FLHSMV-ITB-003-26 KIOSK RECEIPT FORMS.pdf

FLHSMV-ITB-003-26

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

July 8, 2025

With this sheet you have received solicitation documents for the following:

Solicitation Number: FLHSMV-ITB-003-26

Title of Bid (items solicited): Registration Receipt Forms

Commodity Code(s): 14111506: Computer Printout Paper

14111507: Printer of Copier Paper 14111544: Security Papers 14111800: Business use Papers 14111806: Business Forms or Questionnaires 55121607: Decals 82121500: Printing 82121507: Stationery or business form printing 82121509: Security or financial instruments printing

Date and Time Bids are Due:

August 13, 2025, no later than 2:00 p.m., ET

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0500

It is important that Bidders monitor the Vendor Information Portal (VIP) for any changes to this solicitation. It is the responsibility of the Bidder to check the VIP for new or changing information.

To receive information on Department of Highway Safety and Motor Vehicles (FLHSMV) solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at:

https://vendor.myfloridamarketplace.com/

Note: Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), 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, F.S.

Table of Contents

1.0 Purpose and General Overview

1.1 Purpose

1.2 Definitions

1.3 Procurement Officer

1.4 Term

1.5 Solicitation Conflicts and Order of Precedence

2.0 ITB Process Overview

2.1 General Overview

2.2 Bidder Questions

2.3 Addenda

2.4 Bid Opening

2.5 Disclosure of Bid Contents

2.6 Modification or Withdrawal of Bid

2.7 Diversity

2.8 Minority and Service-Disabled Veteran Business Enterprise Report

2.9 Non-Exclusive Rights

2.10 Bid Tenure

2.11 Accessibility for Disabled Persons

2.12 Cooperation with the Inspector General

2.13 MyFloridaMarketPlace Transaction Fee

3.0 Bid Instructions

3.1 Price Sheet Instructions

3.2 Mandatory Requirements

3.3 Minor Bid Exceptions

3.4 Non-Responsive Bids, Non-Responsible Bidders

3.5 Subcontracts

4.0 Bid Submission Instructions

4.1 Bid Submission

4.2 Delivery of Bid Submittal

4.3 Bid Guarantee

4.4 Redacted Submissions

4.5 Bid Submission Contents

4.6 Contractual Submissions

4.7 Contractor Responsibility

4.8 Additional Documents/Requirements

5.0 Award Methodology

5.1 Basis of Award

5.2 Florida Preference

5.3 Identical Bids

5.4 Posting of Agency Decision

Attachments:

ATTACHMENT A - CALENDAR OF EVENTS

ATTACHMENT B - SCOPE OF WORK

EXHIBIT 1 – KIOSK REGISTRATION EXAMPLE

EXHIBIT 2– MONTHLY CBE REPORT

ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D - BIDDER INFORMATION FORM

ATTACHMENT E - PRICE SHEET

Solicitation Introduction

Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles.

A. Read the entire document. Note critical items such as: mandatory requirements;

bond(s) requirements (bid, performance and/or damages); sample(s) required;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

B. Note the Procurement Officer's name, address, phone number(s) and e-mail address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have.

C. Take advantage of the “question and answer” period. Submit your questions to the Procurement Officer by the due date listed in the Calendar of Events, and view the answers given in the formal “addenda” issued for the solicitation. Also, please refer to any Addenda.

D. Follow the format required in the solicitation when preparing your bid submittal.

Provide point-by-point responses to the required sections in a clear and concise manner and do not skip or miss sections.

E. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee (if applicable) will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The bids are reviewed based solely on the information and materials provided in your bid submittal.

F. Use the forms provided. For example: Certification forms; Price Bid forms;

Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation.

G. Review and read the solicitation document again to make sure that you have addressed all requirements. Your original bid submittal and the requested copies must be identical and be complete. At least one copy must bear an original signature.

H. Submit your bid submittal on time. Note all of the dates and times listed in the

Calendar of Events and within the document and be sure to submit all required items on time. Bids must be submitted pursuant to ATTACHMENT B, SCOPE OF WORK, Late bids will not be accepted and will be rejected.

1.0 Purpose and General Overview

1.1 Purpose

The Department of Highway Safety and Motor Vehicles (FLHSMV) is issuing this Invitation to Bid (ITB) to obtain competitive bids for the purchase and delivery of rolls of printable thermal transfer paper with removable mounted decals for use in customer convenience kiosks located within designated Tax Collector’s Offices in Florida, as more fully described in ATTACHMENT B, SCOPE OF WORK.

1.2 Definitions

A. Authorized Representative: The owner, corporate officer, or director of the

Contractor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the bid submission, if signed by someone other than the Authorized Representative.

B. Bid: All information and materials submitted by a Bidder in response to this solicitation.

C. Contract: A formal written agreement that may be required to be executed by the successful bidder and the Department containing all terms and conditions applicable to any purchase to be made as a result of this ITB. The terms “contract” and “purchase order” are intended to be used interchangeably herein. (NOTE: Whether a contract is required in addition to issuance of a purchase order will depend upon the amount and nature of the purchase.)

D. Contractor: The Bidder who is awarded a contract by the Department as a result of this solicitation.

E. Day: A calendar day, unless otherwise specified.

F. ITB: Invitation to Bid.

G. Decal(s): A yellow vinyl sticker used on Florida license plates to designate the month and year of registration expiration, and license plate number.

