. The Vendor shall deliver the envelopes to maintain the supply needed by the current Department mail services Vendor. Delivery specifications shall be determined upon contract execution.

3.2.5 Provide a monthly report of all specialty envelopes delivered to the Department within 5 business days following the end of the month for which payment is being requested. The report shall include but are not limited to:

3.2.5.1 Date(s) of envelope delivery(ies),

3.2.5.2 Number of envelopes provided at each delivery,

3.2.5.3 Total number of envelopes delivered for the month,

3.2.5.4 Any future deliveries scheduled (at the time of report submission), and

3.2.5.5 The number of envelopes available and ready to be delivery upon Department request.

3.2.6 The Vendor is not responsible for printing the documents that will be inserted into the envelops, this will be done by the Department’s current mail services Vendor.

SECTION 4. DELIVERABLES, MINIMUM PERFORMANCE MEASURES AND FINANCIAL

CONSEQUENCES

4.1 The Department will pay for the deliverables specified in Table 1, Deliverables, below, in accordance with the terms and conditions of this Purchase Order.

TABLE 1

DELIVERABLES

Deliverable No.

Deliverable Appendix V:

Scope of Work Section Reference

1 The Vendor shall deliver specialty envelopes weekly meeting the specifications outlined within Appendix IX, Envelope Specifications, to:

2813 Industrial Plaza Drive Bldg. 1

Tallahassee, FL 32301

Phone (850) 877-3062

3.2.1 and 3.2.3

TABLE 2

REPORTS

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# Title Due Date Section Reference

1 Monthly Summary Report

The Vendor shall provide a report to include, but not limited to, deliveries that occurred for the month (dates and number of envelopes), total number of envelopes delivered for the month, any upcoming scheduled deliveries, and the number of available envelopes.

Within 5 business days following the end of the month for which payment is being requested.

2.2.1.3

4.2 The Vendor shall comply with all requirements and performance standards set forth in this Scope of Work.

4.3 The Department reserves the right to impose financial consequences upon the Vendor for failure to comply with the performance standard requirements set forth in Table 3, Minimum Performance Measures and Financial Consequences, below.

TABLE 3

MINIMUM PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

Minimum Performance Measures Financial Consequences

The Vendor shall provide (deliver) the Department with the agreed upon number of specialty envelopes within the timeframes per section 3.2 as required by the Department .

1% of the total invoice amount will be deducted from payment for every day that the deliverable is delayed beyond the date and time mutually agreed upon and set by the Department and Vendor, notwithstanding delays caused by the Department.

SECTION 5. INVOICING AND PAYMENTS

5.1 The Vendor shall prepare and submit an invoice for services within 5 business days following the end of the month for which payment is being requested.

5.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable. The invoice must include the following information:

5.2.1 Purchase Order (PO) number;

5.2.2 Vendor name and address;

5.2.3 Vendor federal identification number;

5.2.4 Date(s) and services provided;

5.2.5 Identification of any deliverable(s) due during the invoicing period;

5.2.6 Invoice amount;

5.2.7 PO balance after payment of invoice; and

5.2.8 Signature of the Vendor’s authorized representative and date signed.

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5.3 The Department may require any other information from the Vendor that the Department deems necessary to verify the completion of services of the Vendor.

5.4 The PO and the Scope of Work contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and the Vendor related to this project. This agreement may only be modified or amended upon mutual written agreement of the Department and the Vendor, and upon the issuance, by the Department, of a revised PO.

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APPENDIX VI: COST PROPOSAL

Vendor Name: ________________________

The Vendor shall not provide a pricing range, and supplemental documentation for APPENDIX VI:

COST PROPOSAL will not be accepted. The Department will not agree to caveats in the proposed prices herein. The vendor may provide per case unit costs but must provide information on how many envelopes there are per case.

Vendors shall quote prices for the below, COST PROPOSAL

Project Deliverable

Appendix V, Scope of Work, Section Reference

Department’s Anticipated Number of

Envelopes

Envelopes per Case

Case Cost including Per Case Delivery Fee for Weekly

Delivery*

Total Cost

1 3.2.3 Approximately

3,000,000

*I Number of envelopes being delivered will vary based upon need. The Department is not responsible for paying any fees on weeks it is determined that a delivery is not necessary.

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APPENDIX VII: PURCHASE ORDER TERMS AND CONDITIONS

The Contractor and Department of Children and Families (Department) agree to the following terms.

These Purchase Order Terms replace the MFMP Purchase Order Terms and Conditions in their entirety.

SECTION 1. GENERAL PROVISIONS.

1.1 Agreement.

The Contractor agrees to provide commodities or contractual services to the Department as set forth in the Purchase Order with these Terms and Conditions and the attached or incorporated documents.

1.2 Initial Term.

Unless otherwise specified, the Purchase Order begins on the date of issuance. The Contractor shall complete its delivery of commodities or contractual services by the date specified as the Purchase Order end date.

1.3 Integration.

The Purchase Order with these Terms and Conditions and the attached or incorporated documents set forth the entire agreement between the Department and the Contractor, superseding all prior discussions, representations, or agreements of the parties relating to the commodities or contractual services to be provided under the Purchase Order.

SECTION 2. PERFORMANCE.

2.1 Performance Standards.

The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of Work and attachments to the Purchase Order. The Department shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof. Coordination shall be maintained by the Contractor with representatives of the Department, or of others involved in the project on behalf of the Department.

