DOT-ITB-24-7003-EG - ITB PACKAGE.pdf

DOT-ITB-24-7003-EG

State of Florida Department of Transportation

INVITATION TO BID

DISTRICT 7 COPYING, DUPLICATING AND CENTRAL COPY

FACILITY FULL RANGE SERVICES

DOT-ITB-24-7003-EG

CONTACT FOR QUESTIONS:

Enrique Garcia Granados, Purchasing Agent III enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid number: DOT-ITB-24-7003-EG

Title: District 7 Copying, Duplicating and Central Copy Facility Full Range Services.

Bid due date and time (on or before): See Introduction Section 2, Timeline.

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia, Purchasing Agent at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written bids from qualified bidders to establish a contract to provide to provide District 7 copying, duplicating and central copy facility full range services. It is anticipated that the term of the contract will begin on February 1, 2024 and be effective for two years thereafter.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the invitation to bid (ITB), including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notice of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

12-05-2023 10:30 AM MANDATORY PRE-BID MEETING

Florida Department of Transportation Flamingo Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

DEADLINE FOR TECHNICAL QUESTIONS 12-07-2023 12:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 12-13-2023 09:00 AM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 12-13-2023 11:00 AM

Florida Department of Transportation Manatee Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

POSTING OF INTENDED DECISION/AWARD 12-18-2023 05:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-24-7003-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-24-7003-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents and the signature line.

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda for Mandatory Pre-Bid Meeting

All pre-bid meetings are open to the public and will be conducted according to the following agenda:

- Opening remarks - Approximate time of two minutes by Department Procurement Office personnel.

- Review contract administrative requirements.

- Review scope of services, method of compensation, and bid sheet.

- Technical and administrative question and answer session.

Adjourn meeting.

Agenda for Bid Opening Public Meeting

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name and prices to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

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.

3) QUESTIONS AND ANSWERS

In accordance with section 287.057(23), Florida Statutes (F.S.), 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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the procurement agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS / CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment.

Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their bid sheet. The contract vendor will be asked to submit payment certification for MBE subcontractors used.

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/.

6) SCOPE OF SERVICES

Details of the services, information, and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical bids, the Department shall determine the award by means of random drawing.

8) MANDATORY PRE-BID MEETING

A MANDATORY pre-bid meeting will be held at the date, time, and location in the Timeline. The purpose of this meeting is to provide an open forum for the Department to review the scope of services and respond to questions from potential bidders regarding the scope of services, ITB requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, effect the work to be performed. Any changes and/or resulting addenda to the ITB will be the sole prerogative of the Department.

Attendance at this pre-bid meeting is MANDATORY. Failure by a bidder to attend or be represented at this pre-bid meeting will constitute a non-responsive determination of their bid package. Bids found to be non-responsive will not be considered.

9) QUALIFICATIONS

9.1 GENERAL

The Vendor must meet the following minimum qualifications:

9.1.1 The Vendor must have performed the type of services being requested for a minimum of eight uninterrupted years.

9.1.2 The Vendor must have performed services with a similar scope to an organization with 500 employees, including remote locations, within the last two years.

9.1.3 The Vendor must be able to complete installation of the equipment within five business days after the contract have been awarded.

9.2 BIDDER QUALIFICATIONS

When submitting the bid, each bidder must submit a written statement (“Minimum Qualifications Statement” form), detailing their qualifications that demonstrate they meet the minimum qualifications contained in Special Condition 9.1 above. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

9.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out of state corporations, out of state limited liability companies, and out of state 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

9.4 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses 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 licensing, contact:

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

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than one year from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. 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 (COI) to the Florida Department of Transportation, Procurement Office, MS 7-700, Enrique Garcia, enrique.garcia@dot.state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department 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. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A performance bond is not required for this project.

13) METHOD OF COMPENSATION

For the satisfactory performance of the services detailed in each purchase order, the Vendor shall be paid up to the maximum amount of each purchase order, as authorized and approved by the Department. The Vendor shall submit monthly invoices in a format acceptable to the Department.

Payment shall be made at the billing rates shown on this Purchase Order. These billing rates shall include the costs of salaries, overhead, fringe benefits, and operating margin. The invoice shall include documentation of man-hours provided and itemization of costs incurred (including receipts).

Details of the Vendor’s billing rates for the performance of these services are contained in Exhibit “B”, attached hereto and made a part hereof.

This contract does not involve the purchase of Tangible Personal Property, as defined in Chapter 273, F.S.

