DMA-RFP-361 X-TIC.pdf

DMA-RFP-361-X-TIC EVOLUTION ACFT LANE SYSTEM

Request for Proposal (RFP)

X-TIC EVOLUTION

ACFT LANE SYSTEM

DMA-RFP-361

Contact Information

John D. Connor, Purchasing Director purchasing@dma.fl.gov (904) 823-0241

Janie Pacetti, Contract & Grants Manager purchasing@dma.fl.gov (904) 823-0243

82 Marine Street St. Augustine, FL 32084

CALENDAR OF EVENTS

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

Date Time Action Location 10/20/26 C.O.B. RFP issued and advertised MyFlorida.com web site, Vendor

Information Portal https://vendor.myfloridamarketplace .com

10/23/26

2:00 PM

Deadline for written question submission. Questions may be submitted earlier.

Send to: purchasing@dma.fl.gov

*10/28/26

C.O.B.

Anticipated date that questions and response will be posted on the vendor bid system.

MyFlorida.com web site, Vendor Information Portal

*10/28/26

Anticipated date that solicitation amendment may be posted as a result of questions submissions, omissions, changes or clarifications.

MyFlorida.com web site, Vendor Information Portal

11/04/26

All Proposals/Bids Due - Proposal/Bid Opening Note: Evaluator Instruction/ Evaluation Process begin immediately following the opening.

Opening location will be at:

Saint Francis Barracks, Purchasing Office, 82 Marine Street, Saint Augustine, Florida 32084

11/05/26

Evaluation Committee meets to discuss best and final offers and determine award recommendation.

SQM Purchasing, 82 Marine Street, St. Augustine FL 32084

*11/06/26

Anticipated Date of Posting Bid Tab & Notice of Intended Award (72 hrs. period ends C.O.B. 11/12/2026).

MyFlorida.com web site, Vendor Information Portal https://vendor.myfloridamarketplace .com

C.O.B –By Close of Business - Bold Print indicates a meeting and all meetings in the calendar of events (which includes evaluator instructions) are open to the public.

* Note: Dates shown are estimates and are subject to change

(Bid Opening

Attachment H Notice of Intent to Participate

Solicitation DMA-RFP-361

Item(s) for PROPOSAL X-TIC EVOLUTION ACFT LANE SYSTEM

Potential proposal/bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email this sheet only to the Department of Military Affairs at purchasing@dma.fl.gov or mail to the address below before bid opening date:

State of Florida

Department of Military Affairs State Quartermaster – P&C

82 Marine Street P. O. Box 1008

St. Augustine, Florida 32085-1008

Note: Completion/Submission of this form is for informational purposes only. No information will be provided as a result of submission. All available documentation and solicitation information will be available on the Florida Vendor Information Portal unless otherwise noted. The Solicitation document is subject to change. Notice of changes (addenda) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ It is the responsibility of all potential proposal/bidders to monitor this site for any changing information prior to submitting your proposal/bid.

Company Name

Authorized Company Representative:

Mailing Address

Telephone No. Fax No.

Email Address

Table of Contents

1.0 Invitation and General Information 1.1 Invitation

1.2 Purchasing Director

1.3 Contract Administrator

1.4 Contract Manager

2.0 2.0 General Conditions PUR 1001 - General Instructions to Respondents

3.0 3.0 General Conditions PUR 1000 - General Contract Conditions

4.0 4.0 Special Conditions 4.1 MyFloridaMarketPlace

4.2 Minority Business Enterprise (MBE) Utilization

4.3 Communications, Bid Questions & Answers

4.4 Estimated Expenditures

4.5 Qualifications

4.6 Department Reservations and Responsiveness of Bids

4.7 Vendor’s Contractual Obligations

4.8 Costs Incurred in Responding

4.9 Bid/Proposal Submission

4.10 Bid/Proposal Opening

4.11 Review, Evaluation & Negotiation Process

4.12 Posting of Intended Award

4.13 Award of Contract

5.0 Technical Specifications/Statement

of Work

5.1 Introduction

5.2 Scope of Work

5.3 Mandatory Site Visit

5.4 Contractor Responsibilities

5.5 DMA Contract Manager Responsibilities

5.6 Performance and Consequences

5.7 Payments

5.8 Special Considerations

6.0 Bid Submittal 6.1 Proposal

6.2 Reply Evaluation Criteria

6.3 Acknowledgement Sheet

6.4 References

6.5 Drug Free Workplace

6.6 Minimum Qualifications Statement

6.7 Required Certifications

6.8 Cross Reference Table

6.9 Payment Proposal

Attachments A Price Sheet B Vendor References C Certification of Drug-Free Workplace D Minimum Qualifications Statement E Vendor Certifications F Cross Reference Table G Vendor Check List H Intent to Participate

