DOS-ITB-22.23-048 Addendum No. 1.pdf

DOS-ITB-22/23-048 Addendum No. 1 Page 1 of 16

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO. 1 TO THE FOLLOWING INVITATION TO BID

MICROFICHE IMAGING CONVERSION

SOLICITATION NO.: DOS-ITB-22/23-048

Date: April 6, 2023

To: Prospective Respondents to Solicitation No.: DOS-ITB-22/23-048

From: David Shufflebotham, Procurement Officer

Subject: Vendor Questions and Department Responses to Questions

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, F.S.), OR

FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE

TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. SECTION 2- SOLICITATION PROCESS

2.1 General Overview of the ITB

The Invitation to Bid (ITB) is a method of competitively procuring a commodity or contractual service under Chapter 287, Florida Statutes. The ITB process involves three phases: Solicitation, Minimum Mandatory Requirement and Evaluation.

2.2 Mandatory Pre-Bid Site Visit

A MANDATORY pre-bid site visit will be held for this solicitation on the time

DOS-ITB-22/23-048 Addendum No. 1 Page 2 of 16 and date specified in the Timeline of Events in Section 2.3 2.4. The purpose of the pre-bid site visit is to discuss contents of the ITB and to accept questions from Vendors concerning the project. Vendors must attend the pre-bid site visit and sign in as a requirement of bid responsiveness and attendance. Failure to attend the pre-bid site visit from the time it is called to order and to the time it is adjourned, shall disqualify a potential Respondent. All Vendors intending to submit a bid must sign the sign-in sheet before departing each site. Bids will only be accepted from those Vendors attending the pre-bid site visit. The purpose of the Mandatory pre-bid site visit is for the prospective vendors to become familiar with the site conditions which may have an influence on the bid proposal or the equipment, material, labor and services required. The Department of State will make a reasonable effort to answer verbal questions asked at the pre-bid site visit, however, Vendors should clearly understand that verbal discussions held at the pre-bid site visits shall not be binding on DOS.

Please reference Section 2.2 Questions of the State of Florida PUR 1001(10/06) General Instruction to Vendors” for additional information related to oral discussions with State employees. We can provide the Vendor a note card should there be any questions in regard to the site visit that a Vendor would like to have included in the Questions Answers as indicated Section 2.2 2.3.

2.3 Questions and Answers

Respondent will address all inquiries regarding this solicitation, via email, to the Procurement Officer, as identified in Section 1.5 2.6, Procurement Officer. The deadline for submission of questions is reflected in Section 2.3 2.4, Timeline of Events. The Department will post answers to the questions on the VIP as noted in Section 2.3 2.4 – Timeline of Events. If the Department makes changes based on questions received, the Department will issue an addendum to the ITB. Questions will only be accepted, if submitted in writing; reference PUR 1001 Section 5 for additional information. (See PUR 1001 – General Instructions to Respondents, Section 21, Limitation on Vendor Contact with Agency during Solicitation Period) PUR 1001. Please see Attachment A – Questions Submittal Form.

The Department requests that all questions have the ITB number in the subject line of the email. Questions are requested to be submitted in the following format: _Vendor Question Number ITB Page # Section # Subscription Reference Vendor Question 1 2.

2.3 2.4 Timeline of Events

The table below contains the Timeline of Events for this ITB. The dates and times within the Timeline of Events are subject to change. The Department reserves the right to adjust the schedule and will notify participants in the ITB by posting an addendum on the VIP. It is the Respondent’s responsibility to check for any changes on the VIP on a regular basis for such updates. All changes to the Timeline of Events will be made through an addendum to the ITB. Respondents are responsible for submitting all required documentation by the dates and times (Eastern Time) specified below.

DOS-ITB-22/23-048 Addendum No. 1 Page 3 of 16

DATE TIME ACTION LOCATION

March 10, 2023 Release of Solicitation

Electronically Posted:

https://vendor.myfloridamarke tplace.com/search/bids

March 20, 2023 3:00 P.M. Mandatory Site Visit

Florida Department of State Division of Corporations

2415 N. Monroe Street, Suite 810, Tallahassee, FL 32303

March 31, 2023 5:00 P.M.

Deadline for Vendor Written Questions

Division of Administrative Services

Purchasing@dos.myflorida.co m

April 6, 2023 N/A

Anticipated Date for

Department’s Response to Vendor Written Questions

Electronically Posted

April 13, 2023 2:00 P.M.

