FDC ITB-25-001 Addendum #002.pdf

Responses to Written Questions

FDC ITB-25-001

Inmate Toothpaste

Addendum #002 1 of 6 FDC ITB‐25‐001

ADDENDUM #002

Solicitation Number: FDC ITB-25-001

Solicitation Title: Inmate Toothpaste

Bids due by: February 28, 2025, at 2:00 p.m.

Addendum Number: 002

Addendum Date: January 31, 2025

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A notice of protest must be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399; or by Fax: (850) 922-4355; or by Email: CO- GCAgencyClerk@fdc.myflorida.com.

Please be advised that the information contained in this Addendum is applicable to the original specifications of the above-referenced solicitation. Added new language to the ITB is highlighted in yellow, while deleted language has been stricken.

This Addendum includes the Department’s written answers to the written questions received, and the Revised Attachment I – Price Sheet.

Change No. 1:

A revision to Attachment I – Price Sheet. See attached.

[Remainder of Page Left Blank Intentionally]

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Question Number

Answer

If our toothpaste MEETS all the specifications do we have to submit something requesting equivalent approval?

No. Please see Section 4.1.1, Equivalent Items.

Recently, we received a bid for toothpaste for the correctional system in FL. Our company - 3D Dental, does make numerous products that are used in the dental clinics, but unfortunately, toothpaste is not one of them.

However, we do make a pre-pasted toothbrush, which would be disposable and contains toothpaste. The price on this item is exceptionally low and my thoughts are that instead of providing the prisoners with both a toothbrush and toothpaste, we could offer one item, which would do both. Hopefully, this would lower the cost, make distribution and stocking simpler, and allow you to keep track of the disposed toothbrushes after each use so they wouldn't be used for other purposes. We can of course provide samples and pricing, but we would need approximate volumes in order to provide exact cost.

No. Pre-pasted toothbrushes are not acceptable as an equivalent item. Please see Attachment I – Price Sheet.

Section 4.3 Performance Measures $50 Charge for being late or substituting. Previously did not exist. Previously has a $100 performance statement.

By submitting a Bid, the Vendor agrees to the Department’s assessment of financial consequences, which are described in Section 4.3, Performance Measures and Financial Consequences.

Attachment I Price Sheet Item # 1 – Individual Clear Toothpaste Packet Quantity on the packet is not correct. Over the five year history, Florida DOC has ordered 1,975,000 packets yet the new bid says they will order 3,000,000 per year. This is not at all accurate. In the past 12 months, they have ordered 443,000. Please note a challenge to the quantity listed.

The quantities provided in this ITB are a rough estimate based on an annual increase in the current Contract's annual spending report. Please see Section 4.1.2, Estimated Quantities.

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This product is also not available in a clear packet, there is no ADA approved product in a clear packet. In 2019, we had the ADA write a letter notifying Florida so they would accept our packet which is currently not clear.

Please see Revised Attachment I – Price Sheet.

6 Who is the current incumbent?

The link below contains information regarding the current Contract:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=70

0000&ContractId=20007&Tab=4

7 Could you provide the current contract price? Please see the Department’s Answer to Question Number 6.

On attachment 5 - Service/Delivery Locations - Some Facilities have the same address - for example Northwest Florida Reception Center (NWFRC) and NWFRC Annex.

Shall shipments be delivered to the same address for both facilities or shall a Facility ID number be added to the provided address?

Deliveries will be made to the address outlined in Attachment V

– Service/Delivery Locations. Some institutions will share a delivery address.

9 Will a signature be provided for deliveries?

Delivery acceptance shall be determined by the method of delivery from the Vendor.

For Attachment 4- Security Requirements for Contractors, requires an FDC witness, is there a list of government buildings we can go to to obtain this signature?

Upon Contract execution, the Department will obtain the FDC Staff Witness Signature.

May we have a bid tabulation record ref bid # FDC ITB-25- 001 year of 2022-2024. Thanks

Please see the Department’s Answer to Question Number 6.

5.9 References posting bond however there are no other

references made. Is a bond required with this bid?

No. Section 5.9 refers to Protest Procedures.

Can PCards be excluded as a cost saving measure for the State?

Historically, purchases are made through MFMP. Under emergency or urgent circumstances, purchases may be made via PCard.

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Can you share what you are paying now, for items requested?

Please see the Department’s Answer to Question Number 6.

15 How often will orders be placed?

Each Service Location will issue Purchase Orders (PO) quarterly or as needed to the Contractor.

16 What is the specific or preferred brand for the toothpaste?

The Department does not have a brand requirement. Please see Attachment I – Price Sheet.

Do you know if the previous bid for this solicitation will be posted?

Please see the Department’s Answer to Question Number 6.

18 Would it be possible to eliminate the ADA requirement? No. The ADA requirement will not be removed.

Will you accept item NMFP as an alternate for the .28 ounce packet. Spec sheet and SDS attached.

Will you accept FM275 as an alternate for the 2.5-3 ounce tube. See spec and SDS sheet attached.

Will you accept MSTP as an alternate for the .28 ounce packet. See spec and SDS sheet attached.

Will you accept MS504N as an alternate for the 2.5-3 ounce tube. See spec and SDS sheet attached.

No. Please see the proposed equivalents on Page 5 of this Addendum.

Can the cases of toothpaste be delivered to the correctional facilities by the manufacturer or do I have to deliver the products?

Delivery methods are determined by the Awarded Vendor in accordance with the Contract.

In regards to the toothpaste in clear tubs. Could an alternative to toothpaste be toothpaste tablets. One tablet is one serving.

No. Toothpaste tablets are not acceptable as an equivalent item. Please see Attachment I – Price Sheet.

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Proposed equivalents for Question 19.

REQUESTED ITEMS EQUIVALENT ITEMS

APPROVED/

NOT

APPROVED

Clear Toothpaste Packet - Sodium Fluoride (minimum of 0.243%) Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

Free of Animal Fat Minimum Size 0.28 ounces Gel or White Paste Certified by the American Dental

Association (ADA)

VS

Item #NMFP White Paste Toothpaste

Packets Fluoride

0.28 ounces White Paste

Not Approved

Clear Tubes of Toothpaste - Sodium Fluoride (minimum of 0.243%)

Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

Free of Animal Fat Minimum Size 2.5 ounces to 3.0 ounces Gel or White Paste Certified by ADA

VS

Item #FM275 White Paste Toothpaste Fluoride

2.75 ounces White Paste

Not Approved

Clear Toothpaste Packet - Sodium Fluoride (minimum of 0.243%) Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

Free of Animal Fat Minimum Size 0.28 ounces Gel or White Paste Certified by the American Dental

Association (ADA)

VS

Item #MSTP Clear Gel Toothpaste Packets Fluoride

0.15 ounces Clear gel

Clear Tubes of Toothpaste - Sodium Fluoride (minimum of 0.243%)

Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

Free of Animal Fat Minimum Size 2.5 ounces to 3.0 ounces Gel or White Paste Certified by ADA

VS

Item #MS504N Clear Gel Toothpaste Fluoride

4.6 ounces Clear gel

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Revised Attachment I – Price Sheet

FDC ITB-25-001

Bids must be firm prices and include all packaging, handling, shipping, and other applicable fees. Vendors shall provide a Unit Cost Per Item below, then propagate a total for the item based upon the Estimated Annual Quantity of commodities to be purchased. By submitting pricing below, the Vendor agrees that in the absence of an equitable price adjustment, as indicated in PUR 1000 (referenced in Section 5.1 of this ITB), renewal pricing will remain the same throughout the Contract.

Description of Commodities (A)

Unit Cost (Per Item)

(B) Estimated

Annual Quantity

(C) Extended

Annual Cost (AxB=C)

(D) Name of

Proposed Brand

(E) Number of Items in a Box

(F) Number of Boxes in a Case

• Individual Clear Toothpaste Packet - Sodium Fluoride (minimum of 0.243%) Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

• Free of Animal Fat

• Minimum Size 0.28 ounces

• Gel or White Paste

• Certified by the American Dental Association (ADA)

1,500,00 3,000,000 Individual

Toothpaste Packets

• Clear Tubes of Toothpaste - Sodium Fluoride (minimum of 0.243%)

• Sodium Monofluorophosphate (minimum of 0.76%) or Stannous Fluoride (minimum of 0.0454%)

• Free of Animal Fat

• Minimum Size 2.5 ounces to 3.0 ounces

• Gel or White Paste

• Certified by ADA

900,000 1,200,000

Clear Tubes of

Toothpaste

Grand Total Price (Sum of Column C) $_________

For each item above, the Vendor shall provide the proposed brand and number of units (items) in each box or case, as indicated in Columns D-F. The size of the packaging will not be used for the basis of an award (see Section 5.7.1, Basis of Award, for additional information).

COMPANY NAME FEIN AUTHORIZED REPRESENTATIVE (PRINT) DATE

AUTHORIZED REPRESENTATIVE SIGNATURE

If a Vendor’s Registered Principal Place of Business is outside of the State of Florida, a Florida Preference Letter must be submitted in accordance with Section 5.4.3 of this ITB, or the Bid will be non-responsive