1.0 Invitation and General Information:

1.1 Invitation: Department of Military Affairs is soliciting proposals for procurement, application of approved logos and delivery of X-TIC Evolution ACFT Lane systems at multiple National Guard Armory locations across the State of Florida.

Vendors submitting a proposal/bid must be registered in MyFloridaMarketPlace prior to contract award. (see NEW REGISTRATION REQUIRED FOR FLORIDA VENDORS section, 4.1). A vendor shall not be considered for an award if not registered in MyFloridaMarketPlace.

1.2 Purchasing Director: The Purchasing Director, acting on the behalf of the Department of Military Affairs, is the sole point of contact regarding all procurement matters relating to the RFP, from the date of release until the Department's Notice of Agency Decision.

John Connor, Purchasing Director

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0241 Email: purchasing@dma.fl.gov

1.3 Contract Administrator: The DMA employee identified below is designated as Contract Administrator and shall act on behalf of the Department of Military Affairs for contractual matters and is responsible for maintaining a contract file, financial information and serves as a liaison with the contract managers.

Janie Pacetti, Contract & Grants Manager

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0243

1.4 Contract Manager: The DMA employee identified below is designated as Contract Manager and shall act on behalf of the Department of Military Affairs. The Contract Manager is responsible for enforcing performance of the contract terms and conditions and serves as a liaison with the contractor after the Notice of Agency Decision has been completed and the Contract is executed.

Janie Pacetti, Contract & Grants Manager

State Quartermaster – P&C

St. Augustine, Florida 32084

Telephone No. (904) 823-0243

2.0 General Conditions: General Instructions to Respondents (PUR1001)

This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return the document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2934/11780

Exception: Item 3 - DMA does not currently accept Electronic Submission of Responses.

Exception: Item 5 - Refer to Section 4.3 Exception: Item 7 – Refer to Section 4.5.3

3.0 General Conditions: General Contract Conditions (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2933/11777

4.0 SPECIAL CONDITIONS

4.1 MyFloridaMarketPlace

Since July 1, 2003, the Department has been using the State of Florida's web-based electronic procurement system, MyFloridaMarketPlace. BIDDERS MUST BE REGISTERED IN THE

STATE OF FLORIDA'S MYFLORIDAMARKETPLACE SYSTEM BY DATE OF

CONTRACT AWARD OR THEY WILL BE CONSIDERED NON-RESPONSIVE. All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com to complete on-line registration or call 1-866-352- 3776 for assisted registration.

4.2 Minority Business Enterprise (MBE) Utilization

DMA encourages the recruitment and utilization of certified and non-certified minority businesses. DMA, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the DMA in a nondiscriminatory environment.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us.

4.3 Communications, Solicitation Questions and Answers

No decisions or actions shall be initiated or executed by a vendor as a result of any discussion with any State employee. Only those communications that are in writing from the office of Purchasing & Contracts may be considered as duly authorized expressions on behalf of this Department. The only recognized exception is that questions will be answered during Mandatory Site Visits or Briefings.

Any questions arising from this RFP must be forwarded, in writing, to the procurement officials designated in Sections 1.2 and 1.3 above. DMA’s written response to written inquiries submitted timely by bidders will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com (click on "Search Advertisements"), under this bid number. It is the responsibility of all potential bidders/proposers to monitor this site for any changing information prior to submitting their bid/proposal.

Only written inquiries from vendors, which are signed by persons authorized to contractually bind that company, will be recognized by the Department as duly authorized expressions on behalf of the vendor.

4.4 Estimated Expenditures

It is anticipated that DMA will expend approximately $250,000.00 under any contract or purchase order issued as a result of this solicitation. This estimated figure is given only as a guideline for preparing your bid/proposal and should not be construed as representing actual contract pricing. Contract award and/or renewals are contingent upon availability of funds.

