DJJ ITB Lawn Care Services Pine Hills.pdf

FLORIDA DEPARTMENT OF JUVENILE JUSTICE

October 5, 2026

Solicitation No.: DJJ ITB 26/27 008

Number of Addenda as of above date: None

Item(s) of Bid: Lawn Care Services – Pine Hills

Commodity Code(s): 70111706 & 70111710

Date and Time Bids Due: November 6, 2026

The solicitation documents you received are subject to change. After the proposer receives the initial email notification of a solicitation from the Vendor Information Portal (VIP) and decides to submit a response, it is important that proposers continually monitor the VIP for any changes to this solicitation. REGISTRATION WITH THE STATE OF FLORIDA IS NOT

A REQUIREMENT TO SUBMIT A PROPOSAL FOR THIS ITB, BUT TO DO BUSINESS

WITH THE STATE OF FLORIDA, REGISTRATION IN MYFLORIDAMARKETPLACE

(MFMP) WITH A VALID FLORIDA W9 IS REQUIRED. Complete written replies are acceptable via US Mail, private courier service, or hand-delivery to:

Department of Juvenile Justice

Attn: Carol Walters Alexander Building, Purchasing & Procurement 2737 Centerview Drive, Suite 1400 Tallahassee, Florida 32399-3100

Each Proposer MUST provide the below contact information:

Company Name: Contact:

Address:

City, State & Zip:

Email:

Telephone:

Fax No.:

Signed: Date:

For further information on this process, you may contact Carol Walters at (850) 756- 8117. To receive information on DJJ solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at https://www.myflorida.com/apps/vbs/vbs_www.search_r2.criteria_form https://www.myflorida.com/apps/vbs/vbs_www.search_r2.criteria_form

INITIALS ________

Contents

SECTION 1: DEFINITIONS

GENERAL CONTRACT CONDITIONS (PUR 1000)

GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

SECTION 2: INTRODUCTIONS

2.1 Statement of Purpose:

2.2 Scope of Work:

2.3 General Facility Site Procedures:

SECTION 3: DELIVERABLES (BASIC SERVICES)

3.1 Mowing Services

3.2 Trimming and Edging Service

3.3 Debris Removal Services

3.4 Storm Debris Clean Up

3.5 Contractor(s) Responsibilities:

3.6 Schedule of Services:

3.7 Service Task:

3.8 Deliverables:

3.9 Outcome Measures:

3.10 Contract Modifications:

SECTION 4: PROCUREMENT RULES AND INFORMATION

4.1 Procurement Officer:

4.2 Timeline:

4.3 Procurement Rules:

SECTION 5: BID FORMAT AND CONTENTS

5.1 Responsiveness Requirements:

SECTION 6: AWARD OF CONTRACT

6.1 Posting of Recommended Award:

6.2 Price Determination: Basis of Award:

6.3 Incomplete Information Price Sheet:

6.4 Price Adjustments:

6.5 Implementation Plan and Transition Date Schedule:

SECTION 7: CONTRACT TERMS AND CONDITIONS

7.1 Terms of Contract:

7.2 Renewal of Contract:

7.3 Contract:

7.4 Termination:

7.5 Payments and Invoices:

7.6 Performance Measures:

7.7 Other Contract Requirements:

7.8 Liquidated Damages:

7.9 Monitoring Methodology:

7.10 Repeated Instances of Failure:

7.11 Financial Consequences for Non-Performance:

7.12 Deliverables:

7.13 Contract Management:

7.14 Vendor's Expenses:

7.15 Governing Law and Venue:

7.16 Records:

7.17 Prison Rehabilitative Industries and Diversified Enterprises, Inc. ("PRIDE"):

7.18 Product Available from the Blind or Other Handicapped (RESPECT):

7.19 Procurement of Materials with Recycled Content:

7.20 Employment of Department Personnel:

7.21 Non-Discrimination:

7.22 Copyrights Right to Data Patents and Royalties:

7.23 Independent Contractor(s) Status:

7.24 Assignment:

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ATTACHMENT 5

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ATTACHMENT 14

SECTION 1: DEFINITIONS

The following terms used in this Invitation to Bid ("ITB"), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Attachments: Means the attachments, addenda, schedules, exhibits, and other documents, however so titled, attached hereto or incorporated by reference herein.

1.2 Bid: The document (s) submitted by a bidder in response to this ITB. The term Bid is used interchangeably with response.

1.3 Bidder: A Vendor who submits a bid to this solicitation. The term Bidder is used interchangeably with respondent.

1.4 Business Day: Monday through Friday, inclusive, except for those holidays specified in section 110.117, F.S., from 8:00 a.m. to 5:00 p.m., Eastern Time.

1.5 Breach of Contract: A failure of the Contractor(s) to perform in accordance with the terms and conditions of the Contract which may result from this ITB.

1.6 Contract: The agreement that results from this ITB between the winning Bidder(s) and the Department.

1.7 Contractor(s): The organization or individual providing services to the Department in accordance with the terms of the Contract that results from this ITB.

