Electrical Maintenance and Repair.pdf

Invitation to Bid (ITB)

Electrical Maintenance and Repair Services

FDC ITB-26-088

Daniel Southerland, Procurement Officer Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399-2500

FDC ITB-26-088 Page 2 of 65

Contents SECTION 1: Definitions SECTION 2: Introduction

2.1 Overview

2.2 ITB Timeline

SECTION 3: Key Information

3.1 Background

3.2 Statement of Purpose

3.3 ITB Outcome

SECTION 4: Statement of Work

4.1 Scope of Work

4.2 Warranty Requirements

4.3 Performance Measures and Financial Consequences

4.4 Performance Bond

SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

5.2 Vendor Questions

5.3 Vendor Ombudsman

5.4 Bid Submissions

5.5 Other Vendor Requirements

5.6 Public Bid Opening

5.7 Bid Evaluation

5.8 No Prior Participation or Conflict of Interest

5.9 Protest Procedures

SECTION 6: Other Terms and Conditions

6.1 Vendor Diversity

6.2 Environmental Considerations

6.3 Intellectual Property

6.4 Insurance

6.5 PCard Payments

6.6 Special Conditions

Attachment I – Price Sheet Attachment II – Vendor's Contact Information Attachment III – Certification of Drug-Free Workplace Program Attachment IV – Security Requirements for Contractors Attachment V – Foreign Country of Concern Attestation (PUR 1355) Attachment VI – Forced Labor Vendor Attestation (PUR 2024) Attachment VII – Pass/Fail Requirement Certification and Non-Collusion Certification Attachment VIII – Vendor Certification Form (PUR 7801) Attachment IX – Zoning Maps Attachment X – Service Locations

FDC ITB-26-088 Page 3 of 65

SECTION 1: Definitions

The terms used in this ITB, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Agency Term Contract (ATC or Contract): Formal written Contract or purchase orders

(PO), including its attachments, modifications, and/or renewals, which may result from this ITB between the successful Vendor and the Department, and is mandatory for use by the entire Department.

1.2 Bid: A Vendor’s response to this ITB.

1.3 Breach of Contract: A failure of the Contractor to perform services or provide commodities in accordance with the terms and conditions of any Contract which may result from this ITB.

1.4 Business Day and Hours: Monday through Friday from 8:30 a.m. to 4:00 p.m., Local Time, excluding State holidays or other official closures.

1.5 Contract Manager: The Department employee, or designee, who will serve as a liaison between the Contractor and Department under the Contract, and will monitor the Contractor’s progress and Contract performance to ensure the procured products and services conform to the Contract’s requirements.

1.6 Contractor: The successful Vendor(s) awarded a Contract to perform services or provide commodities to the Department.

1.7 Correctional Institution (Institution or CI): Any prison or other facility, temporary or permanent, in which Inmates are housed under the custody of the Department including main units, annexes, road prisons, work camps, forestry camps, community release centers, re-entry centers, and any other satellite facilities.

1.8 Corrective Action Plan (CAP): A Vendor’s written comprehensive plan to remedy deficiencies discovered in the course of Contract monitoring and/or discovered at any time during the term of the Contract.

1.9 Day: A calendar day, unless otherwise noted.

1.10 Deliverables: Those items, materials, and/or services provided, prepared, and delivered to the Department in the course of Contract performance.

1.11 Department or FDC: The Florida Department of Corrections.

1.12 Emergency Services: A situation, as determined by the Department, in which maintenance, repair, or any other contracted services are immediately required of the Contractor due to an issue occurring that may threaten the health and/or welfare of FDC Inmates and staff. Emergency service requests require immediate response by the Contractor during and after regular Business Hours, weekends, and holidays.

1.13 Holidays: Refers to State Holidays or other official closures.

1.14 Hour(s): Includes business hours and non-business hours.

1.15 Inmate: A person residing in a Correctional Institution who is incarcerated by the Department.

FDC ITB-26-088 Page 4 of 65

1.16 Material Deviation(s): A deviation from the requirements and specifications herein, which, in the Department’s sole discretion, is not in substantial accord with the requirements and specifications, provides a significant competitive advantage to a single Vendor over other Vendors, has a potentially significant effect on the quantity or quality of items or services bid, or on the cost to the Department.

1.17 Minor Irregularity: A variation from the requirements and specifications herein that does not give the Vendor a significant competitive advantage or benefit not enjoyed by other Vendors, and does not adversely impact the Department’s interests.

1.18 Non-Emergency Services: Any and all repair work that does not pose an immediate threat to health, safety, or property.

1.19 Prime Vendor: The Vendor that is responsible for the provision of all items, materials, and/or services and is accountable for all terms and conditions of the Contract.

1.20 Purchasing Card (PCard): The State of Florida’s purchasing card program that utilizes the

Visa platform.

1.21 Purchase Order (PO): A Purchase Order is a legal form issued to the Contractor through MyFloridaMarketPlace/Ariba On Demand (MFMP/ AOD), which is used by the Department to make purchases under the Contract.

