FDC ITB-25-086 Addendum #001.pdf

Responses to Written Questions

FDC ITB-25-086

Inmate Toothpaste

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ADDENDUM #001

Solicitation Number: FDC ITB-25-086

Solicitation Title: Inmate Toothpaste

Bids due by: August 21, 2025, at 2:00 p.m.

Addendum Number: 001

Addendum Date: August 8, 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 RFP is highlighted in yellow, while deleted language has been stricken.

This Addendum includes the Department’s written answers to the written questions received.

Change No. 1:

4.4 Bid Samples and Material Data Sheet

Each Vendor submitting a Bid must provide a sample of the commodities listed in Attachment I — Price Sheet in order for their Bid to be deemed Responsive. The Bid samples will be assessed by the Department to ensure they meet all required specifications. Bids will be deemed non-responsive and will be rejected if the Vendor fails to provide a sample or the sample fails to conform to all of the specifications outlined in the ITB as determined by the Department. Vendors shall bear all costs associated with the preparation, provision, and shipping of samples. This includes, but is not limited to, costs for materials, packaging, transportation, and any necessary documentation or handling fees. No samples furnished to the Department will be returned to the Vendor.

In addition, each Vendor submitting a Bid must provide the Material Safety Data Sheets of the commodities listed in Attachment I — Price Sheet in order for their Bid to be deemed Responsive. The Material Safety Data Sheets must be submitted with the Vendor’s Bid and will be assessed by the Department to ensure the commodities meet American Dental Association (ADA) requirements or specifications. Bids will be deemed non-responsive and will be rejected if Vendor fails to provide Material Safety Data Sheets. Vendors shall bear all costs associated with the preparation and provision of Material Safety Data

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Sheets. This Material Safety Data Sheet requirement applies to any approved Equivalent Item(s).

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Question Number

Question

Answer

Regarding the bid referenced above, can you please advise who was awarded this item before and at what price?

The link below contains information regarding the current Contract:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=70 0000&ContractId=20007&Tab=4

I am writing to kindly request a copy of the previous bid tabulation or award information related to ITB FDC-25-086 for inmate toothpaste.

The previously awarded contract resulted from ITB-19-075. That bid tabulation can be reviewed at the following link:

https://www.myflorida.com/apps/vbs/vbs_www.ad_r2.view_ad?a dvertisement_key_num=148598, Can the Department confirm whether multiple equivalent brands may be proposed for each item, or is only one equivalent per item allowed for review?

Multiple equivalent brands may be proposed. Please see Section 4.1.1., Equivalent Items.

Could the Department share historical purchase data (last 2–3 years) for these items to better estimate production and logistics capacity?

The link below contains information regarding historical purchase data:

https://facts.fldfs.com/Search/AdvancedSearchResult.aspx.

Will packaging configurations (box/case size) affect evaluation scoring in any way, beyond compliance with the non-splitting clause?

No. Please see Section 5.7.1., Basis of Award.

Can the Department confirm the exact mailing address and contact person for sending the physical samples and MSDS sheets?

Material Safety Data Sheets described in Section 4.4 must be included with the Vendor’s sealed Bid and sent to the following address:

Florida Department of Corrections Attn: McKayla Bailey FDC ITB-25-086, Inmate Toothpaste 501 S. Calhoun Street Tallahassee, FL 32399

Will there be a formal written evaluation or feedback provided for the submitted samples, especially if they are deemed non-compliant?

No. Please see Section 5.7, Bid Evaluation.

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Is staggered delivery (split shipments across locations) permitted if coordinated in advance with the Contract Manager?

Deliveries will be shipped to the location specified on each individual Purchase Order (PO). See Section 4.1.4 Delivery;

Section 4.3, PM-001; Section 5.4.2 Price Sheet; Attachment I – Price Sheet; and Attachment V – Service/Delivery Locations.

The Department anticipates multiple deliveries per year to the Service Locations listed in Attachment V – Service/Delivery Locations.

Could the Department confirm whether deliveries to multiple institutions within one region can be consolidated in a single shipment?

Deliveries for multiple Institutions shall not be consolidated into a single shipment. Please see the Department’s Answer to Question Number 8.

Can the Department confirm that no additional scoring (technical, past performance, or diversity) is considered in the evaluation beyond price and responsiveness?

Your meaning of “scoring” is unclear as the criteria required in the submission of a bid or doing business with the state are included throughout the solicitation document. By way of example only, past performance could eliminate a bidder if a bidder is on the suspended bidder list.

Please also review the definitions in Sections 1.13 and 1.14.

All bidders are encouraged to read the solicitation document in its entirety to ensure compliance with all requirements.

In the case of identical bids, are preference determinations made sequentially (minority status, then veteran, then drug-free workplace), or does one preference take precedence?

Florida law provides multiple preference reviews based on the specific circumstances of the bidders. There is no specific order.

However, by way of example only, the Florida preference could impact price. A price preference could eliminate the possibility of a tie so that preference would be considered first. Please refer to Sections 5.4.3, 5.7.1 and 5.7.2.

12 Will there be any opportunities to renegotiate pricing after the initial term if raw material costs rise significantly?

Contract pricing will be fixed. Please see Attachment I – Price Sheet and Section 5.1, General Instructions.

Can you confirm whether overnight delivery services (e.g., FedEx, UPS) with proof of delivery are acceptable to meet the bid deadline?

Methods of shipment are up to the Vendor. Bids must be received by the Bid Deadline established in Section 2.2, ITB Timeline. Please refer to Section 5.4.

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Following our recent submission of clarification questions for FDC ITB-25-086, I would like to respectfully request a copy of the bid tabulation or award pricing from the previous contract referenced as ATC-20-007, if available.

Please see the Department’s Answers to Question Numbers 1 and 2.

15 Is it possible to provide/share any info on previous successful bids for this item?

Please see the Department’s Answers to Question Numbers 1 and 2.

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