FDLE-ITB-2300 Professional Moving Services for Office Relocation.pdf

FLORIDA DEPARTMENT OF LAW

ENFORCEMENT

INVITATION TO BID

Acknowledgement Form

Page 1 of 24 pages SUBMIT REPLY TO:

Florida Department of Law Enforcement Office of General Services Telephone Number: (850) 410-7300 Agency Release Date:

Wednesday, September 28, 2022 Solicitation Number:

FDLE ITB 2300 Solicitation Title: Professional Moving Services for Office Relocation

Bids are Due:

November 9, 2022

Bid responses shall be binding until execution of a Purchase Order with the successful Bidder.

**Bidder Name:

**If a fictitious name is used, include registered name (i.e.

XYZ, Inc. DBA ABC)

Bidder Mailing Address: *Authorized Signature (Manual)

City, State, Zip:

Phone Number: *Authorized Signature (Type), Title

Toll Free Number: *This individual must have the authority to legally bind the Bidder to a contractual obligation. By submission of a signature on the response, the Bidder certifies that they comply with all terms and conditions contained herein.

Fax Number:

Email Address:

FEID Number:

Type of Business Entity (Corporation, LLC, partnership, etc.):

BIDDER CONTACTS: Provide the name, title, address, telephone number, and email 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:

Contact Name, Title: Contact Name, Title:

Address: Address:

Phone Number: Phone Number:

Fax Number: Fax Number:

Email Address: Email Address:

FDLE-ITB-2300

Section 1 – Introductory Section

1.1. Agency Intent

1.2. Background Information

1.3. Heading and Section References

1.4. General Instructions to Respondents (PUR 1001)

1.5. Mandatory Requirements

1.6. Procurement Officer

1.7. Schedule of Events / Timeline

1.8. Mandatory Site Visit

1.9. Accessibility for Disabled Persons

Section 2 – Statement of Work

2.1 Statement of Work

2.2 Specifications and Performance

2.3 Deliverables, Performance Measures and Financial Consequences for Non-Performance

Section 3 – Invitation to Bid Process

3.1. Special Conditions and Instructions

3.2. Solicitation Requests

3.3. Bidder Inquiries

3.4. Addenda

3.5. Discussions

3.6. MyFloridaMarketPlace (MFMP) Registration

3.7. Florida Department of Financial Services Substitute W-9 Initiative

3.8. Bid Price Sheet

3.9. Pass / Fail Requirements

3.10. Bid Packaging and Submission Requirements

3.11. Bidder Acknowledgement

3.12. Vendor Generated Terms and Conditions

3.13. Redacted Bid Submission

3.14. Administrative Review

3.15. Price Evaluation

3.16. References

3.17. Cost of Preparing a Vendor Bid

3.18. Firm Response

3.19. Withdrawal of Bid

3.20. Legal Requirements

3.21. Antitrust Violations List

3.22. Scrutinized Companies List

3.23. Less Than Two Responsive Bids

3.24. Basis of Award

3.25. Posting of Tabulations

3.26. Reserved Rights

Section 4 – Special Conditions Section

4.1. General Contract Conditions (PUR 1000)

4.2. MyFloridaMarketPlace (MFMP) Purchase Order Terms and Conditions

4.3. Cooperation With The Inspector General

4.4. Federal Excluded Parties List

4.5. Public Records

4.6. Unauthorized Aliens

Section 5 – Invoicing and Payment

Section 6 – Attachments

SECTION 1 – INTRODUCTORY SECTION

The State of Florida, Department of Law Enforcement, hereinafter called the FDLE, Department, Agency, State, Customer or Purchaser, issues this invitation to receive competitive sealed bids for office relocation services from a licensed moving company with its own fully equipped and operational facility, to move property to/from the Department’s Pensacola Regional Operations Center (PROC) office locations in Pensacola (Escambia County). This Invitation to Bid (ITB) and all activities leading toward the anticipated issuance of a Purchase Order, are conducted pursuant to Chapters 943 and 287 Florida Statutes, and Rule 60A-1 Florida Administrative Code.

This solicitation will be administered through the Vendor Information Portal (VIP) MyFloridaMarket Place Vendor Information Portal. Vendors interested in submitting a bid must comply with all terms and conditions described in this solicitation.

1.1. AGENCY INTENT

It is the intent of the FDLE to acquire professional moving services for relocating property from/to FDLE office and warehouse sites in Pensacola (Escambia County). FDLE intends to make a single award from this ITB and issue a Purchase Order for services.

1.2. BACKGROUND INFORMATION

The Department’s current location for the Pensacola Regional Operations Center is approximately 30,620 square feet of usable space with an off-site 3,500 square foot warehouse. The objective is to secure professional moving services to relocate the contents of both facilities to a new office location, which is approximately 77,834 square feet of usable space, in Escambia County.

The Department intends to purchase modular furniture, as well as use some of its existing furniture and equipment in the new office location. The move will consist primarily of disassembled computers and related equipment, some office furniture, chairs, conference room and training room contents, vertical and lateral file cabinets, laboratory equipment, and boxes. Large laboratory equipment and copiers shall be relocated by the appropriate manufacturer. In some instances, FDLE staff will be relocating items/boxes themselves. In addition, there will be surplus property to be removed from both the vacating PROC facilities to be relocated to either the PROC Warehouse, the local landfill, or local recycling facilities. Accordingly, the Department is seeking competitive pricing to perform such relocations as specified in Section 2- Statement of Work (SOW).