FINANCIAL CONSEQUENCES: Payment shall be made only after receipt and approval of goods and services unless advance payments are authorized by the Chief Financial Officer of the State of Florida under Chapters 215 and 216, Florida Statutes. Deliverable(s) must be received and accepted in writing by the Contract Manager on the Department’s invoice transmittal forms prior to payment. If the Department determines that the performance of the Vendor is unsatisfactory, the Department shall notify the Vendor of the deficiency to be corrected, which correction shall be made within a time-frame to be specified by the Department. The Vendor shall, within five days after notice from the Department, provide the Department with a corrective action plan describing how the Vendor will address all issues of contract non-performance, unacceptable performance, failure to meet the minimum performance levels, deliverable deficiencies, or contract non-compliance. If the corrective action plan is unacceptable to the Department, the Vendor shall be assessed a non-performance retainage equivalent to 10% of the total invoice amount. The retainage shall be applied to the invoice for the then-current billing period. The retainage shall be withheld until the vendor resolves the deficiency. If the deficiency is subsequently resolved, the Vendor may bill the Department for the retained amount during the next billing period. If the Vendor is unable to resolve the deficiency, the funds retained may be forfeited at the end of the agreement period.

14) CONTRACT DOCUMENT

PURCHASE ORDER

The MyFloridaMarketPlace “Purchase Order Terms and Conditions” and the Department’s “Purchase Order Terms & Conditions” are referenced or attached hereto and made a part hereof.

The terms and conditions contained therein will become an integral part of each Purchase Order issued for this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), 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.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

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

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons 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. Other conditions which may cause rejection of bids include evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) BID SHEET

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

23) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet, for a two-year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor(s) shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contracts will be subject to annual appropriated funding.

24) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

25) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

26) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 24-7003-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless is resubmitted by the due date and time. Bidders may also send a change in separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

28) POSTING OF INTENDED DECISION/AWARD

28.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the Intended Award, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to 1% of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), 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.

28.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 28.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

28.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 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.

29) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Purchase Order issued by the Department.

30) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

31) ATTACHED FORMS

Exhibit “B”, Bid Sheet Minimum Qualifications Statement Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) MBE Planned Utilization (Form 375-040-24) E-Verify (Form 375-031-06)

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITB:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITB:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept _1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

33) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Bid Sheet MFMP Contract Terms and Conditions MFMP Purchase Order Terms and Condition Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

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EXHIBIT "A"

SCOPE OF SERVICES

DISTRICT 7 COPYING, DUPLICATING AND CENTRAL COPY FACILITY FULL

RANGE SERVICES

I. PURPOSE

It is the intent of this scope of services to accomplish the following for the Florida Department of Transportation, District 7, hereinafter, referred to as the Department:

A. Provide and install copy capability in the following locations:

District 7 headquarters building, 11201 N. McKinley Dr., Tampa, FL, 33612 SunGuide Center, 11201 N. McKinley Dr., Tampa, FL, 33612 Tampa Operations Center campus, 2820 Leslie Road, Tampa, FL 33619 Pinellas Operations Center campus, 5211 Ulmerton Road, Clearwater, FL 33760 Brooksville Operations Center campus, 16411 Springhill Dr., Brooksville, FL 34604

B. Provide and install all equipment relating to duplicating, reproduction, binding, engineering drawing copying and laminating in the District 7 headquarters Central Copy Facility.

C. Provide and install all equipment (except as noted herein), on a one-for-one placement basis, of all currently contracted equipment and include a combination of remote convenience copiers located throughout the district and the operations of the Central Copy Facility of the headquarters to include use of off-site capability.

D. Provide staff, on an as needed basis, to the Central Copy Facility.

E. Manage copier operations, including remote copiers, within all District facilities under this contract. An exception to this provision is the wide format copier resident in the District’s Survey and Mapping Department which shall remain outside the provisions of this contract, and which shall be operated at the discretion of the Survey and Mapping Department Head.

F. Provide archiving services of records on an as needed basis.

II. SERVICES

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The Vendor shall supply the following services during the term of the contract and any renewal thereof, plus such additional incidental services that are necessarily implied in order to properly provide the stated services:

A. Central Copy Facility

1. The Vendor shall equip a Central Copy Facility in Room B4, District 7 headquarters, 11201 N. McKinley Dr., Tampa, FL, 33612, on a one for one basis under the current contract, in the manner stated herein.

2. The vendor shall, except as stated elsewhere in this contract, furnish/supply any specific equipment listed herein.

3. The Vendor shall provide in the Central Copy Facility, the capability to produce color copies up to 11 by 17 inches paper. Color copier capability will be sized to the Department’s needs.

