DOT-ITB-27-5002-KRVS COMPLETE.pdf

ITBSHELL.SERVICES 8/29/2025

State of Florida Department of Transportation

INVITATION TO BID

Kiosk Recirculating Ventilation System

District Five Deland District Office

DOT-ITB-27-5002-KRVS

District Five

719 S. Woodland Boulevard DeLand, Florida 32720-6834

State of Florida

District Five 719 S. Woodland Boulevard DeLand, Florida 32720-6834

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO D5.ProcurementQuestions@dot.state.fl.us

Bid Number: DOT-ITB-27-5002-KRVS

Title: Kiosk Recirculating Ventilation System

Bid Due Date & Time (On or Before): September 29, 2026, at 10:00 AM

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below e-mail to D5.ProcurementQuestions@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 at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Invitation to Bid, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. 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 D5.ProcurementQuestions@dot.state.fl.us https://vendor.myfloridamarketplace.com/

FORM NO. 2, PAGE 1 OF 2

Bid Sheet

BID #: DOT-ITB-27-5002-KRVS

BID TITLE: Kiosk Recirculating Ventilation System

District Five DeLand District Office

BID AS SPECIFIED IN EXHIBIT “A”

Table 1

Product or Service Description Unit Qty. Grand Total Bid Price

Lump sum price the removal of the existing Vent Master Ventilation System and the installation of one (1) new Halton Q KVS-8 Kiosk Recirculation Ventilation System, Tower Mount Right configuration. as per Exhibit “A” Scope of Services

Lump Sum

LS 1

This project will be awarded to the Vendor who provides the lowest Grand Total Price above, providing all line items are bid and all requirements are met as listed in this proposal.

Bid Proposal shall include all Materials, Components, Incidentals, Labor, and any/all other costs for completion of the requirements in Exhibit “A” Scope of Services/Technical Specifications.

The Department reserves the right to correct any mathematical errors.

Is this product available with recycled content? Yes or No

If yes, please send information separate from this Invitation to Bid (See Recycled Material Special Condition for more information)

FORM NO. 2, PAGE 2 OF 2

MFMP Transaction Fee:

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 Fees imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the bidder acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

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

Bidder: FEID# .

Address:_______________________________City,State,Zip: .

Phone: E-mail:

Authorized Signature: ______________________________________ Date: ______________

Printed/Typed: _________________________________________Title:__________________________

MINIMUM QUALIFICATIONS STATEMENT

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

Provide a written statement detailing your qualifications:

WORK REFERENCES

List the names of three references for which your business has provided similar services.

BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO.

1. ________________________________________________________________________________________

2. ________________________________________________________________________________________

3. ________________________________________________________________________________________

Florida Statutes:

287.135

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

VENDOR CERTIFICATION REGARDING

SCRUTINIZED COMPANIES LISTS

375-030-60

PROCUREMENT

OGC – 08/25

Respondent Vendor Name:

Vendor FEIN:

Vendor’s Authorized Representative Name and Title:

Address:

City: State: Zip:

Phone Number:

Email Address:

Section 287.135, Florida Statutes, prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

As the authorized representative of the company or other entity identified above in the section entitled “Respondent Vendor Name”, I hereby certify that the company or other entity is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or the Scrutinized Companies or Other Entities that Boycott Israel List. I further certify that the company or other entity is not engaged in a boycott of Israel and is not engaged in business operations in Cuba or Syria. I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject the company to civil penalties, attorney’s fees, costs, and/or ineligibility to bid on future contracts.

Certified By:

who is authorized to sign on behalf of the above referenced company.

Authorized Signature Print Name and Title:

Date:

DOT-ITB-27-5002-KRVS Form No. 4

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

E-VERIFY

375-031-06

PROCUREMENT

OGC – 11/25

Contract No: DOT-ITB-27-5002-KRVS

Financial Project No(s): 457810-1-72-01

Project Description: Purchase of a Kiosk Recirculating Ventilation System

In accordance with the contract, the Vendor/Consultant/Contractor hereby acknowledges and certifies compliance with Section 448.095, Florida Statutes. The Vendor/Consultant/Contractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. The Vendor/Consultant/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system. The Vendor/Consultant/Contractor shall comply with Section 448.095, Florida Statutes, for the duration of the contract term, including any extensions or renewal periods.