4.5 Qualifications

4.5.1 General: The Bidder/Proposer shall have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

4.5.2 Vendor Qualifications: When submitting the proposal, each respondent must submit a written statement, detailing their qualifications that demonstrate they meet the minimum qualifications contained in 4.5.1. Failure by the bidder/proposer to provide the above item(s) will constitute a non-responsive determination. Bids/Proposals found to be non-responsive will not be considered. Attachment D is provided for your convenience and may be used as part of your bid/proposal. This form is not required for an RFP as it may not offer sufficient space for the detail required. However, submission of the form may assist in the initial review (See 4.13) in determining that the requirements of 4.5.1 have been met.

4.5.3 Convicted Vendors: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals or replies on 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 threshold amount provided in Florida Statute

287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

4.5.4 Authorized to do Business in the State of Florida: In accordance with sections 607.1501, 608.501, and 620.169, Florida Statutes, foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

4.5.5 License to conduct services in the State of Florida: If the services being provided require that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid/proposal due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

4.6 Department Reservations and Responsiveness of Bids/Proposals

4.6.1 Valid Proposal: A responsive offer in full compliance with the Request for Proposal specifications and conditions by a responsible person or firm. The responsiveness of a bid/proposal shall be determined based on the documents submitted with the proposal.

Vendors shall submit the original hardcopy of the bid/proposal. The responsiveness of the bid/proposal is the responsibility of the Offeror and will be determined during the evaluation process.

a. Responsive offer means a person or firm that has submitted a bid/proposal and that conforms in all material respects to the Request for Proposal.

b. Responsible or qualified Offeror means a person or firm with the capability in all respects to perform fully the Contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in response to a condition of a bid/proposal requiring information may be cause for such bid/proposal to be rejected.

4.6.2 General Reservations: The bidder should make sure that the bid package submitted is complete and accurate and ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid/proposal will become a part of DMA's official file, without obligation to DMA. DMA reserves the right to accept or reject any or all bids/proposals received and reserves the right to make an award without further discussion of the bids submitted.

4.6.2.1 Additional Reservations:

a. Waive minor informalities and any minor irregularities in any Response or responses received. A minor irregularity is a variation from the RFP which does not affect the financials of the Response or give one Respondent an advantage or benefit not enjoyed by other Respondents or substantively change the requirements and/or specifications of this RFP or adversely impact the interest of DMA. Waivers, when granted, shall in no way modify the RFP requirements or excuse the Respondent from full compliance with the RFP specifications and other contract requirements if the Respondent is awarded the contract.

b. Reject any or all Responses, or any portion of any Responses.

c. Conduct discussions with responsible Respondents determined by DMA to have a possibility of being selected for award.

d. Withhold the award of Contract.

e. Select the Respondent it deems to be most qualified to fulfill the needs of the DMA. The Respondent with the highest proposed income may not necessarily be the one most qualified, since a number of factors other than cost are considered in the determination of the most acceptable Response that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Please refer to the last page of Attachment F for additional information regarding the review and evaluation process.

4.6.3 Other Conditions: Other conditions which may cause rejection of bids/proposals include, evidence of collusion among bidders, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the United States Comptroller General's List of Ineligible Contractors for Federally Financed or Assisted Projects.

4.6.3.1 Conflict of Interest: This solicitation is subject to chapter 112 of the Florida Statutes.

Respondents shall disclose with their response the name of any officer, director, employee or other agent who is also an employee of the DMA. Respondents shall also disclose the name of any employee who owns, directly or indirectly, an interest of five percent (5%) or more in the proposing vendor’s company or its affiliates.

4.6.3.2 RFP Confidentiality: From the date of issuance of this RFP, until a proposal is made, the Respondent must not make available or discuss its proposal, or any part thereof, with any employee or agent of DMA, unless permitted by the Director of Procurement, in writing, for purposes of clarification only or as otherwise set forth herein.