The new office complex, located at 5045 Commerce Park Circle, Pensacola, is currently under construction. The Department intends to have the office relocation project executed in phases between February 1, 2023 and May 31, 2023. Note: These dates are approximate and are subject to change with the construction schedule and receipt of the Certificate of Occupancy (CO) for the new facility. Once the CO is received, the FDLE and awarded vendor will establish the phased move dates for a continuous three (3) week period, followed by moves of surplus property described above on an as needed basis.

Bids will only be considered from Bidders who have at least two (2) year’s office relocation experience with businesses of a similar size, magnitude and levels of security as the relocations described in this solicitation. Moving brokers (a company that arranges for the transportation of cargo utilizing for-hire movers and carriers to provide the actual moving and transport services) will not be considered. The Department reserves the right to determine a Bidder's ability to perform in accordance with the specifications, terms, and conditions of this ITB.

https://vendor.myfloridamarketplace.com/

1.3. HEADING AND SECTION REFERENCES

Section headings in this ITB are inserted for convenience only and are not to be construed as a limitation of the scope of the particular section to which the heading refers.

1.4. GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

Pursuant to Rule 60A-1.002 F.A.C, the State of Florida General Instructions to Respondents (PUR 1001) are hereby referenced and incorporated in their entirety to this ITB. Bidders are instructed to read this document in its entirety. There is no need to return this document to the FDLE. The FDLE instructions to respondents contained within this ITB supersede any conflicting instructions contained in the PUR1001.

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

1.5. MANDATORY REQUIREMENTS

The FDLE has established certain requirements with respect to bids to be submitted by respondents. The use of “shall”, “must” or “will” (except to indicate simple futurity) in this ITB indicates a requirement or conditions from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient response is not substantially in accordance with the ITB requirements, provides an advantage to one respondent over other respondents, has potentially significant effect on the quantity or quality of items bid, or on the cost of the Department.

Material deviations cannot be waived. The words “should” or “may” in this ITB indicate desirable attributes or conditions, but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a Bid.

1.6. PROCUREMENT OFFICER

The Procurement Officer, acting on behalf of the FDLE, is the sole point of contact outside of official public meetings, with regard to all procurement matters relating to this solicitation, from the date of the release of the solicitation until the FDLE Notice of Intent to Award is posted on the Vendor Information Portal (VIP).

All questions or requests for clarification are to be directed to:

Alan Herring Florida Department of Law Enforcement Office of General Services Telephone: (850) 410-7300 Email: FDLEOGSContracts@fdle.state.fl.us

Florida Statute (F.S.) Section 287.057(23) requires that respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf mailto:FDLEOGSContracts@fdle.state.fl.us

1.7. SCHEDULE OF EVENTS / TIMELINE

The following time schedule will be strictly adhered to in all actions relative to this ITB unless modified by the FDLE by written addenda. FDLE will publish all written addenda on the MyFloridaMarketPlace, Vendor Information Portal (VIP). No liability to the FDLE will result from such deviations. All required Vendor actions must be completed by the date and time indicated on the schedule. All listed times are Eastern Time (ET) in Tallahassee, Florida, unless otherwise identified.

DATE TIME ACTIVITY LOCATION

September 28, FDLE Posts Invitation to Bid Advertisement

Vendor Information Portal https://vendor.myfloridamarketplace.com/

October 13-14, 10:00 a.m.

Central Time

Mandatory Site Visits (in location order)

• FDLE PROC Building 1301 N. Palafox Avenue Pensacola, FL 32501

• Ellyson Industrial Park Building 3355 Copter Road, Unit 7 Pensacola, FL 32514

• New FDLE PROC Building 5045 Commerce Park Circle Pensacola, FL 32505 (this will be a drive to the site ONLY; not a walkthrough)

October 21, 2022 5:00 p.m.

Submission Deadline for Vendor Written Questions to Procurement Officer

FDLE Office of General Services FDLEOGSContracts@fdle.state.fl.us

October 26, FDLE Posts Electronic Written Answers to Vendor Questions (Anticipated)

Vendor Information Portal https://vendor.myfloridamarketplace.com/

November 9, 3:00p.m. Vendor Bids Due to FDLE FDLE Office of General Services

November 9, 2022 3:30p.m. Public Meeting / Opening of Bids

FDLE Headquarters 2331 Phillips Road Tallahassee, Florida 32308

FDLE shall utilize the State of Florida, MyFloridaMarketPlace, Vendor Information Portal (VIP) as the single resource for all Invitation to Bid, Public Notice information in accordance with 28-102.001, F.A.C.

1.8. MANDATORY SITE VISIT

A. Pre-Bid Conference

The Department will hold a Pre-Bid Conference beginning at 10:00am Central Time at the FDLE PROC Building, 1301 N. Palafox Avenue, Pensacola, FL 32501.

B. Site Visit

A Mandatory Site Visit will be held at the times and locations below and as indicated in the Calendar of Events.

Attendance at each site is a prerequisite for the Agency’s acceptance of a Bid response. Company representatives https://vendor.myfloridamarketplace.com/ mailto:FDLEOGSContracts@fdle.state.fl.us will be required to sign a Certification of Site Visit form acknowledging attendance at each of the three sites.

