F1819398757_DCFITB2122001HousekeepingEnvironmentalServices.pdf

DCF ITB Template: 1 of 25 (PMT-04-2021) Effective 1/5/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

Northeast Florida State Hospital

INVITATION TO BID

ENVIRONMENTAL HOUSEKEEPING SERVICES

ITB#: DCF ITB 2022 001

Release Date: 10/27/2021

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Timeline

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.5 Pre-bid Conference

2.6 Written Questions and Department Answers

2.7 Receipt of Bids

2.8 Form PUR 1001

2.9 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.4 Composition of the Contract

3.5 Order of Precedence

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

4.1 How to Submit a Bid

4.2 Content of the Bid

4.3 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: STANDARD CONTRACT PART 1

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APPENDIX VI: STANDARD CONTRACT PART 2

APPENDIX VII: FEDERAL GRANT COMPLIANCE INTRODUCTION

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Northeast Florida State Hospital (NEFSH) is issuing this solicitation in search of a qualified vendor or vendors (hereafter referred to as Vendor) with the capacity to provide all functions related to the provision of Environmental Housekeeping Services including staff, equipment, and cleaning supplies. These services may be performed by a partnership of professionals, which allows for the capability to meet the required service expectations of this ITB. Northeast Florida State Hospital is an inpatient mental health facility, comprised of a 613-bed facility, including 52 Buildings (20 Resident Living Areas and 32 Administrative and Ancillary Buildings), all inclusive of 618,178 square footage. Any person interested in submitting a bid must comply with any and all terms and conditions described in this Invitation to Bid (ITB).

Vendors must be a current Environmental Housekeeping Services provider, with prior experience delivering similar services.

Any person interested in participating must comply with the terms of this solicitation.

1.2 Term of the Agreement

The anticipated start date of the resulting contract is September 1, 2021. The anticipated duration of the contract is three (3) years after the start of service. Renewal, if any, shall comply with s.

287.057(13), F.S.

1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in writing) regarding this solicitation is:

Elesha Brown, FCCM Procurement Officer The only permitted means of contact:

By Mail:

Florida Department of Children and Families State Mental Health Treatment Facility Post Office Box 1000 100 N. Main Street Chattahoochee, FL 32324

By Email:

Elesha.Brown@myflfamilies.com

1.4 Official Notices

All notices, decisions, intended decisions, addenda (including Notices of Intent to Award), and other matters relating to this solicitation will be posted on the Department of Management Services (DMS) Vendor Bid System (VBS) located at: http://www.myflorida.com/apps/vbs/vbs_www.main_menu.

It is the responsibility of prospective vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this solicitation. Posting on the VBS is the only official notice for determinations of timeliness of protests (see 1.5).

1.5 Protests

mailto:Elesha.Brown@myflfamilies.com http://www.myflorida.com/apps/vbs/vbs_www.main_menu

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Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

Bids from responsible and responsive vendors are eligible for evaluation. By submitting a bid, the vendor agrees to each of the certifications listed in this solicitation unless otherwise indicated. The Department may request vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others 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 approved 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 bid.

2.3 Timeline

Activity Date Time Eastern

Address Section Reference

Solicitation advertised and released on VBS:

10/27/2021 1.4

*Pre-bid Conference (call) to be held (optional):

11/16/2021 10:00 am

See Section 1.3 GoToMeeting - online meeting:

https://www.gotomeet.me/NEFSHContract Management

2.5

Written questions must be received by:

11/19/2021 3:00 pm

See Section 1.3 2.6

Department’s response to questions:

12/03/2021 See Section 1.3 2.6

Sealed bid must be received by the Department:

12/13/2021 2:00 pm

See Section 1.3 2.7

*Bid opening: 12/13/2021 3:00 pm

2.7.3

N/A

N/A

See Section 1.3 GoToMeeting - online meeting:

https://www.gotomeet.me/NEFSHContract Management

VBS Electronic Posting site:

https://www.myflorida.com/apps/vbs/ vbs_www.main_menu mailto:Agency.Clerk@myflfamilies.com https://www.gotomeet.me/NEFSHContractManagement https://www.gotomeet.me/NEFSHContractManagement https://www.myflorida.com/apps/vbs/vbs_www.main_menu https://www.gotomeet.me/NEFSHContractManagement

