DOT-RFP-22-5010-CAFE Complete.pdf

RFPSHELL. 2/1/2021

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

District Five DeLand Cafeteria Services

DOT-RFP-22-5010-CAFE

State of Florida Department of Transportation

District Five 719 S. Woodland Boulevard

DeLand, Florida 32720

REQUEST FOR PROPOSAL REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

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

RFP Number: DOT-RFP-22-5010-CAFE

Title: District Five DeLand Cafeteria Services

Proposal Due Date & Time (On or Before): May 31, 2022 by 2:00PM

Potential proposers should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and e-mail to D5.ProcurementQuestions@dot.state.fl.us.

THE REQUEST FOR PROPOSAL DOCUMENT YOU RECEIVED IS SUBJECT TO

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

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address: __________________________________________________

Form No. 1 https://vendor.myfloridamarketplace.com/

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

375-040-18

PROCUREMENT

03/17

287.087 Preference to businesses with drug-free workplace programs. --Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Does the individual responding to this solicitation certify that their firm has implemented a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes, as stated above?

YES

NO

NAME OF BUSINESS:

DOT-RFP-22-5010-CAFE Form No. 2

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

MBE PLANNED UTILIZATION

375-040-24

PROCUREMENT

03/17

PROCUREMENT NO. FINANCIAL PROJECT NO.

(DEPARTMENT USE ONLY)

DESCRIPTION:

I, , (name) (title) of plan to subcontract at least % (percent) of the project costs on the above referenced project to Minority

Business Enterprises.

If I have indicated above that a portion of the project costs will be subcontracted to MBE(s), the firms considered as proposed subconsultants/contractors and the types of services or commodities to be subcontracted are as follows:

MBE SUBCONSULTANTS/CONTRACTORS TYPES OF SERVICES/COMMODITIES

I understand that I will need to submit Minority Business Enterprises (MBE) payment certification forms to the Department for reporting purposes only.

Signed:

Title:

Date:

DOT-RFP-22-5010-CAFE N/A

Form No. 3

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-60

Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT

287.135 SCRUTINIZED COMPANIES LISTS OGC – 06/18

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 from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 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, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certified By: __________________________________________________________ who is authorized to sign on behalf of the above referenced company.

Authorized Signature Print Name and Title: _________________________________________

Date:

Form No. 4

DOT-RFP-22-5010-CAFE

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”, requests written proposals from qualified Proposers to provide Cafeteria Services for the DeLand District Office. It is anticipated that the term of the contract will begin on or about June 10, 2022, and be effective for one year, with option to renew. Any renewals will be at the discretion of the Department.

The Department intends to award this contract to the responsive and responsible Proposer whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For the purpose of this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the Request for Proposals (RFP), including properly completed forms and supporting documentation.

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 Bid System at https://vendor.myfloridamarketplace.com (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal.

All Public Meetings, unless otherwise specified below, will be held at The District Office at 719 S.

Woodland Boulevard, DeLand, Florida 32720.

ACTION / LOCATION DATE LOCAL TIME

ADVERTISEMENT DATE May 20, 2022

DEADLINE FOR ALL QUESTIONS May 25, 2022 11:00AM

DEADLINE FOR POSTING RESPONSES May 27, 2022 11:00AM

TECHNICAL PROPOSALS DUE May 31, 2022 2:00PM

PUBLIC OPENING OF TECHNICAL May 31, 2022 3:00PM

PROPOSALS

PUBLIC MEETING TO AVERAGE SCORES June 2, 2022 9:00AM

AND DETERMINE INTENDED AWARD

PUBLIC MEETING OF SELECTION COMMITTEE June 6, 2022 9:30AM

POSTING OF INTENDED AWARD June 6, 2022 By 2:00PM

3) AGENDA FOR PUBLIC MEETINGS

Agenda – Public Opening (Technical Proposals) Agenda for Public Opening of Technical Proposals for DOT-RFP-22-5009-CAFE:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a reasonable amount of time for public input related to the

RFP solicitation.

- At conclusion of public input, the Technical Proposals received timely will be opened, with proposer’s name read aloud and tabulated.

- Adjourn meeting.

Agenda – Meeting to Average Scores Agenda for Meeting to Average Scores for DOT-RFP-22-5009-CAFÉ:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a reasonable amount of time for public input related to the

RFP solicitation.

- At conclusion of public input, the Technical evaluation scores will be summarized.

- Announce the firms that did not achieve the minimum technical score

- Announce time and date of Selection/Intended Award decision meeting.

- Adjourn

Agenda – Meeting of Selection Committee to Select Intended Award Agenda for Intended / Recommended Award meeting for DOT-RFP-22-5009-CAFE:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a reasonable amount of time for public input related to the

RFP solicitation.

- At conclusion of public input, the Scores will be summarized.

- Announce Intended Award decision.

- Announce time and date decision will be posted on the Vendor Bid System (VBS).

- Adjourn

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-proposal conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, e-mail address 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

PROPOSERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S MYFLORIDAMARKETPLACE

SYSTEM BY THE TIME AND DATE OF THE TECHNICAL PROPOSAL OPENING OR THEY MAY BE

CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective proposers 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 #14.

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 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 Request for Proposal 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 proposers will be posted on the Florida Vendor Bid System at https://vendor.myfloridamarketplace.com (click on “Search Advertisements”), under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting their proposal.

ALL QUESTIONS should be submitted to:

D5.ProcurementQuestions@dot.state.fl.us.

4) ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a proposer 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 Bid System at https://vendor.myfloridamarketplace.com (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal. All Addenda will be acknowledged by signature and subsequent submission of Addenda with proposal 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.

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

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 Price Proposal. 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 https://osd.dms.myflorida.com/directories.

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 a contract to the responsive and responsible vendor with the highest cumulative total points for the evaluation criteria specified herein (See Section 30, Proposal Evaluation). The Intended Award decision will be announced at the Selection Committee meeting specified in the Timeline (See Introduction Section 2 Timeline.

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), Florida Statutes; Veteran Business Enterprise

2. Section 287.087, Florida Statute; Drug Free Workplace

3. Section 287.057(11); Minority Business Enterprise

If the application of the above referenced preferences does not resolve the identical replies, the Department shall determine the award by means of random drawing.

8) SITE VISIT

9) QUALIFICATIONS

9.1 General

The Department will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experienced personnel and facilities to support the activities associated with this proposal.

A site visit is not scheduled for this project. However, if any potential bidder would like to schedule one, they may do so by calling Dee Zinck at 386-943-5512. Any questions arising from a site visit should be sent to D5.ProcurementQuestions@dot.state.fl.us so written responses can be posted to the Vendor Information Portal.

https://osd.dms.myflorida.com/directories

9.2 Qualifications of Key Personnel

Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its duration unless otherwise excepted by the Department's Project Manager. Where State of Florida registration or certification is deemed appropriate, a copy of the registration or certificate should be included in the proposal package.

9.3 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 proposal 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

9.4 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the proposal 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

NOT APPLICABLE

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 to the Florida Department of Transportation, Procurement Office, Attn: Jennifer Allcock, 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 Proposer 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 $ 500,000.00 per person and $ 1,000,000.00 each occurrence, and property damage insurance of at least $ 300,000.00 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.

12) PERFORMANCE BOND

A Performance Bond is not required for this project.

13) METHOD OF COMPENSATION

NOT APPLICABLE – This is a No Cost Agreement with the State.

14) CONTRACT DOCUMENT

Department Cafeteria Agreement

The Department’s “Cafeteria Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a proposal, the proposer agrees to be legally bound by these terms and conditions.

15) REVIEW OF PROPOSER'S FACILITIES & QUALIFICATIONS

After the proposal due date and prior to contract execution, the Department reserves the right to perform or have performed an on-site review of the Proposer's facilities and qualifications. This review will serve to verify data and representations submitted by the Proposer and may be used to determine whether the Proposer has an adequate, qualified, and experienced staff, and can provide overall management facilities.

The review may also serve to verify whether the Proposer has financial capability adequate to meet the contract requirements.

Should the Department determine that the proposal has material misrepresentations or that the size or nature of the Proposer's facilities 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 proposal.

16) PROTEST OF REQUEST FOR PROPOSAL SPECIFICATIONS

Any person who is adversely affected by the contents of this Request for Proposal 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.

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, Florida Statutes, or is engaged in a boycott of Israel.

Section 287.135, Florida Statutes, 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, Florida Statutes.

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

19) RESERVATIONS

The Department reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted. Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the Department’s official file, without obligation to the Department.

20) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the RFP by the proposer. Any conditions placed on any aspect of the proposal documents by the proposer may result in the proposal being rejected as a conditional proposal (see “RESPONSIVENESS OF PROPOSALS”). DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF PROPOSALS

21.1 Responsiveness of Proposals

Proposals 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 proposals must be typed or printed in ink. A responsive proposal is an offer to perform the scope of services called for in this Request for Proposal in accordance with all requirements of this Request for Proposal and receiving seventy (70) points or more on the Technical Proposal. Proposals found to be non-responsive shall not be considered. Proposals may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal 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, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

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

21.2 Multiple Proposals

Proposals may be rejected if more than one proposal is received from a Proposer. Such duplicate interest may cause the rejection of all proposals in which such Proposer has participated. Subcontractors may appear in more than one proposal.

21.3 Other Conditions

Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List. Proposers whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non-responsible. The Department reserves the right to determine which proposals meet the requirements of this solicitation, and which Proposers are responsive and responsible.

22) PROPOSAL FORMAT INSTRUCTIONS

22.1 General Information

This section contains instructions that describe the required format for the proposal. All proposals submitted should be marked as follows:

TECHNICAL PROPOSAL DOT-RFP-22-5010-CAFE

22.2 Technical Proposal

The Proposer must submit their technical proposal electronically per the Instructions in Special Condition 27. The proposal is to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal.

1. OPERATING HOURS (Maximum of 1 (one) page and 15 points)

The Proposer shall specify the hours that the cafeteria will actually be open to customers and during which time food and beverage items will actually be served and available for purchase. The longer the hours, the higher a proposer will be evaluated; provided, however, that no additional points will be given for operating hours after 4:00 P.M. At a minimum, proposer shall be required to be open to customers with foods and beverages served and available for purchase Monday through Thursday from at least 7:00 a.m. until 2:00 p.m., serving breakfast foods from 7:00 a.m. to 10:30 a.m., and lunch from 11:30 a.m. to 2:00 p.m. except for days when the building is closed, and except as may be otherwise agreed to in writing by the Department. Failure of proposer to include these hours of operation in the proposal will cause the proposal to be rejected as non-responsive.

2. RANGE OF FOOD AND BEVERAGE OFFERINGS AND PRICES (Maximum of 3 (three) pages and 45 points)

Proposer shall specify the food and beverage offering to include hot/cold breakfasts, hot/cold lunches, sandwiches, salads, snacks, and beverages at a minimum. It is mandatory that the salad offerings are available on a daily basis. Failure to include these mandatory requirements in the proposal may cause the proposal to be rejected as non-responsive. The more specific and complete the proposal, the better the Department will be able to evaluate the proposal. Non-specific proposals will receive low ratings on that basis alone.

Proposer shall specify the range of prices that will be charged for the various food and beverage offerings to include hot/cold breakfasts, hot/cold lunches, sandwiches, salads, snacks and beverages. Only ranges of prices should be specified, as the Department will not attempt to evaluate individual pricing for individual food items. These price ranges will become a part of the contract. Please refer to the contract for further details of how pricing can be altered.

3. STAFFING PLAN (Maximum of 1 (one) page and 10 points)

Proposer shall specify how the cafeteria will be staffed. Staffing levels must be adequate to handle the Department’s employees in a timely manner during breakfast, morning and afternoon breaks and during the lunch period, keeping in mind that employees are allowed fifteen-minute breaks in the mornings and afternoons and lunches ranging between thirty minutes to one hour. EITHER THE

FOOD PREPARER OR SUPERVISOR ON SITE MUST BE A CERTIFIED FOOD SERVICE

PREPARER/ OPERATOR AND A COPY OF THE CERTIFIED FOOD SERVICE OPERATOR

CERTIFICATE MUST BE DISPLAYED ON SITE. If not otherwise included in the response to the above, Proposer shall also specify the nature and method of supervision of Proposer’s staff.

Resumes will not be included in the maximum page count for this section.

4. EXPERIENCE (Maximum of 2 (two) pages and 25 points)

Proposer shall specify Proposer’s experience in operating cafeterias, restaurants, or other similar operations, specifying the nature of the operation, when the operation was in business, and if the operation is no longer in business, why operations ceased. Proposer must be CERTIFIED FOOD SERVICE OPERATORS/ HANDLERS to be considered. Failure to provide proof of certification may result in the rejection of the proposal as non-responsive. Letters of recommendation or references are encouraged. The Department reserves the right to make inquiries on letters of recommendation and references as part of the proposal evaluation process and to consider the results of the inquiries as part of the evaluation in this section. Resumes, proof of certification, Letters of Recommendation, or references will not be included in the maximum page count for this section.

5. AVAILABILITY FOR SPECIAL FUNCTIONS (Maximum of 1 (one) page and 5 points)

The Department and the Department’s Employees Benefit Fund occasionally hold special functions, i.e., luncheons and social events. Proposer shall specify interest in catering such events and what type of catering services they provide.

22.3 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11"). Type size shall not be less than 10-point font. The proposals should be indexed and all pages sequentially numbered. Section dividers/pages are to only contain Section names and be blank with no graphics, (Example: Operating Hours)

Unnecessarily elaborate special brochures, artwork, expensive paper, and expensive visual and other presentation aids are neither necessary nor desired.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted and they will be acceptable in their existing form.