Company/Firm:

Authorized Signature:

Title:

Date:

Form No. 5

PUR 1355 (10/23) Page 1 of 1 Rule 60A-1.020, F.A.C.

FOREIGN COUNTRY OF CONCERN ATTESTATION

(PUR 1355)

This form must be completed by an officer or representative of an entity submitting a bid, proposal, or reply to, or entering into, renewing, or extending, a contract with a Governmental

Entity which would grant the entity access to an individual’s Personal Identifying Information.

"#/*2#+*5'& 2'0,1 31'& )'0'*- )#4' 2)' &'(*-*2*.-1 #1%0*$'& *-6Rule 60A-1.020, F.A.C.

____________________________________ is not owned by the government of a Foreign a Foreign Country of Concern, and the government of a Foreign Country of Concern does not have a Controlling Interest in the entity.

Under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Printed Name: __________________________

Title: __________________________________

Signature: ______________________________ Date: _______________

Name of Entity Country of Concern, is not organized under the laws of nor has its Principal Place of Business in

Form No. 6DOT-ITB-27-5002-KRVS

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 provide a complete Turnkey Services for the removal of the existing Vent Master Ventilation System and the installation of one (1) new Halton Q KVS-8

Kiosk Recirculation Ventilation System, Tower Mount Right configuration. It is anticipated that the term of the contract will begin on or about October 9, 2026 and all work must be completed by November 15, 2026.

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

All public meetings, unless otherwise specified below, will be held at the District Office at 719 S.

Woodland Boulevard, DeLand, Florida 32724-6834

ACTION / LOCATION DATE LOCAL TIME (EST)

ADVERTISEMENT DATE August 31, 2026

September 17, 2026 3:00 PM MANDATORY SITE VISIT 719 South Woodland Blvd.

DeLand, FL 32720 (See Special Condition 7)

DEADLINE FOR ALL QUESTIONS September 22, 2026 10:00 AM

POSTING OF ALL QUESTIONS AND ANSWERS September 24, 2026 2:00 PM

BIDS DUE (ON OR BEFORE) September 29, 2026 10:00 AM

PUBLIC OPENING September 29, 2026 11:00 AM

SELECTION COMMITTEE MEETING TO October 5, 2026 8:30 AM

DETERMINE INTENDED AWARD

POSTING OF INTENDED DECISION/AWARD October 5, 2026 By 2:00 PM (must post for 72 hours)

3) PUBLIC MEETING AGENDAS

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 2 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.

Selection Committee Meeting:

Opening remarks – Approximate time of 2 minutes by Department Procurement Office personnel.

Public input period – To allow maximum of 15 minutes total for public input related to the ITB Solicitation.

Summarize - Price Proposal Scores Announce - Anticipated Award decision(s) Adjourn meeting

4) 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 provided on the title page at least five (5) 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 1 (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 20). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration.

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 #7d.

The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) Florida Department of Financial Services (DFS) 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 & ANSWERS

In accordance with 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 https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com 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 Invitation to Bid 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 Vendor Information portal at https://vendor.myfloridamarketplace.com/ (“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 Questions should be submitted to: D5.ProcurementQuestions@dot.state.fl.us.

4) ORAL INSTRUCTIONS / CHANGES TO THE INVITATION TO BID (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 Vendor Information portal at https://vendor.myfloridamarketplace.com/ (“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. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) 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.

6) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid.

7) MANDATORY PRE-BID CONFERENCE

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

8) QUALIFICATIONS

8.1 GENERAL

Vendor must meet the following minimum qualifications:

8.1.1 Been actively engaged in the type of business being requested for a minimum of ___5___ years.

8.2 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 9.1.1, 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.

8.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, Florida Statutes, 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 the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

8.4 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

9) 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 ninety (90) days 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.

10) 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 to the Florida Department of Transportation, Procurement Office, Attn: Ron Critchley, 719 S. Woodland Boulevard, DeLand, Florida 32720 within ten (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 per person and $ 300,000.00 each occurrence, and property damage insurance of at least $ 200,000.00 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, thirty 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.