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Activity Date Time Eastern

Address Section Reference

Posting of intended contract award:

12/28/2021 Section 5

Effective date of contract:

01/1/2022 N/A N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-bid meetings. All vendors shall be accorded fair and equal treatment. For questions about registering to identify your Small Business as a Woman--, Veteran--, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

2.5 Pre-bid Conference

The purpose of the Pre-bid Conference is to review this solicitation with interested vendors. The Pre-bid Conference for this ITB will be held at the date and time specified in Section 2.3.

2.6 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.3.

2.7 Receipt of Bids

Due to health implications and sensitivity to COVID-19, the Department prefers proposals be sent by electronic means (email). The electronic submission must comply with the following requirements:

The vendor may submit an electronic version of the proposal in response to this ITB (including all required documents) in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat. In the event that the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.3 of the ITB. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes. Vendors may submit bids, via US Mail, Fed-Ex, or other courier service; although not a preferred method of response. If bids are submitted in electronic and hard copy form, the hard copy marked “original” shall take precedence over the electronic version(s) of the bid and all non-original hardcopy versions of the proposal in the event of any discrepancy.

2.7.1 Bid Deadline

Bids must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Facsimile or electronic transmissions of bids will not be accepted. Vendors are exclusively responsible for timely delivery of sealed bids to the Procurement Officer.

2.7.2 Bid Withdrawal and Amendment

N/A VBS Electronic Posting site:

https://www.myflorida.com/apps/vbs/ vbs_www.main_menu https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.myflorida.com/apps/vbs/vbs_www.main_menu

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Vendors may withdraw, or withdraw and replace, previously submitted sealed bids on or before the date and time specified for sealed bids to be received by the Department.

2.7.3 Binding Bid

Vendors are bound by their bids until the latter of sixty (60) calendar days after the bid opening or the closing of all opportunities for protest or appeal.

2.7.4 Cost of Preparation of Bid

The Department will not pay any costs incurred in responding to this solicitation.

2.8 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.9 Department’s Discretion

2.9.1 The Department may:

2.9.1.1 Determine whether a vendor is responsible, as defined in section 287.012, Florida Statutes;

2.9.1.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida;

2.9.1.3 Withdraw the solicitation or reject all bids at any time;

2.9.1.4 Select more than one vendor for the commodities and contractual services encompassed by this solicitation;

2.9.1.5 Withdraw or amend its Notice of Award;

2.9.1.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this solicitation.

SECTION 3. SPECIFICATIONS

3.1 Definitions

Specific terms related to this solicitation are defined as followed:

3.1.1 Addenda – Written or graphical instruments posted in accordance with Section 2.2 of this ITB which modify or interpret the ITB document(s) by additions, deletions, clarifications, or corrections.

3.1.2 Deliverables – Increments of goods and services provided under a contract.

3.1.3 Invitation to Bid – A written solicitation for competitive sealed replies to select one or more

Respondents with which to commence negotiations for the procurement of contractual services.

3.1.4 Provider – Any qualified private sector business entity, non-profit or for-profit organization that has been selected in accordance with the provisions of this ITB.

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

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3.1.5 Vendor – Any qualified private sector business entity, non-profit or for-profit organization that has timely responded to all applicable provisions of this ITB.

3.2 Minimum Programmatic Specifications

The selected vendor(s) shall perform the tasks outlined in the Department’s STANDARD CONTRACT PART 1 AND PART 2 (APPENDIX V and APPENDIX VI) in accordance with all terms therein.

3.3 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in APPENDIX VI–STANDARD CONTRACT PART 2 in accordance with all terms therein.

3.3.1 Funding Sources

The specific funding source is State of Florida General Revenue and is contingent upon annual Legislative appropriations.