1.22 Region: The Department’s operations are divided into four (4) geographical Regions:

Region 1 (the Panhandle), Region II (North Florida), Region III (Central Florida), and Region IV (South Florida).

1.23 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the Contract requirements and the integrity and reliability that will assure good faith performance.

1.24 Responsive Bid: A Bid submitted by a Responsible Vendor that conforms to all material aspects of this ITB.

1.25 Service Location(s): Any Correctional Institution receiving commodities or services as a result of the Contract.

1.26 State: State of Florida.

1.27 Subcontract: An agreement entered into by the Contractor with any other person or organization to perform any obligation or duty on behalf of the Contractor specifically related to securing or fulfilling the Contractor’s obligations to the Department under the terms of the Contract resulting from this ITB. Subcontracts do not relieve the Contractor of any obligation or duty under the resultant Contract and shall not serve as a replacement for the Contractor in the performance of that Contract.

1.28 Subcontractor: An individual, firm, or corporation that holds a contract with the Contractor or any other Subcontractor.

1.29 Vendor: A legally qualified individual, corporation, partnership, or other business entity submitting a Bid to the Department in response to this ITB.

1.30 Zone: Each of the Department’s four (4) Regions is divided into two (2) Zones as reflected in Attachment IX, Zoning Maps. Region I (Zones 1–2), Region II (Zones 3–4), Region III (Zones 5–6), and Region IV (Zones 7–8).

FDC ITB-26-088 Page 5 of 65

SECTION 2: Introduction

2.1 Overview

The Department is seeking to purchase general electrical maintenance and repair services for Correctional Institutions throughout the State. Previously, the Department procured these services through Request for Quotes, and orders were made through MFMP AOD.

2.2 ITB Timeline

The Department has established the following Timeline for this ITB. Each Vendor must adhere to this Timeline and any Timeline revision(s). The Department will post any Timeline revision as an addendum to the ITB advertisement in accordance with Section 3.2.1 of this ITB. Vendors are solely responsible for monitoring the Vendor Information Portal website for addenda relative to this ITB. All references to the “Timeline” herein refer to the Timeline in this Section. All times below are Eastern Time (E.T.).

Event Occurrence Location (if applicable)

ITB Advertisement Date July 8, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/

Deadline for Vendors to Submit Questions and Requests to bid

Equivalent Items (if applicable)

July 21, 2026, by 5:00 p.m., Eastern

Time

Submit via email to:

Purchasing@fdc.myflorida.com

Attn: Daniel Southerland Subject: ITB-26-088

Electrical Maintenance and Repair Services

Anticipated Date the Department will

Advertise its Responses to

Vendors’ Questions

August 11, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/

Bid Deadline and Time of the Department’s

Public Bid Opening

August 25, 2026, at 2:30 p.m.

Eastern Time

Florida Department of Corrections Attn: Daniel Southerland

FDC ITB-26-088

Electrical Maintenance and

Repair Services 501 S. Calhoun Street

Tallahassee, FL 32399-2500

Anticipated Date the Department will

Advertise the Award Decision

October 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/ mailto:Purchasing@fdc.myflorida.com

FDC ITB-26-088 Page 6 of 65

SECTION 3: Key Information

3.1 Background

As Florida’s largest agency, and the third-largest state prison system in the United States, the FDC has approximately 24,000 full-time employees, incarcerates approximately 89,000 Inmates, and supervises nearly 145,000 offenders in the community. The Department’s Office of Institutions manages 143 facilities statewide, including major Correctional Institutions, annexes, work camps, road prisons, forestry camps, re-entry centers, and community release centers. The Department’s Office of Community Corrections monitors and supervises adult offenders out of 130 offices within 20 judicial circuits. The Department divides its operations geographically into four (4) regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida), and Region IV (South Florida). Each region has a Regional Director of Institutions who supervises all Wardens in that region and a Regional Director of Community Corrections who supervises all Circuit Administrators in that region.

3.2 Statement of Purpose

The purpose of this ITB is to secure Responsive Bids from Responsible Vendors to provide general electrical maintenance and repair services, including routine inspections, minor installations and re-wiring, troubleshooting electrical failures, repair and replacement of electrical systems, parts, and fixtures, and ensuring their regulatory compliance for Correctional Institutions throughout the State. The Department is issuing this ITB to establish one or more new Contracts. Service locations may be found in Attachment X, Service Locations, of this ITB.

3.2.1 ITB Modifications

Once the Department advertises this ITB on the Vendor Information Portal (VIP), any changes necessary to supplement, modify, or revise any portion of its contents, including exhibits, attachments, or any other materials, will be advertised as an addendum to this ITB on the VIP. Interested parties are solely responsible for monitoring the VIP website for addenda relative to this solicitation.

3.2.2 Order of Precedence

All Bids are subject to the terms of this ITB, which in case of conflict shall have the following order of precedence:

a) ITB addenda, in reverse order of issuance;

b) This ITB document, including any attachments or exhibits;

c) Form PUR 1000, referenced in Section 5.1 of this ITB; then

d) Form PUR 1001, referenced in Section 5.1 of this ITB.