1.8 Department: The Florida Department of Juvenile Justice.

1.9 DJJ: Department of Juvenile Justice.

1.10 Desirable Conditions: The use of the words should or may in this ITB indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a proposal.

1.11 Mowing: Cutting the grass, mowing the lawn.

1.12 P-Card: Refers to the State of Florida's purchasing card program, using the Visa platform.

1.13 Proposer: Any firm or person who submits a proposal to the Department in response to this solicitation.

1.14 Proposal: All information and materials submitted by a proposer in response to this solicitation.

1.15 Purchase Order: An electronic order issued via the MyFloridaMarketPlace eProcurement system. See PUR 1000, paragraph 2.

1.16 Responsible Vendor: A vendor who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

1.17 Responsive Bid: A bid submitted by a responsive and responsible vendor that conforms in all material respects to the solicitation.

1.18 State: State shall be synonymous with the Department of Juvenile Justice.

1.19 Subcontractor(s): Any person other than an employee of the Contractor(s) who performs any of the services listed in this solicitation for compensation paid by the Contractor(s).

1.20 Vendor, Offeror and Bidder: A legally qualified corporation, partnership or other entity submitting a bid to the Department pursuant to this ITB.

1.21 Winning or Successful Bidder: The corporation, partnership, business or entity submitting the lowest responsive bid, meeting all requirements of the Department's

ITB.

GENERAL CONTRACT CONDITIONS (PUR 1000)

The General Contract Conditions are outlined in PUR 1000, which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2933/1 l 777

GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

The General Instructions to Respondents are outlined in PUR 1001, which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2933/1%20l%20777 http://dms.myflorida.com/content/download/2934/11780

SECTION 2: INTRODUCTIONS

2.1 Statement of Purpose:

The purpose of this Invitation to Bid (ITB) is to secure Lawn Care Services from qualified vendors. The space to be serviced is approximately 26 acres and is located at Pine Hills 8500 Laurel Hill Road Orlando, FL 32818. Contract(s) resulting from this ITB would be for a period of three (3) years starting December 1, 2026, through November 30, 2029, with option to extend an equal number of years.

2.2 Scope of Work:

The Vendor will provide labor, materials, services, skills, supervision, and necessary tools and equipment to maintain the landscape in an attractive and healthy condition throughout the Contract period. The Vendor shall have the capability to perform and complete the services in all respects in accordance with the solicitation documents.

The Vendor hereby warrants all services will be performed in a timely and first-class workmanlike manner. The Vendor shall provide the basic services identified within the boundaries of the facility.

2.3 General Facility Site Procedures:

For each visit to perform work under this Contract, the entire Vendor’s staff shall: Sign in and out with the facility Manager or designee at each visit.

Protect existing facilities from damage by workers and shall repair or replace, at the Vendor’s expense, any damage to property caused by its employees, subcontractors of any tier, agents, representatives.

Keep premises free from accumulation of waste materials or rubbish caused by operations. Upon completion of the work, all waste materials and rubbish removed.

SECTION 3: DELIVERABLES (BASIC SERVICES)

The Vendor shall provide the following Lawn Care Services within the boundaries of the facility that include, but not limited to:

*This facility will require an initial one time bushhog cutting and clearing. * Mowing Trimming and Edging Debris removal Weed eat String Trimming After a storm debris removal

3.1 Mowing Services

Lawns shall be mowed at the appropriate height to keep a neat appearance. The Vendor is required to use the proper mowing equipment to provide a high-quality cut and minimize the occurrence of unnecessary scalping due to uneven terrain. All grassy areas will be mowed at a minimum of Bi-weekly during the normal months, mowed weekly during the rainy summer months.

Excessive clippings are to be collected and removed from the job site at the end of each mowing. Clippings and debris on non-lawn areas are to be cleared at the end of each mowing.

The Vendor will maintain retention basins per the requirements of the facility. The vendor should include the ccc coo maintaining retention basin areas in the basic annual pricing. If applicable to the facility, the retention basin should be mowed at the same frequency as the remainder of the property. The maintenance of the retention basin must meet local code enforcement guidelines and ordinances.

3.2 Trimming and Edging Service

• Permanent fixtures in the lawn areas are to be trimmed with weed-eaters to avoid unsightly growth at the base. Care is to be taken at all times when operating around fixtures to prevent damage.

• Edging and trimming along walks, bed edges, and tree wells shall be done to keep a neat appearance. All hard edges shall be mechanically edged every mowing to maintain definition of the edges.

• Turf along curbs and sidewalks that cannot be addressed with routine edging operations due to broken curbs or uneven borders are to be treated chemically or physically removed with a spade.

• Edging that cannot be addressed during regular visits, due to vehicles or other obstructions, should be discussed with the Facility Manager to achieve a solution.

• Ornamental flowering trees are to be pruned at the proper time of year to encourage maximum flower production.

• Groundcover shall be kept trimmed within curbs and along walkways. Groundcover shall not be allowed to grow into or through shrubs or other plantings. Tree branches must be thinned and elevated as needed. This applies to tree branches, limbs, and palm fronds fifteen (15) feet or less from the ground.