During the meeting/site visit, prospective Bidders shall visit the sites and become familiar with the site conditions which may influence the response or the equipment, material, labor, and services required. The Department may answer questions at the site visit/conference or defer them to a later date. Any information provided at the site visit will not be binding by the Department until the prospective Bidder has submitted the question in writing. All answers binding by the Department will be issued through an addendum and posted on the VIP on the date specified in Section 1.7, Schedule of Events. This is the only forum available during the competitive solicitation process for answering questions and making clarifications.

Please reference Section (5) Questions of the “State of Florida PUR 1001 (10/06) General Instructions to Bidders” for additional information related to oral discussions with State employees.

FAILURE TO ATTEND A MANDATORY SITE VISIT AT ALL LOCATIONS WILL RESULT IN A BID BEING DEEMED

NONRESPONSIVE.

Please note that FDLE is a secure facility. Visitors will have to register at the FDLE PROC main entrance and provide a current driver’s license or State/Federally issued identification card. Please arrive at least 15 minutes prior to the scheduled Mandatory Site Visit.

• Location #1:

FDLE PROC Building 1301 N. Palafox Avenue Pensacola, FL 32501

• Location #2:

Ellyson Industrial Park Building 3355 Copter Road, Unit 7 Pensacola, FL 32514

• Location #3 (this will be a drive to the site ONLY; not a walkthrough):

New FDLE PROC Building and Warehouse 5045 Commerce Park Circle Pensacola, FL 32505

Date: October 13, 2022 Time: Location #1 - 10:00 a.m., Central Time. All other location times will follow thereafter in order. A second day for site visits, if needed, will be the next business day (October 14, 2022). The time will be the same as reflected in Section 1.7, and will resume where agreed upon at the end of the first day’s site visits.

Vendors will be allowed to take measurements and photos where permitted. Verbal descriptions of secured areas and a visual presentation of Location #3’s applicable entrances will be presented during the Pre-Bid Conference.

1.9. ACCESSIBILITY FOR DISABLED PERSONS

Any person with a qualified disability shall not be denied equal access and effective communication regarding any ITB documents or attendance at any related meeting or ITB opening. If accommodations are needed because of a disability, please contact the Procurement Officer or FDLE Office of General Services at (850) 410-7300.

SECTION 2 – STATEMENT OF WORK

2.1 STATEMENT OF WORK

The awarded vendor will provide relocation services to the Department’s Pensacola Regional Operations Center (PROC), which will be moving from 1301 N. Palafox Avenue, Pensacola, FL 32501 (Office location) and the Ellyson Industrial Park Building, 3355 Copter Road, Unit 7, Pensacola, FL 32514 (Warehouse location) to the new PROC Building located at 5045 Commerce Park Circle, Pensacola, FL 32505.

The tentative work hours for the relocation projects will be Monday through Friday, 7:00 a.m. to 6:00 p.m., and Saturday and Sunday, 8:00 a.m. to 6:00 p.m., Central Time.

The Department intends to have the relocation project executed in phases between February 1, 2023 and May 31, 2023. Each phase should be performed in consecutive days. The Department anticipates that all phases will be completed by May 31, 2023.

At the conclusion of the phased moves, one or more subsequent hourly moves of surplus furniture and equipment will be scheduled individually for a separate date and time at the quoted hourly rate.

Note: Dates are approximate and are subject to change with the construction schedule.

Investigations Warehouse (Phase I)

Locations Existing Office Location:

Ellyson Industrial Park 3355 Copter Road, Unit 7 Pensacola, FL 32514

New Office Location:

PROC

5045 Commerce Park Circle

Floor(s) Occupied Floors 1 Floor 1

Elevator Information

None

N/A

Biology (Phase II)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

Floor(s) Occupied Floors 1 & 2 Floor 2

1 standard elevator;

The maximum capacity for elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

1 freight elevator (maximum capacity of 4,500 pounds)

Chemistry (Phase II)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

Floor(s) Occupied Floor 2 Floor 2

The maximum capacity for elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

1 freight elevator (maximum

Latents (Phase II)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

Floor(s) Occupied Floor 1 Floor 2

The maximum capacity for the elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

Documents (Phase II)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

Floor(s) Occupied Floor 2 Floor 2

The maximum capacity for the elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

1 freight elevator (maximum

Administration Office (Phase III)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

Floor(s) Occupied Floor 1 Floor 1

The maximum capacity for the elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

1 freight elevator (maximum

Business Support Office (Phase III)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

The maximum capacity for the elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

Investigations (Phase III)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

Floor(s) Occupied Floor 3 Floor 1

The maximum capacity for the elevator is 3,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds);

Evidence Intake Office (Phase III)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

1 standard elevators The maximum capacity for elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds) 1 freight elevator (maximum

Crime Scene (Phase III)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

PROC

5045 Commerce Park Circle

1 standard elevators The maximum capacity for elevator is 2,500 pounds.

1 standard elevator (maximum capacity of 3,500 pounds) 1 freight elevator (maximum

Surplus Furniture (Phase IV)

PROC

1301 N. Palafox Street Pensacola, FL 32501

New Office Location:

Ellyson Industrial Park 3355 Copter Road, Unit 7 Pensacola, FL 32514

Floor(s) Occupied Floors 1, 2 and 3 Floor 1

The maximum capacity for elevator is 2,500 pounds.