Deadline for Receipt of Vendor Bid

Florida Department of State Division of

Administrative Services 500 S. Bronough Street, Suite 428 Tallahassee, Florida 32399

April 13, 2023 3:00 P.M.

Bid Opening

– Conference Call

Telephone: 1-888-585-9008 and enter code 666-567-017# when directed

April 24, 2023 N/A

Anticipated Notice of

Intent to Award

Electronically Posted

2.4 2.5 Addendum to Solicitation

The Department reserves the right to amend this ITB by issuing an addendum posted on the VIP. Any and all addenda will be in writing and posted on the VIP at https://vendor.myfloridamarketplace.com/search/bids criteria form.

It is the responsibility of the Vendor to check VIP for any changes.

An Addendum Acknowledgement Form will be provided with all addenda posted on VIP. The Addendum Acknowledgement Form shall be signed by an authorized company representative, dated, and returned with the bid. Each Vendor is responsible for monitoring the VIP for new or changing information.

https://vendor.myfloridamarketplace.com/search/bids mailto:Purchasing@dos.myflorida.com mailto:Purchasing@dos.myflorida.com https://vendor.myfloridamarketplace.com/search/bids https://vendor.myfloridamarketplace.com/search/bids

DOS-ITB-22/23-048 Addendum No. 1 Page 4 of 16

2.5 2.6 Procurement Officer The Procurement Officer is the sole point of contact as described in PUR 1001, Section 21.

David Shufflebotham, Procurement Officer Florida Department of State, Division of Administrative Services, Purchasing Office 500 S. Bronough Street, Suite 428 Tallahassee, Florida 32399-0250 Phone: 850-245-6457 Email: Purchasing@dos.myflorida.com

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

ALL EMAILS TO THE PROCUREMENT OFFICER. ***

2.6 2.7 Contract Formation

The Department may issue a Notice of Intent to Award to the successful Vendor. The Department shall not be liable for any work performed before the execution of a contract.

2.6 2.8 Disclosure of Bid Contents

All documentation supplied to the Department as part of a Bid becomes the exclusive property of the Department and will not be returned to the Vendor unless withdrawn prior to the deadline to submit Bids in accordance with the modification or withdrawal of Bid requirements in Section 5.5. Selection or rejection of a Bid shall not affect this right. The State of Florida shall have the right to use all ideas, or adaptations of ideas, contained in any Bid received in response to this ITB. Selection or rejection of a Bid shall not affect this right.

2.7 2.9 Clarification Process

The Department may request clarification from the Vendor for resolving ambiguities or questioning information presented in its Bid. Clarifications may be requested throughout the ITB process.

The Vendor’s answer(s) to requested clarifications must be in writing and must be submitted to the Department within the time specified by the Department in the request.

2.8 2.10 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority-, veteran-, and woman-owned small businesses. Participation of a diverse group of Respondents doing business with the State is central to the

Department’s effort. To this end, minority-, veteran-, and woman-owned small business enterprises are encouraged to participate in the State’s procurement process as both prime contractors and subcontractors.

END OF SECTION 2

DOS-ITB-22/23-048 Addendum No. 1 Page 5 of 16

2. Written Responses to Written Questions

The questions are reproduced in the exact format in which they were submitted.

Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.4 Timeline of Events.

2.3 Questions and Responses:

Question

ITB

Section

ITB Page # Vendor Question Department Response

Attachment B

Scope of Work/Specifications

Not Stated

What days/hours can the vendor be working onsite?

The business hours are between 8:00 a.m. and 5:00 p.m. (EST), Monday through Friday.

Attachment B

Scope of Work/Specifications

Not Stated

What’s the average number of frames per card? Is 30 a good number?

For 12 digit document numbers, the average frames per card is 8-

12. For 6 digit document number, the average frame is 20 – 32 frames per card.

Attachment B

Scope of Work/Specifications

Not Stated

Are you good with 200dpi tiff compressed bitonal (meaning black and white files)?

200 dpi. Bitonal is fine as long as images are legible.

Attachment B

Scope of Work/Specifications

Not Stated

Can the data be indexed and QC’d offsite at our facility in Frederick MD

No. On Page 24, A. 1. “The work shall be completed in Leon County, Florida.”

Attachment B

Scope of Work/Specifications

Not Stated How big is the onsite workspace?