4.7 Vendor’s Contractual Obligations

The Vendor will be required to ensure that each individual, partnership, firm, corporation or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

4.7.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

4.7.2 Unauthorized Aliens: The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act (8 U.S.C.

1324a). If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

4.7.3 Vendor Certification Regarding Scrutinized Companies: Section 287.135, Florida Statutes prohibits agencies from contracting with companies, for goods or services over $1,000,000.00 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List. Both lists are created pursuant to section 215.473 Florida Statutes. The lists are updated quarterly and can be viewed at:

https://www.sbafla.com/media/5rjltjyy/2024_12_17_web_update_pfia_prohibited_list.pdf

4.7.4 Liability Insurance: The Vendor shall not commence any work until they have obtained the following types of insurance. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Military Affairs, Procurement Office, Attention: John Connor, 82 Marine Street, St. Augustine, Florida 32084 within ten (10) days after the ending date of the period for posting the intended award decision.

The successful Respondent shall be required to furnish a public liability policy of insurance protecting the public against bodily injury and property damage, worker’s compensation coverage and commercial blanket bond in accordance with the following schedule and conditions:

Coverage Minimum Limits of Liability A. Bodily Injury Liability $1,000,000 each accident B. Property Damage Liability $1,000,000 aggregate operations

(other than automobile) $1,000,000 aggregate protective

C. Worker’s Compensation Limit of liability as provided by Worker’s Compensation Law, State of Florida

D. Commercial Auto Liability $1,000,000 combined single limit E. Commercial Blanket Bond $500,000 F. Fidelity Bond $500,000 per claim

The public liability policy shall be properly endorsed with the “Hold Harmless Agreement” to save DMA, State officials and employees harmless and to indemnify DMA for any claim or liability to benefits under the Worker’s Compensation Law of Florida (Chapter 440, Florida Statutes) occasioned by an accidental injury.

The contractor shall secure and maintain during the life of this agreement, Worker’s Compensation Insurance for all his employees connected with the work of this project and in case any work is sublet, the Contractor shall require the subcontractor similarly to provide Worker’s Compensation Insurance for all the latter’s employees unless such insurance shall comply fully with the Florida Worker’s Compensation Law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under Worker’s Compensation statute, the Contractor shall provide, and cause each subcontractor to provide, adequate insurance satisfactory to the purchaser, for protection of his employees not otherwise protected. If there is an instance where the Contractor is subcontracting the required services with a vendor who is not required by Florida Statute to cover their employees by Worker’s Compensation, the Contractor must obtain prior approval of the subcontractor by the DMA.

Such policy or policies of insurance shall contain an endorsement giving the DMA Purchasing Department thirty (30) days written notice in advance of any material alteration or cancellation of the policy. Such policy or policies should contain a 3rd party rider showing the DMA as additional named insured.

All insurance policies shall be with insurers qualified and licensed to do business in the state of Florida. Such policies shall provide that the insurance is not cancelable except upon thirty

(30) days prior written notice to DMA.

DMA shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

4.8 Costs Incurred in Responding

This Request for Proposal does not commit DMA or any other public agency to pay any costs incurred by the bidder in the submission of a bid or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

4.9 Bid/Proposal Submission

4.9.1 GENERAL

Sealed Proposals/bids will be received until (2:00 PM), local time, on November 4, 2026.

Proposals/bids received after that time and date will not be considered. By submitting a proposal/bid, the vendor represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided. The bidder/proposer must use the attached “Bid Sheet” to submit their Proposal/bid. All proposals/bids and associated forms must be signed and dated in ink by a duly authorized representative of the vendor. Each vendor must fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation.

The Vendor shall submit the original hardcopy of the bid/proposal. The RFP number, opening date and time should appear on the envelope of the proposal/bid. DMA does not currently accept electronic submissions. The evaluation process will begin immediately following the bid opening.

4.9.2 Mail or Deliver Sealed Proposals/Bids to: (DO NOT EMAIL)

Florida Department of Military Affairs

Attention: Janie Pacetti

Saint Augustine, Florida 32084

4.9.3 Modifications, Re-submittal and Withdrawal

Vendors may modify submitted proposals/bids at any time prior to the due date. Requests for modification of a submitted proposal/bid shall be in writing and must be signed by an authorized signatory of the vendor. Upon receipt and acceptance of such a request, the entire proposal/bid will be returned to the vendor and not considered unless resubmitted by the due date and time. Vendors may also send a change in a sealed envelope to be opened at the same time as the bid. The RFP number, opening date and time should appear on the envelope of the modified proposal/bid.

