FDC ITB-26-024 Addendum #001.pdf

Responses to Written Questions

FDC ITB-26-024

Inmate Toothpaste

Addendum #001 1 of 4 FDC ITB-26-024

ADDENDUM #001

Solicitation Number: FDC ITB-26-024

Solicitation Title: Inmate Toothpaste

Bids due by: October 13, 2025, at 2:00 p.m.

Addendum Number: 001

Addendum Date: October 6, 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.

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

[Remainder of Page Left Blank Intentionally]

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Question Number

Question

Answer

Could you please confirm the final status of ITB-25-086 and share the bid tabulation and any Notice of Award/Decision (or cancellation)? If the procurement was re-solicited, please confirm whether ITB-26-024 supersedes 25-086.

FDC ITB-25-086 has been withdrawn and replaced by FDC ITB- 26-024. The agency decision for FDC ITB-25-086 can be found at the link below:

https://vendor.myfloridamarketplace.com/search/bids/detail/13869

If possible, please provide the contract number, awardee, and pricing information from the previous procurement (referenced in Section 2.1 of the ITB as

ATC-20-007).

The link below contains information regarding the current Contract, ATC-20-007:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=7000 00&ContractId=20007

Would the Department be willing to accept a quote from an existing purchasing contract in lieu of a formal solicitation response?

No. Bids must be submitted in accordance with Section 5.4, Bid Submissions.

Upon review, if there are bid terms and conditions the Vendor may not be able to agree to, will the Department allow the Vendor to include clarifications or exceptions as part of its bid submission?

No. The Department will not accept clarifications or exceptions as part of a Vendor’s bid submission.

Please clarify the date(s)/deadline for submission -

- this announcement states Nov 6

- the actual document states Oct 13

Please refer to the Bid Deadline in Section 2.2, ITB Timeline. Bids for FDC ITB-26-024 are due on October 13, 2025, at 2:00 p.m.

EST.

Equivalent Item Approval - Could the Department clarify the process for approval of equivalent toothpaste items? Specifically, is there a preferred format or template for submitting product specifications and samples for review?

The Department does not have a preferred format or template for submitting product specifications and samples for review. Please refer to Section 4.1.1, Equivalent Items, for instructions to submit a bid containing equivalent items.

Packaging and Labeling - Are there any specific labeling requirements for individual toothpaste packets and clear tubes beyond ADA compliance, such as branding restrictions or additional markings?

No. Please refer to Attachment I – Price Sheet for the product requirements.

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Delivery Locations & Schedules - Can the Department confirm if all delivery locations listed in Attachment V are mandatory for each order, or if partial deliveries are acceptable?

Each Delivery Location in Attachment V may place an order. The delivery location for each order will be specified on the Purchase Order (PO).

Additionally, is there flexibility on delivery timelines beyond the standard 30 days in special circumstances?

Please refer to Section 4.1.4, Delivery. Items must arrive within 30 Days of PO issuance unless a different time is agreed to by the Department as documented on a PO.

Bid Samples - Regarding bid samples, can the Department confirm the preferred method of shipment for samples and whether multiple sample units are required per product?

Please refer to Section 4.4, Bid Samples, for Bid Sample requirements. The Department does not have a preferred method of shipment.

Performance Measures - Can the Department clarify if the $50/day financial consequence for late deliveries or late reports is cumulative per PO, per item, or per vendor overall?

Please refer to Section 4.3, Performance Measures and Financial Consequences. PM-001 will be assessed per occurrence. PM-003 will be assessed for each quarterly report not submitted in accordance with the performance measure.

Contract Quantities - Are the estimated quantities in Attachment I intended for planning purposes only, and will the Department provide a forecast of expected annual usage per item?

The Estimated Annual Quantity is the expected annual usage based on the Department’s historical demand.

Manufacturer’s Ingredient List - Are there specific formatting requirements for the Manufacturer’s Ingredient List, such as PDF vs. Excel, or inclusion of ADA certification documentation?

No. Please provide the Manufacturer’s Ingredient List in accordance with Section 4.4, Bid Samples.

Subcontracting - If a subcontractor will supply certain items, what documentation must be included in the Bid to demonstrate compliance with all Contract requirements?

Please refer to Attachment X – Subcontracting Form.

Pricing Strategy - Is it allowed to bid at 15% above the previous tabulation average for profit margin?

Please refer to Section 5.7.1, Basis of Award. Bids will be evaluated for Responsiveness and awarded to the Vendor who submits the lowest Grand Total Price.

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Previous Approvals - Which equivalent toothpaste items have been previously approved by the Department?

No equivalent items have been approved in previous ITBs.

Samples Submission - Are samples required to be sent physically, or is a digital copy acceptable for initial evaluation?

Please refer to Section 4.4, Bid Samples, and Section 5.4.1, Mandatory Documentation. Samples must be mailed physically with the Bid.

Minority/Local Business - Are there any minority-owned or local business certifications that provide additional points in the evaluation process?

No. Please refer to Section 5.7, Bid Evaluation.

Subcontracting Permission - If the contract is awarded, can we subcontract the product distribution?

If the Vendor wishes to subcontract after the Contract is awarded, they must ensure that a completed Attachment X – Subcontracting Form is submitted to the Contract Manager for approval prior to initiating any subcontracting activities.

Invoicing, Payment Terms & Sample Submission - Will it be possible to include a copy of the invoice with each shipment and/or as part of the proposal package to ensure that payment processing terms and timelines are clear from the beginning?

Yes. Please refer to Section 3.3.2, Purchases and Invoices.

Additionally, can the Department confirm if:

● Shipments can be sent directly from the manufacturer to the delivery locations?

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

Example/sample products can be sent directly from our distribution company as part of the proposal submission?

Yes. Please refer to the Department’s Answer to Question Number 17.