• Deep but selective pruning and hard cutbacks will be performed on plant material during winter months for corrective and restorative purposes, if applicable to the climate. The Facility Manager shall be informed before any drastic cutbacks are performed.

• Natural debris and unnatural foreign material will be removed from all paved surfaces. Ground cover plant material that infringes on paved surfaces will be trimmed and/or edged in conjunction with landscape maintenance.

• Where applicable, the Contractor shall include details on trimming along facility boundaries including, but not limited to, fences and walls. This shall be accomplished based upon local code enforcement guidelines and/or ordinances and uniformity of appearance. Where applicable, the Contractor should include the cost of trimming any fenced or walled areas in the basic services annual pricing. Frequency shall be determined by the Facility Manager and shall, at a minimum, meet local code enforcement guidelines and/or ordinances.

3.3 Debris Removal Services

• During routine maintenance visits the Contractor is responsible for removing trash and debris from the property including sidewalks, parking lots, and access roads.

Debris includes leaves, fallen tree branches and limbs. Debris must be removed from parking lots and must be removed prior to mowing and eating weed.

• Sidewalks, gutters, roadways, and other surfaces surrounding the facilities shall be free of leaves and other debris. Parking areas, sidewalks, and drive lanes shall be cleared of all debris generated after each service.

3.4 Storm Debris Clean Up

• The Vendor shall provide all equipment, Labor, and materials require to clear all storm debris located on the facility property as requested by the Department. The Vendor shall remove all debris without causing harm to existing grass and bushes aroura the workspace. This storm debris cleanup is intended to serve the needs of the Department should an occasional scenario occur where debris is required to be removed outside of a regularly scheduled service time.

3.5 Contractor(s) Responsibilities:

The Contractor(s) shall be responsible for the actions of their employees and shall employ only documented qualified operators and personnel who are skilled in the performance of lawn care services and able to effectively communicate with staff on site. A signed statement from the Contractor(s) to the Chief Detention Officer shall approve the customized schedule.

Any licenses, insurance, bonds, or permits shall be maintained by the Contractor(s) throughout the duration of the Contract.

The Contractor(s) shall furnish all labor, equipment, supplies, and materials necessary to satisfactorily perform the services. These items shall remain onsite at all times.

3.6 Schedule of Services:

The Contractor(s) shall provide Lawn Care Services outlined in the Contract for the Pine Hills on a Bi-Weekly service, except for the rainy months then it’s on a weekly service. The Contractor shall schedule the Lawn Care Service work to be completed in the morning of each day on a Bi-Weekly or Weekly schedule. The Vendor and Department shall develop a schedule. The current schedule will be attached to the purchase order.

Services shall be provided on weekends and on the following State holidays: New Year’s Day, Birthday of Dr. Martin Luther King, Jr., Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday after Thanksgiving, and Christmas Day.

Services shall be documented on a daily log that is verified by an onsite staff member and submitted with the invoice.

This facility will require an initial one time bushhog cutting and clearing.

3.7 Service Task:

The Contractor shall perform the following Lawn Care Services for the duration of the Contract:

Lawn Care Services

FREQUENCY

Bi-Weekly, (Weekly service during rainy months) Initial bushhog cutting, and clearing

Mowing

Edging

String trimming

Recurring maintenance

Blowing off areas

After a storm debris removal cleanup

3.8 Deliverables:

The Contractor shall submit a monthly invoice with sufficient documentation to fully justify payment for the Lawn Care Service performed at Pine Hills, for reimbursement. A properly prepared invoice shall be submitted directly to the Chief Detention Officer at the facility within ten (10) working days following the end of the month for which services were rendered. Payment of the invoice shall be pursuant to s. 55.03(1), Florida Statutes. A vendor ombudsman established within the Department of Financial Services may be contacted if a Contractor is experiencing problems in obtaining timely payment(s) from a State of Florida agency. The vendor ombudsman may be contacted at 1-800-848-3792.

Invoice details must include what constitutes Lawn Care Service. Payment must be made by receipt of listed deliverables.

Contract Managers and Notices - Listed below are the Contract Manager for the respective parties. All matters shall be directed to the Contract Managers for appropriate action or disposition. All notices shall be delivered to the parties at the following addresses:

Contractor Department TBD Department of Juvenile Justice Attn: Lyndamarie Milligan 2737 Centerview Drive Tallahassee, FL 32399-3100 Phone: 850-717-2749 Email: Lyndamarie.Milligan@fldjj.gov

Inspection and Acceptance - The Department will evaluate the Vendors services to determine if the Vendor is meeting satisfactory levels of performance pursuant to the terms of the Contract. The Contractor shall meet all satisfactory levels of performance pursuant to the terms and conditions of the contract. If the vendor fails to meet the established minimum thresholds, such failure may cause the Department to withhold payment or cancel the Contractor’s contract unless the vendor corrects the deficiencies within the allotted time provided in the correction letter issued by the Department.

3.9 Outcome Measures:

The Contractor through the term of the Contract shall document weekly compliance with the Lawn Care Service schedule, through submission of each week’s schedule to the Chief Officer, verifying that the Lawn Care Services have been completed.