4.9.4 Attachment to RFP Submittal – Confidential Material

The Vendor must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled “Attachment to Request for Proposal, Number DMA-RFP-361-Confidential Material”. The Vendor must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Vendor asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Vendor upon submission, effective after opening.

4.10 Bid/Proposal Opening

The sealed bids/proposals will be opened by the DMA’s Purchasing Office personnel at Saint Francis Barracks, 82 Marine Street, Saint Augustine, Florida 32084 on November 4, 2026, at 2:00 PM. The names and addresses of all respondents will be read at the opening.

DMA has chosen not to announce prices or release other materials pursuant to FS 119.071(1)(b). All bid openings are open to the public, if you plan on attending the opening, please plan accordingly as it may take a few minutes to clear the Guard check-in at the Main Entrance on Marine Street.

4.11 Review, Evaluation and Negotiation Process

4.11.1 Review Process: DMA will conduct a comprehensive, fair, and impartial review and evaluation of all proposals received in response to this RFP in compliance with the due dates specified in the Timeline. Any proposal identified during the Purchasing Office’s review process as failing to meet mandatory responsiveness requirements of Section 4.5.1 and submission of the fully executed and completed mandatory forms will not be evaluated.

This section provides an overview of the proposal review and evaluation process. Items 1-4 will begin on the date and time specified in the Timeline, the evaluation of proposals may last for several days, No. Process Conducted By 1 Public Opening of Proposal Submissions Purchasing Office Staff 2 Review of Mandatory Responsiveness

Requirements of Proposal Submissions Purchasing Office Staff

3 Instructions are provided to the Evaluating Team Purchasing Office Staff 4 Evaluation of Proposal Submissions Begins Evaluation Team 5 Cost Proposal Score Tabulation Purchasing Office Staff 6 Evaluation of Financial Documents submitted Finance & Accounting Staff 7 Tabulation of Evaluating Team Scores Purchasing Office Staff 8 Ranking of Proposals – Short List – Posting of

Short List Purchasing Office Staff

9 Oral Presentations/Clarifications – Selection of Contractor

Purchasing Office Staff & Evaluation Team

10 Posting of Bid Tabulation and Notice of Agency Decision

Purchasing Office Staff

4.11.2 Evaluation Process: The DMA must be satisfied that the successful Respondent has the necessary expertise, experience and resource capabilities to satisfactorily perform the required services. An award will be made to a responsible respondent whose response, conforms to the RFP, and is determined to be the most advantageous to the state, price and other factors considered.

An Evaluation Committee hereinafter referred to as the “Committee”, will be appointed to review and evaluate each response submitted to this Request for Proposal (RFP). Responses will be evaluated by the Committee to determine a short list of companies whose written response best meet the evaluation criteria in this RFP. Those selected for the short list will continue in the evaluation process, which may involve site visits, company presentations, company management team interviews and evaluation of the company’s proposal. Any response that does not provide complete, accurate, and detailed answers to each question, or which indicates the company prefers to defer providing complete details until a later stage in the process, may be declared non-responsive, and rejected without further evaluation. The Purchasing office staff will distribute a copy of the responses to each member of the Committee. The Committee members will independently base their evaluation of each response on the criteria stated herein.

4.11.2.1 Oral Presentations: After responses have been opened, a limited number of Respondents may be requested to make an oral presentation or provide written clarifications.

Such presentations or clarifications will provide an opportunity for the Respondent to clarify their response. Respondents will not be allowed to change their initial responses. Oral presentations may be recorded, and both recorded oral presentations, and written clarifications will be affixed to the Respondent’s original submission and become a part of the response. Purchasing Office staff will initiate and schedule a time and location for any presentations that may be required.

4.11.3 Proposal Process: The RFP process is a flexible procurement process that is used when highly specialized services are required. Proposals offer an opportunity for selected Respondent(s) to discuss their responses with an Evaluation Committee and present a proposal that may lead to an agreement. The goal of this comprehensive process is for identification of the optimal outcome or the solution that best meets the needs of the DMA.