3.3 ITB Outcome

3.3.1 Contract Term and Renewal

As a result of this ITB, the Department will award the successful Vendor(s) a Contract up to five (5) years. The awarded Contract(s) may be renewed for up to five (5) additional years, in accordance with Section 287.057(14), Florida Statutes (F.S.). Contract pricing will be fixed, as specified in the Vendor’s completed Attachment I, Price Sheet.

FDC ITB-26-088 Page 7 of 65

3.3.2 Invoicing Requirements

a) In accordance with Section 215.422, F.S., the Contractor shall provide a single invoice detailing all applicable fees, including labor, materials, and parts in arrears for each electrical maintenance and repair service completed. All electrical maintenance and repair services shall require a separate quote from the Contractor, and a separate PO must be submitted to the Department.

b) All Invoices shall be on the Contractor’s company letterhead and must include the Contractor’s name, mailing address, Federal Employer Identification Number (FEIN), Contract number, and PO number. The dates of service shall be outlined on the invoice, as well as labor for services and repairs, materials, parts, and incidentals. Invoices shall detail services performed, including the facility name, physical location, and a description of electrical maintenance and repair services completed. The Contractor shall provide supporting documentation with each invoice, including parts and materials, as well as employee time records. All documents must be in English.

c) Invoices shall be submitted within 30 Days following the completion of each electrical maintenance and repair service. Invoices not submitted within 30 Days will require written justification from the Contractor and approval from the Department.

d) The Contractor shall provide the Department with a monthly invoice statement reflecting all paid and unpaid invoices.

3.3.3 Substitutions

Upon Contract execution, the Contractor(s) shall provide only the services listed in Attachment I, Price Sheet, and all services must be pre-approved by the Department. Services provided without prior approval shall be at the Contractor’s expense and may lead to termination of the Contract.

3.3.4 Additions and Deletions of Electrical Services

The Department reserves the right to add or delete services and service locations after Contract execution, when it is in the Department's best interest and within the general scope of this ITB. The Vendor’s pricing for items and service locations added or substituted must be comparable to the prices established by this ITB. Any modification to add or delete services or service locations will become effective only upon execution of a written amendment to the Contract.

3.3.5 Subcontracts

The awarded Vendor or Contractor is fully responsible for all work performed under the Contract. With prior written consent from the Department, the Contractor may enter written Subcontracts to fulfill its Contract duties as indicated in this ITB. A Contractor must disclose anticipated Subcontracts at the time of Bid submission and must provide a copy of the proposed Subcontract to the Department with its Bid. No Subcontract into which the Contractor enters for the performance of its duties under the Contract shall in any way relieve the Contractor of responsibility or liability associated with the performance of its Contract duties. All Subcontractors shall comply with the Contract requirements to the same extent as the Contractor, including requirements regarding background checks and other security measures.

The Department will only pay the Contractor for deliverables provided under the Contract. The Contractor shall make all payments to Subcontractors within seven

(7) Business Days after any payment is received from the Department, per Section 287.0585, F.S. The Department shall not be liable to any Subcontractor for any

FDC ITB-26-088 Page 8 of 65 expenses incurred under a subcontract. The Contractor assumes sole responsibility for all expenses and liabilities incurred under a Subcontract. If the Contractor fails to pay the Subcontractor within seven (7) Business Days, the Contractor shall pay the penalty to the Subcontractor in the amount of one-half (1/2) of one percent (1%) of the amount due, per Day, from the expiration of the period allowed herein for payment. Such penalty shall be in addition to actual payments owed and shall not exceed fifteen percent (15%) of the outstanding balance due.

All Subcontracts shall comply with Department Procedure 205.002, "Contract Management", and shall include the items noted below:

• Identity of the subcontractor (i.e., company, individual, etc.) that will be performing the subcontracted services;

• Qualifications of the subcontractor;

• License(s) and certification(s) provided by the subcontractor, required to perform the subcontracted services; and

• Include the specific clauses noted below from the Contract between the

Contractor and the Department:

o Cooperation with the Inspector General;

o Cooperation with the Florida Senate and the Florida House of

Representatives;

o E-Verify; and o Staff Background/Criminal Records Checks.

Additionally, all Subcontractor agreements must include a statement from the proposed Subcontractor acknowledging acceptance of and intent to be bound by the Contract terms included in the Contract between the Department and the Contractor.

[Remainder of Page Left Blank Intentionally]

FDC ITB-26-088 Page 9 of 65

SECTION 4: Statement of Work

4.1 Scope of Work

The Contractor(s) shall provide general electrical maintenance and repair services, including routine inspections, minor installations and re-wiring, troubleshooting electrical failures, repair and replacement of electrical systems, parts, and fixtures, and ensuring compliance with industry standards and all local, State, and federal codes and regulations, as specified in this ITB. Attachment I, Price Sheet, reflects the requirements for the services sought. The Vendor must bid only on the services specified in this ITB. The services sought in this ITB will be considered deliverables in the Contract.

