F2108450180_DOSRFP21_22033_DLISSpaceStudyFINAL.pdf

Page 1 of 37 DOS-RFP-21/22-033

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.

PRIMARY CONTACT:

SECONDARY CONTACT:

NAME, TITLE: NAME, TITLE:

ADDRESS: ADDRESS:

PHONE NUMBER: PHONE NUMBER:

FAX NUMBER: FAX NUMBER:

EMAIL ADDRESS: EMAIL ADDRESS:

Request for Proposal Solicitation Acknowledgement Form

Page 1 of 37 pages

SUBMIT PROPOSAL TO:

Department of State R.A. Gray Building 500 South Bronough Street, Room 428 Tallahassee, Florida 32399-2150

AGENCY RELEASE DATE:

February 14, 2022

SOLICITATION TITLE: SOLICITATION NO:

DLIS R.A. Gray Building Space Utilization Study

DOS-RFP-21/22-033

REPLIES WILL BE OPENED: April 22, 2022; 3:00 PM, Eastern Standard Time and may not be withdrawn within: 180 Days after such date and time.

I certify that this Response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this response and certify that I am authorized to sign this reply for the Respondent and that the Respondent is in compliance with all requirements of the Request for Proposal, including but not limited to, certification requirements. In submitting a response to an agency for the State of Florida, the Respondent offers and agrees that if the response is accepted, the Respondent will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the Respondent.

RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the Respondent.

FEID NO.:

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

Page 2 of 37 DOS-RFP-21/22-033

TABLE OF CONTENTS

SECTION 1 – INTRODUCTORY MATERIALS

1.1 PURPOSE

1.2 DEFINITIONS

1.3 CONTRACT TERM

1.4 SPECIAL ACCOMMODATIONS

SECTION 2 – SOLICITATION PROCESS

2.1 GENERAL OVERVIEW

2.2 QUESTIONS AND ANSWERS

2.3 TIMELINE OF EVENTS

2.4 ADDENDUM TO SOLICITATION

2.5 CONTRACT FORMATION

2.6 DISCLOSURE OF PROPOSAL CONTENTS

2.7 CLARIFICATION PROCESS

2.8 DIVERSITY

SECTION 3 – SPECIAL INSTRUCTIONS TO RESPONDENTS

3.1 GENERAL INSTRUCTIONS

3.2 VERBAL INSTRUCTIONS

3.3 ALTERNATE REPLIES

3.4 BUSINESS REGISTRATION REQUIREMENT

3.5 FINANCIAL STATEMENT

3.6 MYFLORIDAMARKETPLACE REGISTRATION

3.7 FLORIDA SUBSTITUTE FORM W-9 PROCESS

3.8 CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM

3.9 OFFICE OF SUPPLIER DIVERSITY

3.10 LICENSES, PERMITS, OTHER CHARGES

3.11 EMPLOYMENT ELIGIBILITY VERIFICATION (E-VERIFY)

3.12 SUBCONTRACTING

3.13 COPYRIGHTED MATERIAL

3.14 VENDOR’S DUTIES TO ASSERT EXEMPTION FROM DISCLOSURE AS A PUBLIC RECORD

3.15 CONFLICT OF INTEREST AND DISCLOSURE

SECTION 4 – PROPOSAL CONTENT

4.1 SPECIAL INSTRUCTIONS FOR THE PREPARATION OF PROPOSALS

4.2 SECTION ONE – ADMINISTRATIVE QUALIFICATION DOCUMENTS

4.3 SECTION TWO – TECHNICAL RESPONSE

4.4 SECTION THREE: – PRICE PROPOSAL

SECTION 5 – PROPOSAL SUBMITTAL REQUIREMENTS

5.1 MANDATORY RESPONSIVENESS REQUIREMENTS

5.2 HOW TO SUBMIT A PROPOSAL

5.3 DELIVERY OF PROPOSAL

5.4 PROPOSAL OPENING

5.5 PROPOSAL ADMINISTRATIVE REVIEW

Page 3 of 37 DOS-RFP-21/22-033

SECTION 6 - SELECTION METHODOLOGY

6.1 PROPOSAL EVALUATION

6.2 EVALUATION CRITERIA AND OVERALL SCORING

6.3 IDENTICAL SCORING OF REPLIES

6.4 POSTING OF NOTICE OF AGENCY DECISION

Attachments:

Attachment A – Sample Contract Attachment B – Statement of Work Attachment C – Price Proposal Sheet

Forms:

Form 1 – Mandatory Responsiveness Requirements Form 2 – Contact Information Form 3 – Past Performance and Experience Form 4 – Subcontracting Form 5 – Drug Free Workplace Certification Form 6 – Conflict of Interest Disclosure Form 7 – Non-Disclosure Affidavit Form 8 – Statement of No Involvement

Page 4 of 37 DOS-RFP-21/22-033

Things to Keep in Mind When Responding to a Solicitation

1. Read the entire document. Note critical items such as: mandatory requirements; sample(s) required; supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the Procurement Officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the Solicitation and is an excellent source of information for any questions you may have.