The Division of Corporations (Division) have three (3) cubicles that could be made available in the area the microfilm cabinets are located. If more room is required, the Division have the training room shown during the demo.

Attachment B

Scope of Work/Specifications

Page 24, Overview

Can we perform the work outside of Florida? Like in Michigan, NY, etc.

See answer to Answer #4.

Attachment B

Scope of Work/Specifications

Page 24, Overview

Can we perform all the services offsite?

Are we allowed to pick up all the Microfiches in one trip?

See answer to Answer #4.

DOS-ITB-22/23-048 Addendum No. 1 Page 6 of 16

Section 2.2

Mandatory Pre-Bid Site Visit

Can we request that the pre-bid conference be held remotely? if yes please provide conference call/ webinar information so that we can participate remotely.

No. Section 2.2 states there is a mandatory Pre-bid/Site Visit in accordance with Section 2.3 Timeline of Events.

Attachment B Scope of

Work/Specifications Not Stated

What are the indexing criteria?

(How many fields do we need to index for each file?)

Please see pages 23 and 24 of the solicitation.

Scope of

Work/Specifications Not Stated

Do we need to scan B&W or Color? If color, then what % of documents are color?

Scanned documents will need to be black and white only.

Scope of

Work/Specifications

Page 23, Overview of

SOW

What is the average number of images per jacket?

See answer to Answer #2.

Scope of

Work/Specifications

Page 23, Overview of

SOW

Do we need to apply any naming convention to files?

See pages 23 and 24 of the solicitation.

Scope of

Work/Specifications

Page 23, Do we need to provide the digitized documents in a specific folder structure?

No, as long as it is named by the document number.

Scope of

Work/Specifications

Page 23, What is the overall quality and condition of the microfiche materials?

The microfiche materials for the newer filings, 12 digit document numbers, and 6 digit document numbers starting with S and V is in good shape. The older the 6 digit document numbers are, the more fragile they become.

Scope of

Work/Specifications

Page 23, Are there multiple documents per fiche, or is it only one document that is multipage?

Only one document number is assigned per fiche, there can be multiple filings to the document number contained in the fiche.

Section 2 – Solicitation Process,

2.2 Mandatory Pre-

Bid Site Visit

Pg 6, Site Visit

References. “sign the sign-in sheet before departing each site.” How many sites will the attendees be visiting? Can all sites

There is only one site for the Pre-bid Site Visit and it is at 2415 N.

Monroe Street, Suite 810, Tallahassee, Florida 32303.

DOS-ITB-22/23-048 Addendum No. 1 Page 7 of 16 be walked to from the bid conference?

Section 3 – Special Instructions to

Vendors

Pg 10, 3.3 Alternate bids Pg 14, Price Sheet

States that Alternate bids and exceptions to this solicitation are not permitted.” Will the DOS accept “optional” bids such as for onsite services and an optional bid for offsite scanning?

A separate bid for onsite services is fine.

A separate bid for offsite scanning, as long as the scanning occurs in Leon County.

Scope of Work/Specifications

Pg 23 Overview

What days/hours can the vendor be working on site? Will two shifts be available for vendor to work?

Please see Answer #1.

Scope of

Work/Specifications Pg 23 Overview

Will the onsite employees be provided with badges to come and go?

General Services can provide badge access from 8a-5p M-F.

We will still require a daily sign in and out sheet. General Services will need a list of employee names prior to the start date to issue the access cards.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

Do the onsite employees require any type of clearance?

Yes, please see page 36, Attachment D, Section 32.

Employees, Subcontractors and Agents.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

Are the 4 million active registrations all contained on the

2.5 million microfiche to be converted?

No, there are no microfiche records. for entities formed after 2007. These are stored in a digital image.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

What does DOS mean by “phased approach?”

Phased approach is referring to the ramping up of the imaging conversion process with the awarded vendor.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

Will the DOS be responsible for uploading the images and index data into SUNBIZ?

The Division would like the selected vendor to upload the resultant images to a secure FTP site. Credentials will be provided once the contract is signed.

Scope of Work/Specifications

Pg 23 Overview

Please describe the onsite workplace?

What are the room dimensions?

See Answer #5

DOS-ITB-22/23-048 Addendum No. 1 Page 8 of 16

Attachment B

Scope of Work/Specifications

Pg 23 Overview

Can the data be indexed and QC’d at our facility in Frederick, MD?

See Answer #4.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

What is average number of pages per record?

The average number of pages per record is 30.