This documentation shall be attached with the monthly invoices and shall be available for inspection by Departmental staff upon request.

a. 100% of the Lawn mowed

b. 100% of the Edging

c. 100% of the String Trimming

d. 100% of the Blowing off areas

e. 100% of the recurring maintenance

f. 100% of the After a hurricane debris removal

3.10 Contract Modifications:

During the term of the Contract, any modifications must be agreed upon by both the Department and the Contractor. Adding or deleting services may be accomplished by letter or email from the Contract Manager or designee and does not require a formal contract amendment. The parties agree to renegotiate this Contract to comply with any applicable current or revised state laws, regulations, or increases/decreases in allocations making any changes in the Contract(s) necessary. Any changes to provisions of this Contract, other than services already agreed upon, shall only be valid through execution of a formal written contract amendment signed by both parties.

SECTION 4: PROCUREMENT RULES AND INFORMATION

4.1 Procurement Administrator:

From the date this ITB is issued until a notice of intended award, or rejection of all bids or other notice is made, no contact related to the ITB will be allowed between a bidder and any Department staff, with the exception of the Procurement Administrator or designee. Proposers shall not contact any other employee of the Department or the State for information with respect to this solicitation. Any unauthorized contact may disqualify the proposer from further consideration. All questions and requests for clarification outside the above-mentioned meetings are to be directed to:

Carol Walters, Procurement Administrator 2737 Centerview Drive Alex. Bldg., Suite, 1400 Tallahassee, Florida 32399-3100 Telephone: (850) 756-8117 E-mail address: carol.walters@fldjj.gov mailto:carol.walters@fldjj.gov

Pursuant to Section 287.057(23), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and State holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Administrator or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any person requiring special accommodation in responding to this solicitation because of a disability should call the Bureau of General Services, Purchasing Section at (850) 756-8117 at least five (5) days prior to any solicitation opening or meeting. If you are hearing or speech impaired, please contact the Bureau of Procurement and Supply by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD). Questions will only be accepted if submitted in writing and received on or before the date and time specified for that purpose in the Timeline (Section 4.2). Responses will be posted on the Vendor(s) Information Portal (VIP) by the date referenced in the Timeline (Section 4.2).

4.2 Timeline:

The following time schedule will be strictly adhered to in all actions related to this solicitation, unless modified by the Department by addendum to this solicitation.

Activity Date Time

Solicitation advertised and released on VIP: October 7, 2026 2:00 p.m. EST

Written questions must be received in writing via email.

No questions after this date.

October 14, 2026 4:00 p.m. EST

Department’s response to questions: October 16, 2026 4:00 p.m. EST

Sealed bid must be received by the Department: November 6, 2026 1:00 p.m. EST

*Bid Opening: November 9, 2026 1:00 p.m. EST

Anticipated posting of intent to award: November 20, 2026 5:00 p.m. EST

Anticipated effective date of contract: December 1, 2026

*All meetings noted with an asterisk (*) are public meetings and will Not be presented via teleconferencing.

4.3 Procurement Rules:

4.3.1 My Florida Market Place (MFMP):

In 2003, the State of Florida implemented an online e-procurement system called MyFloridaMarketPlace (MFMP) through which all orders are issued and distributed via e-mail or facsimile (fax) machine. The method of automatic distribution is selected by the vendor(s) during the registration process. Therefore, before doing business with any state agency, vendor(s) must register in this system online at:

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e1s1.

Vendor(s) needing assistance with the registration process may call 1-866- 352-3776. For information regarding the fees for this service, please refer to Section 7.5.1.

4.3.2 Submission of Bids:

NOTE: This Department does not accept electronic submission of responses. Each bid shall be prepared simply and economically, providing a straightforward, concise delineation of the bidder's capabilities to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional material are not desired. Emphasis in each bid must be on completeness and clarity of content. In order to expedite the review of bids, it is essential that bidders follow the format and instructions contained in the

Bid Submission Requirements with emphasis on the Mandatory Responsiveness Requirements.

The Department will not consider any extraneous terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bid response. In submitting its bid, a bidder agrees that any such additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

Bids are due at the time and date specified in the Timeline to:

The Department of Juvenile Justice Attn: Carol Walters Procurement Section, 2737 Centerview Drive Alexander Building, Suite 1400, Tallahassee, Florida 32399-3100, https://vendor.myfloridamarketplace.com/vms-%20web/spring/login?execution=e1s1 https://vendor.myfloridamarketplace.com/vms-%20web/spring/login?execution=e1s1

Bids received late will not be considered. No Department staff will incur responsibility for the inadvertent opening of a bid not properly sealed, addressed, or identified.

Before award, the Department reserves the right to seek clarifications or request any information deemed necessary for proper review of submissions from any bidder deemed eligible for Contract award. Failure to provide requested information may result in rejection of the response.

4.3.3 Bid Opening:

Bids will be publicly opened at the time and date specified in the "Timeline” The name of all bidders submitting bids shall be made available to interested parties upon written request to the Procurement Administrator.