2.2 Performance Deficiency.

If the Department determines that the performance of the Contractor is unsatisfactory, the Department may notify the Contractor of the deficiency to be corrected, which correction shall be made within a time-frame specified by the Department. The Contractor shall provide the Department with a corrective action plan describing how the Contractor will address all issues of non-performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or non-compliance under the Purchase Order. If the corrective action plan is unacceptable to the Department, the Contractor will be assessed a non-performance retainage equivalent to 10% of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then-current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the Department for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

SECTION 3. PAYMENT AND FEES.

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3.1 Payment Invoicing.

The Contractor will be paid upon approval of invoice(s) to the Department after delivery and acceptance of commodities or contractual services is confirmed by the Department. Invoices shall contain detail sufficient for audit thereof and shall contain the Purchase Order and the Contractor’s Federal Employer Identification Number.

3.2 Inspection, Approval and Payment Timeframes.

Section 215.422, Florida Statutes (F.S.), provides that agencies have five (5) working days to inspect and approve commodities or contractual services. Items may be tested for compliance with specifications. Items delivered not conforming to specifications may be rejected and returned at the Contractor’s expense. Interest penalties for late payment are also provided for in section 215.422, F.S. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this office are found in section 215.422, F.S., which include disseminating information relative to prompt payment and assisting contractors in receiving their payments in a timely manner from the Department. This paragraph shall not be read to limit the Department’s rights of warranty under these terms, separately provided by the Contractor, or under law.

3.3 MyFloridaMarketPlace Fees.

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to section 287.057(22), Florida Statutes. All payments issued by the Department to registered Vendors for purchases of commodities or contractual services will be assessed Transaction Fees as prescribed by rule 60A-1.031, F.A.C., or as may otherwise be established by law. Vendors must pay the Transaction Fees and agree to automatic deduction of the Transaction Fees when automatic deduction becomes available. Vendors will submit any monthly reports required pursuant to the rule. All such reports and payments will be subject to audit. Failure to comply with payment of the Transaction Fees or reporting of transactions will constitute grounds for declaring the Vendor in default and subject the Vendor to exclusion from business with the State of Florida.

3.4 Payment Audit.

Records of costs incurred under terms of the Purchase Order shall be maintained and made available to the Department upon request during the period of the Purchase Order, and for a period of three years thereafter. Records of costs incurred shall include the Contractor’s general accounting records, together with supporting documents and records of the Contractor and all subcontractors performing work, and all other records of the Contractor and subcontractors considered necessary by the Department for audit.

3.5 Taxes.

Taxes, customs, and tariffs on commodities or contractual services purchased under the Purchase Order will not be assessed against the Department unless authorized by Florida law.

3.6 Return of Funds.

Contractor will return any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Purchase Order that were disbursed to the Contractor. The Contractor must return any overpayment within forty (40) calendar days after either discovery by the Contractor, its independent auditor, or notification by the Department of the overpayment.

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3.7 Annual Appropriation and Travel.

Pursuant to section 287.0582, F.S., if the Purchase Order binds the State or an executive agency for the purchase of services or tangible personal property for a period in excess of one (1) fiscal year, the State of Florida's performance and obligation to pay under the Purchase Order is contingent upon an annual appropriation by the Legislature. Travel expenses are not reimbursable unless specifically authorized in writing, and shall be reimbursed only in accordance with section 112.061, F.S.

SECTION 4. LIABILITY AND INSURANCE.

4.1 Indemnification.

The Contractor shall be fully liable for the actions of its agents employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and the Department, and their officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Contractor, its agents, employees, partners, or subcontractors, provided, however, that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or the Department.

Further, the Contractor shall fully indemnify, defend, and hold harmless the State and the Department from any suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to the Department’s misuse or modification of Contractor’s products or the Department’s operation or use of Contractor’s products in a manner not contemplated by the Purchase Order or any contract under which the Purchase Order is issued. If any product is the subject of an infringement suit, or in the Contractor’s opinion is likely to become the subject of such a suit, the Contractor may at its sole expense procure for the Department the right to continue using the product or to modify it to become non-infringing. If the Contractor is not reasonably able to modify or otherwise secure the Department the right to continue using the product, the Contractor shall remove the product and refund the Department the amounts paid in excess of a reasonable rental for past use.

The Department shall not be liable for any royalties.

The Contractor’s obligations under the preceding two paragraphs with respect to any legal action are contingent upon the State or the Department giving the Contractor (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at Contractor’s sole expense, and (3) assistance in defending the action at Contractor’s sole expense. The Contractor shall not be liable for any cost, expense, or compromise incurred or made by the State or Department in any legal action without the Contractor’s prior written consent, which shall not be unreasonably withheld.

If the Contractor is an agency or subdivision of the State, its obligation to indemnify, defend and hold harmless the Department shall be to the extent permitted by section 768.28, F.S. or other applicable law, and without waiving the limits of sovereign immunity.

4.2 Payment for Claims.

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The Contractor guarantees the payment of all just claims for materials, supplies, tools, or labor and other just claims against the Contractor or any employee, agent, subcontractor, assignee or delegate in connection with the Purchase Order.

4.3 Liability Insurance.

The Contractor shall maintain insurance sufficient to adequately protect the Department from all claims or liability for personal injury or property damage arising out of, resulting from the performance of, or in connection with the operation of, the Purchase Order. All insurance shall be with insurers authorized to transact the applicable line of insurance business in the State of Florida.