Attachment B

Scope of Work/Specifications

Pg 23 Overview

What’s the average number of frames per card? Is 30 a reasonable number to use as an average?

See Answer #26.

Attachment B

Scope of Work/Specifications

Pg 24 Indexing

For indexing/file naming, do the Charter Numbers appear on each microfiche header?

Is there ever more than one Charter Number on a microfiche?

The charter number appears at the top of the each microfiche.

No, only one charter number is on each microfiche.

Attachment B

Scope of Work/Specifications

Pg 24 Indexing

Please confirm we’re only indexing the microfiche headers and nothing from the images?

See page 24 Statement of Work II. Contractor Responsibilities A.

2. Tiff is to be labeled with the 6 or 12 digit document number and a description “Filings Prior to a specific year”, see example.

Attachment B

Scope of Work/Specifications

Pg 24, Work Location

We understand that onsite scanning is preferred but not mandatory. If the work is performed offsite, will the DOS consider dropping the requirement for work to be done in Leon County?

See Answer #4.

Attachment B

Scope of Work/Specifications

Pg 24, Records Request

Records request states that, “The Vendor shall provide copies of the records in their possession to the Division if a time sensitive records request is made.” How many records requests per week are made for

See Answer #26.

DOS-ITB-22/23-048 Addendum No. 1 Page 9 of 16 copies of the records?

Attachment B

Scope of Work/Specifications

Pg 24, Records Request

Can we scan the request document pages and deliver via Email?

See page 17, 5.3 Delivery of Bid.

All bids are to be submitted to the Procurement Officer in hard copy by the time and date in accordance with Section 2.4 Timeline of Events.

Attachment B

Scope of Work/Specifications

Pg 24, Contractor

Responsibilities

Are you good with 200dpi tif compressed bitonal (meaning black and white files)?

See Answer #10

Attachment B

Scope of Work/Specifications

Page 24., II.

Contractor

Responsibilities, B. 2.

This section states that “a. The Contractor will charge only for what is imaged and accepted by the Division.” Will monthly progress billings of 50% upon delivery and 50% after acceptance be acceptable?

The Department will issue an advanced payment for services by June 30, 2023., for services to be rendered by August 31, 2023.

The Department may only ultimately pay for images submitted and accepted by the Division.

Therefore, any microfiche imaging conversions not completed and accepted by the Department by August 31, 2023, will require the vendor to return funding that was advanced for unfinished work.

Scope of Work/Specifications

Pg 25 II.E.

Invoicing-1.

Paragraph states “1.

Payment for services shall be issued through a purchase order with an advanced payment,” Please clarify “advanced payment.”

A purchase order will be issued to the awarded vendor. The definition for advanced payments is as follows: “Section 216.181(16), F.S., provides for advances for program startup or advances for contracted services to governmental entities and not-for-profit organizations.

The amount that may be advanced shall not exceed the expected cash needs of the contractor or recipient within the initial three months. Thereafter, disbursements shall only be on a reimbursement basis. Advance payments may be made for cost reimbursement and fixed-price contracts.”

DOS-ITB-22/23-048 Addendum No. 1 Page 10 of 16

Attachment E, State of Florida

PUR1001

General Instructions to Respondents

Pg 40, Attachment E-

General Instructions #3

States that all proposals to be submitted electronically – then on P.17, 5.2 How to submit a Bid – clearly asks for hard copy proposals via mail/express/courier.

Please confirm. How are vendors to deliver our bids…hard copy or digitally?

See Answer #32.

Attachment B

Scope of Work/Specifications

Not Stated

Whether companies from Outside USA can apply for this?

(like, from India or Canada)

Any vendor authorized to do business in the State of Florida may be considered, however, the work must be performed at the Division of Corporations offices or in Leon County, Florida, as detailed in the procurement.

Section 2 –

Solicitation Process Not Stated

Whether we need to come over there for meetings?

Yes, the vendor would have needed to attend in-person for the pre-bid mandatory site visit.

Any other meetings will be via conference call during the solicitation process.

Attachment B

Scope of Work/Specifications

Not Stated

Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

No. See Answer # 37.

Section 5 – Bid Submittal

Requirements, 5.2 How to Submit a Bid

Not Stated

Can we submit the proposals via email?

See Answer #32.

Attachment B

Scope of Work/Specifications

Not Stated

What output format do you require?

The output image should be a Group 4 Compressed Multipage

.TIFF.

Scope of Work/Specifications

Not Stated

What current document management system to you have in place

(ECM)?

The current document management system was developed internally by the Department of State.

Attachment B

Scope of Work/Specifications

Not Stated

Who uploads into

ECM?

The Department of State, Division of Corporations.

DOS-ITB-22/23-048 Addendum No. 1 Page 11 of 16

Attachment B

Scope of Work/Specifications

Not Stated

Security Req. What if any specific security requirements do you have outlined for this project?

See Answer # 23.

Attachment B

Scope of Work/Specifications

Not Stated

In an effort to provide the most optimum output would consideration be given to move the motcrid out of Leon County to a dedicated processing center?

See Answer #4.

Attachment B

Scope of Work/Specifications

Not Stated

Recalls/Demands.

What is the current amount and frequency of requests per week?

The Division averages 10 requests a day, 50 per week.

Attachment B

Scope of Work/Specifications

Not Stated

Approx. expected time of delivery during the project?

The expected time to delivery the scanned documents is daily.

48 N/A Not Stated

Will consideration be given to negotiating the current terms & SCA’s?

No, this is an Invitation to Bid (ITB). The contract will be awarded to the lowest unit rate.

The terms and conditions are non-negotiable.

Attachment B, Scope of Work/ Specifications, Overview

Page 23, I., A.

Does the State plan on extending the contract past August 31, 2023 if the $500,000 isn't reached?

No, this contract will not be extended.

Does the State plan on providing an additional contract after August 31, 2023 for another budget amount?

No.

Attachment B, Specifications

Does the state want the Microfiche header to be used for indexing purposes? Or does vendor need to index each image individually?

The microfiche header is for indexing purposes. We do not expect each individual image to be indexed.

DOS-ITB-22/23-048 Addendum No. 1 Page 12 of 16

Attachment B, Scope of Work/

Is there a indexing manifest/database that can be referenced during digitization process?

No, the SUNBIZ.ORG website can be accessed to verify a document number.

Regarding onsite scanning. How much sqft is available for the vendor to setup machines and staff?

What are the hours of operation vendor can work onsite?

1,205 sf is available in the training room.

For the hours of operation, please see Answer #1.

Regarding onsite scanning. Is there Internet available for vendor equipment/staff for troubleshooting/tech support purposes?

Yes, internet access is available.

Attachment B, Scope of Work/ Specifications

Contract Responsibilities

Page 24, II., A., 1.

Our scanning machines can digitize in 300 dpi with no speed difference and we recommend for better quality. Is this okay with the State or is 200 dpi only required?

300 dpi is acceptable.

Specifications

Contract Responsibilities

Page 24, II., A., 2.

Where exactly is this index information located, in the header of the microfiche or on the image itself?

The index information is located on the header of the microfiche.

Section 2 –

Solicitation Process, Timeline of Events

Page 7, 2.3

When is the State's "start date" for this project anticipated?

This is critical to determine how much Microfiche can be converted by August 31, 2023.

The contract start date will be the date the contract is signed by both parties. It is anticipated this may approximately occur in Late April or early May.

Section 2 – Solicitation Process, Page 7, 2.3

Is the $500,000 budget approved for us by the State? If not, how long does

The funding has been appropriated and will be paid an advanced payment.

DOS-ITB-22/23-048 Addendum No. 1 Page 13 of 16 this process usually take? (This will effect the start time of the project and end date of August 31, 2023)

See Answer #36.

Section 2 – Solicitation Process, Pg 7, 2.3 Timeline of

Events

The timeline indicates answers to questions will not be posted until April 6, 2023, leaving no time for follow up questions prior to the April 13, 2023 due date for proposals.

Would the DOS consider answering questions earlier or extending the due date to allow for follow up Q/A?

Due to the time constraints of this project, the timeline will not be extended for follow-up questions.

Section 3 – Special

Instructions To Vendors

Pg 10, 3.3 Alternate bids Pg 15, Price

Sheet

Question: A longer schedule will cost less since it will not require as much dedicated onsite equipment.

Would you be open to a vendor providing an additional option for a slightly longer schedule in addition to pricing for all work complete by 8/31/23?

No, this project must be completed by August 31, 2023.

Prospective vendors should submit their bids based on the amount of work that can be completed by August 31, 2023.

Attachment B, Scope of Work/

Pg 24, Contractor

Responsibilities

Question: If the film and the original documents are of poor quality you may get a better-quality image scanning in grayscale for the same price.