3. Attend the Pre-Proposal conference. (If applicable)

4. Take advantage of the “question and answer” period. Submit your questions to the Procurement

Officer by the due date listed in the Solicitation Timeline and view the answers given in the formal “addenda” issued for the Solicitation. All addenda issued for a Solicitation are posted on the Vendor Bid System (VBS) website (http://vbs.dms.state.fl.us/vbs/search.criteria_form) and will include all questions asked and answered concerning the Solicitation.

5. Follow the format required in the Solicitation when preparing your Proposal. Provide point-by-point response to the required sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the Department.

The Replies are evaluated based solely on the information and materials provided in the Proposal.

7. Check the VBS website for Solicitation addenda. Before submitting your Proposal, check the

VBS website to see whether any addenda were issued for the Solicitation. Some addenda require that you sign and return them with the Proposal.

8. Review and read the Solicitation document again to make sure that you have addressed all requirements. Your original Proposal and the requested copies must be identical and be complete. The copies are provided to the evaluator/evaluation committee members and will be used to score your Proposal.

9. Submit your Proposal on time. Note all the dates and times listed in the Solicitation Timeline and within the document, and be sure to submit all required items on time. Faxed, emailed or late Replies may not be considered.

http://vbs.dms.state.fl.us/vbs/search.criteria_form

Page 5 of 37 DOS-RFP-21/22-033

SECTION 1 – INTRODUCTORY MATERIALS

1.1 Purpose

Florida’s Department of State (Department), Division of Library and Information Services (Division) has a broad mission to manage Florida’s State Library and State Archives, serve and support Florida libraries, regulate the management of Florida public records, and serve as the designated information resource provider for the State of Florida. Pursuant to Chapter 257, Florida Statutes, the Division operates facilities and support programs and offices primarily located in the R.A. Gray Building in Tallahassee, Florida. To help achieve its mission, the Division is requesting to work with a Consultant to review and evaluate the space available in the R.A.

Gray Building for operations and services and to develop a needs assessment and recommendations for improved use of current space or alternative space.

1.2 Definitions

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

1. Certified Minority Business Enterprise: A business which has been certified by the Florida Department of Management Services, Office of Supplier Diversity, in accordance with Section 287.0943 (2)(e), Florida Statutes and Chapter 60A-9, Florida Administrative Code.

2. Contract: The agreement entered into between the Department and the successful Respondent after completion of the Request for Proposal process.

3. Deliverable: A tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services.

4. Department: The Florida Department of State. (DOS)

5. Division: Division of Library and Information Services (DLIS).

6. FY: The State of Florida’s Fiscal Year, July 1 thru June 30.

7. Mediation: Staff involvement in the requesting process.

8. Proposal: All information and materials submitted by a Respondent in response to this

RFP.

9. Respondent: A vendor that has submitted a bid, proposal, or reply that conforms in all material respects to the solicitation.

10. Vendor Bid System (VBS): The system which allows all state agencies to advertise solicitations and exceptional purchases on MyFlorida.com. It also permits registered vendors to receive automatic email notification of solicitation advertisements, addendums to solicitation, and exceptional purchases.

1.3 Contract Term

The resulting Contract shall start on July 1, 2022 or upon fully execution providing signatures of both Contractor and Department, whichever is later and will expire on June 30, 2023. There are no renewal options available.

1.4 Special Accommodations

Any person with a qualified disability requiring special accommodations due to a disability should contact the Purchasing Officer at 850-245-6590 at least five (5) business days prior to the event.

If you are hearing or speech impaired, please contact the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

Page 6 of 37 DOS-RFP-21/22-033

The Procurement Officer is the sole point of contact as described in PUR 1001, Section 21.

Reflacher Maddox, Procurement Officer Florida Department of State, Division of Administrative Services, Purchasing Office 500 S. Bronough Street, Suite 428 Tallahassee, Florida 32399-0250 Office Phone: 850-245-6595 Email: Purchasing@dos.myflorida.com

***PLACE THE RFP NUMBER IN THE SUBJECT LINE OF ALL EMAILS TO THE

PROCUREMENT OFFICER. ***

END OF SECTION 1

SECTION 2 – SOLICITATION PROCESS

2.1 General Overview

The RFP is a method of competitively procuring a commodity or contractual service under Chapter 287, Florida Statutes. Respondents can submit formal questions in writing to the Procurement Officer by the deadline listed in Section 2.3, Timeline of Events.

2.2 Questions and Answers

Respondents will address all inquiries regarding this RFP to the Procurement Officer, via email, during the Question and Answer period. The deadline for submission of questions is reflected in Section 2.3, Timeline of Events. If the Department makes changes based on questions received, the Department will issue an addendum to the RFP.

The Department requests that all questions have the RFP number in the subject line of the email.