Bid opening will not be done by way of a virtual meeting using Microsoft Teams. All bidders who will be attending the bid opening should notify the Procurement Administrator of their plan to attend 24 hours in advance.

4.3.4 Cost of Preparing Bid:

The Department is not liable for any costs incurred by a bidder responding to this ITB, including those for oral presentations, if applicable.

4.3.5 Disposal of Bids:

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

4.3.6 Bid Rules for Withdrawal:

A submitted bid may be withdrawn by submitting a written request for its withdrawal to the Department, signed by an authorized representative of the bidder, within seventy-two (72) hours after the bid due date indicated in the Timeline.

Any submitted bid that has not been properly withdrawn shall remain a valid bid for twelve (12) months after the bid opening date.

4.3.7 Rejection of Bids:

The Department shall reject any and all bids containing material deviations.

In determining whether a bid contains a material deviation or a minor irregularity, the Department will use the definitions of those terms set forth in (Sections 1.7 and 1.8).

4.3.7.1. Material Deviations:

The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition that may not be waived by the Department except where the deviation therefrom is not material. A deviation is material if, in the Department's sole discretion, the deficient response is not in substantial accord with this ITB’s requirement, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department.

Material deviations cannot be waived and shall be the basis for rejection of a bid.

4.3.7.2. Minor Irregularities:

A variation from the ITB terms and conditions that does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

4.3.8 Bid Inquiries:

The bidder shall examine this ITB to determine if the Department's requirements are clearly stated. If there are any requirements that restrict competition, the bidder may request in writing to the Department that the specifications be changed. The bidder who requests changes to the Department's specifications must identify and describe the bidder's difficulty in meeting the Department's specifications, must provide detailed justification for a change, and must recommend changes to the specifications. Requests for changes to this ITB must be received by the Department no later than the date shown for written inquiries in the Timeline.

A bidder's failure to request changes by the date described above shall be considered to constitute bidder's acceptance of Department's specifications.

The Department shall determine what changes to this ITB shall be acceptable to the Department. If required, the Department shall issue an addendum reflecting the acceptable changes to this ITB and post it as stated in (Section 5.3) in order that all bidders shall be given the opportunity of proposing to the same specifications.

Any inquiries from bidders concerning this ITB shall be submitted in writing, identifying the submitter to the Procurement Administrator identified in (Section 4.1) of this ITB and must be received no later than the date and time specified in (Section 4.2). Email inquiries are preferred with the bidder following up by mailing a hard copy. It is the responsibility of the bidder to confirm receipt of emailed and mailed inquiries.

4.3.9 Cost Discussions:

Any discussion by the bidder with any employee or authorized representative of the Department involving cost information occurring prior to bid opening or notice of recommended award, or notice of rejection of all bids, will result in rejection of said bidder's proposal.

4.3.10 Verbal Instructions:

No negotiations, decisions, or actions shall be initiated or executed by the Vendor(s) as a result of any discussions with any Department employee.

Only those communications that are in writing from the Department's staff identified in (Section 4.1) of this ITB shall be considered a duly authorized expression on behalf of the Department. Only communications from the Vendor's representative, which is in writing and signed, will be recognized by the Department as duly authorized expressions on behalf of the Contractor(s).

4.3.11 No Prior Involvement and Conflicts of lnterest:

The Contractor(s) shall not compensate in any manner, directly or indirectly, any officer, agent, or employee of the Department for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Contractor(s). No officer, agent, or employee of the Department shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made by anyone for, or on behalf of, the Department or the State of Florida.

The Vendor(s) shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract.

4.3.12 Department of State Licensing Requirements:

All entities defined under Chapters 607, 617, or 620, Florida Statutes, seeking to do business with the Department, shall be on file and in good standing with the Florida Department of State.

4.3.13 Minority/Women/and Service-Disabled Veterans:

Bidders are encouraged to seek the participation of Certified Minority Business Enterprises (CMBE's). Please identify each CMBE that will participate in the Contract and the nature of the participation. To find a certified minority vendor(s) (CMBE) or learn about the Mentor Protege Program, go to the Office of Supplier Diversity's webpage at http://osd.dms.state.fl.us.

4.3.14 Public Entity Crimes:

A person or affiliate who has been placed on the Convicted Contractor(s) List following a conviction for a public entity crime may not submit a bid or proposal to provide any goods or services to a public entity, may not submit a bid or proposal to a public entity for the construction or repair of a public building or public work, may not submit bids or proposals for leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the Convicted Contractor(s) List.

4.3.15 Discriminatory Vendor(s) List:

An entity or affiliate who has been placed on the Discriminatory Vendors List may not submit a bid or contract to provide goods or services to a public entity, may not submit a bid or contract with a public entity for the construction or repair of a public building or public work, may not submit bids or contracts on leases of real property to a public entity, may not perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity.

4.3.16 Unauthorized Employment of Alien Workers:

The Department does not intend to award publicly funded contracts to those who knowingly employ unauthorized alien workers, constituting a violation of the employment provisions as determined pursuant to Section 274A of the Immigration and Nationality Act.