3.3.2 Allowable Costs

The funding allowed for these services were allocated specifically for Environmental Housekeeping Services for salaries, equipment and supplies to be dispensed at Northeast Florida State Hospital.

The Department does not fund start-up or readiness activities.

3.3.3 No Cost-of-Living Increases

The Department does not fund Cost-of-Living increases.

3.4 Composition of the Contract

The contract awarded as a result of this solicitation will be composed of:

3.4.1 Department’s Standard Contract

The Department’s Standard Contract Part 1 contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s Standard Contract Part 2 contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s Standard Contract. In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/stat e_purchasing_pur_forms

3.4.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any; and

3.4.4 Vendor Bid

The vendor’s bid and any additional submittals, if incorporated into or attached to the contract.

3.5 Order of Precedence

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

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In the event of conflict within any two or more documents within the contract documents listed in 3.4, the earlier listed document shall control (e.g. 3.4.2. will control over 3.4.3).

3.6 Supporting Documentation

This table lists the supporting documentation, and the associated link to download the supporting documentation.

Subject Description Link

General Instructions for Respondent PUR 1001 https://www.dms.myflorida.com/content/downloa d/2934/11780/PUR_1001_General_Instructions _to_Respondents.pdf

Contract Standard Terms and Conditions PUR 1000 https://www.dms.myflorida.com/content/downloa d/2933/11777/PUR_1000_General_Contract_C onditions.pdf

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITB

4.1 How to Submit a Bid

4.1.1 Number of Copies Required and Format for Submittal

Vendors shall submit one original copy of their bid. Electronic signatures are acceptable. The original bid submitted to the Department must contain an original signature of an official authorized to bind the vendor to the proposal. If applicable, one redacted copy of the bid, identical to the original copy and clearly labeled as redacted, should also be submitted.

4.1.2 Sealed Bids

Originals, hard copies, and electronic copies of the sealed bids must be submitted and must be clearly marked with the title of the bid, the solicitation number, the vendor's name, and identification of enclosed documents. The original bid must be clearly marked as such, and the copies identified and numbered (i.e., original, copy #1 of 7, etc.).

4.1.3 Bid Format

Bids must be typed, single-spaced, on 8 1/2” x 11” format. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The bid must be submitted in accordance with Section 4.2.

4.2 Content of the Bid

4.2.1 Title Page

The first page of the bid shall be a Title Page that contains the following information:

4.2.1.1 Title of bid;

4.2.1.2 Solicitation number;

4.2.1.3 Prospective vendor’s name and federal tax identification number;

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the bid.

4.2.2 TAB 1: TABLE OF CONTENTS

4.2.3 TAB 2: SPECIFICATIONS

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf

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Specifications for this solicitation:

4.2.3.1 Signature Authority

Include a signed certificate (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the bid and its statements and certifications is authorized to make such representations and to bind the vendor.

4.2.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the solicitation purpose, and the needs specified in this solicitation. The Executive Overview includes a brief description of the vendor’s organization, leadership credentials, approach for Scope of Work services, management of Performance Specifications and means of completing Deliverables as defined in the Department’s

STANDARD CONTRACT PART 2 (APPENDIX VI).

4.2.4.1 Organize this section as follows

4.2.4.1.1 Describe vendor’s approach and philosophy, including mission statement, core values, and vision.

4.2.4.1.2 Details regarding Vendor’s current and prior experience providing similar services.

4.2.4.1.3 Describe vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations; describe how the structure represents a lean, efficient, and effective administrative model; describe experience and achievements in developing a governance model is designed to avoid conflicts of interest.

