FDC ITB-26-061 Addendum #002 QA.pdf
PDF 176 KB Posted
- Attached to
- Inmate Classification File Folders
- Solicitation number
- ITB-15977
- Issued by
- Leon County, Florida
About this file
This is Addendum #002 to Invitation to Bid (ITB-26-061) issued by the Florida Department of Corrections (FDC) for custom inmate classification file folders to be distributed across correctional institutions throughout Florida. The addendum, dated June 29, 2026, provides the Department's written responses to eleven questions submitted by prospective vendors. The original bid submission deadline was July 14, 2026, at 2:00 p.m. The folders must include a blank sample with no printed text such as "SPECIAL REVIEW," and must comply with specific dimensional requirements: 15-1/4 inches in length (including 1-3/4 inch earflaps), 2-inch W-Fold expansion, and measurements as detailed in the Price Sheet attachment. All packaging, handling, shipping, and postage costs must be included in the vendor's bid price, with delivery and billing details to be specified on each individual Purchase Order.
The Department clarified that it is not open to negotiating terms outlined in Section 6.4.9 regarding Indemnification and Limitation of Liability requirements, and any vendor modifications to these terms will render a bid non-responsive. The equivalent folders previously purchased did not meet current specifications and have been recycled over time; no incumbent vendor was identified. Security requirements outlined in Attachment V apply only to contractor personnel with access to secure perimeters, as delivery warehouses are located outside the fenced perimeter and will receive standard commercial freight carrier deliveries. Shipping and billing will be managed on a Purchase Order basis with no over/underruns permitted unless delivered in full cases, and all items must comply strictly with the contract specifications and Department Purchase Order requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| FDC ITB-26-061 Addendum #001.pdf | ||
| ITB-26-061 Inmate Classification File Folders.pdf |
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Responses to Written Questions
FDC ITB-26-061
Inmate Classification File Folders
Addendum #002 1 of 3 FDC ITB-26-061
ADDENDUM #002
Solicitation Number: FDC ITB-26-061
Solicitation Title: Inmate Classification File Folders
Bids due by: July 14, 2026, at 2:00 p.m.
Addendum Number: 002
Addendum Date: June 29, 2026
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 and any subsequent addenda.
This Addendum includes the Department’s written answers to the written questions received by the deadline.
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Addendum #002 2 of 3 FDC ITB-26-061
Question Number Question Answer
1 Does "SPECIAL REVIEW" need to be printed on the folder? If yes, should it be printed in red? No. The sample folder must be blank.
2 What is the size of the earflaps? I assume 15-1/4" does not include the earflaps?
The measurements provided in Attachment I- Price Sheet include the length of the earflaps. The earflaps measure is one and three-quarters inches (1 ¾”).
3 What is the size of the W-Fold expansion? 1-1/2"? 2"?
Other? The W-Fold expansion measures two inches (2”).
Regarding the size. My feeling is 15-1/4” would be from the reinforced end tab to the opposite end where the earflap score/fold line is. Typically, an earflap is 1-3/4”.
So, this would mean 15-1/4” + 1-3/4”. What do you think?
Please refer to the Department’s Answer to Question Number 2.
5 How do you anticipate handling postage for deliveries?
Please refer to Attachment I – Price Sheet. All packaging, handling, shipping, and postage costs will be incurred by the Vendor and shall be included in the Vendor's Bid.
Will postage be prepaid by the Florida Department of Corrections, or should vendors include shipping costs in their pricing?
Please refer to the Department’s Answer to Question Number 5.
Section 5.7.3 of the ITB states that material deviations will be rejected. If a vendor includes standard corporate exceptions to the Indemnification and Limitation of Liability requirements outlined in Section 6.4.9, is the Department open to negotiating these terms upon award, or will attaching standard corporate legal conditions automatically render a bid non-responsive?
No. The Department is not open to negotiating the terms outlined in Section 6.4.9, and Vendor modifications to Section 6.4.9 will render a Bid non-responsive. Please refer to Section 5.4.2 Price Sheet.
Addendum #002 3 of 3 FDC ITB-26-061
Section 2.1 of the ITB states that the Department previously purchased equivalent classification folders through the 'State Term Contract for Office Supplies'.
However, Section 6.4.2 regarding State Objectives outlines the standard requirement to purchase articles from Prison Rehabilitative Industries (PRI) when available. Could the Department please clarify who the incumbent manufacturer of these folders is, and specifically whether they were previously produced by PRI or a commercial vendor?
The equivalent items did not meet the specifications set forth herein, and current folders have been recycled/reused over the years.
Attachment V outlines strict security requirements for contractors, including background checks, tool control, and prohibitions on portable communication devices. Because these commodity shipments will likely be delivered by standard commercial LTL freight carriers, will third-party delivery drivers be subject to these background checks and cell phone prohibitions, or are the delivery docks at the locations listed in Attachment VI located outside of the secure perimeter?
The warehouses are located outside the fenced perimeter.
On FDC ITB-26-061; Inmate Classification File Folders Bid will there be one ship and bill, or will the folders be stored, shipped, and invoiced as needed?
The shipping and billing information will be specified on each Purchase Order (PO). Please refer to Section 3.3.2, Purchases and Invoices, for PO and invoicing instructions. Also, please refer to Section 4.1.4., Delivery, for additional shipping instructions.
11 Also are over/underruns allowed as long as they are at a full case?
No. Please refer to Section 4.3, Performance Measures and Financial Consequences. All items shall be delivered in accordance with the Contract and the Department’s PO.
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