N/A

2.2 SPECIFICATIONS AND PERFORMANCE

A. The awarded vendor shall perform the following relocation project phase tasks:

1) Equipment, Materials, and Supplies. The awarded vendor shall furnish all moving trucks, furniture dollies, pads, straps, containers, and all other equipment, materials, and supplies necessary for the relocation project. The awarded vendor will provide boxes for packing loose contents such as office supplies, files, and other loose materials stored in or on office furniture. The awarded vendor will have 24 hours to deliver moving boxes upon request from the Department. The awarded vendor shall furnish all equipment and supplies necessary to reasonably ensure that the items being relocated are protected against damage. The equipment supplied by the awarded vendor shall at all times remain the property of the awarded vendor. All of the awarded vendor's supplies and equipment shall be secured at the end of each day’s work hours. The Department will not be held responsible for any damage, vandalism, loss, or theft of the awarded vendor’s supplies and equipment. However, the Department may provide additional equipment to ensure the continued provision of the services in accordance with the Purchase Order. Any equipment provided by the Department will remain the property of the Department.

2) Licensure and Certification. The awarded vendor must possess a current Intrastate Movers (IM) license with the Florida Department of Agriculture and Consumer Services, and must provide IM number with Bid.

3) Staffing.

a) The awarded vendor shall provide qualified employees able to perform the requirements of the purchase order.

b) The awarded vendor’s employees shall work under the awarded vendor’s direct supervision at all times. The awarded vendor’s supervisor shall have a thorough knowledge of the relocation project and shall properly direct awarded vendor’s employees in their assigned tasks to ensure the relocation project is accomplished in an efficient and effective manner.

c) The awarded vendor’s employees shall observe the Department’s rules and regulations as made known to the awarded vendor by the Department. The awarded vendor’s employees shall conduct themselves in a professional, courteous, and appropriate manner at all times. Awarded vendor’s employees shall wear moving attire representative of the company and easily identifiable at all times during the move.

4) Protection of Relocation Sites. Prior to relocation, the awarded vendor shall ensure that proper quantities of building protection materials are ordered, delivered, and installed at each site to protect against site damage. The awarded vendor shall use proper and effective care to protect the condition of the entire premises of the buildings during the relocation. All areas of the premises that will be traversed or contacted during the relocation shall be protected, including elevators, carpeting, walls, doors, flooring, corners, and exterior walk ways.

Awarded vendor shall also be responsible for cleaning/repair of finishes soiled/damaged as a result of the moving activities. This requirement only applies to those incidences found to be the fault and responsibility of the awarded vendor.

5) Relocation.

a) The awarded vendor shall relocate the Office Contents in accordance with the most recently approved relocation plan. The awarded vendor shall organize and implement the relocation in a manner that will ensure the relocation is completed without interruption.

b) The awarded vendor shall reasonably protect all items being relocated against damage. The awarded vendor shall utilize the appropriate equipment, technology carts, packing insulation, and plastic containers that are the sizes and strengths suitable for the contents being relocated.

c) The awarded vendor shall disassemble any items that must be disassembled for relocation purposes and reassemble the items once they are moved to their designated rooms, which will be labeled on each item’s property tag.

d) No later than the end of each day of work, all loaded moving trucks containing office contents must travel directly to each location and be immediately unloaded before work is concluded for the day. No contents may be stored in any of the awarded vendor’s facilities or in any of the moving trucks overnight.

6) Confidential Documents. The building contents moved may contain Confidential Documents. The awarded vendor shall safeguard all documents in its possession against loss, theft, and disclosure in connection with the performance of work under the Purchase Order, regardless of whether they are labeled confidential.

The Project Manager or designee shall observe the handling of these containers at all times during the loading and unloading process. At completion of loading of all materials, the Project Manager or designee will seal the truck with a pre-assigned security tag. Loaded moving trucks shall travel nonstop from the loading point at the current Pensacola Regional Operations Center locations to the new PROC destination. The awarded vendor shall ensure that the security tag is not removed prior to arrival of the Project Manager or it’s designee. Only the Project Manager or designee has the authority to remove the security tag.

7) Maintenance. The awarded vendor shall keep the relocation sites orderly, clean, and safe at all times.

Debris, shipping materials, and packing materials generated or used by the awarded vendor during the relocation project must be removed daily from buildings. The awarded vendor shall lawfully dispose of or, if appropriate, return to the awarded vendor’s place of business, any debris, shipping materials, and packing materials generated or used by the awarded vendor during the relocation project at the awarded vendor’s expense and in containers provided by the awarded vendor. At the conclusion of each relocation, awarded vendor will have five (5) days to remove all unused materials and supplies from the affected agency premises.

