DOH23-006 ITB Final.pdf

Version 3/2022

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH23-006

INVITATION TO BID (ITB)

FOR

Capital Circle Office Complex Relocation Project

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS BID TITLE PAGE, I HEREBY STATE THAT I HAVE

READ THE ENTIRE ITB TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS AND

ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Contract including those contained in the Department’s Purchase Order Terms and Conditions.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

Invitation to Bid Capital Circle Office Complex Relocation Project Page | 2

TABLE OF CONTENTS

SECTION 1.0: Introductory Materials

SECTION 2.0: Procurement Process, Schedule, & Constraints

SECTION 3.0: Instructions for Bid Submittal

SECTION 4.0: Special Conditions

ATTACHMENT A: Scope of Work

ATTACHMENT B: Price Page

ATTACHMENT C: Prior Experience Form

ATTACHMENT D: Statement of Non-Collusion Form

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List...…

ATTACHMENT F: Identical Tie Certification Form

ATTACHEMNT G: Subcontractor List

ATTACHMENT H: Background and Drug Screening Attestation

EXHIBIT 1: Proposed Relocation Plan

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SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is for the State of Florida, Department of Health (Department) to obtain competitive prices for office relocation services to move items from approximately 300 offices in the Department’s Capital Circle Office Center (CCOC) in Tallahassee, Florida.

1.2. Legal Authority

Chapter 287, and Section 215.32(2)(c), Florida Statutes.

1.3 Scope of Services

A detailed scope of work for this solicitation is provided as Scope of Work (Attachment A), in this ITB.

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this ITB for further detail.

Pursuant to Rule 60A-1.002, Florida Administrative Code, the terms of this solicitation, which includes the Department’s Order Terms and Conditions, control in the event of a conflict between either the PUR1000 or the PUR1001, unless such conflicting term is required by Florida law.

1.5 Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scope of Work (Attachment A), the following definitions also apply to this ITB:

Bid: The complete written response of Provider to this ITB, including properly completed forms, supporting documents, and attachments.

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Certified Minority Business Enterprise: A business certified by any local governmental jurisdiction or organization accepted by the Department of Management Services, Office of Supplier Diversity (DMS), as a certified minority business enterprise for purposes of doing business with state government when DMS determines that the state’s minority business enterprise certification criteria are applied in the local certification process in accordance with section 287.0943, Florida Statutes.

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Contract: The formal agreement or Order that will be awarded to the successful Provider under this ITB, unless indicated otherwise.

Department: The Department of Health; may be used interchangeably with DOH.

Minor Irregularity: As used in the context of this solicitation, indicates a variation from the ITB terms and conditions which does not affect the price of the Bid, or give the Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

Order: As used in the context of this solicitation, refers to a Purchase Order.

Respondent: The business entity that submits a Bid.

Provider: The successful Respondent awarded a contract by the Department in accordance with the terms of this ITB.

State: State of Florida.

State Holidays: New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday After Thanksgiving, Christmas Day.

Vendor Information Portal (VIP): Refers to the State of Florida’s internet-based vendor information system, which is available at:

https://vendor.myfloridamarketplace.com.

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scope of Work (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Work (Attachment A), will prevail when the term is used in the Scope of Work (Attachment A).

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SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE, & CONSTRAINTS

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Summer Lindsley 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: summer.lindsley@flhealth.gov

******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(25), 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 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 Officer listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Bid.

2.3 Term

It is anticipated that the Contract resulting from this ITB will be for two months from August 29, 2023 or the Order Issuance date whichever is later. The Order resulting from this ITB is contingent upon availability of funds.

2.4 Timeline

EVENT DUE DATE LOCATION

ITB Advertised / Released 7/24/2023 Posted to the Vendor Information Portal https://vendor.myfloridamarketplace.com

Mandatory Site Visit

7/28/2023

8:30 AM

4052 Bald Cypress Way Tallahassee, FL 32399

Mandatory Site Visit

7/28/2023

9:00 AM

4042 Bald Cypress Way Tallahassee, FL 32399 https://vendor.myfloridamarketplace.com/

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Mandatory Site Visit

7/28/2023

9:30 AM

4025 CEP Drive Tallahassee, FL 32399

Mandatory Site Visit

7/28/2023

10:00 AM

2585 Merchants Row Blvd.

Tallahassee, FL 32399

Mandatory Pre-Bid Conference

7/28/2023 Immediately following site visit.

4052 Bald Cypress Way Room 310L Tallahassee, FL 32399

Questions Submitted in

Writing

Must be received

PRIOR TO:

8/02/2023

3:00 PM

Submit to: Florida Department of Health Central Purchasing Office

Attention: Summer Lindsley Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: summer.lindsley@flhealth.gov

Answers to Questions

(Anticipated Date) 8/4/2023 Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Bids Due and Opened

Must be received

PRIOR to:

8/11/2023

2:30 PM

Submit to: Florida Department of Health Central Purchasing Office

Attention: Summer Lindsley Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749

Anticipated Posting of Intent to Award 8/15/2023 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

2.5 Addenda

If the Department finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VIP.

It is the responsibility of the Respondent to be aware of any addenda that might affect this ITB or their Bid.

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2.6 Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received in writing (either via United States Postal Service, courier, e-mail, or hand-delivery) by the Procurement Officer identified in Section 2.1, within the time indicated in Section 2.4. Verbal questions or those submitted after the period specified in Section 2.4 will not be addressed.

Answers to questions submitted in accordance with Section 2.4 will be posted on the

VIP.

2.7 Mandatory Site Visit

A mandatory site visit will be held at the time and location indicated in Section 2.4. The site visit will provide Respondents with an opportunity to tour the facilities identified in this ITB.

Attendance at the mandatory site visit and signing of the attendance sheet is a prerequisite for the Respondent being deemed responsive under this ITB.

2.8 Pre-Bid Conference

A mandatory pre-bid conference will be held at the time and location indicated in Section 2.4. Respondents may ask verbal questions and seek clarification during the pre-bid conference.

The Department may verbally answer any questions at the pre-bid conference; however, only the Department’s written answers are binding.

Attendance at the mandatory pre-bid conference and signing of the attendance sheet is a prerequisite for the Respondent being deemed responsive under this ITB.

2.9 Basis of Award

A single award will be made to the responsive, responsible Respondent offering the lowest grand total for the services requested in this ITB including delivery, FOB destination. The Department reserves the right to not make an award under this ITB, as determined to be in the best interest of the State.

2.10 Identical Outcomes

In the event the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will provide the Identical Tie Certification, Attachment F, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Department will award the procurement or contract to the business having the smallest net worth. If one or more

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Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Department to submit Respondents net worth.

In the event the Department is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment F, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VIP.

2.11 Modifications and Withdrawal

A Respondent may modify or withdraw its Bid at any time prior to the submittal deadline, as specified in Section 2.4, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Bid must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Bid will be returned to the Respondent and will not be considered unless resubmitted by the Bid due date and time.

2.12 Clarification Process

The Department may request clarification from the Respondent to resolve ambiguities or to question minor irregularities presented in its Bid. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

2.13 Order Formation

The Department will enter into a Contract with the Provider pursuant to Section 2.9, Basis of Award. The Contract will incorporate the terms of the Scope of Work (Attachment A), the Department’s Order Terms and Conditions, and the awarded Provider’s Price Page (Attachment B).

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SECTION 3.0 INSTRUCTIONS FOR BID SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Bid. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR1001.

3.2 Instructions for Submittal

3.2.1 Respondents must complete, sign, and return the “Title Page” with their Bid submittal.

3.2.2 Respondents must complete and return the Price Page (Attachment B) with their Bid submittal.

3.2.3 Respondents must submit all technical and pricing data in the formats specified in the ITB.

3.2.4 Respondents must submit one original paper copy of their Bid and one original copy on a single USB storage device, or CD viewable in Adobe Acrobat Reader (PDF). The electronic copy submitted must contain the entire Bid as the submitted original copy, including all supporting and signed documents. Refer to Section

3.4 for information on redacting confidential information, if applicable.

3.2.5 Bids must be sent by United States Postal Service, courier, or hand delivered to the location indicated in Section 2.4, Timeline.

3.2.6 Bids submitted via electronic mail (email) or facsimile will not be considered.

3.2.7 Bids must be submitted in a sealed envelope or sealed package with the solicitation number, date, and time of the Bid opening clearly marked on the outside.

3.2.8 The Department is not responsible for improperly marked Bids.

3.2.9 It is the Respondent’s responsibility to ensure its Bid is submitted at the proper place and time indicated in Section 2.4, Timeline.

3.2.10 Bids must be received by the date and time specified in Section 2.4, Timeline.

3.2.11 The Department’s clocks will provide the official time for Bid receipt.

3.2.12 Materials submitted will become the property of the State and accordingly, the State reserves the right to use any concepts or ideas contained in the Bid.

3.3 Cost of Preparation

Neither the Department nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

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

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3.4 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Bid to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as

“CONFIDENTIAL”.

Simultaneously, Respondent will provide the Department with a separate redacted paper and electronic copy of their Bid and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Department at the same time Respondent submits its Bid and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Bid are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Bid are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Bid, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.5 Price Page

Respondent must fill out the Price Page (Attachment B), as indicated, and return it with their Bid.

3.6 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment C, Prior Experience Form of this ITB to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

3.7 Licenses/Certifications

Respondents must have a current Intrastate Movers License with the Florida Department of Agriculture and Consumer Service.

3.8 Subcontractor List

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 and the amount of the subcontract 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

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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 G, Subcontractors List, in its entirety and submit it with the Bid.

3.10 Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-Bid conference, Bid opening, or meeting at (850) 245-4199. If hearing or speech impaired, please contact the Department’s Purchasing office through the Florida Relay Service, at 1-800-955-8771

(TTY).

3.11 Background and Drug Screening Requirements

Prior to issuance of the Order, and in accordance with the terms of this solicitation, a Level 2 Background Screening or Drug Screening is required for all Provider staff, including employees and subcontracted providers, collectively referred to as Provider staff, that will perform duties under the Order.

3.12 Responsive and Responsible (Mandatory Requirements)

Respondents must complete and submit the following mandatory information or documentation as part of their Bid by the time specified in Section 2.5. Any Bid which does not contain the information below will be deemed non-responsive to this ITB.

3.12.1 Title Page must be completed, signed, and submitted with the Bid.

3.12.2 Price Page (Attachment B), as specified in Section 3.5.

3.12.3 Prior Experience Form (Attachment C), as specified in Section 3.6.

3.12.4 Statement of Non-Collusion (Attachment D) as specified in Section 4.3.

3.12.5 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) as specified in Section 4.2.

3.12.6 Subcontractors List (Attachment G) as specified in Section 3.8.

3.12.7 Background Screening Attestation (Attachment H) as specified in Section

3.11.

3.12.8 Mandatory Site Visit as described in Section 2.7.

3.12.9 Mandatory Pre-Bid Conference as described in Section 2.8.

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3.12.10 Documentation of Respondent’s Intrastate Movers License as described in Section 3.7.

3.12.11 Attestation of Respondent’s ability to provide required Staffing Levels of at least two moving trucks and ten staff as described in Attachment A, Scope of Work.

3.12.12 Bids must document the Respondent’s ability to meet the requirements specified in Attachment A, Scope of Work.

3.13 Late Bids

The Procurement Officer must receive Bids pursuant to this ITB no later than the date and time specified in Section 2.4. Bids that are not received by the date and time specified will not be considered.

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this ITB and contains general Contract terms and conditions that will apply to any Contract resulting from this ITB, to the extent they are not otherwise modified. This document should not be returned with the Bid. The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

Paragraph 31 of PUR 1000 does NOT apply to this ITB or any resulting contract.

4.2 Scrutinized Companies

All Respondents seeking to do business with the Department must be in compliance with section 287.135, Florida Statutes. The Department may, at its option, terminate a Contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

Refer to Respondent Certification Regarding Scrutinized Companies Lists Form, Attachment E.

4.3 Conflict of Interest and Statement of Non-Collusion

Section 287.057(17)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

Refer to Statement of Non-Collusion Form, Attachment D.

4.4 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Department retains the right to ask for verification of compliance before Contract execution. Failure of the Provider to http://dms.myflorida.com/content/download/2933/11777

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4.5 Provider Registration

Each Provider doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.033, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. The Provider must be registered in the MyFloridaMarketPlace system within five days after posting of the Intent to Award.

Registration may be completed at: https://vendor.myfloridamarketplace.com

A Provider lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

4.6 Minority, Women, and Florida Veteran Business Participation

The Department encourages certified minority, women, and Florida veteran business participation in all its solicitations.

4.7 Commercial General Liability Insurance

4.7.1. Respondent must secure and maintain, at its sole expense and for the duration of the Contract, term insurance policies to protect any subcontractor(s) and the State as follows:

4.7.1.1. Workers’ Compensation in accordance with applicable state laws and regulations.

4.7.1.2. General Liability Insurance covering all operations and services under the Contract in amounts sufficient to protect the Department.

4.7.1.3. Commercial Automobile Liability Insurance in amounts sufficient to protect the Department.

4.7.2. Certificates of insurance coverage described above must be furnished by

Respondent on request of the Department.

4.7.3. No insurance will be acceptable unless written by a company licensed by the State of Florida, Department of Financial Services, Division of Insurance Agent and Agency Services to do business in Florida, where the work is to be performed at the time the policy is issued.

https://vendor.myfloridamarketplace.com/

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4.8 Indemnification

Provider must save and hold harmless and indemnify the Department against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

4.9 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Work (Attachment A).

4.10 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if successful Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Work (Attachment A).

4.11 Order Terms and Conditions

Respondent must become familiar with the Department’s Order Terms and Conditions which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Department of Financial Service’s Chief Financial Officer.

Use of the Department’s Order Terms and Conditions are mandatory for Department Orders issued in MyFloridaMarketplace as they contain the basic clauses required by law. The terms and conditions contained in the Department’s Terms and Conditions are non-negotiable. The Department’s Terms and Conditions are located at:

https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf

4.12 Conflict of Law and Controlling Provisions

Any Contract resulting from this ITB, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf

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4.13 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

4.14 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must make the public records available for inspection or copying upon request of the Department’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this ITB and entitles the Department to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word processing format. If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department.

Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.15 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

4.16 Protests

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

Only documents delivered by the United States Postal Service, a private delivery service, in person, by E-Filing, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

Do not send Bids to the Agency Clerk’s Office. Send all Bids to the Procurement Officer and address listed in Section 2.4, Timeline.

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No filings may be made by email. All filings must be made ONLY with the Agency Clerk and are considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

The protest must be submitted by using one of the following delivery methods:

By Mail:

Agency Clerk, Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005;

By hand delivery:

Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd.

Tallahassee, Florida 32399;

By facsimile: 850-413-8743; or

By E-Filing:

https://agency_clerk-fdh.mycusthelp.com/WEBAPP/_rs/supporthome.aspx?&lp=3 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fagency_clerk-fdh.mycusthelp.com%2FWEBAPP%2F_rs%2Fsupporthome.aspx%3F%26lp%3D3&data=05%7C01%7CAllegra.Small%40flhealth.gov%7Ced6ef13ace184fb11b7908dae457e3ab%7C28cd8f803c444b2781a0cd2b03a31b8d%7C0%7C0%7C638073363391464622%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kR3RdMTBEMnpD1bRPC31L4z7S59FQPDy6B1wdSUApXY%3D&reserved=0

ATTACHMENT A

SCOPE OF WORK

DOH23-006

Invitation to Bid Capital Circle Office Complex Relocation Project Page | 18

1. PURPOSE:

This scope of work is for office relocation services within the Capital Circle Office Complex, located at 4052 Bald Cypress Way, Tallahassee, Florida 32399. Contractor will provide these services to the Florida Department of Health (Department).

2. TERM:

This scope of work will begin on 8/29/2023 or the date on with the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 10/27/2023. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of the Contractor.

3. LOCATION OF WORK:

The worksites for this scope of work are the following locations:

Florida Department of Health 4052 Bald Cypress Way

Florida Department of Health 4042 Bald Cypress Way Tallahassee, FL 32399

Florida Department of Health 4025 Esplanade Way Tallahassee, FL 32399

Florida Department of Health 2585 Merchants Row Blvd.

4. CRIMINAL BACKGROUND SCREENING

The Department will conduct a criminal history record check, including fingerprinting, on the consultant assigned by the Contractor prior to the consultant commencing work for the Department. The Department retains sole discretion as to whether the results of the criminal history record check will result in the Contractor’s employee being disqualified from performing services pursuant to this agreement.

5. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

The Contractor must possess the following minimum qualifications and experience:

5.1 Must have a minimum five years of commercial moving experience.

5.2 Must have and maintain a current Intrastate Movers license with the Florida

Department of Agriculture and Consumer Service.

5.3 Must have proof of current general liability insurance.

6. CONTRACTOR RESPONSIBILITIES:

6.1 SERVICE TASKS: Contractor will perform the following tasks in the time and manner specified:

SCOPE OF WORK

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6.1.1 Provide moving services to relocate the Department’s offices from their current location in the Department’s Capital Circle Office Complex (CCOC) to new locations in the CCOC as specified in Section 3, Location of Work, throughout the PO term. Ensure the following requirements are met:

6.1.1.1 Move a minimum of 40 offices, during the business hours of Monday through Friday, from 8:00 a.m., to 5:00 p.m. each workday, unless otherwise directed by the Department.

6.1.1.2 Provide Equipment, Materials, and Supplies as follows:

6.1.1.2.1 Furnish a minimum of two moving trucks, furniture

dollies, pads, straps, containers, and all other equipment, materials, and supplies, including boxes and sealing tape and any other supplies Contractor deems necessary to protect the items being relocated from damage and meet the requirements under this Scope of Work.

6.1.1.2.2 Any equipment and supplies provided by the

Contractor will remain the property of the Contractor.

6.1.1.2.3 Secure Contractor’s supplies and equipment at the

end of each completed workday The Department will not be held responsible for any damage, vandalism, loss, or theft of the Contractor’s supplies and equipment.

6.1.1.3 Meet the following Staffing Requirements:

6.1.1.3.1 Assign a Project Manager and notify the Department

of that person’s contact information within two business days from issuance of the purchase order.

Notify the Department within 24 hours of any changes to the Contractor’s Project Manager. Ensure the Project Manager meets the following requirements:

6.1.1.3.1.1 Serve as the Contractor’s primary

point of contact for the Department and be responsible for all administrative operations, including answering questions and providing consultations.

6.1.1.3.1.2 Remain on-site and available via cell

phone during the entire Relocation Project.

SCOPE OF WORK

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6.1.1.3.1.3 Follow the Department approved

Relocation Plan as described in Task 6.1.1.3.

6.1.1.3.1.4 Have a thorough knowledge of the

Relocation Project and must direct Contractor’s employees in their assigned tasks to ensure the Relocation Project is accomplished in an efficient and effective manner.

6.1.1.3.1.5 Be responsible for providing direct

supervision to Contractor employees working under this Scope of Work.

6.1.1.3.2 Provide a minimum of ten employees able to perform

the moving requirements no later than 9:00 a.m., on the Contractor’s first workday after issuance of the purchase order.

6.1.1.3.3 Ensure employees observe the Department’s rules

and regulations throughout the purchase order term.

The Contractor will be informed of all Department rules and regulations upon issuance of the purchase order.

6.1.1.3.4 Ensure Contractor’s employees conduct themselves

in a professional, courteous, and appropriate manner at all times.

6.1.1.4 Relocation Plan Requirements:

6.1.1.4.1 Attend meeting with the Department to develop a

Relocation Plan as directed by the Department.

6.1.1.4.2 Based on the meeting referenced in Task 6.1.1.3.1, prepare the Relocation Plan and submit it to the Department for approval as directed. Ensure the Relocation Plan includes, at a minimum, the following:

6.1.1.4.2.1 Timeline and detailed schedule for each

office move, including estimated Relocation Project completion date.

6.1.1.4.2.2 Estimated daily work hours of staff, consisting of a minimum of 6 hours per day, 3 days per week.

6.1.1.4.2.3 Logistics for the Relocation Project using

the attached Exhibit 1: Proposed Relocation Plan, which includes initial estimates of items being relocated.

SCOPE OF WORK

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6.1.1.4.3 Relocate the office contents in accordance with the approved Relocation Plan.

6.1.1.4.4 Notify the Department immediately of any needed

changes to the approved Relocation Plan. All changes must be approved by the Department in writing prior to the Contractor implementing the requested changes.

6.1.1.4.5 Protect all items being relocated against damage. Use equipment, technology carts, packing insulation, and plastic containers that are the sizes and strengths suitable for the contents being relocated.

6.1.1.4.6 Disassemble any items that must be disassembled for relocation purposes and reassemble the items once they are moved to their designated rooms, which will be labeled on each item’s property tag (see Task 6.1.1.5.1).

6.1.1.4.7 No later than the end of each workday, all loaded

moving trucks containing Department office contents must travel directly to each location and be immediately unloaded to the designated offices before work is concluded for the day. Contractor must not store the Department's property in any of the Contractor’s facilities or in any of the moving trucks overnight after concluding work for the day.

6.1.1.5 Protection of Relocation Sites:

6.1.1.5.1 Ensure that sufficient quantities of building protection materials are ordered, delivered, and installed at each site to protect against site damage prior to relocation.

6.1.1.5.2 Use proper and effective care to protect the condition of the entire premises of the CCOC buildings during the Relocation Project.

6.1.1.5.3 Must not exceed the maximum weight capacities listed for each CCOC sites’ elevators.

6.1.1.5.4 Always keep the Relocation Project sites orderly, clean, and safe at all times.

6.1.1.5.5 Remove and dispose of or, if appropriate, return to the Contractor’s place of business, any debris, shipping materials, and packing materials generated or used by the Contractor during the Relocation Project at the Contract’s expense and in containers provided by the Contractor.

SCOPE OF WORK

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6.1.1.6 Site Inventory Report:

6.1.1.6.1 Contractor is responsible for relocation of all items as specified in the Relocation Plan. Each item to be relocated will be assigned a unique identifier by the Department to facilitate the identification and tracking of each item. The items being relocated include:

6.1.1.6.1.1 Estimated number of boxes: 4570.

6.1.1.6.1.2 Estimated number of computers: 433.

6.1.1.6.1.3 Estimated number of bookcases: 95.

6.1.1.6.1.4 Estimated number of shelving racks: 95.

6.1.1.6.1.5 Estimated number of file cabinets: 95.

6.1.1.6.2 Have the Contractor’s Project Manager and conduct a subsequent inspection one (1) business day prior to the start of the Relocation Project and will amend the Site Inventory Report to add or remove items and notate any additional damage to furniture or equipment that was not listed on the initial Site Inventory Report.

6.1.1.6.3 Have the Contractor’s Project Manager submit an

amended Site Inventory Report within 24 hours following the inspection for the Department review and approval, if applicable. Upon final approval, the Site Inventory Report will be deemed final, and no subsequent claims will be considered by the Department.

6.1.1.7 Walk-Through Inspection:

6.1.1.7.1 Have the Contractor’s Project Manager perform a final walk-through inspection of all buildings identified in Section 3, Work Locations, with the Department’s Contract Manager as follows:

6.1.1.7.1.1 Inspection of all “Current Locations” must

occur no later than two business days after completion of the Relocation to the new office location.

6.1.1.7.1.2 Final inspection must occur within ten

business days after the Relocation Project is completed.

6.1.1.7.1.3 Submit a final Inspection and Damage

Report to the Department, which must detail the results of the final walk-through inspection, including all damage to the buildings, premises (including, but not limited to walkways, loading zones, etc.), SCOPE OF WORK

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6.1.2 Additional Requirements:

6.1.2.1 Damaged or Destroyed Property:

6.1.2.1.1 The Contractor will be responsible for the cost of

replacement or any labor and replacement parts that are required for the repair of any property that was damaged or destroyed during the Relocation Project.

The Department has the option to deduct the costs of all repairs or replacements completed from the Contractor’s invoice or to require the Contractor to pay for the repairs and replacements. The Department reserves the right to make immediate repairs to correct damage to property when such loss is detrimental to the Department's operations.

6.1.2.2 Lost Property:

6.1.2.2.1 The Contractor will be responsible for investigating the loss and reporting the results of the investigation to the Department within 30 business days of the report of the loss by the Department.

6.1.2.2.2 The Contractor will reimburse the Department for any lost property. If documents are lost, liquidated damages may be assessed based upon the estimated cost for the Department to restore them or the estimated cost of the mitigation efforts needed for the potential breach of Confidential Documents with any such costs deducted from Contractor’s invoice.

6.1.2.3 Confidential Documents:

6.1.2.3.1 The Contractor must safeguard all documents in its

possession against loss, theft, and disclosure as the building’s contents being moved may contain sensitive materials.

6.2 DELIVERABLES:

Contractor will complete and submit the following deliverables to the Department in the time and manner specified:

6.2.1 Upon Completion: Provision of office relocation services in the time and manner specified in Tasks 6.1.1 - 6.1.2.

SCOPE OF WORK

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7 METHOD OF PAYMENT:

7.1 A purchase order will be issued to the Contractor.

7.2 The method of payment for this purchase order is unit rate.

7.3 The Contractor will not receive payment in advance for goods or services described in this scope of work.

7.4 The Contractor must submit an invoice upon completion of all deliverables that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.

7.5 The Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

8 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES:

All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated below:

8.1 Failure to complete and submit Deliverable 6.2.1 in the time and manner specified will result in a payment reduction equal to 10 percent of the total invoiced amount for each task requirement not met.

9 CONTRACTOR TRAVEL REIMBURSEMENT:

The Contractor will not be reimbursed for any travel expenses under this agreement.

10 DEPARTMENT CONTRACT MANAGER:

The Department Contract Manager for this scope of work is:

TBD TBD

Contract Manager Training Database

11 CONTROLLING TERMS AND CONDITIONS:

11.1 Agency Invitation to Bid (DOH23-006);

11.2 Department’s Purchase Order Terms and Conditions;

11.3 Contractor’s Response to the Department’s Invitation to Bid;

11.4 Department Scope of Work.

ATTACHMENT B

PRICE PAGE

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A single award solicitation will be made to the responsive, responsible Respondent offering the lowest grand total for the services requested in this ITB, including delivery, FOB destination.

Unit price will control in the case of mathematical error(s).

The below prices submitted by the Respondent are all inclusive. There must be no additional costs charged to the Department for work performed under this Bid.

No changes should be made to the format of this price page. Any changes made to the price page may deem the Respondent’s Bid non-responsive and could be rejected.

**The estimated quantities specified herein are based on the Department’s anticipated need and for the purpose of award. The Department reserves the right to increase or decrease estimated quantities after contract award based on need and the availability of funding. All requests to order additional quantities will be using unit pricing**

Description Unit Price **Estimated Quantity Total Price

Deliverable 6.2.1:

Office Relocation

Services

Hourly Rate All Materials included

X ___________ Service Hours

(not to exceed 1,200 for the PO term)

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS BID TITLE PAGE, I HEREBY STATE THAT I HAVE READ THE

ENTIRE ITB TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS AND ALL ITS

ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Purchase Order including those contained in the Department’s Purchase Order Terms and Conditions.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the Respondent’s organization who has legal authority to bind the organization to the provisions of this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

ATTACHMENT C

PRIOR EXPERIENCE FORM

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Provider’s Name: _______________________________________________________

Providers must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation. Respondents must use this experience form to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience.

1.

Company/Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

Service Dates: Services began:________ Services ended: _________

Approximate Contract Value: $

2.

Company/Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work

ATTACHMENT C

PRIOR EXPERIENCE FORM

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Invitation to Bid Capital Circle Office Complex Relocation Project Page | 27

3.

Company/Agency Name:

Address:

City, State, Zip:

Contac…