Questions are requested to be submitted in the following format:

Question # RFP Section RFP Page # Question

2.3 Timeline of Events

The table below contains the Timeline of events for this RFP. The dates and times within the Timeline of Events are subject to change. The Department reserves the right to adjust the schedule and will notify participants in the RFP by posting an addendum on the VBS. It is the Respondent’s responsibility to check for any changes on the VBS. All changes to the Timeline of Events will be made through an addendum to the RFP. Respondents are responsible for submitting all required documentation by the dates and times (Eastern Time) specified below.

mailto:Purchasing@dos.myflorida.com

Page 7 of 37 DOS-RFP-21/22-033

DATE TIME ACTION LOCATION

February 14, 2022 Release of Solicitation

Electronically Posted:

http://myflorida.com/apps/vbs/v bs_www.main_menu

February 28– March 18, 2022

By Appointment

Only

Site Visit of R.A. Gray Building, Division of

Library and Information Services

(Upon scheduling appointment)

Department of State R.A. Building

500 S. Bronough Street, Tallahassee, Florida 32399

April 01, 2022 5:00 P.M. Deadline for Receipt of Vendor Written Questions

Division of Administrative Services

Purchasing@dos.myflorida.com

April 08, 2022

Anticipated Date for Department’s Response to Vendor Written Questions

Electronically Posted http://myflorida.com/apps/vbs/v bs_www.main_menu

April 22, 2022 2:00 P.M.

Deadline for Receipt of

Vendor Proposal

Florida Department of State Division of

Administrative Services 500 S. Bronough Street, Suite 428 Tallahassee, Florida 32399

April 22, 2022 3:00 P.M.

Proposal Opening

– Conference Call

Conference Call:

1-888-585-9008 Participant Code:

666-567-017

April 27, 2022 TBA

Evaluation Team Briefing Conference Call

(This is meeting is open for public attendance via telephone)

Florida Department of State Division of Administrative

Services 500 S. Bronough Street, Suite 428 Tallahassee, Florida 32399 or telephone 1-888-585-9008 and enter code

666-567-017 #

April 28, 2022 – May 13 2022 Evaluation Commence

Internal Only

May 19, 2022 TBA

Evaluation Team Debriefing

Conference Call (This is meeting is open for public attendance via telephone)

Florida Department of State Division of Administrative

Services 500 S. Bronough Street, Suite

Tallahassee, Florida 32399 or telephone 1-888-585-9008 and enter code

666-567-017 #

June 6, 2022 Anticipated Notice of Intent to Award

Electronically Posted http://myflorida.com/apps/vbs/v bs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu mailto:Purchasing@dos.myflorida.com http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu

Page 8 of 37 DOS-RFP-21/22-033

2.4 Addendum to Solicitation

The Department reserves the right to modify this RFP by issuing an addendum posted on the VBS. It is the responsibility of the Respondent to check VBS for any changes.

2.5 Contract Formation

The Department may issue a Notice of Intent to Award to the successful Respondent. However, no Contract shall be formed between a Respondent and the Department until the Department signs the Contract. The Department shall not be liable for any work performed before the Contract is effective.

The Department intends to enter in a Contract with a Respondent pursuant to the Basis of Award section of this RFP. No additional documents submitted by a Respondent will be incorporated in the Contract unless it is specifically identified, incorporated by reference, and approved by the Department. If any additional documents are submitted by the Respondent, the additional documents will not be considered for the Basis of Award.

2.6 Disclosure of Proposal Contents

All documentation supplied to the Department as part of a Proposal becomes the exclusive property of the Department and will not be returned to the Respondent unless withdrawn prior to the deadline to submit Proposals in accordance with the modification or withdrawal of Proposal requirements in Section 5.5. Selection or rejection of a Proposal shall not affect this right.

The State of Florida shall have the right to use all ideas, or adaptations of ideas, contained in any Proposal received in response to this RFP. Selection or rejection of a Proposal shall not affect this right.

2.7 Clarification Process

The Department may request clarification from the Respondent for resolving ambiguities or questioning information presented in its Proposal. Clarifications may be requested throughout the RFP process. The Respondent’s answer to requested clarifications must be in writing and must address only the information requested. The Respondent’s answer to requested clarifications must be submitted to the Department within the time specified by the Department in the request.

2.8 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority-, veteran-, and woman-owned small businesses. Participation of a diverse group of Respondents doing business with the State is central to the Department’s effort. To this end, minority-, veteran-, and woman-owned small business enterprises are encouraged to participate in the State’s procurement process as both prime contractors and subcontractors.

END OF SECTION 2

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Page 9 of 37 DOS-RFP-21/22-033

SECTION 3 – SPECIAL INSTRUCTIONS TO RESPONDENTS

3.1 General Instructions

The General Instructions to Respondents is the PUR 1001, 2006 version, which is incorporated by reference and can be accessed at:

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

Section 3 and 5 of PUR 1001 are inapplicable and are replaced as follows:

• Section 3. Electronic Submission of Proposal

Proposals shall be submitted in accordance with Section 5.2, How to Submit a Proposal, of this RFP.

• Section 5. Questions Questions shall be submitted in accordance with Section 2.2 of this RFP.

3.2 Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the Respondent as a result of any discussions with any State employee. Only those communications that are in writing from the Department’s Procurement Officer identified in Section 1.5 of this RFP shall be considered a duly authorized expression on behalf of the Department. Only written, signed communications from Respondents will be recognized by the Department as duly authorized expressions on behalf of the Contractor.

3.3 Alternate Proposals

Alternate proposals and exceptions to this RFP are not permitted. If the Respondent has any issue with the requirements or terms and conditions of this RFP, such issues shall be presented to the Department and addressed by the Department during the question and answer phase of the RFP. Including alternate replies or exceptions to this RFP in any proposal may result in the proposal being deemed non-responsive to the RFP.

3.4 Business Registration Requirement

Under the provisions of Title 36, Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division of Corporations prior to execution of a Contract agreement. Contact the Division of Corporations at (850) 245-6900.

3.5 Financial Statement

Each year the Contractor shall obtain a Statement on Auditing Standard 70 (SAS 70) report describing internal controls of payment processing and the assessment of the effectiveness of those controls and submit it to the Contract Manager, failure to do so could result in non-payment.

3.6 MyFloridaMarketPlace Registration

The awarded Respondent(s) must have completed this process prior to the issuance of a purchase order. For additional information, please visit:

https://vendor.myfloridamarketplace.com https://vendor.myfloridamarketplace.com/

Page 10 of 37 DOS-RFP-21/22-033

3.7 Florida Substitute Form W-9 Process

State of Florida vendors must register and complete an electronic Florida Substitutes Form W-9.

The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

http://www.myfloridacfo.com/Division/AA/StateAgencies/W9Instructions022212.pdf

3.8 Certification of Drug-Free Workplace Program

The State supports and encourages initiatives to keep the workplaces of Florida’s suppliers and vendors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug- free workforce program. If applicable, Respondent shall sign and submit Form 5 (Drug-Free Workplace Certificate) to certify that the Respondent has a drug-free workplace program. The Contract shall describe how it will address the implementation of a drug-free workplace in offering the items of proposal.

In the event that the Department receives identical proposals from two (2) or more responsive Respondents with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting.

3.9 Office of Supplier Diversity

The Office of Supplier Diversity has standing to protest, pursuant to Section 287.09451, F.S., in a timely manner, any proposed Contract award in competitive bidding for contractual services and construction contracts that fail to include minority business enterprise participation, if any responding respondent has demonstrated the ability to achieve any level of participation, or any Contract award for commodities where, a reasonable and economical opportunity to reserve a Contract statewide or district level, for minority participation was not executed or, an agency failed to adopt applicable preference for minority participation. Any low respondent with no participation may be deemed not in “good faith.” Office of Supplier Diversity.

Florida Department Management Services 4050 Esplanade Way, Suite 380 Tallahassee, Florida 32399-0950 Telephone: (850) 487-0915 Fax: (850) 922-6852 Email Address: osdhelp@dms.myflorida.com

3.10 Licenses, Permits, Other Charges

The successful Respondent shall pay for any and all licenses, permits, other charges and taxes required for the Contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this Contract.

3.11 Employment Eligibility Verification (E-Verify)

Pursuant to State of Florida Executive Order No. 11-116, the Contractor is required to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Contractor during the Contract term.

Only individuals who may legally work in the United States – either U.S. citizens, or foreign citizens who have the necessary authorization may perform work on this Contract. E-Verify is an http://www.myfloridacfo.com/Division/AA/StateAgencies/W9Instructions022212.pdf mailto:osdhelp@dms.myflorida.com

Page 11 of 37 DOS-RFP-21/22-033

Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify is fast, free and easy to use – and it’s the best way employers can ensure a legal workforce.

3.12 Subcontracting

The successful Respondent shall not subcontract, assign, or transfer any work identified under the resulting Contract without prior written consent of the Department. The awarded Respondent will be the prime service provider and shall be responsible for all work performed and all Contract deliverables.

3.13 Copyrighted Material

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, and Florida Statutes.

3.14 Vendor’s Duties to Assert Exemption from Disclosure as a Public Record Any Proposal content submitted to the Department which is asserted to be exempted by law from disclosure as a public record shall be clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption specifically identified in writing on each and every such page. Failure to segregate and so clearly identify any such content shall constitute a waiver of any claimed exemption as applied to the portion of the Proposal or other document in which the content is set forth.

An entire page or paragraph in which such information appears should not be marked “EXEMPT”, “confidential” or “trade secret” unless the entire page or paragraph consists of such confidential information. Only the confidential portions(s) should be identified and marked. Respondents are to indicate where confidential information begins and ends.

Any claim of exemption from public disclosure is waived upon submission, unless addressed as set forth above. The Department will attempt to afford protection from disclosure of any trade secret as defined in Section 812.081(1)(c), Florida Statutes, or Section 688.002, Florida Statutes, where identified as such in the Proposal, to the extent permitted under Section 815.045, Florida Statutes, and Chapter 119, Florida Statutes. Each Respondent acknowledges that the protection afforded by Section 815.045, Florida Statutes, is incomplete, and hereby agrees that no remedy for damages may arise from any disclosure by the Department.

It will be the responsibility of the Respondent to defend the confidentiality of its trade secrets through the judicial process.

The Department takes its public records responsibilities under chapter 119, Florida Statutes, and Article I, Section 24 of the Florida Constitution, very seriously. If a Respondent considers any portion of the documents, data or record submitted in response to this RFP to be exempted by law from disclosure as a public record, the Respondent must also provide DOS with a separate Redacted Copy of its Proposal, in hard copy and on a CD, DVD- ROM or USB flash drive, at the time of Proposal submission.

This Redacted Copy should contain the Department’s RFP name, number, and the name of the Respondent on the cover, and should be clearly titled “Redacted Copy.” The Redacted Copy must be provided to the Department at the same time the Respondent submits its Proposal

Page 12 of 37 DOS-RFP-21/22-033 and must only exclude or obliterate those exact portions which are exempted by law from public disclosure.

The Respondent shall protect, defend, and indemnify, save and hold harmless, the Department from any and all claims, demands, liabilities and suits of any nature arising out of, because of, or due to failure of the Department to protect information redacted by the Respondent, and to further indemnify the Department for any other loss the Department incurs due to any claim being made against the Department regarding portions of its Redacted Copy being confidential, proprietary, trade secret or otherwise not subject to disclosure.

If a Respondent fails to submit a Redacted Copy with its Proposal as described herein, the Department is authorized to produce the entire document(s), data or records submitted by the Respondent in answer to a public records request.

3.15 Conflict of Interest and Disclosure

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. Respondents must disclose with their Replies whether any officer, director, employee or agent is also an officer or an employee of the Department, the State of Florida, or any of its agencies. (Form 5 - Disclosure Statement Conflict of Interest Disclosure) All firms must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent's firm or any of its branches or affiliates. All Respondents must also disclose the name of any employee, agent, lobbyist, previous employee of the Department, or other person, who has received or will receive compensation of any kind, or who has registered or is required to register under Section 112.3215, Florida Statutes, in seeking to influence the actions of the Department in connection with this procurement. The selected Respondent shall be required to provide written notification to the Department within five (5) working days of the discovery of any potential conflict of interest. The Department reserves the right to make an independent determination as to whether or not a conflict of interest exists.

END OF SECTION 3

SECTION 4 – PROPOSAL CONTENT

Each Proposal shall be prepared simply and economically, following the instructions contained herein.

Note: Fancy binding of replies, colored displays in replies, and promotional material are not desired.

There is no intent to limit the content of the Proposal and additional information deemed appropriate by the Respondent may be included. However, cluttering the Proposal with irrelevant material makes the review more difficult.

All Proposals and associated forms must be signed and dated in ink by a duly authorized representative of the Respondent. All Proposals and related documents submitted in response to this RFP shall become the property of the State of Florida.

4.1 Special Instructions for the Preparation of Proposals

The instructions for this RFP have been designed to help ensure that all Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and reply time. Any

Page 13 of 37 DOS-RFP-21/22-033 and all information submitted in variance with these instructions is subject to not being reviewed or evaluated. Proposals are to be divided into three (3) sections:

• SECTION ONE: Administrative Qualification Documents

• SECTION TWO: Technical Response

• SECTION THREE: Price Proposal

4.2 SECTION ONE – Administrative Qualification Documents

Tab 1 – Attachments, Forms and Certifications Proposals to this RFP should include the following original documents and certifications:

1. Acknowledgement Form (Page 1 of this RFP)

2. Form 1 – Mandatory Responsiveness Requirements

3. Form 2 – Contact Information

4. Form 3 – Past Performance and Experience

5. Form 4 – Subcontracting

6. Form 5 – Drug Free Workplace Certification

7. Form 6 – Conflict of Interest Disclosure

8. Form 7 – Non-Collusion Affidavit

9. Form 8 – Statement of No Involvement

10. Form 9 – Security Acknowledgement

11. Form 10 – Non-Disclosure Agreement

12. Proof of Business Registration (must be provided prior to Contract execution- see Section

5.1.6)

[Please note – Attachment C, Price Proposal Sheet and Form 3, Past Performance and Experience are required in separate Sections as detailed below]

4.3 SECTION TWO – Technical Response

Failure of the Respondent to provide any of the information required in this section of the Proposal may result in a score of zero for that criterion of the evaluation or may result in the Proposal being deemed non-responsive and rejected.

This section should be prepared by each Respondent utilizing 8.5” x 11” paper. All pages should be consecutively numbered.

Using the description of work outlined in Attachment B, Statement of Work – Specifications and Requirements, Respondents should prepare their Proposals in the order of the outlines below, with the sections tabbed for ease of identification and view.

Tab 1 – Business/Corporate Experience and Qualifications

Company Profile Respondents shall include in their submittal background information, which, at a minimum, should include:

• Name and address of the business entity submitting the proposal.

• Date business was established.

• Ownership (public company, partnership, subsidiary, etc.).

Page 14 of 37 DOS-RFP-21/22-033

• Primary type of business and number of years conducting primary business.

• National accreditations, memberships in professional associations or other similar credentials.

Experience and Ability Form 3, Past Performance and Experience, the Respondent must list three (3) separate and verifiable clients. The purpose of this section is to provide the Division with a basis for determining the Respondent’s direct experience that is relevant to the requirements of this solicitation. Each Respondent should provide details on two (2) similar contracts executed in the last ten (10) years that are similar to the scope to the services sought in this RFP. Please be sure to identify all relevant similarities or differences to such contracts when compared to the services sought in this RFP. The Division desires a concise but thorough description of relevant experience, not a voluminous description of all contracts.

It is required that the consultant have experience in planning archives and library facilities and in providing consultative services to archives and library institutions in space planning and redesign.

The successful applicant will have extensive experience providing such services to formally established archives and libraries, including at least five (5) archives and libraries of university, state or federal institutions or agencies.

It is mandatory that the Respondent provide documentation of past performance. Such documentation is to include:

T1.1 Overall Experience

• Provide two (2) previous work product examples from the past ten (10) years similar in scope to the services requested in this RFP.

T1.2 Qualifications. This section should present the qualifications of the Respondent and Respondent’s team. The following topics must be addressed:

• Demonstrate Respondent’s Project Approach and Methodology as it pertains to the

Department’s needs specified in this RFP.

• Include a project plan that covers all phases of project implementation including, but not limited to the following: deliverables, milestones, timelines, and responsibilities.

A minimum of two references. For each reference, provide a contact person, address, telephone number, e-mail address, and a brief description of the project.

Litigation Respondents are required to list and summarize any pending or threatened litigation;

administrative or regulatory proceedings; or similar matters that could materially affect the Respondent or that could materially affect the Respondent’s ability to service the Department. In addition, the Respondent must describe any administrative or civil litigation involving the Respondent and any State or Federal entity in the last five (5) years.

Tab 2 – Project Staff The Respondent shall describe its ability to successfully complete a contract that may result from this RFP, including its proposed staffing to complete the required deliverables.

Page 15 of 37 DOS-RFP-21/22-033

The Respondent shall provide and maintain skilled and qualified staff in order to successfully complete the required deliverables. The Respondent should identify the employees it intends to assign to this Contract, stating their relevant work experience and education.

Identified Staff shall be appropriately committed to completion of the required deliverables during the Contract.

For each team member, provide, at a minimum, the following information:

• Resumes of the individuals who will be directly responsible for and involved with the project.

• Each person's level of participation in the project, including a breakdown of the time to be dedicated to the project.

• Provide a statement of assurance that at the time of Response the project team members have the time available to complete the project as described in the Response. The Response should also describe the availability of needed resources during the project.

• If subcontractors will be used, identify the tasks for which they will be responsible.

• Describe the availability of needed resources during the project.

Tab 3 – Proposed Approach Provide a detailed narrative description of the approach to providing the services as specified in this RFP. The objective is to demonstrate the Respondent’s ability and readiness to successfully deliver the services requested. The Respondent should be thorough and detailed in their response.

The Respondent’s technical approach should demonstrate a thorough understanding and insight into the scope of this project.

The Respondent’s demonstrated technical knowledge, expertise, and ability to meet the specifications stated in Attachment B, Statement of Work.

A detailed explanation of how completing each deliverable will be approached, with consideration for the team’s structure.

A guarantee that the Respondent understands the Department’s standards as specified in the RFP and can perform in a manner consistent with these standards.

4.4 SECTION THREE: – Price Proposal

Tab 1 - Attachment C - Price Proposal Sheet

Each Respondent shall use the form provided as Attachment C, Price Proposal Sheet, to provide rates for the services requested in this RFP.

The prices provided shall include the cost of all necessary activities to accomplish the services outlined in the RFP and the Respondent’s Proposal hereto, including, but not limited to MFMP transaction fees; miscellaneous expenses; and the application of all multiples (i.e. overhead, fringe benefits, collateralization, etc.), travel and incidental expenses. Failure by the Respondent to provide a price on Attachment C will result in the Proposal being deemed non-responsive and

Page 16 of 37 DOS-RFP-21/22-033 therefore, the Proposal will be rejected. Footnotes, notations, and exceptions made to Attachment C may not be considered.

Respondents must not include any technical response information or alternative terms and conditions within the Price Proposal Sheet. Proposals which include such information in the Price Proposal Sheet will be rejected as non-responsive.

END OF SECTION 4

SECTION 5 – PROPOSAL SUBMITTAL REQUIREMENTS

5.1 Mandatory Responsiveness Requirements

The Department will not evaluate Proposals from Respondents that do not meet the minimum requirements listed below. The Respondent’s Experience and Ability narrative and Proposed Technical Response will be addressed during the evaluation phase and will not be evaluated for the determination of responsiveness.

Provide a signed Form 1 - Mandatory Responsiveness Requirements, and provide the required documentation requested in this subsection.

5.1.1 The Respondent must certify that the person submitting the Proposal and its pricing is authorized to respond to this RFP on the Respondent’s behalf.

5.1.2 The Respondent must certify that the Respondent will accept the proposed Contract terms and conditions as stated herein, without qualifications or exception.

5.1.3 The Respondent must certify that the Respondent is in compliance with Section 9 of the

PUR 1001 form as modified by Section 3.1 herein.

5.1.4 The Respondent must certify that the Respondent is not a Discriminatory Vendor or

Convicted Vendor as defined in Sections 7 and 8 of the PUR 1001.

5.1.5 The Respondent must certify the Respondent is not on the Scrutinized Companies with

Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, and is not participating in a boycott of Israel.

Note: The certifications required in subsections 5.1.1 through 5.1.5 are to be accomplished through the execution of Form 1 – Responsiveness Requirements.

Page 17 of 37 DOS-RFP-21/22-033

5.1.6 The Respondent must submit proof of Articles of Incorporation, or other legal recognition as a business entity by a state or territory of the United States, and/or Florida Department of State Registration.

Note: Florida Statutes require out-of-state business entities transacting business in Florida to register or obtain authorization from the Florida Department of State, Division of Corporations, to transact business in this state. See sections 605.0903, 607.1501, 607.1503, 620.1902, 620.1903 or other applicable statute(s). If not already registered or authorized, the Respondent agrees to attain such authorization within seven (7) business days of notice of award, should the Respondent be awarded. Website: www.sunbiz.org

5.2 How to Submit a Proposal

Respondent shall submit the Proposal in (a) properly marked, sealed box(es) containing the following:

5.2.1 One (1) signed original un-redacted bound version of the Proposal (excluding Attachment

C, Price Proposal Sheet), with four (4) un-redacted, bound copies.

5.2.2 One (1) signed original Price Proposal Sheet (Attachment C) in a separate sealed envelope.

5.2.3 One (1) scanned copy of the entire Proposal and Attachment C, Price Proposal Sheet in

Adobe (.pdf) on a CD or USB flash drive.

Note: Large files should be scanned as separate files.

5.2.4 If applicable, one (1) electronic redacted copy of the entire Proposal on a CD or USB flash drive (as described in Section 3.13 of this RFP).

Electronic files should be logically named and easily mapped to the hard copy submittal. The electronic media should be clearly labeled in the same manner as the hard copies.

If a Respondent fails to submit the electronic, signed copies with its Proposal, the Department reserves the right to contact the Respondent by telephone for submission of this document via email. This right will be exercised only when the Proposal has met all other requirements of the

RFP.

5.3 Delivery of Proposal

It is the Respondent’s responsibility to ensure their Proposal is delivered to the proper place and by the deadline stipulated in the Timeline of Events. Proposals must be submitted in a sealed envelope/package by U.S. Mail, express or expedited courier delivery service, private courier, or hand delivery.

Notwithstanding Section 3 of the “State of Florida PUR 1001 (10/06) General Instructions to Respondents”, the Department of State does not accept Electronic Submission of Proposals.

The DOS Building is a secured facility, if you are hand-delivering the Proposal, please allow for sufficient time to gain access into the building. PROPOSALS RECEIVED AFTER THE EXACT http://www.sunbiz.org/

Page 18 of 37 DOS-RFP-21/22-033

TIME SPECIFIED WILL NOT BE CONSIDERED. The Department’s clocks will provide the official time for Proposal receipt. The shipping package should be addressed as follows:

Attention: Reflacher Maddox, Procurement Officer

Florida Department of State Division of Administrative Services, Purchasing Office 500 S. Bronough Street – Room 428 Tallahassee, Florida 32399-0250

Responding Vendor’s Name Solicitation Number: DOS-RFP-21/22-033 Title: DLIS R.A. Gray Building Space Utilization Study

Bid Due: March 21, 2022; 2:00 PM, Eastern Time

The Department is not responsible for opening improperly marked Proposals.

5.4 Proposal Opening

A public opening will be conducted at the time and date specified in Section 2.3, Timeline of Events in the Purchasing Office located at R.A. Gray Building, 500 S. Bronough Street, Room 428, Tallahassee, Florida, 32399-0250.

The public opening will be conducted on the time and date specified in Section 2.3, Timeline of Events, and public can attend via conference call by using the information below.

Conference Call Number: 1-888-585-9008 Room Number: 666-567-017

After the public opening, the name(s) of all Respondents submitting Proposals shall be made available to interested parties upon request to the Procurement Officer.

5.5 Proposal Administrative Review

The Department reserves the right to accept or reject any and all proposals failing to meet mandatory responsiveness requirements, or containing material deviations, or separate portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State’s best interest. Additionally, the Department reserves the right to reject any and all proposals and to re-solicit if in the best interest of the Department.

Respondents are responsible for thoroughly reviewing the specifications of this RFP.

5.5.1 Non-Responsive Replies

Each Respondent shall submit a Proposal that meets all material requirements of this RFP. The Department will review Proposals to determine the material requirements as outlined in the RFP. The Department seeks to maximize competition and reserves the right to seek clarification from Respondents to obtain non-material information to complete a responsiveness review. Failure of a Contractor to provide required information may cause a Respondent to be deemed Non-Responsive and therefore be disqualified from further consideration.