11) PERFORMANCE BOND

A Performance Bond is not required for this project.

12) METHOD OF COMPENSATION

Payments will be made in accordance with the Bid Price Proposal, Form No. 2, the MyFloridaMarketPlace “Purchase Order Terms and Conditions” and the Department’s “Purchase Order Terms & Conditions.” Lump sum payment will be made after all work has been completed and accepted by the Department, and an acceptable invoice has been submitted.

13) 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.

14) REVIEW OF BIDDER'S FACILITIES & 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.

15) PROTEST OF INVITATION TO BID SPECIFICATIONS

Any person who is adversely affected by the contents of this Invitation to Bid 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 seventy-two (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), Florida Statutes, within ten (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), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

16) 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.

17) 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.

Section 287.135, Florida Statutes, prohibits a company or other entity from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of: i) $100,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract , the company or other entity is on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and, ii) $1,000,000 or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company or other entity is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes, or is engaged in business operations in Cuba or Syria.

http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60 http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60

If the Department determines the Vendor submitted a false certification under Section 287.135 , Florida Statutes, 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 , Florida Statutes, or maintain the Contract if the conditions of Section 287.135 , Florida Statutes are met.

18) 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.

19) ADDITIONAL TERMS & 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.

20) 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 Invitation to Bid in accordance with all requirements of this Invitation to Bid. 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.

21) BID SHEET

The bidder must use the attached Bid Sheet, Form No. 2, 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 according to the instructions in Special Condition 26.

22) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet(s), for a one (1) 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 contract will be subject to annual appropriated funding.

23) IDENTICAL PRICING

In the event the Department receives identical pricing or scoring from multiple vendors that would tie the awarded vendor; the Department may, at its discretion, award to all responsive tied vendors or reject all.

24) 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, Florida Statutes.

Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

25) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The Bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Attachment to Invitation to Bid, Number DOT - ITB- 27-5002-KRVS - 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.

26) ELECTRONIC SUBMISSION OF PROPOSALS:

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 replies will not be evaluated.

a) Subject line must show: DOT-ITB-27-5002-KRVS

b) Email shall contain one file attachment marked as the following: DOT-ITB-27-5002-KRVS

Vendor Name

c) Documents shall be submitted in portable document format (PDF) and have a size limit of 25MB.

d) The body of the email shall not contain any information

e) Bids shall be submitted to: D5.Purch@dot.state.fl.us

It is the bidder’s responsibility to assure that the bid is delivered to the proper place 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.

Upon receipt of bidder’s submittal to D5.Purch@dot.state.fl.us, an automatic email reply will be sent. If you submit a bid, but do not receive the automatic reply, please reach out to Ron Critchley at 386-943- 5513.

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 be returned to the bidder and not considered unless resubmitted by the due date and time. Bidders may also send a change in a sealed envelope to be opened at the same time as the bid. The ITB number, opening date and time should appear on the envelope of the modified bid.

mailto:D5.Purch@dot.state.fl.us mailto:D5.Purch@dot.state.fl.us

28) POSTING OF INTENDED DECISION/AWARD

28.1 - General:

The Department’s decision will be posted on the Florida Vendor Information portal, at https://vendor.myfloridamarketplace.com/, on the date in the Timeline, and will remain posted for a period of seventy-two (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 seventy-two (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), Florida Statutes, within ten (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 one percent (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), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

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 Vendor Information portal (see special condition 29.1, above) 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 seventy-two

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

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

This agreement shall not be renewed.

31) ATTACHED FORMS

Registration Form, Form No. 1 Bid Sheet, Form No. 2 Minimum Qualifications Statement, Form No. 3 Vendor Certification Regarding Scrutinized Companies Lists, Form No. 4

E-Verify, Form No. 5 PUR 1355, Form No. 6

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 Invitation to Bid (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 Invitation to Bid:

Paragraph 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), 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 Invitation to Bid (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 Invitation to Bid:

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:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_custo mers/po_terms_conditions 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 Scope of Services

Bid Sheet MFMP Purchase Order Terms and Conditions

34) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

35) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, Florida Statutes, an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

36) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

The Proposer must submit, with its Proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Bidder on behalf of the Bidder.

37) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375- 030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

EXHIBIT “A”

SCOPE OF WORK

Kiosk Recirculation Ventilation System

Florida Department of Transportation District Five District Office

719 S. Woodland Blvd.

DeLand, Florida 32720

1. PURPOSE:

The Florida Department of Transportation (FDOT), District Five Headquarters, located at 719 S.

Woodland Blvd., Deland, Florida 32720, seeks the services of a qualified and insured Restaurant

Equipment Installation Contractor. The Contractor shall provide a complete Turnkey Services for the removal of the existing Vent Master Ventilation System and the installation of one (1) new Halton Q

KVS-8 Kiosk Recirculation Ventilation System, Tower Mount Right configuration.

Work includes all electrical disconnections and reconnections, removal and replacement of the contained total flood fire suppression system, and providing all labor, materials, tools, equipment, permits, and approvals necessary to deliver a fully operational system compliant with all required inspections by Florida Building Codes and authorized having jurisdiction.

2. SERVICE HOURS:

All work shall be performed between the hours of 6:30 a.m. and 10:00 p.m., Friday through Sunday, within designated building areas. The Contractor must provide advance notice before beginning any work. A valid identification card is required to enter the facility and must be registered in My Florida

Market Place.

3. SCOPE OF WORK:

REMOVAL AND INSTALLATION OF HALTON Q KVS-8 TOWER MOUNT RIGHT RECIRCULATION

VENTILATION SYSTEM

A. Contractor Responsibilities,

1. Removal of Existing Ventilation System The Contractor shall disconnect and remove the existing Vent Master Ventilation System, including all electrical connections, mounting hardware, and mechanical components.

Removal must be performed safely and without damage to surrounding structures or equipment.

2. Installation of New Recirculation Ventilation System The Contractor shall furnish, install, and commission one (1) new Halton Q KVS-8 Tower Mount Right Recirculation Ventilation System. Installation shall include all electrical connections, mounting hardware, and mechanical components, system alignment, and proper integration with the existing kiosk configuration.

3. Electrical Disconnection and Reinstallation The Contractor shall disconnect all electrical wiring associated with the existing system and reinstall electrical service required for the new system in accordance with current electrical codes. All wiring must be tested and verified for proper operation.

4. Fire Suppression System The Contractor shall remove the existing contained total flood fire suppression system and install a new fire suppression system designed for use with the Halton Recirculation Ventilation System. All work must comply with applicable fire safety regulations and shall be fully tested and certified upon completion.

5. Permits and Approvals The Contractor shall obtain all permits, inspections, approvals, and certifications required by the local Building Department and any other authority having jurisdiction. The Contractor is responsible for coordinating all required inspections.

6. General Requirements All work must be performed in a professional, safe, and workmanlike manner consistent with industry standards. The Contractor shall guarantee all workmanship and materials and ensure compliance with applicable Florida Building Codes and regulatory requirements.

B. FDOT Responsibilities,

1. Provide an appointed Project manager.

2. Provide access to the secured facility.

3. Provide access to the electrical room and associated breakers.

4. Ensure clear access to the cafeteria.

5. Provide existing site plans upon request.

6. Require a site visit prior to commencement of work.

4. CONTRACTOR QUALIFICATIONS AND MINIMUM

REQUIREMENTS:

Only qualified, properly licensed, insured commercial contractors who meet the following criteria will be considered:

1. The Contractor and installing technicians must have experience performing similar services and installing similar products.

2. Only qualified, certified, and experienced technicians shall perform the removal existing unit and the installation on new unit.

3. Technicians must have a minimum of five (5) years of experience and training on the proposed equipment.

4. All work shall be performed safely, professionally, neatly, and in accordance with contract documents.

5. SYSTEM GUARANTEES:

1. The Contractor shall perform any required repairs at no additional cost to FDOT upon written notice.

2. Unless otherwise approved in writing, all defective or damaged parts must be replaced with new OEM components during the warranty period.

3. All repairs must be completed within seven (7) days of FDOT’s written notice unless otherwise agreed to in writing.

4. The Contractor shall provide a minimum one-year (12-month) guarantee on all labor, materials, and workmanship beginning on the date of final acceptance.