4.11.3.1 Interviews with Respondents: To establish a Short List of Respondents, submitted responses will be evaluated, presentations may be requested, and references may be verified and reviewed. DMA will compare the responses according to the Evaluation Criteria defined in Section 6.0.

The short list respondents will be invited to continue in the proposal process. Interviews offer an opportunity for the selected respondents to discuss their proposal and responses in further detail with the evaluation committee. This allows the DMA to secure services which best meet its needs, at a highly competitive and favorable cost.

DMA has the right to enter into interviews with one or multiple Respondents that appear to have submitted response(s) that best meet the needs and requirements. The DMA reserves the right to interview concurrently or separately with short list Respondents. The DMA reserves the right to accept portions of a competing Respondent’s offering and merge such portions into one project, including contracting with the entities offering such portions.

At the conclusion of this evaluation process, a final Contractor may be selected.

4.11.3.2 Identical Evaluation (Tied Score) of Responses

In the event the evaluation process results in identical scores, DMA will select a respondent based on the criteria identified in Rule 60A-1.011 F.A.C. and applicable Florida Law.

4.12 Posting of Intended Award

4.12.1 General

DMA’s decision will be posted on the Florida Vendor Information Portal on or about November 6, 2026 and will remain posted for a period of seventy two (72) hours at:

https://vendor.myfloridamarketplace.com (click on "Search Advertisements"), under this bid number for the posting. Any bidder who is adversely affected by the DMA's recommended award or intended decision must file protest in accordance with Florida Statute Section 120.57(3).

4.12.2 Inability to Post

If DMA is unable to post as defined above, DMA will notify all bidders by electronic notification on the Florida Vendor Information Portal or by email.

4.12.3 Request to Withdraw Bid

Requests for withdrawal will be considered if received by DMA, in writing, within seventy-two (72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

4.13 Award of the Contract

The DMA reserves the right to award the contract to the responsible respondent submitting a responsive proposal based on the criteria listed in Section 6.0, and in the best interest of the State. Services will be authorized to begin when the Vendor receives a written document incorporating the terms and conditions of the solicitation, the vendor’s proposal/bid indicating the encumbrance of funds and award of the contract. There is no obligation on the part of the DMA to make an award as a result of this RFP.

5.0 Statement of Work

5.1 Introduction

Department of Military Affairs is soliciting proposals for procurement, application of approved logos and delivery of X-TIC Evolution ACFT Lane systems at multiple National Guard Armory locations across the State of Florida.

5.2 Scope of Work

The Contractor shall provide multiple X-TIC Evolution ACFT Lane systems with approved logos (can be provided upon award, if needed), and delivery to multiple National Guard Armory locations across the State of Florida.

The lane systems requirements/specifications:

Must meet ATP requirement 7-22.01, C1, page 2-4, Paragraph 2-22 and 2-23:

https://medcoe.army.mil/pfw-images/dbimages/ATP_7-22.01 Holistic Health and Fitness Testing.pdf.

Level, uniform surface of artificial turf with permeable, non-marring, anti-skid base Superior wear and durability Provides consistent interaction for all participants Numerous, expandable configurations

Additional uses for flooring surfaces and sterile areas Seamless installation, efficient storage, and convenient transport Length: 29 meters, (2) 14.5-meter sections per unit Width: 2.6 meters 25 meter lane outlined with markings at 1-meter intervals Additional meter markings at each end for various uses Provides adequate surface space to conduct Preparation Drills and a uniform platform area forconducting, measuring and grading the Standing PowerThrow (SPT), the Hand Release Push-up(HRP) and the Plank event

5.3 MANDATORY ON-SITE INSPECTION

There will NOT be a mandatory on-site inspection visit for all prospective bidders.

The prospective bidder shall visit the site to become familiar with the site conditions in which in any manner affects the work to be done or affects the equipment, material, labor and services required. Directions may be obtained by contacting Purchasing via email at purchasing@dma.fl.gov or by calling at (904) 823-0243. Failure to attend the mandatory on-site inspection and complete the on-site inspection form shall preclude a prospective bidder from submitting a bid for this solicitation.

John Connor or his designee will NOT answer any questions pertaining to this solicitation.

Questions resulting from the site visit and verbal service descriptions will be addressed at the site visit. Any questions from vendors concerning this solicitation shall be submitted in writing, identifying the submitter, to John Connor and Janie Pacetti by email to purchasing@dma.fl.gov by 2:00 PM EST on October 23, 2026. All questions and/or changes to the solicitation will be posted on DMS Vendor Information Portal (VIP). It is the prospective vendor’s responsibility to periodically check the VIP. DMA bears no responsibility for any delays, or resulting impacts, associated with a prospective vendor’s failure to obtain the information made available through the DMS Vendor Information Portal.

INFORMATION WILL NOT BE PROVIDED BY TELEPHONE. Any information received via telephone shall not be binding on DMA and shall not be relied upon by any prospective bidder.

Failure by a bidder to attend or be represented at this mandatory site visit will constitute a non-responsive determination to their bid package. Bids found to be non-responsive will not be considered.

5.4 Contractor Responsibilities

The Contractor will provide a company Point of Contact (POC) to ensure effective communications with the DMA Contract Manager or his designee. This information shall include a name, business telephone number, cell phone number, if applicable, and an email address.

5.5 DMA Contract Manager Responsibilities

The Contract Manager, or his designee, will be the primary point of communication with the Contractor to coordinate delivery of the X-TIC Evolution ACFT Lane systems.

5.6 Performance and Consequences

In the event the Contractor fails to meet the minimum level of service identified in the Scope of Work, DMA will not pay invoices until the work is satisfactorily completed.

5.7 Payment

The contractor shall submit invoice(s) to the DMA Contract Manager upon delivery of products. The invoice shall contain the Contract number, ITB number and the appropriate vendor identification number.

Payment shall be made in accordance with 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to the Contractor due to preparation errors will result in a delay in payment.

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state.

Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

5.8 Special Considerations

5.8.1 The Contractor shall, without additional expense to DMA, be responsible for obtaining any necessary licenses and permits and for complying with any Federal, State and local laws, codes and regulations applicable to the performance of this work. Copies of permits and/or licenses will be furnished to the Project Manager within 30 days of issuance.

5.8.2 All submittals, meeting minutes, correspondence, and reports are to be held in the strictest confidence. The release of information (written, electronic, or verbal) pertaining to any aspect of the facility is not to be released to the public or any other Government entity without written permission from the DMA Contract Manager, Contract Administrator or Legal Representative. This includes advertising materials.

6.0 Bid Submittal and Point Factors for Evaluation

Replies should be prepared simply and economically, providing a straightforward, concise description of the Vendor’s ability to provide the services described in this solicitation.

When responding to specific questions, it is recommended that vendors reprint each question in its entirety before the response. Failure to provide written responses to items indicated in the RFP will be interpreted as an inability by the responder to provide the requested service and may result in the rejection of the response. Replies shall be bound with a durable cover, include a cover letter and consist of the sections as listed below:

6.1 Document Submission

Responses to this RFP shall be submitted in the following order and shall include the information as listed:

A. Complete and sign Attachment A, Acknowledgment

B. References: Complete Attachment B as detailed in Section 6.4.

C. Drug Free Workplace: Complete and Sign Attachment C as detailed in Section 6.5.

D. Minimum Qualifications Statement: Complete and Sign Attachment E as detailed in Section 6.6.

E. Vendor Certifications: Complete and Sign Attachment E as detailed in Section 6.7.

F. Cross Reference Table: Complete and Sign Attachment F as detailed in Section 6.8.

6.2 Proposal Ranking:

Responses will be evaluated on the basis of the criteria identified below, each weighted as indicated hereinafter. DMA reserves the right to reject any response which does not meet the qualifications stated in the RFP. DMA shall have sole discretion in determining compliance and/or qualifications. The Evaluation Committee will evaluate the responses to the RFP based on the point structure below:

Item No.

Requirement Description Point Value

1 Price per lane Evaluators will score based lowest price per complete lane, including application of approved logos and delivery fees, if any.

Max.

2 Lead time from order to delivery

Evaluators will score based on estimated lead time from order to delivery at multiple National Guard Armories across the State of Florida.

Max.

Total Available Points Max.

Using the evaluation criteria specified above, DMA will evaluate and rank responses and at DMA’s sole discretion, proceed to negotiate with Respondents as follows:

The ranking will be posted for review by interested parties on the Florida Vendor Information Portal for a period of seventy-two (72) hours.