4.1.1 Description of Services

The Contractor shall be responsible for providing services that include, but may not be limited to, the following:

a) Preventive maintenance of interior and exterior standard electrical systems and equipment;

b) Diagnosis and repair of interior and exterior standard electrical systems and equipment;

c) Installation, replacement, or repair of electrical wiring, including damaged or faulty wiring, conductors, raceways, flexible connections, etc.;

d) Installation, replacement, or repair (including wiring) of electrical equipment, including panels, circuit breakers and breaker boxes, lighting fixtures, outlets, switches, and other components;

e) Upgrading or replacing electrical systems and equipment as needed to meet current regulations, codes, and standards;

f) Minor renovations and construction projects that may include altering, remodeling, adding to, subtracting from, or improving any existing standard electrical systems or equipment; and

g) Other general electrical projects as identified by the Department.

4.1.2 Minimum Qualifications

Vendors must be Florida Certified Electrical Contractors who have been actively and regularly engaged in the electrical contracting business under the same business name for a minimum of five (5) years, performing the same scope and scale of work specified in this ITB for commercial or governmental agencies.

Vendors must submit a written narrative detailing all their experience relevant to this ITB and provide reference letters from a minimum of three (3) customers, including their contact information, for which the Vendor has provided the same services as specified in this ITB. Reference letters must reflect current or recent services provided by the Vendor and must support the scope of work specified in this ITB. To qualify as current or recent experience, services described by references must be ongoing or have been completed within the three (3) years preceding issuance of this ITB.

Vendors must also submit a copy of their current Florida Certified Electrical Contractor License. Failure of a Vendor to provide all requested documentation and proof of the minimum required experience outlined in this section will cause its Bid to be considered non-Responsive.

FDC ITB-26-088 Page 10 of 65

4.1.3 Contractor Responsibilities

The Contractor shall provide all of the necessary skilled labor, equipment, tools, materials, incidentals, and professional services, and obtain any licenses, permits, and inspections required to successfully perform the tasks and services outlined in this ITB, which are identified as Contractor responsibilities for the purposes of the resultant Contract:

A. Staffing Requirements

The Contractor shall employ a sufficient number of staff and qualified technicians to ensure the requirements outlined within this ITB are successfully met as follows:

a) The Contractor must maintain and monitor, or employ a staff member to monitor, a telephone number available to receive service calls from the Department 24 hours per Day, 365 Days per year. Service calls from the Department must be responded to by telephone within one (1) hour of receipt;

b) The Contractor must ensure only technicians holding required State and/or local licenses, certifications, and/or registrations who are thoroughly trained and skilled in necessary crafts and fully knowledgeable on the specific standards and methods required to perform each service task in accordance with the terms of this ITB are dispatched to perform services, and that they arrive on-site prepared with the consumable supplies and repair parts commonly associated with the electrical trade. A copy of the technician’s license, certification, and/or registration and a resumé detailing their relevant experience shall be provided to the Contract Manager, upon written request, within an agreed-upon timeframe;

c) The Contractor must ensure technicians wear an identification badge with a photograph or a uniform that identifies them as a member of the Contractor’s staff at all times while performing services on-site at any Department facility;

d) The Contractor must ensure all staff have received background checks and proper clearance prior to being dispatched to a Correctional Institution to provide services;

e) The Contractor must ensure all staff providing services related to the Contract speak and understand English well enough to allow effective communication with Department staff; and

f) The Contractor must ensure its staff effectively communicates with, are responsive to, and maintain good working relationships with Department employees and representatives.

Employees of the Contractor are considered to be, at all times, the sole responsibility of the Contractor and not employees or agents of the Department.

The Department may require the Contractor to remove an employee if it deems the employee to be careless, incompetent, insubordinate, or otherwise objectionable, and whose continued employment on the Department’s property is not in the best interest of the Department.

The Department reserves the right to disallow any technician from entering any Correctional Insitution.

B. Electrical and Maintenance Repair Services

a) The Contractor shall ensure all electrical maintenance, repair, and installation services are performed in accordance with Florida Building Code

FDC ITB-26-088 Page 11 of 65

(FBC), National Electrical Code (NEC), and Occupational Safety and Health Administration (OSHA) standards and in compliance with all federal, State and local laws, rules, regulations, ordinances, codes, and manufacturer’s instructions.

b) The Contractor shall be responsible for obtaining all necessary permits, inspections, and licenses that may be required to perform electrical services under the Contract. The costs and fees for necessary permits, inspections, and licenses shall be paid by the Contractor and reimbursed by the Department through invoice upon completion of services and providing copies of paid receipts. This pay provision relates strictly to permits, inspections, and licenses that are for “one-time use” and exclusively necessary for work performed under the Contract.

c) The Contractor shall provide all the vehicles, equipment, and tools necessary to successfully perform the services outlined in the Contract and ensure technicians arrive on-site equipped with all the basic parts, materials, and supplies standard to the electrical trade and are prepared to begin services upon arrival.

d) The Contractor shall provide a quote for services at any time upon the Department's request in accordance with Section 4.1.4, Electrical Services Quote Requirements.

e) Technicians shall notify the Department’s authorized representative prior to disconnecting electrical services for any reason. The technician shall provide detailed information about the specific situation, the estimated time for completion, and provide recommendations to restore service temporarily to minimize impact on Inmates and Department staff.

f) Technicians shall have an understanding of the scope of work involved and have all the necessary equipment, parts, and materials on-site prior to commencement of services to minimize electrical downtime. All services shall be completed within the same day they are started or within a timeframe mutually agreed upon by the Department.

g) The Contractor shall invoice the Department only for the number of work hours services are provided on-site, excluding meal times. The Department shall not pay the Contractor for any en route or travel expenses.