4. The Vendor shall staff the Central Copy Facility an estimate of 96 hours monthly, and upon Department request, up to 160 plus hours a month, on a cost per hour basis, regular time, and overtime.

5. The Central Copy Facility Vendor representatives shall accept copying, scanning, facsimile (fax), duplicating, laminating and record archiving requests that are within the scope of this contract from any Department employee.

6. Vendor staff will prioritize copy work by the time it is needed. In the event of any conflict the Vendor will coordinate with the Department Contract Manager for resolution.

7. The Department will not authorize the use of overtime to make up for Vendor management deficiencies or other situations within the Vendor’s ability to manage, mitigate, repair, or prevent.

8. The Central Copy Facility hours are 8 AM until 5 PM Monday through Friday except State holidays and, if required, during declared Emergency Closures. The Department reserves the right to change the hours of operation with reasonable notification. There may be, from time to time, requirements for weekend copying by Department employees. If copy requirements are projected for after hours, reasonable accommodation will be made.

9. Vendor staff in Central Copy Facility shall immediately correct jobs containing errors.

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10. Vendor’s staff working on the premises shall conduct themselves in a courteous and respectful manner.

11. Changes to staff and equipment shall be made by the Vendor as necessary with Department approval to meet operational requirements in both numbers of copies and kinds and number of machines supporting all operations.

12. The Vendor shall provide in the Central Copy Facility, as part of the equipment to be provided at Department’s cost pursuant to subparagraph A. 5. above, a digital copy machine capable of receiving copy requests transmitted from personal computers on the District’s computer network.

Network devices will include those outside the headquarters in District field operations centers. The supporting software must be controllable by the Central Copy Center staff where priorities and queue manipulation must be possible by print manager capability. The software must be able to provide a finished copy product that meets customer requirements, on demand override of queue jobs with priority efforts and prevents interruption of on-going copy center-initiated jobs with network sent jobs. The process will be supported with accompanying process software, compatible with and mountable on the District’s network, that will allow remote device customers to fill out and submit their copy requests accompanying each remote, device based job. Remote offices, of which District 7 has three, should be handled in the following manner:

a. Printing: The Department uses a cloud-based service (Current vendor is Printer Logic. (www.printerlogic.com)), to provide Transmission Control Protocol/Internet Protocol (TCP/IP) print services for managing printers and multi-function devices, deploy TCP/IP printer mappings to client devices, manage and install device drivers and to troubleshoot printer queue related issues. All printing, including vendor specific printing, must be done using Department’s current cloud-based mechanism.

All Department end-user computers will have the Printer Logic agent software installed to allow for installation of printers and driver updates though the Printer Logic service.

All printer and multi-Function device drivers to be used are obtained directly from the device manufacturer’s website. Universal Print Drivers (UPD) and General Print Drivers (GPD) from the device manufacturer are preferred unless the specific device usage requirements specify that the device’s specific driver needs to be used.

Any driver required by the Vendor for the Vendor’s multi-function devices shall be delivered to the Office of Information Technology for upload and

A-4 delivery to user systems via the Department cloud-based service. The driver used must be run in user mode, not kernel mode.

Drivers must be kept up to date, including updates for security purposes.

b Scanning: Vendor will make scanning available to remote customers via two methods. Light scanning (15 pages or less at a time) will be handled as a walk-up service at the multi-function device at the remote site. For light scanning, the multi-function device will write the file(s) to a network share on that same printer server at that location. Heavy scanning (16 pages or more at a time) and color scanning will be handled as a service out of the Central Copy Facility.

c Copying: Device copying will be contained to the Local Area Network (LAN) of the device.

d. Laminating: Provide equipment and labor for 3 and 5 milimeters laminating sheets size 8 ½ x 11 inches.

e. Other Local Multifunction Device Services: Multi-function devices often have extended or extra services over traditional copiers. It is possible the use of these extended or extra services could have an adverse or undesired impact on our current in-place systems. The adoption or use of these extended or extra services will be reviewed on a case-by-case basis.

13. The Department’s Network Environmental Requirements may be found in Enclosure 1.

14. The Copy Center shall have sufficient high-speed copy capability to meet all peak period copy needs and the following capabilities:

a. Enlargement and reduction capability.

b. Be capable of receiving and printing document requests directly from network customer device’s throughout the District.

c. Providing scanning capability to include color and the ability to transmit images over the network to customer devices for insertion of scanned items into personal computer (PC) based document.

d. High quality color reproduction and printing.

e. The ability to recognize users based upon a unique user identification

(ID).

f. Fax capability.

g. File transfer for use in electronic delivery of scanned documents. Multi-function devices may use the Secure File Transfer Protocol (SFTP) to transfer scans to the Vendor’s server(s) to hold temporarily until the customer can browse to the location from their workstation and take

A-5 delivery of the file(s). This type of solution may be used for servicing “light scanning” and should not be used for “heavy scanning”, or scanning performed from remote locations. See also previous item regarding remote office services.

15. The Vendor shall provide a digital engineering copier capable of receiving remote print requests from network connected customers from within the district and accompanying network sent electronic files for copying. An engineering document scanner capable of scanning a minimum of a 36-inch-wide document will be required to support Department requirements.

The scanner must be able to scan originals to electronic file or scan to immediate print or both. The operational software will be compatible with and able to operate on the district’s network with simple self-instruction introduction to all remote users. Some users will not be located within the headquarters but on field operations centers. A Windows environment with pull down menus and self-evident displays will be provided for both the Vendor’s staff for copy job management and copy to disk/compact disk (CD) management as well as available on vendor provided software made available on the district’s computer network. Specific technical requirements for the engineering copier are contained in Enclosure 2 for this scope of services.

16.The Vendor shall provide offsite archiving of records. The service shall consist of the following:

a) The Vendor shall prepare the documents by removing staples, clips and post-it notes from boxed records.

b) Vendor shall perform record series verification as specified by user.

c) Vendor shall index the archived records as specified by the requestor.

d) Vendor shall name the files as designated by the requestor.

e) Vendor shall re-box and re-assemble unless otherwise specified by the requestor.

f) Archived documents must be in Tag Image File Format (TIFF) Group 4 format unless otherwise requested.

g) Vendor shall perform quality control of each archived record.

h) Vendor shall provide the archived documents on CD in the requested format.

i) Vendor shall provide a cost/time estimate to the requestor upon submission of the request. If the requestor would like the job rushed and an additional staff is required, the per hour fee will be for each staff.

Rush request must be indicated on submission form.

B. Convenience Copiers

1. The Vendor shall provide convenience copy service in distributed locations on a one for one replacement under current contract. Vendor shall work

A-6 with the Department Contract Manager to determine the correct type and capability of copier required to support operations if changes are needed.

Each copier will be a multifunctional device (MFD) with copy, print, scan, and fax capabilities.

2. Copiers are currently located at 16 different locations within the headquarters facility (Including SunGuide) and at 10 different field locations.

Enclosure 4 contains detailed information for each District copier.

Enclosure 3 data is as correct as feasible but is not warranted in any respect as to complete accuracy.

3. All copy machines being replaced shall be digital and have the following capabilities:

a. Network addressable on the District’s network and meet all network operating requirements specified in Enclosure 1.

b. Be fax capable.

c. Be capable of receiving and printing document requests directly from network customer Device’s (if networked).

d. Capable of providing print request status and completion notification to customer’s device upon print completion.

e. Have minimum capability of sorting/collating sets of copies.

f. Be capable of providing scanning capability, that can transmit images over the network to customer device’s for insertion of scanned item into working device based documents.

g. Be capable of 1:1, 1:2, 2:2 duplex copying, 2:1 and 4:2 sided copying.

h. Be capable of 1:1, 1:2, printing from customer’s device.

i. Be capable of customer selecting landscape print when desired.

j. Provide automatic stapling.

k. Provide automatic document feed and a minimum of three built in paper trays for 8 ½” x 11”, 8 ½” x 14”, and 11 x 17” paper.

l. The sole responsibility for proper interface with and operation of their equipment on the District’s operating system is that of the Vendor.

4. In the event that customer requirements and demands/use indicate that convenience copiers assigned to or within any District work group do not meet the District customer’s requirements, the Vendor shall upgrade or reduce machine capability as required and agreed to by the Department Contract Manager.

5. Vendor supplied print management software shall enable automatic re-direction of copy requirements to the Central Copy Facility whenever print requests are outside specific District parameters for each remote copier.

Primary convenience copiers at field locations may have different parameters than those set for copiers resident within the District headquarters.

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C. Equipment and Supplies

All equipment necessary to perform under this contract shall be supplied by the Vendor at its own expense, except as otherwise specifically provided in this scope of services and except as indicated in the following:

1. Vendor shall not be allowed to use Department facilities, supplies or equipment located on Department property for any purpose other than performing its obligations under this contract. Without limitation, this provision specifically prohibits Vendor from performing non-Department business on Department property or on equipment located at the District headquarters, or any of the specified field locations, supplied by Vendor pursuant to this agreement.

D. Maintenance and Repair

1. Vendor shall perform repairs and routine maintenance on an as needed basis, at Vendor’s expense, on all…