6.3 Acknowledgement: Vendors shall complete, sign and date the acknowledgement sheet (Attachment A).

6.4 Reference Sheet: Vendor shall provide three references. Vendors shall not include current or previous contracts with DMA on this form; but may describe previous experience in the body of their proposal when demonstrating qualifications. DMA reserves the right to contact other known or identified sources and to consider performance or non-performance on DMA and/or other State Agency existing or previous service experiences. (Attachment B)

(Place under Tab 1)

6.5 Drug Free Workplace: Attachment “C” Drug-Free Workplace Compliance Form must be signed and returned. (Place under Tab 1)

6.6 Minimum Qualifications Statement: Attachment “D” – This form is not required for an RFP. However, submission of the form may assist in the initial review (See 4.13) in determining that the requirements of 4.5.1 have been met. (Place under Tab 2)

6.7 Vendor Certifications- Attachment E- Must be completed, signed and returned. (Place under Tab 1)

6.8 Cross Reference Table - Attachment F- Must be completed providing page number(s) and sections/part of applicable requirements, then signed, dated and returned. (Place under Tab 1)

Checklist:

ATTACHMENT A

Acknowledgement Sheet

X-TIC Evolution ACFT Lane System

Item No. Description

1 Price per complete lane, including application of approved logos and delivery fees, if any.

Unit Price $_____________

2 Estimated lead time from order to delivery at multiple National Guard Armories across the State of Florida.

Lead time in weeks_______

Acknowledgment: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder/proposer. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Company Name: ______________________________________

FED ID#: _____________________

Street Address: _______________________________________

State & Zip: __________________________________________

Telephone No. _________________________

Email Address: ________________________

Signature: ___________________________Date: _______ _____________

Printed name:_________________________________________________________

ATTACHMENT B

Reference Sheet

The Respondent must list a minimum of three (3) separate and verifiable clients of the Respondent, other than the DMA which have been in place for at least one (1) continuous year. The clients listed shall be for services similar in nature to that described in this solicitation. The same client may not be listed as more than one (1) reference (for example, if the Respondent has completed one project for the Florida Department of Transportation

– District One and one project for the Florida Department of Transportation – District Two, only one (1) of the projects may be listed because the client, the Florida Department of Transportation, is the same). DMA reserves the right to contact other known or identified sources and to consider performance or non-performance on DMA and/or other State Agency existing or previous service experiences. DO NOT LIST DMA WORK ON THIS FORM. (Please provide at least two (2) Contact Names.)

Company Name:

Address:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Service Dates: Dates must demonstrate at least one (1) continuous year to

Approximate Contract Value: $

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

ATTACHMENT C

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

Procurement No. DMA-RFP-361-X-TIC EVOLUTION ACFT LANE SYSTEM

1, , (Name) (Title) of , hereby certify that this firm has implemented

(Name of firm) a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes.

Date:

(Signature)

287.87 Preference to businesses with drug-free workplace programs. Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Attachment D

MINIMUM QUALIFICATIONS STATEMENT

How many years has your business performed the type of services being requested?

Provide a written statement detailing your qualifications:

ATTACHMENT E

VENDOR CERTIFICATIONS

Certification Regarding Scrutinized Companies Lists

Section 287.135, Florida Statutes, prohibits agencies from contracting with companies, for goods or services over $1,000,000, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certification of Employment Eligibility Verification

Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

I, , (Name) (Title) of, hereby certify that this firm is in compliance

(Name of firm) with the above referenced Florida Statute and Executive Order.

(Signature)

ATTACHMENT F- CROSS REFERENCE TABLE

THE COMPLETION OF THIS TABLE IS A MANDATORY REQUIREMENT

DMA-RFP-361 – X-TIC EVOLUTION ACFT LANE SYSTEM

RFP DOCUMENTATION

(TO BE COMPLETED BY DMA)

LOCATION IN PROPOSAL

(TO BE COMPLETED BY PROSPECTIVE

PROVIDER)

Subject Mandatory Criteria

(X for YES)

Maximum Evaluation

Points Available

Page Number(s) Sections/Parts

Please Note: Lines that are checked as Mandatory Criteria must be provided by the prospective Provider to be considered responsive to this RFP.