C. Worksite Liability and Clean-up Requirements

a) The Contractor shall be responsible for ensuring the protection of all walls, floors, ceilings, furniture, buildings, structures, and utilities, under or above ground, from any hazards or damage due to its service operations.

b) The Contractor shall be responsible for ensuring the protection of Inmates, Department staff members, and the general public against any hazards or injuries due to its on-site service operations.

c) The Contractor and its staff shall not block exits, hallways, corridors, driveways, or delivery areas, nor impede ingress or egress.

d) The Contractor and its staff shall not impede or interfere with the normal function of the facility, its occupants, or programs.

e) The Contractor and its staff shall ensure frequent pick-up of all refuse, scrap materials, and debris that result from its service operations and keep the worksite neat and orderly at all times. All refuse, scrap material, debris, etc., shall be removed from the premises for disposal.

f) The Contractor and its staff shall dispose of any defective equipment in accordance with local statutes, rules, and ordinances regarding dumping.

Under no conditions shall such items be placed in Department bins or trash containers.

g) The Contractor and its staff shall remove all equipment, tools, and materials from the worksite daily unless otherwise authorized by the Department.

FDC ITB-26-088 Page 12 of 65

h) Upon completion of services, the Contractor and its staff shall remove all equipment, tools, and materials from the worksite and leave the project in ready-to-use condition. The Department shall not, at any time, be responsible for the loss of equipment, tools, or supplies.

i) The Contractor shall be fully responsible for any and all damage resulting from its activities associated with the worksite and worksite performance.

Any damage shall be cleaned, repaired, refinished, restored, or replaced to the satisfaction of, and at no additional costs to, the Department.

D. Quarterly Summary Report

The Contractor shall provide the Contract Manager a report of all Contract services performed by the 30th Day following each calendar quarter (March, June, September, and December). Quarterly reports must provide, at a minimum, the 1) total number of service hours performed during the quarter, 2) total dollar value of services performed during the quarter, 3) total number of parts and materials provided during the quarter, and 4) total dollar amount invoiced for all items sold during the Contract term to date.

The Department may, at its sole discretion, develop a format for the Contractor to use in reporting the information above. The Contractor shall utilize any format developed by the Department for this purpose. The Contractor’s failure to provide a quarterly report within 30 Days following the end of a Quarter shall result in the assessment of financial consequences.

4.1.4 Electrical Services Quote Requirements

a) The Contractor shall provide the Department with written documentation detailing any necessary electrical repairs, including a detailed quote for services, identified through general inspection, routine maintenance, Emergency Service Calls, and Non-Emergency Service Calls, within 24 hours of the initial assessment or as otherwise outlined in this ITB. Quotes shall also be required at any time upon request of the Department.

b) The Contractor shall provide a detailed description of the necessary electrical services, the recommended scope of work, and a proposed schedule for project completion. The contractor shall also provide a detailed quote for services, including all necessary parts and materials, and a breakdown of labor hours.

c) The Contractor shall provide a list of the percentage savings in prices offered, as compared to the manufacturer’s retail list published or using standard and customary prices that would be paid by any other purchaser without the benefit of a Contract resulting from this ITB. The Contractor shall provide the manufacturer’s published price list or the customary prices that any other purchaser would pay at cost for each part quoted. The prices of parts shall not exceed 100% of the Contractor’s price for the parts. All backup documentation must be provided to include a detailed invoice from the supplier with unit price, description of parts, etc., in order to verify markup. If the Contractor cannot locate needed parts, the Department reserves the right to search for and purchase the parts, and the Contractor shall install them.

d) Once approved by the Department, all quotes shall become binding between the Contractor and the Department, unless a mutually agreed upon modification is needed and is approved in writing by the Department’s Contract Manager or designee. If the actual labor or repair parts are less than the quote, the Department will pay no more than the part price and the exact number of hours of labor expended to complete the repair.

e) Should the Contractor require a modification to the original quote, an updated quote shall be provided to the Department for pre-approval.

FDC ITB-26-088 Page 13 of 65

f) The Contractor shall provide quotes for electrical services as outlined in Section 4.1.6, Emergency Service Calls and Section 4.1.7, Non-Emergency Service Calls. All quotes will be approved by the issuance of a PO.

4.1.5 Electrical Services Timeframe Expectations

All services initiated from the Contract shall be approved by and coordinated directly with the Department prior to commencement. Technicians shall arrive at the worksite equipped to begin services upon arrival and must ensure services are completed on the same day services commence or within a timeframe mutually agreed upon by the Department.