Non-Responsive Proposals may include, but are not limited to, those which:

Page 19 of 37 DOS-RFP-21/22-033

• fail to utilize, complete, and/or submit the mandatory prescribed forms;

• include terms and conditions contrary to the requirements of this RFP;

• do not contain original authorized signatures;

• contain Technical or Proposal information contrary to those outlined in this RFP; and

• are not in conformance with the requirements and instructions contained herein.

The Department reserves the right to waive minor irregularities in a Proposal. A minor irregularity is a variation of a technical nature to this RFP which does not affect the price of the Proposal or give the Respondent(s) a substantial or unfair advantage over other Contractors. At its sole discretion, the Department may request a Respondent to provide clarifying information or additional materials to correct a minor irregularity. However, the Department will not request, and the Respondent shall not provide, additional materials that affect the price of the Proposal or give the Respondent an advantage or benefit not provided to all responding Contractors.

5.5.2 Disqualification for Non-Responsibility

The Department reserves the right to utilize sources other than those identified by the Respondent to obtain additional information regarding the Respondent’s capability of fully performing a Contract for the services outlined in this RFP as well as its integrity and reliability to assure good faith performance. Information obtained from additional sources may be used to determine whether the Respondent is a responsible vendor. The Department will reject the Proposal submitted by any Respondent deemed irresponsible.

Such additional sources may include, but are not limited to, news sources; court filings;

internet searches; and online-reports available from state or federal agencies. Factors that may result in finding that the Respondent is not a responsible vendor include, but are not limited to, filing for bankruptcy or insolvency; conviction of a crime by any corporate officer involving fraud; dishonesty, unfair or deceptive trade practices; bid or price fixing;

or any other offense related to corporate business practices or having a Contract with any state or governmental entity terminated for breach or for failure to perform.

5.5.3 Material Deviations

The Department has established certain requirements with respect to Proposals to be submitted by Respondents. A deviation is material if, in the Department's sole discretion, the deficient Proposal is not in substantial accord with this RFP requirements, provides an advantage to one Respondent over other Respondents, has a potentially significant effect on the quantity or quality of items proposed or on the cost to the Department, or otherwise adversely impacts the Department’s interest. Material deviations cannot be waived and shall be the basis for rejection of a Proposal.

5.5.4 Changes to Proposal

No substitutions, variations or changes to Contract terms, conditions or specifications will be permitted or acknowledged unless approved, in writing, by the Department’s Purchasing Office. Rule 60A-1.002(11), Florida Administrative Code (F.A.C.), specifically prohibits modification of a Proposal after Proposals are opened. Therefore, any changes or variations to the original Contract terms, conditions or specifications must have the written approval of the Purchasing Office prior to the opening date.

Page 20 of 37 DOS-RFP-21/22-033

5.5.5 Withdrawal of Proposal

A Respondent may withdraw a Proposal by written notice to the Department on or before the deadline specified in Section 2.3, Timeline of Events. Such written notice is to be submitted to the Procurement Officer.

5.5.6 Proposal Preparation Cost

The Department is not liable for any costs incurred by a Respondent in responding to this RFP, including those for oral presentations, if applicable.

END OF SECTION 5

SECTION 6 - SELECTION METHODOLOGY

The Department evaluation team will consist of at least three (3) persons who collectively have experience and knowledge in the program areas and service requirements to conduct a comprehensive, fair, and impartial evaluation of all Proposals received in response to this RFP.

6.1 Proposal Evaluation

Proposals will be evaluated using the criteria set forth in this section.

Evaluators will not search through the Proposals for information that is missing from a section being reviewed, so it is important for the Respondent to carefully follow the RFP organization and content specified in Section 4, Proposal Content. The Department will attempt to clarify ambiguous or inconsistent information with a clarification request(s). In reply to a clarification request, the Department will not allow or evaluate any information that does not respond directly to the clarification request.

Respondents are responsible for thoroughly reviewing the RFP requirements to ensure that their

Proposal, and proposed approach, are fully compliant and thereby avoids the possibility of being deemed non-responsive, scored lower, or having zero (0) points assigned to the portion of the Proposal that is non-compliant.

6.2. Evaluation Criteria and Overall Scoring

A maximum of 150 points may be awarded to a Proposal by each evaluator. The points awarded in each category by each evaluator will be totaled and averaged to determine the Respondent’s overall score. Based on the Respondent’s overall score, the Respondent that submits the Proposal receiving the highest overall score will be selected. The categories for evaluation and a general statement of the criteria for each area are outlined below:

Page 21 of 37 DOS-RFP-21/22-033

Evaluation Criteria Maximum

Points Available

Proposed Approach The proposal will be evaluated to determine the appropriateness of the approach for reviewing, evaluating, and making recommendations for Division space according to the company profile, record of past business experiences, qualifications, and litigations sections under Tab 1 of the Technical Response.

Each Respondent must have at a minimum of ten (10) years’ experience in performing the work described in this RFP.

(Omitted – 0; Poor – 15; Adequate – 30; Good – 40; Exceptional – 50)

Consulting Services The quality of the…