4.2.4.1.4 Provide the requested information below which will demonstrate the vendor’s and subcontractor(s)' ability to successfully complete the work described in this solicitation and its appendices, attachments, exhibits and referenced supporting documentation. The vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

4.2.4.2 Additional Corporate Information

In addition to the other information described above the vendor and the subcontractor(s) must provide:

4.2.4.2.1 Full legal name and its associated Federal Employer Identification

Number (FEIN), or Social Security Number if a FEIN is not required

4.2.4.2.2 Proof of registration with MFMP

4.2.4.2.3 Country and state of incorporation

4.2.4.2.4 Principal place of business

4.2.4.2.5 Description of the vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location

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4.2.4.2.6 Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor

4.2.5 TAB 4: PROPOSED PRICING AND FINANCIAL INFORMATION

The vendor must submit and demonstrate a proposed fixed cost per month inclusive of: cost per square foot; cost for supplies (including chemicals, floor care products, etc.) and equipment;

breakdown of proposed staffing to include a list of all positions with salaries and benefits; and Vendor’s audited overhead rate calculation and proposed profit margin as certified by a licensed Certified Public Accountant.

4.3 Public Records and Trade Secrets

4.3.1 How to Claim Trade Secret Protection

If the vendor considers any portion of the documents, data or records submitted in its bid to be trade secret and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the vendor must submit all such information in a separately bound document (or in the case of electronic media, in a manner compliant with Section 4.1.4., with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Bid, DCF ITB 2022 001 Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file and hardcopy documents must explain why the information in the document is a trade secret. This submission must be made no later than the bid submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the bid, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material. If the vendor considers any portion of a submission made after its bid to be trade secret the vendor must clearly label the submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).

4.3.2 Vendor’s Duty to Respond to Public Records Requests

In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound part of the vendor’s bid or other submissions labeled as “trade secret,” the vendor shall expeditiously provide the Department, or the public pursuant to subsection 119.0701(2), Florida Statutes, with a redacted version of the document(s) and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the vendor shall provide information correlating the nature of the claims to the redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the vendor fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.

4.3.3 Department not Obligated to Defend Vendor Claims

The Department is not obligated to agree with or defend any vendor claim of exemption from inspection and copying under Florida’s Public Records Law. The vendor is responsible for defending such claims. Further, the vendor shall protect, defend, and indemnify, including attorney’s fees and costs, the Department for actions (including litigation initiated by the Department) arising from or relating to such claims.

SECTION 5. THE SELECTION METHODOLOGY

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The Department intends to award the contract to the responsible and responsive vendor(s) whose bid is determined to be the lowest responsive bid(s). The Department may also make a determination as to whether to deem one or more vendors ineligible for award due to non-responsibility or non-responsiveness. The Procurement Officer will develop a ranking based on the pricing of bids. After developing the ranking, the Procurement Officer will provide to the Secretary, or designee, a report on bids deemed nonresponsive and, as to those deemed responsive, the ranking, along with a recommendation for final action. The Department will electronically post the intent to award in accordance with subsection 120.57(3)(a), Florida Statutes, and Rule 60A-1.021, Florida Administrative Code.

[This space intentionally left blank]

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APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

Check below and complete Section A or Section B

Vendor is not a sole proprietorship (Complete Section A) Vendor is a sole proprietorship (Complete Section B)

Section A

I, _______________________________ _______ (name), hold the office or position of ____________________________________ (title) with__________________ (legal name of vendor) and have authority to make official representations by said vendor regarding its official records and hereby state that my examination of the vendor’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the vendor and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named vendor in response to ITB # ____________, and, in so doing, to bind the named vendor to the statements made therein.

Dated:

Signature:

Printed Name:

Title:

NOTE: In lieu of the above, the vendor may submit a corporate resolution or other duly executed certification issued in the vendor’s normal course of business to prove signature authority of the named Authorized Representative.

Section B

I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of vendor), and will be personally bound by the bid submitted in response to ITB # ________.

Dated:

Signature:

Printed Name:

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APPENDIX II: VENDOR’S CERTIFICATIONS

CERTIFICATIONS

MASTER CERTIFICATION

As the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of ITB #__________ (the ITB), the facts regarding the bid submitted by the vendor in response to the ITB and the truth of each statement contained in Certifications (a) through (f) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated.