Would you consider scanning in grayscale

JPEG?

Grayscale is fine for the same price.

See Answer #41.

Attachment B, Scope of Work/

Pg. 23, Question: Assuming no vendor is able to complete 625,000 cards by August 31, 2023, what happens to the remaining cards?

Will the incumbent scan the remaining cards, or will it go back out to BID at some TBD date?

DOS has been appropriated $500,000 for fiscal year 22/23. It is the Department’s desire to utilize all of the funds by August 31, 2023. Any work not completed may be included in a future solicitation.

DOS-ITB-22/23-048 Addendum No. 1 Page 14 of 16

Attachment B, Scope of Work/

Pg 26, Attachment C, Price Sheet

Question: To price the work per card, vendors must estimate the average number of frames or ‘images’ per card. The more frames the longer it takes to scan. Will you provide a suitable average number per card for all vendors to use so your bid evaluation is comparing apples to apples?

See Answer #2.

Attachment B, Scope of Work/

Pg 23.

Overview, Para. 3

You state the Division plans a “phased approach” to convert the microfiche records” Questions: Is the phased approach referring to the 2.5 million microfiche cards located at the Monroe St. location;

will the remainder of this collection (amount beyond the 625,000) be digitized next year with appropriated funds? Will the awarded vendor have the opportunity to extend their contract for the remainder of the collection?

The phased approach is referring to the 2.5 million microfiche cards located at the Monroe St.

location. Funding for this project is only appropriated for FY 2022- 2023. This contract will not be extended for the reminder of the collection.

DOS-ITB-22/23-048 Addendum No. 1 Page 15 of 16

3. 3.1 General Instructions

The General Instructions to Vendors is the PUR 1001, 2006 version, which is incorporated by reference and can be accessed at:

Sections 3 and 5 of PUR 1001 are inapplicable and are replaced as follows:

Section 3. Electronic Submission of Bid Bids shall be submitted in accordance with Section 5.2, How to Submit a Bid, of this ITB.

Section 5. Question Questions shall be submitted in accordance with Section 2.2 2.3 Question and Answers of this solicitation.

3.2 Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the Vendor as a result of any discussions with any State employee. Only those communications that are in writing from the Department’s Procurement Officer identified in Section 2.3 2.6 of this ITB shall be considered a duly authorized expression on behalf of the Department. Only written, signed communications from Vendors will be recognized by the Department as duly authorized expressions on behalf of the Vendor.

4. Section 5.3 Delivery of Bid

Page 18 - Change: Bid Opening Date from March 30, 2023 at 3:00 P.M. EST to

April 13, 2023 at 3:00 P.M. EST to match Section 2.3 2.4 Timeline of Events.

5.5 Bid Opening

A public opening will be conducted at the time and date specified in Section 2.3 2.4, Timeline of Events in the Purchasing Office located at R.A. Gray Building, 500 S. Bronough Street, Conference Room 428, Tallahassee, Florida, 32399-0250.

The public opening will be conducted on the time and date specified in Section 2.3 2.4, Timeline of Events, and public can attend via conference call by using the information below.

Conference Call Number: 1-888-585-9008 Room Number: 666-567-017

After the public opening, the name(s) of all Vendors submitting bids can be made available to interested parties upon request to the Procurement Officer.

After the public opening, the name(s) of all Vendors submitting Bids shall be made available to interested parties upon request to the Procurement Officer listed in Section 1.5 2.6.

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5.6.5 Withdrawal of Bid

A Vendor may withdraw a Bid by written notice to the Department on or before the deadline specified in Section 2.3 2.4, Timeline of Events. Such written notice is to be submitted to the Procurement Officer.

5. 6.2 Posting of Award

The Notice of Agency Decision will be posted on the anticipated date shown in the Section 2.3 2.4, Timeline of Events, and will remain posted for a period of seventy-two (72) hours (Saturdays, Sundays and State holidays shall be excluded in the computation of the seventy-two (72) hour time period). Vendors 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 or as provided in the Solicitation documents. Violation of this provision may be grounds for rejecting a response.

Posting will be made available on the Florida Vendor Information Portal at:

https://vendor.myfloridamarketplace.com/search/bids and the Department of

State’s Purchasing located in Tallahassee, FL.

The Department shall not be obligated to pay for information obtained from or through any Vendor prior to entering into a Contract with the successful Vendor.