5. All warranty work must be performed by certified technicians trained and experienced with the installed equipment.

6. SYSTEM COMMISSIONING:

System startup and commissioning shall be performed by a certified technician experienced with the applicable equipment. Responsibilities include:

1. Verification of all subsystem functionality.

2. Testing of hardware and components.

3. Demonstration of proper operation to an FDOT representative, who will witness and accept testing results.

4. Delivery of all operations and maintenance manuals prior to FDOT training and final acceptance.

7. PROJECT SCHEDULE AND PRE-WORK MEETING:

At the time of the pre-work meeting, the Contractor shall provide a proposed project schedule that clearly identifies targeted project milestones (listed in calendar days) related time durations for the project such as, but not limited to site preparation, installation work phases, equipment lead times, delivery dates, inspection, testing timeframes, all anticipated building utility power outages, inspections and expected manpower requirements.

8. TRASH AND CLEANING:

The awarded contractor shall remove and dispose of all debris resulting from this work, including superseding equipment, trash, construction debris. Restore the building and premises to a neat, clean appearance to the written satisfaction of the Department.

The Contractor shall be ultimately responsible for the proper handling, transport, and disposal of all trash and debris that result from this project.

Trash and other project-related debris SHALL NOT be disposed of into the Department’s trash dumpster.

Trash, construction debris, remodeling debris, materials, supplies, equipment and other related items shall be maintained and moved in a safe manner without blocking walkways, parking areas, driveways, and other related areas, as well as not stockpiled during Department Normal Working Hours in the previously listed areas.

The Contractor shall dispose of aerosol containers, and other material or chemical containers utilized during this project in conformance with the local, state and federal requirements.

The Contractor shall ensure that all work areas are cleaned to the Department’s satisfaction prior to submitting final payment request.

9. DAMAGES AND NOTIFICATION OF DAMAGE(S):

It shall be the ultimate and sole responsibility of the Contractor for the total costs to repair of damage(s) caused to the facility, its content, equipment, systems or grounds, staff and visitors injury(ies) and property damage, by any direct and/or indirect action(s) of the Contractor, its employees or sub-contractors.

The Contractor shall bear the burden of all cost(s) including legal and court fees, for any repairs necessary to correct any damage(s) caused by the Contractor's operations, employees, equipment, with said costs being deducted from the Contractors invoice(s) and/or addressed via legal means.

Unless otherwise agreed to in writing by the Department, repair of any such damage to the facility, its contents, equipment, systems, or grounds shall be completed within fifteen (15) days of the appropriate notification too, or from the Department.

The Contractor shall provide and deliver written notification to the Department’s Building Superintendent or designee, narrating the damages to the facility during its operations. All notifications shall be completed immediately after an occurrence or if damage is incurred during night operations, during the next business day.

Notification shall be complete in detail including, at a minimum, identification regarding the type of damage, location, date, time and nature of the occurrence, explanation of any injuries to any personnel due to this occurrence and how the Contractor proposes to solve and address the matter.

Repair estimates shall be submitted to the Department's Building Superintendent within one (1) working days of each incident and/or accident occurrence.

Department’s review and approval of proposed repairs shall be made within two working days of the Department’s receipt of said estimates unless damages have a potential to cause a safety hazard or a breach in security at which time the Contractor shall make all necessary repairs immediately after first seeking the Building Superintendents approval. All repairs completed by the Contractor are subject to the Building Superintendent's review for approval.

10. DEPARTMENT SECURITY PROCEDURES:

The Bidders shall not share any information related to buildings, workspaces, processes, or any general information about The Department of Transportation, either before, during or after completion of this procurement process, except as specifically needed to work on this project. Violation of this policy is grounds for breach of contract and termination of this Contract; Strict security shall always be maintained. Certain doors are required to be kept locked except when in use. The Department will identify these when the Contractor commences services and on pre-construction meeting.

All information written, spoken, electronically stored or other, within any workspace is considered Department property and must be considered confidential always and not shared with anyone.

The Contractor’s personnel shall wear Contractor-provided, lettered uniforms…