The Contractor must contact the Department’s Contract Manager or designee to report issues that may result in services not beginning or taking longer to complete than described herein and receive written approval from the Department’s Contract Manager for an extension of time to complete services. Services that are not completed as outlined herein shall be subject to financial consequences in accordance with Section 4.3, Performance Measures and Financial Consequences.

4.1.6 Emergency Service Calls

A qualified technician must be on-site to assess an emergency situation within four

(4) hours of the Contractor receiving an Emergency Service call from the Department, or within a timeframe mutually agreed upon with the Department.

The Contractor shall immediately report any damage determined to be an emergency, along with recommended repairs and a quote for services, to the Department’s designee verbally, followed by email, and upon approval from the Department, make the necessary repairs within 24 hours of approval or a timeframe mutually agreed upon by the Department.

The Contractor shall send an email to the Department’s Contract Manager, or designee, detailing the repair services provided along with a complete invoice for services, including parts, hours of labor, and any other applicable fees, along with supporting documentation in accordance with Section 3.3.2, Invoicing Requirements and Section 4.1.4, Electrical Services Quote Requirements. Upon receipt of the required documentation of services, the Department will process the payment to the Contractor.

Hourly labor rates for Emergency Services must be as specified in Attachment I, Price Sheet.

4.1.7 Non-Emergency Service Calls

A qualified technician must be on-site to assess a non-emergency situation within 24 hours of the Contractor receiving a Non-Emergency Service call or within a timeframe mutually agreed upon with the Department.

The Contractor shall notify the Department of any necessary repairs in accordance with Section 4.1.4, Electrical Services Quote Requirements and, upon approval by the Department, make the necessary repairs within a timeframe mutually agreed upon by the Department.

Hourly labor rates for Non-Emergency Services must be as specified in Attachment I, Price Sheet.

FDC ITB-26-088 Page 14 of 65

4.1.8 Quality Assurance

All services must be performed skillfully and to the highest quality industry standards. The Contractor shall regularly monitor to ensure service projects are completed in compliance with all applicable federal, State, and local regulations within agreed-upon timeframes and services are performed to the quality standards required by the Department as outlined in this ITB.

Upon inspection by the Department, any work determined not to be completed in accordance with specified regulations, references, standards, and methods must be corrected by the Contractor to the satisfaction of the Department within agreed-upon timeframes at no additional cost to the Department. Failure to do so may result in the assessment of a financial consequence or termination of the Contract.

4.1.9 Service Delivery

The Vendor shall provide electrical services for the Correctional Institutions listed in Attachment X - Service Locations, in accordance with this ITB. Services must be provided between 8:30 a.m. and 4:00 p.m., local time, Monday through Friday, excluding State Holidays and other official closures, unless otherwise stated herein or on a subsequent PO.

4.1.10 Minimum Order

There will be no minimum order of services under the Contract.

4.2 Warranty Requirements

The Contractor shall guarantee all materials, parts, services, and repairs against nonconformance, manufacturing, and design defects. The Contractor shall provide a one

(1) year warranty covering materials, labor, installations, repairs, and parts for all electrical services. Upon notification of a defect by the Department, the Contractor shall promptly cure any nonconforming or defective parts at no additional cost to the Department. The Contractor shall bear all costs associated with curing the defect or nonconformance, including shipping/re-shipping and inspection costs.

4.3 Performance Measures and Financial Consequences

The Department desires to contract with a vendor who demonstrates its willingness to be held accountable for the achievement of successful Contract performance. By submitting a Bid, the Vendor agrees to the Department’s assessment of financial consequences, which are not intended to be a penalty but to incentivize the Vendor’s performance under the Contract.

The performance measures below list the key expectations most critical to the success of the Contract and the financial consequence the Department will assess if an expectation is not met. If a vendor is unable to achieve a performance measure expectation because of unforeseen circumstances outside of its control, the Vendor may submit a written request, in advance, to the Contract Manager to waive the assessment of the associated financial consequence. The Contract Manager will then review the request to determine whether mitigating circumstances existed beyond the Vendor’s control. For the Department to approve the request, the Vendor must not have contributed to the failed expectation in any manner. The Department does not waive its ability to assess financial consequences by allowing the delivery of an item(s) or completion of services after the time allowed. Nothing in this Section shall limit the Department’s right to pursue other remedies available at law or in equity.

FDC ITB-26-088 Page 15 of 65

Performance Measures

No. Description Expectation Measurement Financial Consequence

PM-001

The Contractor shall respond to service calls from the Department in accordance with Section 4.1.3 A. a).

Service calls must be responded to by telephone within one

(1) hour of receipt.

Per Quarter Hour

(15 minutes)

$10.00 per every quarter hour the

Contractor returns a service call after the 1st hour.

PM-002

The Contractor shall provide proof of employee qualifications in accordance with

Section 4.1.3 A. b).

Documentation must be provided upon request to the Contract Manager within a mutually agreed-upon timeframe.

Per Day

$15.00 per Day the required documentation is received after the agreed-upon timeframe.

PM-003

The Contractor shall submit quarterly summary reports in accordance with Section 4.1.3 D.

A quarterly summary report shall be submitted to the Contract Manager within 30 Days following the end of each quarter.

Per Day

$15.00 per Day the quarterly summary report is received after the 30th Day.