4.3.17 Utilization of E-Verify:

As required by State of Florida Executive Order Number 11-116, the successful bidder is required to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all persons that they employ during the contract term to perform employment duties within Florida, as well as persons (including Subcontractor(s) assigned by the Contractor(s) to perform work or provide services pursuant to their contract with the Department. Refer to http://www.uscis.gov/e-verify for more information.

http://osd.dms.state.fl.us/ http://www.uscis.gov/e-verify

4.3.18 Filing Notices of Intent to Protest or Formal Protest:

See PUR 1001, Paragraph 20. Any person who files a formal written protest shall, at the time of filing the formal written protest, post a bond as set forth in Section 287.042(2)(c), Florida Statutes.

Under Section 120.57(3), F.S. any person who is adversely affected by the agency decision or intended decision shall file a notice of protest or formal written protest with the Department’s Agency Clerk.

The Department of Juvenile Justice General Counsel 2737 Centerview Drive Knight Building. Suite 3200 Marie Riou, Agency Clerk Phone: 850-717-2446

SECTION 5: BID FORMAT AND CONTENTS

This section contains instructions that describe the required format for the submitted bid.

Bids shall be submitted in a sealed envelope, clearly marked with the following:

“Bid No. DJJ ITB 26/27 Lawn Care Services – Pine Hills."

Bids should include One (1) original copy, and three (3) copies clearly marked.

There is no intent to limit the content of the response. Additional information deemed appropriate by the bidder may be included. However, cluttering the bid with irrelevant material makes the review more difficult. The following paragraphs contain instructions that describe the required format for bid responses.

5.1 Responsiveness Requirements:

The following terms, conditions, or requirements must be met by the bidder to be responsive to this ITB. Failure to meet these responsive requirements may cause rejection of the bid

Bidder shall complete and return the ITB Bid List Registration Form (Page 1 of this ITB) with an original signature of a duly authorized representative. The bidder shall initial all pages of the ITB to confirm full understanding and agreement.

The bidder shall complete, sign, date, and return (all) pricing pages DJJ ITB 26/27 008 Lawn Care Services – Pine Hills Price Sheet(s) (Attachment 4). By submitting a bid under this ITB, each Bidder warrants its agreement to the prices submitted.

The Department objects to and shall not consider any additional terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bidder's response. In submitting its bid, a bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Any qualifications, counter offers, deviations, or challenges may render the bid nonresponsive.

The bidder shall also provide a company profile for evaluation to include the following: company history, markets served, financial strength and stability, years in business, and location of business. In addition, the bidder shall provide three references for contracted customers of similar size and scope (Attachment 6).

Reference(s) should identify the type of services provided by the bidder (which should be directly relevant to the type of services in the ITB), dates the bidder provided such services, the firm/agency name of the entity for which the bidder provided services, and the reference signer’s current telephone number and address.

SECTION 6: AWARD OF CONTRACT

The Department reserves the right to award to multiple or single vendor(s) on an “all or none” basis.

6.1 Posting of Recommended Award:

The notice of intended award(s) will be posted on or about the date shown in the "Timeline" (Section 4.2) and will remain posted for a period of seventy-two (72) hours. Saturdays, Sundays, and State holidays shall be excluded in the computation of the seventy-two (72) hour time period. Posting will be made available on the Vendor Information Portal (VIP) at:

https://vendor.myfloridamarketplace.com/.

6.2 Price Determination: Basis of Award:

A single award shall be made to the responsive bidder offering the lowest overall cost on an "all or none" basis for item(s) requested in this ITB. The Contractor's past history, ability, capacity, prior contract experience, performance, integrity, and all information submitted with the bid will be considered by the Department in determination of responsibility. In the event the lowest cost bidder is found non-responsive, the Department may proceed to the next lowest cost responsive bidder and continue the award process.

Firm prices shall be bid. Bidders shall provide a monthly or one-time cost as found in the pricing instructions (Attachment 4).

6.3 Incomplete Information Price Sheet:

Any price sheet (Attachment 4) that is incomplete or in which there are significant inconsistencies or inaccuracies may be rejected by the Department. No deviations, https://vendor.myfloridamarketplace.com/ qualifications, or counteroffers will be accepted. The Department reserves the right to reject any and all bids. All calculations will be reviewed and verified. The Department may not correct mathematical errors; however, in the event of any miscalculation, unit prices shall be totaled and the total overall lowest cost for all products shall prevail. All changes or corrections made by the bidder, including corrections made using "white out,” shall be initialed by the bidder.

6.4 Price Adjustments:

Upon successful award, the contract shall be for a three (3) year term with three (2) one-year renewal options at the Department's discretion and the mutual consent of the awarded bidder.

The Department realizes the volatility of the global market due to weather, rainfall, transportation costs, labor costs, and other factors that may be out of the control of the bidder(s) or his/her subcontractor(s). The Department will consider price adjustments upon thirty (30) days prior written request from the awarded bidder after the first six (6) months of the effective date of the contract award and on a semi-annual basis thereafter.