8) Liability and Insurance.

a) Workers’ Compensation Insurance. The awarded vendor shall maintain workers’ compensation insurance as required under the Florida Workers’ Compensation Law or the workers’ compensation law of another jurisdiction where applicable. The awarded vendor must require all subcontractors to similarly provide workers’ compensation insurance for all of the latter’s employees. In the event work is being performed by the awarded vendor under the Purchase Order and any class of employees performing the work is not protected under Workers’ Compensation statutes, the awarded vendor must provide, and cause each subcontractor to provide, adequate insurance satisfactory to the Department, for the protection of employees not otherwise protected.

b) General Liability Insurance. The awarded vendor must secure and maintain Commercial General Liability Insurance, including bodily injury, property damage, products, personal and advertising injury, and completed operations. This insurance must provide coverage for all claims that may arise from performance of the Purchase Order or completed operations, whether by the awarded vendor or anyone directly or indirectly employed by the awarded vendor. Such insurance must include the State of Florida as an additional insured for the entire length of the resulting Purchase Order. The awarded vendor is responsible for determining the minimum limits of liability necessary to provide reasonable financial protections to the awarded vendor and the State of Florida under the resulting Purchase Order.

c) Florida Authorized Insurers. All insurance shall be with insurers authorized and eligible to transact the applicable line of insurance business in the State of Florida. The awarded vendor shall provide

Certification(s) of Insurance evidencing that all appropriate coverage is in place and showing the Department to be an additional insured.

Additional Insurers coverage must be provided to incorporate the current Lessors for each PROC Facility:

1301 N. Palafox Drive LLC and 5045 CPC LLC

B. The Department shall perform the following relocation project phase tasks:

1) Packing Items for Relocation. The Department shall prepare office contents for relocation (e.g., labeling items, emptying desks and other furniture used to store items, packing files and the contents of desks and other furniture in acceptable boxes or containers, taping boxes, and taping furniture drawers shut). The Department will provide tape for sealing boxes for packing loose contents such as office supplies, files, and other loose materials stored in or on office furniture. Department will disconnect and reconnect electronic equipment belonging to the State. Electronic equipment is defined as computers, monitors, modems, printers, and fax machines. All computers and equipment require careful handling. The awarded vendor shall use extreme caution in the transportation of such items.

2) Access to Premises. The Department shall grant the awarded vendor’s employee’s access to the buildings, including common areas, parking spaces, and loading zones. The awarded vendor’s employees shall be allowed only in the areas necessary to perform the relocation project. The awarded vendor’s employees may not use of the Department's phones, copiers, or other office equipment.

3) Project Oversight. The Department will provide direction to the awarded vendor and will have complete and final approval authority over the relocation project. The Department’s representatives will be present during the relocation and will observe the handling of office contents, except when the office contents are loaded and secured on moving trucks.

C. The awarded vendor and the Department shall perform the following relocation project phase tasks:

1) Administration. The Parties shall each appoint a Project Manager. If either Party to the Purchase Order changes its Project Manager, the other Party must be notified in writing within two (2) Business Days of the change. Such notice is sufficient to effectuate these changes without a written amendment to the Purchase Order. The Project Manager will oversee the administrative aspects of the Purchase Order.

The Parties’ Project Managers shall serve as the primary contact for the relocation project and shall be responsible for the overall management thereof. All questions or problems regarding the relocation project must be directed to the designated Project Manager. The Parties’ Project Managers shall, with respect to the relocation project, perform the following services:

a) Provide consultations.

b) Address questions.

c) Remain on-site during the relocation.

d) Remain available at all times during the relocation by cell phone.

e) Ensure the relocation project is conducted and completed in accordance with all terms and conditions specified in the Purchase Order and the latest-approved relocation plan.

2) Site Conditions. Prior to relocation, the awarded vendor shall verify and review all applicable site conditions, overhead door clearances, code compliance requirements, and any other pertinent conditions or information necessary to ensure the safe relocation of items. The awarded vendor shall provide a written Site Condition Report, which notes any site deficiencies and existing site damage, to the Department Project Manager within (2) calendar days prior to the move.

3) Relocation Plan. The Parties shall collaborate to prepare a relocation plan, which must incorporate any observations noted during the initial site inspections as specified in Section 2.2 C. (2), and must detail the phasing, timeline (including the relocation project’s completion date), work hours, and logistics for the relocation. The Department shall have final approval authority over the information in the relocation plan. Once approved by the Department, neither Party shall enact changes to the relocation plan without obtaining the express written approval from the other Party.

4) Final Walk-Through Inspection.

a) The Parties’ Project Managers shall jointly perform a final walk-through inspection of the buildings. Inspections of locations labeled “Existing Office Location” in the table in Section 2, Statement of Work, shall occur no later than two (2) Business Days after the relocation to the new office location is completed. Inspections of locations labeled “New Office Location” in the table in Section 2, Statement of Work, shall occur no later than five (5) Business Days after the relocation to the new office location is completed.

b) Within ten (10) calendar Days after the relocation is completed, the awarded vendor shall submit a Final Inspection and Damage Report (Damage Report) to the Department, which details the results of the final walk-through inspection. The awarded vendor shall list any and all damage to the buildings, premises (including walkways, loading zones, etc.), and office contents that occurred during the relocation project in the Damage Report.

5) Damaged or Destroyed Property. The awarded vendor shall be responsible for the cost of replacement or any labor and replacement parts that are required for the repair of any property that was damaged or destroyed during the relocation project. The Department has the option to deduct the costs of all repairs or replacements completed from the awarded vendor’s invoice or to require the awarded vendor to pay for the repairs and replacements. The Department reserves the right to make immediate repairs to correct damage to property when such loss is detrimental to the Department's operations, with the resulting cost being the sole responsibility of the awarded vendor.

6) Lost Property. The Department will report any lost property to the awarded vendor in writing within ten (10) calendar days after completion of the relocation. The awarded vendor will be responsible for investigating the loss and reporting the results of the investigation to the Department within thirty

(30) calendar days of the report of the loss. The awarded vendor shall reimburse the Department for any lost property. If documents are lost, liquidated damages may be assessed based upon the estimated cost for the Department to restore them or the estimated cost of the mitigation efforts needed for the potential breach of Confidential Documents.

2.3 DELIVERABLES, PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES FOR NON-

PERFORMANCE

DELIVERABLES PERFORMANCE

MEASURES

FINANCIAL CONSEQUENCES

RELOCATION PROJECT Completion of Phase I-IV Moves

Payment will be withheld until completion of move in accordance with the Section 2 - Statement of Work

SURPLUS MOVE HOURLY

PROJECTS

Completion of Each Hourly Project

Payment will be withheld until completion of move in accordance with the Section 2 - Statement of Work

SECTION 3 – INVITATION TO BID PROCESS

This ITB is hereby advertised on the State of Florida VIP. To find the ITB or other related information, enter Agency “Department of Law Enforcement” and click on “Initiate Search” at the bottom of the web page. If unable to download the document(s), contact the FDLE Procurement Officer.

Section 120.57(3)(b), F.S., requires that notice of protest of the solicitation documents shall be made within seventy-two (72) hours after the posting of the solicitation. Failure to file a protest within the time prescribed in section 120.57(3), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

3.1. SPECIAL CONDITIONS AND INSTRUCTIONS

The FDLE Bid requirements and special conditions modify and shall take precedence over the State of Florida form PUR1001, General Instructions to Bidders.

The FDLE currently does not utilize the State of Florida’s, MyFloridaMarketPlace e-Procurement system for competitive solicitations such as this ITB. Bidders are to manually submit a hard copy of their responses to this ITB as identified in this section. Specific references to MFMP usage for this ITB stated in paragraphs 3 and 5 of the PUR1001, General Instructions to Bidders are not applicable.

3.2. SOLICITATION REQUESTS

All questions or requests for clarification pertaining to this ITB should be addressed in writing to the Procurement Officer. It will be the responsibility of each Bidder to submit any questions prior to the ITB receipt opening. Questions or requests for clarification concerning the specifications or solicitation procedures as written must be submitted to the FDLE in accordance with the Schedule of Events / Timeline. The written interpretation of the appropriate representative of the FDLE shall prevail.

3.3. BIDDER INQUIRIES

The Bidder will examine the ITB to determine if the FDLE requirements are clearly stated. If there are requirements which may restrict competition, Bidders may request specification changes. Requests must identify and describe the difficulty meeting specifications, provide detailed justification, and provide the recommended changes. Change requests or protests of the specifications must be received by the State no later than seventy-two (72) hours after the posting of the solicitation.

The FDLE will determine what, if any, changes to the ITB will be accepted. If required, the FDLE will issue addenda reflecting the changes.

Written interpretations of the appropriate representative of the FDLE will prevail. While oral responses may be given in good faith and are intended to be accurate, the FDLE is not bound by any non-written interpretation or guidance offered to Bidders.

3.4. ADDENDA

The FDLE reserves the right to modify this ITB. All addenda to this ITB will be in writing with content and number of pages described to all Bidders. Any addenda or answers to written questions supplied by the FDLE to participating Bidders may include an Addenda Acknowledgement Form. This form shall be signed by an authorized representative of the Bidder’s organization and submitted to the FDLE.

All addenda will be provided via the VIP at the following website: https://vendor.myfloridamarketplace.com/

It is the sole responsibility of the Bidder to monitor the VIP for any addenda issued in reference to this ITB.

3.5. DISCUSSIONS

No negotiations, decisions or actions shall be initiated or executed by the Bidder as a result of any discussions with any State employee prior to the opening of the sealed Bid(s). Prior to the opening of the sealed Bid(s), Bidders are NOT to divulge bid prices to any state employee or representative of the State. Further, Bids submitted to the FDLE will remain unopened until the time for opening Bids as indicated on the Schedule of Events / Timeline. During this period, any discussion by the Bidder with any state employee or representative of the State involving price information will result in rejection of said Bidder’s response. Only those communications which are in writing or electronically submitted from the FDLE, Office of General Services may be considered as a duly authorized expression on behalf of the FDLE. Also, only communications from Bidders, which are in writing and signed or electronically submitted, will be recognized by the FDLE as duly authorized expressions on behalf of the Bidder.

3.6. MYFLORIDAMARKETPLACE (MFMP) REGISTRATION

Each vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State through the on-line procurement system is prequalified to do so and shall register in the MFMP system, unless exempted under subsection 60A-1.033(3) F.A.C. Information about the registration process is available and registration may be completed at the MFMP website: MyFloridaMarket Place Vendor Information Portal. Interested persons lacking internet access may request assistance from the MFMP Customer Service at (866) 352-3776.

Responding Vendors should be registered in the MFMP system at the time of Bid submission.

Vendors should register for the following United Nations Standard Products and Services (UNSPSC) Class/Group Commodity Code(s) pertaining to this Procurement:

• 78101804 Relocation services

3.7. FLORIDA DEPARTMENT OF FINANCIAL SERVICES SUBSTITUTE W-9 INITIATIVE

The Florida Department of Financial Services (DFS) must have the correct Taxpayer Identification Number (TIN) and other related information (i.e. Social Security number) to report accurate tax information to the Internal Revenue service and determine if a vendor should receive a Form 1099. A completed Substitute form W-9 is required for any entity to receive payment from the State of Florida. Vendors must submit their W-9 forms electronically at the DFS website:

https://flvendor.myfloridacfo.com/

The awarded Vendor must have a valid W-9 on file with the DFS prior to issuance of a Purchase Order. This may be completed by the Bidder post-award, and is not something which FDLE will consider in determining the responsiveness of a bid.

3.8. BID PRICE SHEET

The Bidder must submit pricing on Attachment A. Vendor generated price sheets will not be accepted. Prices shall include ALL charges for packaging, handling, freight, distribution and inside delivery. Prices shall include all incidentals and associated costs required to comply with and satisfy all requirements referred to or included in this solicitation.

No remuneration is available to the Bidder beyond the Bid price for all specifications and considerations in response to this ITB, as outlined herein. Bidders will be strictly held to the prices of their Bid. The contents of this ITB and vendor Bid submission will become contractual obligations if a Purchase Order is issued.

https://flvendor.myfloridacfo.com/

Quantities referred to are estimated quantities. The FDLE reserves the right to increase or decrease the quantities and amounts.

3.9. PASS / FAIL REQUIREMENTS

Bidders must answer all Pass / Fail Requirement questions listed in Attachment B and submit with their Bid response. All requirement questions must be complete and answered “yes” for Bidder to be eligible for award.

3.10. BID PACKAGING AND SUBMISSION REQUIREMENTS

Bids must be submitted in a sealed envelope/container. Bids must be submitted by U.S. Mail, United Parcel Service (UPS), Federal Express (FedEx), private courier, or hand delivery. Electronic submission or facsimile transmission of a Bid is NOT authorized and will NOT be accepted. Bidders are cautioned that shipped Bids will be routed to the Department’s Mail Processing Center in an off-site facility which may cause delays in delivery and receipt by the Office of General Services.

Bidders choosing to mail Bids must take this into consideration and allow sufficient time to ensure timely delivery and receipt.

BIDDERS SHOULD INCLUDE THE FOLLOWING LABEL ON THE OUTSIDE OF ALL SEALED PACKAGES:

RESPONDING BIDDER NAME

SOLICITATION NUMBER: FDLE ITB 2300

TITLE: PROFESSIONAL MOVING SERVICES FOR OFFICE RELOCATION

BID OPENING: NOVEMBER 9, 2022 @ 3:30 p.m.

The FDLE mailing address is:

OFF-SITE MAIL FACILITY, C/O FLORIDA DEPARTMENT OF LAW ENFORCEMENT

ATTENTION: OFFICE OF GENERAL SERVICES

813B LAKE BRADFORD ROAD

TALLAHASSEE, FLORIDA 32399

A Vendor choosing to hand deliver a sealed Bid must take into consideration that the FDLE Headquarters Building is a secure facility. “Hand deliver” means delivery at the correct location on or before the required date and time. The FDLE Headquarters location is:

FLORIDA DEPARTMENT OF LAW ENFORCEMENT

OFFICE OF GENERAL SERVICES

2331 PHILLIPS ROAD

TALLAHASSEE, FLORIDA 32308

BIDS RECEIVED AFTER THE EXACT TIME/DATE SPECIFIED IN SECTION 1.6 WILL NOT BE CONSIDERED.

FAILURE TO INCLUDE ANY INFORMATION OR DOCUMENTATION REQUESTED WITHIN THIS ITB AT THE TIME OF SUBMISSION, OR AT THE TIME PRESCRIBED BY THE FDLE, WILL LEAD TO REJECTION OF THE BID FOR NON-RESPONSIVENESS.

IF BIDDERS ARE UNSURE OF THE REQUIRED INFORMATION OR DOCUMENTATION, CONTACT THE PROCUREMENT OFFICER.

DO NOT MAKE ASSUMPTIONS.

3.11. BIDDER ACKNOWLEDGEMENT

By submission of a signature on the FDLE Acknowledgment Form, the Bidder certifies that they comply with all terms and conditions contained herein. The Bid must contain the original signature of an authorized representative who can legally bind the Bidder. The product offered by the Bidder will conform to the specifications of this ITB without exception.

Bidders must include the signed FDLE Acknowledgement Form with their Bid response.

3.12. VENDOR GENERATED TERMS AND CONDITIONS

FDLE objects to and shall not consider any additional terms and conditions submitted by a Bidder, including any appearing in documents attached as part of a Bidder’s response. In submitting a response, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force and effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a Bid, shall be grounds for rejecting a Bid.

The Purchase Order issued by the FDLE as a result of this ITB shall incorporate all terms and conditions identified herein. No oral agreements or representations shall be valid or binding upon FDLE or the Bidder unless expressly contained herein or by a written addenda to this ITB.

3.13. REDACTED BID SUBMISSION

Pursuant to section 19 Public Records of the PUR 1001 General Instructions to Respondents, if a Bidder considers any portion of the bid documents, data or record submitted in response to this solicitation to be exempted by law from disclosures as a public record, the Bidder must provide the FDLE with both an un-redacted and redacted copy of the Bid submission. As noted in this section, redacted Bids must clearly segregate and mark information which is claimed to be exempt from public records and provide the specific statutory citation for such exemption.

This redacted copy should contain FDLE’s solicitation name, number, and the name of the responding Vendor on the cover, and should be clearly titled “Redacted Copy”. The Redacted Copy must be provided to the FDLE at the same time the Vendor submits its Bid and must only exclude or obliterate those exact portions which are exempted by law from public disclosure.

The entire Bid or Bid pages must not be marked proprietary, trade secret, or confidential.

IF A VENDOR FAILS TO SUBMIT A REDACTED COPY WITH ITS BID AS DESCRIBED HEREIN, FDLE IS AUTHORIZED TO PRODUCE THE ENTIRE DOCUMENT(S), DATA OR RECORDS SUBMITTED BY THE VENDOR. THE ITB AND THE SUCCESSFUL VENDOR’S BID

WILL BE INCORPORATED INTO THE PURCHASE ORDER.

3.14. ADMINISTRATIVE REVIEW

Each Vendor shall submit a Bid that meets all material requirements of this ITB. Material requirements are those without which adequate analysis and comparison of Bids is impossible, or those that affect the competitiveness of the Bid. FDLE seeks to maximize competition and reserves the right to seek clarification or conduct a cure process from responding Vendors to obtain non-material information to complete a responsiveness review. Bids which do not meet all material requirements of this solicitation will not will not be considered unless, at FDLE’s discretion, the discrepancy does not prevent review of the Bid by FDLE and can be easily and quickly remedied. Failure of a Vendor to provide an original/completed form or certification in the Bid submission or timeframe as provided by the FDLE will cause a Vendor to be deemed Non-Responsive and therefore disqualified from further consideration.

A. Required Documents The following requirements must be met by the responding Vendor in order for the Bid to be considered responsive to this solicitation; however, this is not an exhaustive list of mandatory requirements.

• FDLE ITB 2300 Acknowledgement Form

• Attachment A – Price Sheet

• Attachment B – Pass / Fail Form

• Attachment D – Scrutinized Companies List Certification

• Any applicable Bid Addenda

• One (1) electronic copy of Bidder’s submission via CD-ROM or Flash Drive (USB)

B. Bids which do not meet all mandatory requirements of this solicitation, including the submission of all required information, will be rejected as non-responsive. A non-responsive Bid may include, but is not limited to, those which:

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

• Fail to answer “yes” to each of the Pass / Fail Requirements

• Fail to meet all mandatory requirements

• Include terms and conditions contrary to the requirements of this Bid

• Do not contain original authorized signatures

• Are not in conformance with the requirements and instructions contained herein

IF FDLE DETERMINES IN ITS SOLE DISCRETION THAT THE CONDITIONS OF THE BID DOCUMENTS ARE NOT COMPLIED WITH, OR THAT THE PRODUCT PROPOSED TO BE FURNISHED DOES NOT MEET THE SPECIFIED REQUIREMENTS, THE BID MAY BE

REJECTED AS NON-RESPONSIVE.

3.15. PRICE EVALUATION

The FDLE will take the following steps upon opening Bids:

A. Confirm the Bid includes a Firm Fixed Rate B. Confirm the Bid is submitted using the FDLE ITB 2300 Price Sheet (Attachment A) C. Confirm the prices are clear and unambiguous D. Check the arithmetic of the Bid price and conduct a Clarification Request for any computational or transfer errors noted E. When evaluating Bid responses to solicitations where there is identical pricing or a pricing preference, the FDLE shall determine the order of award in accordance with Sections 287.057 (11), 287.082, 287.084, 287.087 and 287.92, F.S.

• Certified Minority Business Enterprises

Pursuant to Section 287.057(11) F.S., if two (2) equal Bids are received and one Bid is from a Certified Minority Business Enterprise as defined in 288.703 F.S., the FDLE must contract with the Certified Minority Business Enterprise. Bidders must provide a copy of this certification in their Bid Response. Vendors may contact the Department of Management Services, Office of Supplier Diversity to obtain information, or visit the Florida Certified Business Enterprises webpage:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

• Certification of Drug Free-Workplace (Attachment C) https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

To be considered for the drug-free workplace program preference, Bidders must provide certification that it has implemented a drug-free workplace program in accordance with 287.087 F.S. Submission of Attachment C is not required as a matter of bid responsiveness, but is a precondition of eligibility for this preference.

3.16. REFERENCES

Bidders must provide three (3) customer references for which they have provided services as requested in this ITB within the past three (3) years. References must be listed on Attachment E, Respondent Reference Form. All references submitted by a Bidder must be current or former clients and must be verifiable. FDLE may not be used as a reference, nor will any personnel of the bidding company be accepted as a reference. FDLE will attempt to verify references of the successful Bidder once by telephone and/or email. If the reference does not reply within forty-eight (48) hours (exclusive of weekends and state holidays) from the time of the initial phone call or email request, then the reference will be deemed unverified. Vendors with two (2) or more unverified references may be rejected. Vendor references with one (1) or more unsatisfactory performance review in the Agency’s judgement may be considered non-responsive.

If the Vendor is unable to provide all three (3)…