Check the applicable box next to the title to each certification:

True False

a. Certification of Binding Bid and Acceptance of Terms of ITB and Contract

Document

b. Statement of No Prohibited Involvement

c. Statement Non-Collusion

d. Certification Regarding Subcontractors

e. Certification Regarding Prior Contractual Obligations

f. Certification of Representations Per sections 287.133, and 287.134, F.S.

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

a. Certification of Binding Bid and Acceptance of Terms of ITB and Contract Document By checking the “True” box in the Master Certification and signing the same, I hereby certify that the vendor’s bid submitted in response to the Department of Children and Families Invitation to Bid (the ITB) is binding on the vendor in accordance with the terms of the ITB. If awarded any contract as a result of the ITB, the vendor will comply with the specifications, terms, and conditions stated in the ITB and the contract document.

b. Statement of No Prohibited Involvement By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract as described in subsections 287.057(17)(c), Florida Statutes, to perform a feasibility study of the potential implementation of a subsequent contract to support this project, participated in drafting of a solicitation for this specific project, or developed a program for future implementation of this project.

c. Statement of Non-Collusion By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the ITB as principals are named therein, that the vendor’s bid is made without collusion with any other vendor.

d. Certification Regarding Subcontractors By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor’s agreement that by submitting a bid to this ITB, the vendor waives any exclusivity provision in its subcontractor agreements.

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e. Certification Regarding Prior Contractual Obligations By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor has not:

(1) Failed to correct any unsatisfactory performance in a previous contract to the satisfaction of any Agency or eligible user;

(2) Had a contract terminated by any Agency or eligible user for cause; or

(3) Failed to sign a contract awarded by any Agency.

f. Certification of Representations Per Sections 287.042, 287.133 and 287.134, Florida Statutes By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor is not listed on the Suspended Vendors List maintained pursuant to Rule 60A-1.006, F.A.C., Convicted Vendors List created and maintained pursuant to section 287.133, F.S., or on the Discriminatory Vendors List created and maintained pursuant to section 287.134, F.S, and for Federal funds, not be listed on the governmentwide exclusions in the System for Award Management (SAM).

TIE BREAKING CERTIFICATIONS

Statutory Preferences When Awarding Contracts Various provisions of Chapters 287 and 295, F.S., provide qualifying vendors the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a vendor who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference.

Completion of the certification is optional for qualifying vendors; however, a vendor waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply.

MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS

As the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of ITB # ____________(the ITB), the facts regarding the bid submitted by the vendor in response to the ITB and the truth of each statement contained in Certifications (g) through (k) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true.

Check the box next to the title to each certification that is true:

g. Certification of a Certified Minority Business Enterprise

h. Certification of a Certified Veteran Business Enterprise

i. Certification of a Florida Business

j. Certification of a Foreign Manufacturer with a Factory in Florida

k. Certification of a Drug Free Workplace The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

g. Certification of a Certified Minority Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with section 287.0943, Florida Statutes.

h. Certification of a Florida Certified Veteran Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Veteran Business Enterprise in accordance with section 295.187, Florida Statutes.

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i. Certification of a Florida Business By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with section 287.084, Florida Statutes.

j. Certification of a Foreign Manufacturer with a Factory in Florida By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with section 287.092, Florida Statutes.

k. Certification of a Drug Free Workplace By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor currently maintains a drug-free workplace environment in accordance with section 287.087, Florida Statutes, and will continue to promote this policy through implementation of that section.

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APPENDIX III: QUESTION SUBMITTAL FORM

Each vendor may complete the form provided based on its questions relating to this ITB. The completed form shall be submitted in accordance with the instructions provided in Section 2.6 of the ITB. This form may be expanded as needed to facilitate response to this requirement.

Vendor Name: [Enter Legal Name of vendor]

Question Number

ITB Section Number Question

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APPENDIX IV: SUBCONTRACTOR LIST

List the subcontractors who will perform work under the contract(s) resulting from this solicitation.