23) "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), Florida Statutes, 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, Florida Statutes. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

24) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a technical proposal 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 RFP SUBMITTAL - CONFIDENTIAL MATERIAL

The Proposer 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 Request for Proposals, Number RFP-DOT-22-5010-CAFE - Confidential Material". The Proposer must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Proposer asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Proposer upon submission, effective after opening.

26) COSTS INCURRED IN RESPONDING

This Request for Proposal does not commit the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

27) 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-RFP-22-5010-CAFE

b) Email shall contain one file attachment marked as the following: TECHNICAL PROPOSAL DOT-

RFP-22-5010-CAFE

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.

28) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted proposals at any time prior to the proposal due date. Requests for modification of a submitted proposal shall be in writing and must be signed by an authorized signatory of the proposer. Upon receipt and acceptance of such a request, the entire proposal will be returned to the proposer and not considered unless resubmitted by the due date and time. Proposers may also send a mailto:D5.Purch@dot.state.fl.us change in a sealed envelope to be opened at the same time as the proposal. The RFP number, due date and time should appear on the envelope of the modified proposal.

29) PROPOSAL OPENING

All proposal openings are open to the public. Technical Proposals will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline).

30) PROPOSAL EVALUATION

30.1 Evaluation Process:

A Technical Review Committee (TRC) will be established to review and evaluate each proposal submitted in response to this Request for Proposal (RFP). The TRC will be composed of at least three (3) persons who collectively have experience and knowledge in the program areas and service requirements for which the commodities and/or contractual services are sought.

The Procurement Office will distribute to each member of the TRC a copy of each technical proposal. The TRC members will independently evaluate the proposals on the criteria and point system established in the section below entitled "Criteria for Evaluation" to assure that proposals are uniformly rated. Due to the complexity of certain procurements, the TRC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed. The independent evaluations will be sent to the Procurement Office and averaged for each vendor. Proposing firms must attain an average score of seventy

(70) points or higher on the Technical Proposal to be considered responsive. Proposals found to be non-responsive will not be considered.

During the process of evaluation, the Procurement Office will conduct examinations of proposals for responsiveness to requirements of the RFP. Those determined to be non-responsive will be automatically rejected.

30.2 Oral Presentations THERE ARE NO ORAL PRESENTATIONS FOR THIS PROJECT.

30.3 Criteria for Evaluation

Proposals will be evaluated and graded in accordance with the criteria detailed below.

Technical Proposal (100 Points) Technical evaluation is the process of reviewing the Proposer's Operating Hours, Range of Food Offerings, Staffing Plan, Experience, Meal Price Ranges, and Availability for Special Functions.

The following point system is established for scoring the technical proposals:

Point Value

1. Operating Hours 15

2. Range of Food and Beverage Offerings and Prices 45

3. Staffing Plan 10

4. Experience 25

5. Availability for Special Functions 5

31) POSTING OF INTENDED DECISION/AWARD

31.1 The Department’s decision will be posted on the Florida Vendor Bid System, at https://vendor.myfloridamarketplace.com on the date in the Timeline and will remain posted for a period of seventy-two (72) hours. Any proposer 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.

31.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all proposers by electronic notification on the Florida Vendor Bid System (see special condition 31.1, above) and/or telephone. The Department will provide notification of any future posting in a timely manner.

31.3 - Request to Withdraw Proposal:

Requests for withdrawal will be considered if received by the Department, in writing, within seventy-two

(72) hours after the price proposal 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 proposer.

32) 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) A Cafeteria Agreement executed by both parties

33) RENEWAL

Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed 3 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.

34) ATTACHED FORMS

Registration Form, Form No. 1 Drug-Free Workplace Program Certification, Form No. 2 MBE Planned Utilization, Form No. 3 Vendor Certification Regarding Scrutinized Companies Lists, Form No. 4

35) TERMS AND CONDITIONS

35.1 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 RFP by reference. Any terms and conditions set forth in this RFP 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 solicitation:

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

35.2 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 RFP by reference. Any terms and conditions set forth in this RFP 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 solicitation:

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

35.3 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.

36) 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:

Cafeteria Agreement Special Conditions Exhibit “A” Scope of Services, PUR 1000, and Equipment List Instructions to Respondents (PUR 1001) Introduction Section http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf

EXHIBIT “A”

SCOPE OF SERVICES

DOT-RFP-22-5010-CAFE

DISTRICT FIVE DELAND CAFETERIA SERVICES

The building where the cafeteria is located currently has 461 Department of Transportation employees. This is the potential customer base available. Employees are under no obligation to purchase from the cafeteria. Normal operating hours will be Monday through Thursday from 7:00 a.m. until 2:00 p.m., serving breakfast foods from 7:00 a.m. to 10:30 a.m., and lunch from 11:30 a.m. to 2:00 p.m. A Holiday schedule will be provided with the Letter to Proceed. The Holiday schedule will be the only scheduled days that the Cafeteria will be closed. Any additional closure dates required by the proposer must be in writing and agreed to by the Department.

A restaurant setting with hot lunch items is not necessarily expected, although desired by some employees. The nature and extent of the operation shall be left to the business judgment of the operator, provided all mandatory requirements of the Cafeteria Agreement and Scope of Services are met, and the Department disclaims any responsibility for the exercise of that business judgment.

Attached for reference is a Cafeteria Floor Plan and a furnished Kitchen Equipment List (See Exhibit 2).

SAMPLE OF ITEMS

Breakfast: Lunch:

Fresh Fruit Salads (to go) Cold Cereal Assorted Choice of Soup (2 types) Hot Cereal Sandwiches (Hot and Cold) Fresh Eggs Specialty Sandwich and Soup or Salad Hot Breakfast items to Order Hot Entrees

Set up a call ahead Order system for take-out, Flyers

INFORMATION

The building also has break room facilities, consisting of a refrigerator, microwave oven, sink, tables and chairs which are located on each of the four (4) floors. There are canned drink and coffee machines on all floors, plus snack machines on the second, third and fourth floors. These concessions are operated by the Departments Employee Benefit Fund Committee. No competitive cafeteria operations will be permitted in any of the break rooms.

Exhibit "1" Cafeteria Floor Plan

DOT-RFP-22-5010-CAFE

District Five DeLand Cafeteria Services

Exhibit “2”

KITCHEN EQUIPMENT LIST

PROVIDED BY THE DEPARTMENT

QUANTITY DESCRIPTION

2 STORAGE FREEZER

1 STORAGE REFRIGERATOR

1 STAINLESS STEEL WORK TABLE W/DRAWER

1 WALL COUNTER 30” H

1 CONVECTION OVEN

1 DROP IN STAINLESS STEEL HAND SINK

1 GRILL

1 FRYER

1 HOT PLATE

1 STAINLESS STEEL TABLE/WORK SURFACE

1 SOUP COOKER/WARMER

1 MOP SINK

2 PORTABLE TRASH RECEPTACLES

1 STAINLESS STEEL REFRIGERATOR PREP TABLE

1 SERVICE COUNTER W/TRAY SLIDE

1 PROTECTOR – DOOR/WALL

1 STAINLESS STEEL THREE COMPARTMENT SINK

1 LOT STORAGE SHELVING

8 TABLES 30” X 30”

14 TABLES 48” DIAMETER

88 CHAIRS

1 PHONE

1 VENT MASTER DUCTLESS HOOD

RFP CHECKLIST

(DOES NOT NEED TO BE RETURNED WITH YOUR PROPOSAL)

This Checklist is provided as a guideline, only, to assist Proposers in the preparation of their RFP response.

Included are some important matters that the proposer should check. This checklist is just a guideline, and is not intended to include all matters required by the RFP. Proposers are responsible to read and comply with the RFP in its entirety.

Check off each the following:

_NA_ 1. The Price Proposal has been completed, as specified, and enclosed in the RFP response.

____ 2. The Federal Employers Identification Number or Social Security Number has been entered in the space provided.

____ 3. The “Drug-Free Workplace Program Certification” form has been read, signed, and enclosed in the RFP response, if applicable.

____ 4. “Scrutinized Companies Lists” certification form has been read, signed, and enclosed in the RFP price proposal.

_NA 5. The “Bid Opportunity List” and the “DBE Participation Statement” form has been read, completed, and enclosed in the RFP response, if applicable.

____ 6. The Scope of Services, Exhibit “A”, has been thoroughly reviewed for compliance to the RFP requirements.

____ 7. The Technical Proposal has been completed, as specified, and enclosed in the RFP response.

_NA_ 8. A letter from a surety company to document your ability to obtain the required Performance Bond, as per Section 12 of the Special Condition, is included in the Technical Proposal (if applicable).

____ 9. The https://vendor.myfloridamarketplace.com website has been checked and any Addendums posted have been completed, signed, and included in the RFP response.

____ 10. The RFP response must be received, at the location specified, on or before the Opening Date and Time designated in the RFP.

____ 11. Electronic Submission of Proposal guidelines laid out in Special Condition 27 are strictly followed.

https://vendor.myfloridamarketplace.com/