PM-004

The Contractor shall ensure all services initiated from the contract are completed in accordance with Section 4.1.5.

Services shall be completed on the same day they begin or upon a mutually agreed-upon timeframe.

Per Day

10% of the invoice amount per Day a project is completed following the day services begin or after the agreed-upon timeframe.

PM-005

The Contractor shall ensure Emergency Service calls are responded to in accordance with Section 4.1.6.

A qualified technician shall be on-site within four (4) hours or within a mutually agreed-upon timeframe of receiving an Emergency Service call.

Per Quarter Hour

(15 minutes)

$50.00 per every quarter hour the

Contractor arrives after four

(4) hours or every hour after the agreed-upon timeframe.

PM-006

The Contractor shall ensure Emergency Service repairs are completed in accordance with Section 4.1.6.

Emergency Service repairs must be completed within 24 hours of approval or within a mutually agreed-upon timeframe.

Per Hour

$50.00 per hour Emergency

Service repairs are completed after 24 hours or after the agreed-upon timeframe.

PM-007

The Contractor shall ensure Non-

Emergency Service calls are responded to in accordance with Section 4.1.7.

A qualified technician shall be on-site within 24 hours or within a mutually agreed-upon timeframe of receiving a Non-Emergency Service call.

Per Hour

$50.00 per hour the Contractor arrives after 24 hours or after the agreed-upon timeframe.

FDC ITB-26-088 Page 16 of 65

Performance Measures

No. Description Expectation Measurement Financial Consequence

PM-008

The Contractor shall ensure Non-

Emergency Service repairs are completed in accordance with Section 4.1.7.

Non-Emergency Service repairs shall be completed within agreed-upon timeframes.

Per Day

Five percent (5%) of the invoice amount per Day Non-Emergency Service repairs are completed after the agreed-upon timeframe.

PM-009

The Contractor shall ensure all services are performed as specified in accordance with Sections 4.1.3 B. and C., and Section 4.1.8.

All services shall be completed in accordance with all specifications, regulations, references, standards, and methods.

Per Occurrence

15% of the invoice amount for services not completed in accordance with outlined specifications and quality assurance standards.

4.4 Performance Bond

Within 10 Business Days of Contract execution, the Vendor shall furnish the Department with a performance guarantee in the amount of $10,000.00.

The form of the guarantee shall be a bond, cashier’s check, irrevocable letter of credit, or money order made payable to the Department. If a bond is utilized, the surety bond shall be issued from a reliable Surety Company acceptable to the Department, licensed to do business in the State of Florida, and signed by a Florida Licensed Resident Agent. Said bond shall be accompanied by a duly authenticated power of attorney evidencing that the person executing the bond on behalf of the Surety has the authority to do so on the date of the bond. The bond shall be in effect for the initial term of the Contract, shall name the Department as a surety, and shall be furnished to the Department. No payments shall be made to the Vendor until the guarantee is in place and approved by the Department in writing. Upon renewal of the Contract, the Vendor shall provide proof that its performance guarantee has been renewed for the renewal term.

Based upon the Vendor’s performance after the initial year of the Contract, the Department may, at its sole discretion, reduce the amount of the bond for any single year of the Contract or for the remaining Contract term, including renewal.

FDC ITB-26-088 Page 17 of 65

SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

The State’s General Contracting Conditions (Form PUR 1000) and General Instructions to Respondents (Form PUR 1001) may be viewed at the link below and are hereby incorporated by reference in their entirety as part of this ITB.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_reso urces/state_purchasing_pur_forms.

The terms and conditions set forth within this ITB supersede any conflicting terms and conditions set forth within Forms PUR 1000 or PUR 1001.

5.2 Vendor Questions

Interested Vendors may email questions relating to this ITB to the Procurement Officer listed below by the deadline in the ITB Timeline. Verbal inquiries and those submitted after the deadline will not be acknowledged.

Procurement Officer:

Tammy Shaw Bureau of Procurement Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399-2500 Telephone: (850) 717-3700 Email: purchasing@fdc.myflorida.com

The Department will post its answers to written questions to the VIP on or about the date referenced in the Timeline.

In accordance with Section 287.057(25), F.S., “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the Agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or leglislative 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.”

Persons requiring special accommodations to respond to this ITB because of a disability should contact the Bureau of Procurement at (850) 717-3700, at least five (5) Business Days before any Bid opening or public meeting. Persons who are deaf, hard-of-hearing, deaf-blind, or speech-disabled may contact the Bureau of Procurement by using the Florida Relay Service at 1-800-955-8771 (TTY/ASCII).

The Vendor shall not initiate or execute any negotiation, decision, or action arising from any verbal discussion with a State employee related to this ITB. Only written communications from the Procurement Officer are considered duly authorized expressions on behalf of the Department. Only written communications from a Vendor will be recognized as duly authorized expressions on behalf of the Vendor.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms mailto:purchasing@fdc.myflorida.com http://www.myflorida.com/apps/vbs

FDC ITB-26-088 Page 18 of 65

5.3 Vendor Ombudsman

A Vendor ombudsman has been established within the Florida Department of Financial Services (DFS). The duties of this office include acting as an advocate for Vendors who may experience problems in obtaining timely payment(s) from a State agency. The vendor ombudsman may be contacted by calling DFS at (850) 413-5516.