6.5 Implementation Plan and Transition Date Schedule:

Contractor(s) shall commence services to the Customer no later than August 1, 2026.

SECTION 7: CONTRACT TERMS AND CONDITIONS

This section contains standard terms and conditions that shall be included in any Contract that results from this ITB. By submitting a bid in response to this ITB, the bidder is deemed to have accepted these terms and conditions in their entirety.

7.1 Terms of Contract:

See PUR 1000, Paragraph 27. The contract shall be in effect upon issuance of purchase orders or a contract signed by both parties for a period of three (3) years commencing October 1, 2026. Term shall be as specified on the purchase orders issued per Fiscal Year pursuant to this contract.

7.2 Renewal of Contract:

The contract shall have two (2) one-year renewal options at the discretion of the Department and consent of the successful Contractor(s) under the following conditions, unless terminated earlier by the Department under the terms provided herein:

• Prices remain the same; or

• Upon written request from the successful Contractor(s), and upon mutual agreement between the parties, price increases may be approved. Requested price increases will be compared to the current market. In the event the Department and the successful Contractor(s) are unable to reach an equitable agreement, the contract will not be renewed.

• Renewals are subject to annual appropriation by the State Legislature. If at any time the contract is canceled, terminated, or expires, and a contract is subsequently executed with a firm other than the successful Contractor(s), Contractor(s) have the affirmative obligation to assist in the smooth transition of contract services to the subsequent Contractor(s). In the event this solicitation includes renewals, the requirements of Section 287.057, Florida Statutes, shall apply.

7.3 Contract:

A bidder's bid in response to this ITB shall be considered as the bidder's formal offer.

Upon award, and based upon appropriation, the Department shall enter into a three

(3) year Contract(s). NOTE: The Department reserves the right to obtain quotes and purchase services not included on this ITB price sheet (Attachment 4) from a vendor(s) not awarded a contract from this ITB.

7.4 Termination:

7.4.1 Termination for Cause:

The Department reserves the right to terminate the contract or purchase order if issued by providing written notice to the Contractor(s) in accordance with PUR 1000, Paragraph 23.

7.4.2 Termination by Mutual Agreement:

With the mutual agreement of parties, the contract or any part of the contract or purchase order if issued may be terminated on an agreed date prior to the end of the contract period without penalty to either party.

7.4.3 Termination in the Best Interest of the State:

See PUR 1000, Paragraph 22.

7.5 Payments and Invoices:

7.5.1 Transaction Fee:

The Department of Management Services has instituted a statewide eProcurement System ("system"), with the assistance of a third-party agent, Accenture LLP ("Accenture"). All transactions from this Contract shall be processed through this system. Pursuant to Section 287.057(23), Florida Statutes, a Transaction Fee of one percent (1%) of the total dollar amount shall apply to all purchases from this Contract(s) unless otherwise exempt as indicated in 60A-l.032, Florida Administrative Code. This fee, paid by the Contractor(s), is not submitted to the Department and shall not be added to orders as a separate item.

The Contractor(s) shall receive a credit for any Transaction Fee paid by the Contractor(s) for services not rendered through no fault, act, or omission of the Contractor(s). Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor(s)'s failure to perform or comply with specifications or requirements of the applicable Contract(s).

Failure to comply with these requirements shall constitute grounds for declaring the Contractor(s) in default and recovering procurement costs from the Contractor(s) in addition to all outstanding fees. CONTRACTOR(S)

DELINQUENT IN PAYING TRANSACTION FEES MAY BE EXCLUDED

FROM BIDDING ON DEPARTMENT CONTRACTS.

7.5.2 Submission of Invoices(s):

The Contractor(s) agrees to submit invoices for compensation for services in detail sufficient for a proper pre-audit and post-audit thereof. Invoices will be paid upon receipt, inspection, and acceptance of products/service(s).

The Contractor(s) agrees to request compensation on a monthly basis through submission to the Department of one (1) monthly invoice properly completed and submitted electronically to the Department's Contract Manager or designee within fifteen (15) days following the end of the month for which payment is being requested. The Contractor's invoice shall include the Contractor's name, mailing address, and Tax ID Number/FEIN, as well as the Contract number and date of invoice period. Every invoice must be accompanied by the appropriate supporting documentation

The Contractor(s) shall provide ad hoc reports to the Contract Manager upon request, including but not limited to, total services rendered (cumulative to date) with date and times the work was performed.

7.6 Performance Measures:

The Contractor(s) shall clearly demonstrate its willingness to be held accountable for the achievement of certain performance measures in successfully delivering services under this Contract(s). Therefore, the Department has developed the following performance measures categories, which shall be used to measure the Contractor(s)'s performance and delivery of service. All performances shall be measured monthly.

Performance Outcomes and Standards

7.6.1 Deliverables:

Outcome: Lawn Care Services will be performed in a manner not to interfere with normal facility operations and must be completed as outlined in Section 3: Scope of Work / Deliverables. After the Lawn Care Service schedule has been established, it will be expected of the Contractor(s) to be on time for each and every service.

Measure: Satisfactory cleanliness of the facility and timeliness of workers shall be reviewed by the Contract Manager or designee upon a daily or incremental basis. Tardiness or lack of completeness of tasks will be documented.

Standard: Tardiness or missed Lawn Care services should not exceed more than one (1) instance within a six (6) month period. Reports of inadequate performance of completed work should not exceed more than one (1) instance in a six (6) month period.

7.6.2 Accurate Invoice Pricing:

Outcome: All services are to be invoiced within 30 days after the services are rendered.

Measure: The monthly invoice submitted to the Department for payment shall be received before the end of the month following the services rendered.

Standard: Achievement of outcome should occur one hundred percent (100%) of the time.

7.7 Other Contract Requirements:

Standard: The Department will monitor the Contractor's performance on a regular basis to ensure maximum compliance with other contract requirements including, but not limited to, the following:

a. Non-interference with the operation of the facility.

b. Accuracy, thoroughness, and timely submission of invoicing and supporting documentation/reports as outlined in (Section 7.6.2).

Measure: The Contractor(s) shall achieve one hundred percent (100%) compliance with all requirements after the time frames allowed for corrective action on identified deficiencies.

7.8 Liquidated Damages:

The Vendor(s) shall agree to the imposition of liquidated damages. The Department's Contract Manager will provide written notice to the Vendor's Representative of all liquidated damages assessed, accompanied by detail sufficient for justification of assessment. The Vendor(s) shall forward a cashier's check, money order, or company check to the Contract Manager, payable to the Department in the appropriate amount, within ten (10) business days of receipt of a written notice of demand for damages due.

7.8.1 Liquidated Damages for Failure to meet Performance Outcomes and

Standards:

a. For failure to comply with (Section 7.6.1), the Department will impose Five Hundred Dollars ($500.00) for each instance that exceeds the measurement in Section 7.6.1 for cleanliness and timeliness.

b. For failure to comply with (Section 7.6.2), the Department will impose Five Hundred Dollars ($500.00) where the Contractor(s) fails to submit invoices in a timely manner.

7.8.2 Liquidated Damages for Failure to meet Other Contract Requirements:

After fifteen (15) business days of initial notice of unsatisfactory service (without corrective action initiated by the Vendor(s) and if unsatisfactory service continues), the Department will impose Two Thousand and Five Hundred dollars ($2,500.00) for each day the deficiency/issue remains uncorrected.

7.9 Monitoring Methodology:

The Department's Contract Manager or designee for contract monitoring will monitor the Contractor's performance and service delivery on a monthly basis at each facility to determine if the Contractor(s) has achieved the required level of performance outlined in (Section 7.6 and 7.7).

If the Department determines that the Contractor(s) has failed a Performance Outcome and Standard or Other Contract Requirement, the Contractor(s) will be sent a copy of the monitoring report notating the deficiency. Within ten (10) business days of receipt of the Department's monitoring report, the Contractor(s) shall provide a formal Corrective Action Plan (CAP) in response to all noted deficiencies to include responsible individuals and required time frames for achieving compliance. The Contract Manager or designee for contract monitoring may conduct follow-up monitoring reviews at any time to determine compliance based upon the submitted CAP. NOTE: Approval of the Contractor(s)'s corrective action plan does not negate the fact that liquidated damages will be imposed in accordance with (Section 7.8).

7.10 Repeated Instances of Failure:

Repeated failure to meet either the Performance Outcomes and Standards or Other Contract Requirements or to correct deficiencies may, in addition to the imposition of liquidated damages, result in determination of Breach of Contract, and/or termination of the Contract in accordance with (Section 7.4 and/or 7.10).

7.11 Financial Consequences for Non-Performance:

The Department reserves the right to withhold payment or implement other appropriate remedies when the Contractor(s) has failed to perform or comply with provisions of this contract.

7.12 Deliverables:

The following services or service tasks are identified as deliverables for the purposes of this Contract:

Compliance with Performance Outcomes and Standards as identified in (Section 7.6) Compliance with Other Contract Requirements as identified in (Section 7.7).

7.13 Contract Management:

Department's Contract Manager(s):

Department of Juvenile Justice Attn: Lyndamarie Milligan 2737 Centerview Drive Tallahassee, FL 32399-3100 Phone: 850-717-2749 Email: Lyndamarie.Milligan@fldjj.gov

The Contract Manager(s) will be responsible for the following:

• Serve as the liaison between the Department and the Contractor(s).

• Submit requests to the Procurement Administrator for processing of all change orders or amendments, renewals, and terminations of this Contract(s).

• Verify receipt of deliverables from the Contractor(s).

• Monitor the Contractor's performance and maintain the official records of all correspondence between the Department and the vendor(s).

• Verify invoicing is submitted accurately per the pricing submitted by vendor.

7.14 Vendor's Expenses:

The successful bidder(s) shall pay for all licenses, permits, and inspection fees, or similar charges required for this Contract. and shall comply with all laws, ordinances, regulations, and any other requirements applicable to the work to be performed under this Contract.

7.15 Governing Law and Venue:

Contract(s) resulting from award of this ITB shall be entered into in the State of Florida, and shall be construed, performed,…