CHECK HERE IF NO SUBCONTRACTORS WILL BE UTILIZED:

Subcontractor Name:

Subcontractor Name:

Business Type: Business Type:

Subcontracted Services:

Services:

Address: Address:

City, State Zip City, State Zip Phone # Phone:

FEIN # FEIN #

Business Type: Business Type:

Services:

Services:

Address: Address:

City, State Zip City, State Zip Phone # Phone:

FEIN # FEIN #

[Duplicate table as necessary for additional subcontractors.]

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APPENDIX V: STANDARD CONTRACT PART 1

See Attached.

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APPENDIX VI: STANDARD CONTRACT PART 2

See Attached.

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APPENDIX VII: FEDERAL GRANT COMPLIANCE INTRODUCTION

Subrecipients of federal grants are required to follow the terms of the grants themselves as well as either Title 2 Part 200 of the United States Code of Federal Regulations Chapter (CFR) or Title 45 Part

75. The following introduces some of those requirements. This is merely an introduction and must not be relied upon; the applicable CFR Part and applicable federal grant contain the full statement of the actual requirements.

Subpart B — General Provisions

1. Integrity Rules (2 CFR 200.112-113; 45 CFR 75.112-113)

1.1 Disclosure of any potential conflicts of interest to the Florida Department of Children and Families

(DCF) in accordance with the applicable federal awarding agency policy.

1.2 Disclosure of all violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the federal award. (Note: Failure to do so can result in suspension and/or debarment.)

Subpart C — Pre-federal Award Requirements and Contents of Federal Awards

2. Fixed Award Amounts (2 CFR 200.201; 45 CFR 75.201)

2.1 If awarded a fixed-award, payments will be based on meeting specific requirements of the federal award. Accountability will be based on performance and results.

Subpart D — Post-federal Award Requirements

3. Standards for Financial and Program Management (2 CFR 200.300-309; 45 CFR 75.300-309)

3.1 Adherence to performance measurements that relate financial data to performance accomplishments. When applicable, the reports will provide cost information to demonstrate cost effective practices. Some grants may require reports to include indicators and milestones accomplished on performance goals.

3.2 Maintenance of a financial management system, which includes records documenting compliance, that allows for the preparation of reports required by general and program-specific terms/conditions. The financial management system must also allow for the tracing of funds to a level of expenditures to show that they have been used according to the terms/conditions/regulations.

3.3 The financial management system must provide the following:

3.3.1 Identification, in its accounts, of all Federal awards received and expended and the Federal programs under which they were received. Federal program and Federal award identification must include, as applicable, the CFDA title and number, Federal award identification number and year, name of the federal awarding agency, and name of the pass-through entity, if any.

3.3.2 Accurate, current, and complete disclosure of the financial results of each Federal award or program.

3.3.3 Records that identify adequately the source and application of funds for federally-funded activities. These records must contain information pertaining to Federal awards, authorizations, obligations, unobligated balances, assets, expenditures, income and interest and be supported by source documentation.

3.3.4 Effective control over, and accountability for, all funds, property, and other assets. The non- Federal entity must adequately safeguard all assets and assure that they are used solely for authorized purposes.

3.3.5 Comparison of expenditures with budget amounts for each Federal award.

3.3.6 Written procedures to implement the payment requirements found in §200.305 or §75.305 as applicable.

3.3.7 Written procedures for determining the allowability of costs in accordance with the Cost

Principles of federal grant guidance and the terms and conditions of the Federal award.

3.4 Internal Controls

3.4.1 Establish and maintain effective internal controls over federal awards to ensure compliance with regulations and the terms/conditions of awards. Consider the Internal Control Framework issued by the Committee on Sponsoring Organizations (COSO) and the Standards for Internal

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Control in the Federal Government (Green Book) issued by the Comptroller General as best practice examples.

3.4.2 Have internal controls and procedures in place to take prompt action when noncompliance issues are identified, including noncompliance related to audit findings.

3.4.3 Take reasonable measures to safeguard protected, personally identifiable information (PII) and other sensitive information.

3.5 Payments

3.5.1 Minimized the time between the transfer of funds from DCF and the disbursement. (Already required by state statutes and DCF’s Standard Contract)

3.5.2 Use funds from program income (including repayments to a revolving fund), rebates, refunds, contract settlements, audit recoveries, and interest earned prior to requesting cash advance payments, if allowed.

3.5.3 Established banking procedures so that you can account for the receipt, obligation, and expenditure of funds for specific federal awards.

3.5.4 Preparation for any advance payments to be deposited in insured accounts when possible and in interest-bearing account unless certain criteria apply.

3.6 Cost Sharing or Matching Requirements (if required, does not apply to most DCF contracts)

3.6.1 All required criteria are met if your organization has grants that contain cost sharing or matching requirements.

3.6.2 Applying unrecovered indirect costs as cost sharing/matching requires prior approval from the federal awarding agency.

3.6.3 If authorized by the federal awarding agency to allow for the donation of buildings or land for long-term use, has the value been calculated as the lessor of the two: value of remaining life or current market value at the time of donation.

3.6.4 Volunteer services from a third party to meet cost/matching requirements must be integral and necessary part of the project/program and documented.

3.7 Use of Program Income

3.7.1 Program Income must be deducted from the total allowable costs to determine the net allowable costs. Program income must be used for current costs unless the Federal awarding agency authorizes otherwise. Unanticipated program income must be used to reduce the federal award.

3.7.2 For IHEs and nonprofit research institutions, program income may be added to the federal award with prior Federal approval.

3.7.3 Program income may be used to meet cost sharing/matching requirements if applicable, with prior Federal approval.

4. Property Standards (2 CFR 200.310-316; 45 CFR 75.316-323)

4.1 Insurance coverage: Maintain equivalent insurance coverage for real property and equipment acquired or improved with federal funds (but not federally owned) as provided to property owned by your organization.

4.2 Real Property: Maintain procedures that meet federal guidance regarding real property to meet the requirements for title, use, and disposition.

4.3 Federally-owned and exempt property

4.3.1 An annual inventory listing of federally owned property in its custody must be annually submitted to the federal awarding agency.

4.3.2 After an award has been completed or federal property is no longer needed, the organization must report the property as excess to the federal awarding agency.

4.4 Equipment

4.4.1 Maintain proper equipment procedures in place to meet the requirements for title, use, and disposition under federal grant guidance.

4.4.2 Equipment management procedures must be in place for equipment acquired in whole or in part under the federal award, which include detailed identification makers, percentage of federal participation in costs, location, use and condition and any disposition data, date of disposal and sale price of the property.

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4.4.3 A physical inventory of property must be taken at least once every two years with results reconciled with property records.

4.4.4 A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property.

4.4.5 Adequate maintenance procedures must be developed to keep the property in good condition.

4.4.6 If authorized or required to sell the property, proper sales procedures must be established to ensure the highest possible return.

4.5 Supplies exceeding $5,000: The federal government must be compensated for its share of residual inventory of unused supplies exceeding $5,000 in total aggregate value upon termination or completion of a project or program, unless supplies are not needed for any other federal award.

4.6 Intangible property: Maintain proper procedures to meet federal grant guidance involving intangible property.

5. Procurement Standards (2 CFR 200.317-326; 45 CFR 75.326-335)

5.1 Maintain written standards of conduct covering conflict of interest and governing employees engaged in the selection, award and administration of contracts. If your organization has a parent, affiliate, or subsidiary organization that is not a state or local government or Indian tribe, your conflict of interest policy must also include organizational conflicts of interest.

5.2 Procurement procedures and policies must be in place to meet the following requirements:

5.2.1 Are written

5.2.2 Ensure that the acquisition of duplicate or unnecessary items is avoided

5.2.3 Ensure that state and local government intergovernmental agreements are considered where appropriate

5.2.4 Ensure contracts are awarded only to responsible contractors with the ability to perform contract terms successfully

5.2.5 Ensure all procurement transactions are conducted in a manner providing full and open competition

5.2.6 Do not include state or local geographical preferences (except where federal statutes mandate or encourage geographic preference)

5.2.7 Ensure all solicitations incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured

5.2.8 Require cost or price analysis, including independent estimates, for all purchases over

$150,000

5.2.9 Include affirmative steps to assure that minority business, women's business enterprises, and labor surplus area firms are used when possible

5.3 Procurement policies must include guidelines for the following purchase thresholds, which must meet federal grant guidance requirements:

5.3.1 Micro-purchase (<$10,000, no quotations, equitable distributions)

5.3.2 Small purchase ($10,000-$250,000, rate quotations, no cost or price analysis)

5.3.3 Sealed bids ($250,000, formal advertising, price is a major factor).

5.3.4 Competitive proposal (> $250,000, fixed price or cost reimbursement, request for proposal

(RFP) with evaluation methods).

5.3.5 Noncompetitive proposal (solicitation of a proposal from only one source, unique product/service)

5.4 Time and material type contracts are used only after a determination that no other contract is suitable, and the contract must include a ceiling price that the contractor exceeds at its own risk.

5.5 All prequalified lists of persons, vendors, or products must include enough qualified sources to ensure maximum free and open competition, and there must be a process to ensure this list is kept up to date.

5.6 Procurement processes include keeping records that detail history of ALL procurements and at the minimum include the rational for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract.

5.7 Procurement policies for construction or facility improvement contracts, or subcontracts exceeding $250,000, include a bid guarantee equivalent to 5% of the bid price from each bidder (such as bid bond or certified check), a performance bond on the part of the contractor for 100 percent of the

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6. Performance and Financial Monitoring and Reporting (2 CFR 300.327-329; 45 CFR 75.341- 343)

6.1 Performance and Financial reports will likely be required so that DCF can meet its obligations as a recipient of federal awards, which should be no more often than quarterly except in unusual circumstances.

6.2 Annually submit a report on the status of real property if the federal government retains an interest. (Note: If federal interest is for 15 years or longer, reporting may be required at various multi-year frequencies as well.)

7. Subrecipient Monitoring and Management (2 CFR 200.330-332; 45 CFR 75.351-353) {Pass-through entity requirements}

7.1 A formal process must be developed to analyze awards for determining subrecipient versus a contractor relationship.

7.2 Subawards made to subrecipients must include the following pieces of information:

7.2.1 Federal Award Identification (There are 13 required data elements in this item).

7.2.2 All requirements imposed by your organization on the subrecipient so that the federal award is used in accordance with federal statutes, regulations and the terms and conditions of the federal award.

7.2.3 Any additional requirements that your organization imposes on the subrecipient in order for your organization to meet its own responsibility to the federal awarding agency or DCF, including identification of any required financial and performance reports.

7.2.4 An approved federally recognized indirect cost rate negotiated between the subrecipient and the federal government or, if no such rate exists, either a rate negotiated between your organization and the subrecipient (in compliance with federal guidance), or a de minimis (10 percent) indirect cost rate.

7.2.5 A requirement that the subrecipient permit your organization and auditors to have access to the subrecipient's records and financial statements as necessary.

7.2.6 Appropriate terms and conditions concerning closeout of the subaward.

7.3 Evaluate the subrecipient for risk of noncompliance with federal regulations and terms of subaward to determine appropriate monitoring for each subrecipient.

7.4 Monitor the activities of the subrecipient as necessary to ensure the subaward is used for authorized purposes and in accordance with statutes, regulations and terms and conditions.

Monitoring must include:

7.4.1 Reviewing financial and programmatic reports

7.4.2 Following-up and ensuring that the subrecipient takes timely and appropriate action on all deficiencies detected through audits, on-site reviews, and other means

7.4.3 Issuing a management decision for audit findings pertaining to the federal award

7.5 Verify that every subrecipient is audited as required under federal grant guidance.

7.6 Review results of subrecipient's audits, on-site reviews, or other monitoring to detect conditions that necessitate adjustments to your organization’s own records.

7.7 Take enforcement action against noncompliant subrecipients when appropriate.

7.8 In order to issue subawards based on fixed amounts up to the Simplified Acquisition Threshold

(currently at $250,000), prior written approval from the federal awarding…