5.4 Bid Submissions

Before submitting a Bid, Vendors should check the VIP for any ITB modification(s) as outlined in Section 3.2.1. Vendors are solely responsible for monitoring the VIP website for addenda relative to this ITB. Neither the Department nor the State of Florida is liable for any costs incurred by a Vendor in response to this ITB.

A Vendor must prepare its Bid simply and economically, providing a straightforward, concise delineation of the Vendor's capability to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional materials are discouraged. Bids must be complete and clear. To expedite the Department’s review of Bids, Vendors must adhere to the following instructions:

A. Bids must be sent by U.S. Mail, Courier, Overnight, or hand-delivered to the location indicated in the Timeline. Electronic submission of Bids will not be accepted.

B. Bids must be submitted in a sealed envelope/package with FDC ITB-26-088, Electrical

Maintenance and Repair Services, and the date/time of the Public Bid Opening clearly marked on the outside of the envelope/package.

C. It is the Vendor's responsibility to ensure its Bid is delivered to the proper place and time as stipulated in the Timeline.

D. Bids received after the Bid Deadline provided in the Timeline will not be accepted.

E. Vendors must submit one (1) original hard copy Bid and one (1) electronic Bid copy in searchable PDF format on a CD, DVD, or flash drive. The electronic copy must contain the entire Bid as submitted, including all supporting and signed documents. CDs, DVDs, and flash drives submitted should not be password protected. If one (1) original hard copy Bid and one (1) electronic Bid copy are not submitted as outlined in this section, the Bid will be deemed non-Responsive.

F. If the Vendor considers any portion of its Bid to be confidential, trade secret, or otherwise exempt from disclosure under Chapter 119, F.S., the Florida Constitution, or another legal authority, the Vendor must also simultaneously provide the Department a redacted copy of its Bid in both hard copy and electronic forms and provide a brief written description of its grounds for claiming exemption from public record, including the specific statutory citation for such exemption. This redacted copy shall be titled “Redacted Copy.” The redacted copy must be provided to the Department at the same time the Vendor submits its Bid and must only exclude or redact those exact portions of the Bid claimed confidential, proprietary, or trade secret. The Vendor shall be responsible for defending its assertion that the redacted portions of its Bid are confidential, trade secret, or otherwise exempt from disclosure. Further, the Vendor shall protect, defend, and indemnify the Department for any claims arising from, or relating to, the Vendor’s determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise exempt from disclosure. If the Vendor fails to submit a redacted copy with its Bid, the Vendor explicitly authorizes the Department to produce its entire Bid contents in answer to a request for public records.

In no event shall the Department, or any of its employees, or agents, be liable for disclosing, or otherwise failing to protect, the confidentiality of information submitted in response to this ITB.

FDC ITB-26-088 Page 19 of 65

5.4.1 Mandatory Documentation

Vendors must complete and submit the following mandatory documentation with their Bids:

a) Proof of required experience as outlined in Section 4.1.2, Minimum

Qualifications;

b) A copy of the Vendor’s Florida Certified Electrical Contractor License;

c) Attachment I, Price Sheet;

d) Attachment II, Vendor’s Contact Information;

e) Attachment III, Certification of Drug-Free Workplace Program (if applicable);

f) Attachment IV, Security Requirements for Contractors;

g) Attachment V, Foreign Country of Concern Attestation (PUR 1355);

h) Attachment VI, Forced Labor Vendor Attestation (PUR 2024);

i) Attachment VII, Pass/Fail Requirement Certification and Non-Collusion

Certification;

j) Attachment VIII, Vendor Certification Form (PUR 7801); and

k) One (1) original hard Bid copy and one (1) electronic Bid copy in searchable

PDF format on a USB flash drive.

5.4.2 Price Sheet

The Vendor shall complete and submit Attachment I, Price Sheet, to bid on this ITB.

Vendors should ensure they are using the most current version of the Price Sheet before submitting their Bids by checking the VIP for any ITB modifications as outlined in Section 3.2.1. Vendors are solely responsible for monitoring the VIP website for addenda relative to this solicitation. If the Department approved any equivalent items during the question and answer phase of this ITB, then the Department will modify the Attachment I, Price Sheet to reflect the approved equivalent items. By submitting a Bid in response to this ITB, a Vendor warrants its agreement to the prices submitted. Vendors should submit Bids with the most favorable pricing the Vendor can offer the State. Any modifications, qualifications, counteroffers, deviations, or challenges will be rejected and may render a Bid non- Responsive. The Department may reject any Vendor’s Price Sheet that includes inconsistencies, inaccuracies, or is incomplete.

Bids must be firm prices and inclusive of all packaging, handling, shipping and delivery charges, environmental and fuel service fees, and any other relevant and related charges. The Department is exempt from paying federal excise taxes and sales tax on direct purchases of commodities or services.

If a Price Sheet includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified.