DOH22-030_Addendum 1_QAs_FINAL.pdf

Addendum #1

ITB DOH22-030

Sleep Baby Safely, Welcome Baby Bags

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DATE: March 14, 2023

TO: Prospective Vendors

FROM: Niki Branch, Procurement Officer

Florida Department of Health Central Purchasing Office

SUBJECT: Addendum #1

The purpose of this addendum is to modify section 3.7, and Attachment A, section 5.1.1 and 5.1.2.4., and to answer questions received in accordance with section 2.7, Questions, of the Invitation to Bid.

This addendum serves as notice of the following change(s):

Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated by highlighting.

A. Modifications: The following modifications are made to the ITB:

1. Section 3.7 Subcontractor List, is modified as follows:

The Department will not authorize the use of subcontractors in the Contract resulting from this solicitation. Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Any anticipated subcontract agreements known at the time of Bid submission must be identified in the Bid. If a subcontract has been identified at the time of Bid submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Department. The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Bid.

The Respondent must complete Attachment I, Subcontractors List, which is attached, in its entirety and submit it with the Bid.

2. Attachment A, Scope of Work, section 5.1.1, is modified as follows:

5.1.1 Create a list and document the number of the following items that Contactor can obtain and applicable colors. Submit the list to the Department’s Contract Manager within 15 calendar days of issuance of the Purchase Order. Update the list as needed and submit the updated list via email to the Department’s Contract Manager within seven calendar days of the update. Each sleep sack, onesie, and nightlight must meet the specifications referenced in Attachment H, Item Specification. Each tote or backpack must meet the specifications referenced in Attachment H, Item Specifications or Department approved equivalent. Provide a proof of each item (e.g., electronic or physical) to the Department prior to the initial production and upon any subsequent production changes. Use the Department approved proof to meet the requirements of Task 5.1.2.3.

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5.1.1.1. Totes or approved equivalent

5.1.1.2. Backpacks or approved equivalent

5.1.1.3. Sleep sacks

5.1.1.4. Onesies in size newborn

5.1.1.5. Onesies size 0-3 months

5.1.1.6. Nightlights in shield design

5.1.1.7. Nightlights in circular design

3. Attachment A, Scope of Work, section 5.1.2.4. is modified as follows:

5.1.2.4 Drop ship the Sleep Baby Safely, Welcome Baby Bags to the location specified by the Department as follows: 5.1.2.4.1. Drop ship the Sleep Baby Safely, Welcome Baby Bags FOB destination to locations specified in Attachment G within 45 calendar days for receipt of request from the Department for the initial order and 30 calendar days of receipt of request from the Department for each subsequent order.

5.1.2.4.2. If a loading dock is not available at the specified location, arrange delivery and unloading of shipment to the location as directed by the Department.

5.1.2.4.3. Maintain shipment tracking information throughout the Purchase Order term.

B. Responses to Questions received pursuant to section 2.7, Questions: Please see the

Department’s response to questions received by the due date outlined in section 2.5. Timeline, of the ITB, below:

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Is there a prescribed number of English vs Spanish Books ratio wise and are the bags going to require identification of which is which.

The Provider can anticipate the breakdown to be in alignment with Florida’s population so approximately 15% Spanish. The Spanish bags will be printed with a Spanish language logo and English bags printed with an English logo. See Sections 5.1.2.2. and 5.1.2.3.7., Attachment A, Scope of Work.

Do I need to be Florida vendor to bid on this?

No.

I am on the MFMP Bid Opportunity list and have been for a couple of years. We are considering bidding on this opportunity but before we go any further I wanted to get clarification on-

3.7 Subcontractor List.

I think that you are stating that you do not want us to bid on the opportunity and then contract another company to fulfill our bid. Is this correct?

Based on the nature of the needed items and what is requested to be done, the components will all be purchased or contracted to come in the a central facility, decorated that would then be assembled as requested and shipped to the requested address. Some parts are in English and some in Spanish. This part of the process would be the contacted by us.

Based on the above would we be in violation of 3.7?

See answer to question #2.

Is there a firm date required for fist set of deliveries. If we have ample lead time we would bring these in from China and distribute them in kit form from Florida warehouse but that requires 3-4 months.

See above section A. Modifications, of this Addendum.

Colors: Will the dept. expect multiple colors of each item, ie blue & white of the onesie and different colors of the totes backpack or will choose one color of each item for the duration of the program. Again, choosing more than one color of each item affects sourcing choices (China/States).

Color requirements for the sleep sack and onesie have been identified in Attachment H, Item Specifications. There are no color requirements for the backpack and tote. See Sections 5.1.2.3.2. and 5.1.2.3.3., Attachment A, Scope of Work.

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Method of imprint on each item: Screen printing OK for imprint

Yes, screen printing is acceptable.

Samples: I don’t see a sample requirement for bid. Will samples be required upon award but not with bid?

Correct, samples are not required with the bid. See the above section A.2 of this addendum.

History: Can you provide bid/award history?

This information is not available. There is no previous award or contract for these services.

Confirming we can offer equivalent items with bid?

Respondents may submit equivalent specifications with its bid response for the backpack or tote in accordance with Section 3.9 of

ITB.

Will this be a all or none award or split between more than one awardee?

See answer to question #3.

We are a publisher -house that creates books in English, Spanish and Creole for early learners. Can we suggest in the proposal a similar book made by us / similar to the requested in the scope of work?

No. The Department will only consider the books outlined in Attachment H, Item Specifications.

I am not able to locate the ABC's of sleep logo. Please advise where I can find it so I may prepare a quote. Thank you for your assistance.

A sample illustration of the logos can be found on the last page of Attachment H, Item Specifications. The art file will be provided by the Department. See Section 5.1.2.2., Attachment A, Scope of Work.

Is this ITB open to respondents outside the State of Florida? Or is this only for local Florida suppliers?

Respondents are not required to be located within the State of Florida to submit a bid.

Can we source out the items from factory overseas as this is a large quantity order?

Yes.

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Are there special discounts for larger quantities given from the book vendor that is suggested.

This information is unknown.

Regarding the decoration of the items are the logos 1 , 2 or 3 color remembering that white is considered a color.

The imprinted logos are 2 ink colors. See Section 5.1.2.2., Attachment A, Scope of Work and the bottom of Attachment H, Item Specifications.

Given the current market is a three-year price an actual request.

Yes. The Department must consider the total cost for each year of the contract, including renewal years, in accordance with section 287.057(1)(a), Florida Statutes.

My entity’s employees do have the prior experience required under the contract. For example, one of the officers of the entity was the Chief Merchandising Officer for Office Max/Depot and Corporate Express and has the required experience for over 30 years. Will this be sufficient to meet the requirement or can the entity be given a waiver in order to participate in this bid? If not, can the entity align or partner with another company with the experience in order to meet the requirement without it being considered an assignment of the contract or a subcontract? We are certain we can fulfill the obligations of this contract, but we just need the opportunity.

See Section 3.10, Responsive and Responsible (Mandatory Requirements), of the ITB.

Please clarify the definition of what is considered a subcontractor since it is not allowed under this Contract.

What services are we not allowed to subcontract? For example, delivery companies to reach final 8 deliveries?

See answer to question #2.

Will the purchase orders be issued monthly with various amounts or will it be a one-time purchase order?

A single purchase order will be issued to the awarded vendor, and payments will be made monthly in accordance with Section 6, Method of Payment, Attachment A, Scope of Work.

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Approximately what is the anticipated ratio of English to Spanish products that we will need to be available?

Currently, Florida’s Spanish-speaking population is about 15% of the state population. Vendors can anticipate approximately 15% of the materials produced for each site to be around this percent. Exact quantities will be requested at the time of the order.

Are there quality requirements for the fabric of the apparel other than 100% cotton? Please provide and weight, stitching, or other requirements as this will affect pricing.

No.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.