H. Kiosk Registration Renewals: Motor vehicle renewal registration documents produced at a kiosk that consist of decals affixed onto a receipt forms containing printed vehicle registration-related information.

I. Receipt Form: A vehicle registration document produced at a kiosk on printable thermal transfer paper upon which a registration decal is affixed, and information related to a vehicle registration transaction is printed. The receipt form serves as verification for the customer that the registration transaction occurred.

J. Thermal Transfer Printing: Words or images that are produced on thermal transfer paper by means of direct heat transmission.

K. Responsive Bid: A bid, submitted by a responsible Bidder, which conforms in all material respects to the solicitation.

L. Responsible or Qualified “Bidder”: A person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance.

M. Product: The items sought by this ITB and to be provided/delivered to the

Department by the prospective Contractor should the Contractor be selected for award.

N. Purchase Order: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via Florida’s eProcurement system. See PUR form 1000, paragraph 2, referenced in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS. If there is not a separate signed written agreement, the Purchase Order constitutes the contract between the Vendor and the Department. (Note: The terms “Purchase Order” and “Contract” are intended to be utilized interchangeably herein, although a purchase order is not “executed” by the parties.)

O. State: State shall be synonymous with the Florida Department of Highway Safety and Motor Vehicles.

P. Vendor: Any firm or person who submits a bid to the Department in response to this solicitation. (NOTE: The terms “Bidder,” “Vendor” and “Contractor” may be utilized herein interchangeably.)

Also see links provided in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph 1.

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

1.3 Procurement Officer

The Procurement Officer, acting on behalf of the Department, is the sole point-of-contact regarding all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to:

Jennifer Jenkins Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0500 850-617-3176 JenniferJenkins@flhsmv.gov

Subsection 287.057(25), F.S., 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 seventy-two (72) hour period following the agency posting of 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.”

1.4 Term

The initial term of the contract shall be for a period of three (3) years from the date of contract execution or issuance of the purchase order, unless terminated earlier by the Department under the terms provided herein, with the option to renew for a period(s) of up to three (3) years.

1.5 Renewal(s)

Renewal of the contract may be structured as a single up to three (3) year term, three (3) one (1) year terms, or any combination totaling no more than three (3) years. Exercise of the renewal option is at the Department’s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the State Legislature (See, subsection 287.057(13), F.S.).

1.6 Solicitation Conflicts and Order of Precedence

mailto:JenniferJenkins@flhsmv.gov

All bids are subject to the terms and conditions of this ITB which, in case of conflict, shall have the following order of precedence:

A. Invitation to Bid Addenda, in reverse order of issuance;

B. Invitation to Bid, including ATTACHMENT B, SCOPE OF WORK;

C. General Contract Conditions (PUR 1000); and D. General Instructions to Respondents (PUR 1001); and E. Contractor’s bid submittal

2.0 ITB Process Overview

2.1 General Overview

The Invitation to Bid (ITB), is a method of competitively soliciting a commodity or contractual service under paragraph 287.057(1)(a), F.S. and awarding a contract to the bidder submitting the lowest (cost) responsive and responsible bid (i.e., successful bidder). The Department posts an ITB on the state of Florida Vendor Information Portal (VIP) to initiate the solicitation process.

2.2 Bidder Questions

Questions related to this ITB must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer section above, within the time indicated in ATTACHMENT A, CALENDAR OF EVENTS. Questions must reference FLHSMV-ITB-003-26 in the subject line of the e-mail.

Written answers to questions received by the Department will become part of this solicitation and will be posted on the VIP, through an addendum, on or about the date referenced in the Calendar of Events.

Note: The Department reserves the right to respond to late-submitted questions if to do so is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

2.3 Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, it will be posted on the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com/ https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

It is the responsibility of the Bidder to check the VIP for new or changing information.

2.4 Bid Opening

The Department will hold an opening, via conference call, of the bids at the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS.

2.5 Disclosure of Bid Contents

All documentation produced as part of the ITB will become the exclusive property of the Department and will not be returned to the Bidder unless it is withdrawn prior to the bid opening in accordance with subsection 2.6, Modification or Withdrawal of Bid, below.

The Department shall have the right to use any and all ideas or adaptations of ideas contained in any bid received in response to this solicitation. Selection or rejection of the bid will not affect this right.

2.6 Modification or Withdrawal of Bid

Bidders may modify a bid at any time prior to the bid due date by sending the modified bid submittal to the Procurement Officer. A bid may be withdrawn by notifying the Procurement Officer in writing before the bid opening.

2.7 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Bidders doing business with the state is central to the Department’s efforts. To this end, small minority, veteran-owned, and women-owned business enterprises are encouraged to participate in the state’s procurement process as both prime Bidders and subcontractors under prime contracts.

The state of Florida’s Office of Supplier Diversity may be reached at 850-487-0915 and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts. (See, subsection 2.8, Monthly Certified Business Enterprise Report, below.)

2.8 Monthly Certified Business Enterprise Report

A. The Contractor shall provide the Department with a monthly Certified Business Enterprise (CBE) Report. The monthly report shall summarize the participation of certified and non-certified minority and service-disabled veteran subcontractors/material suppliers performing any services related to the Contract for the current month.

B. The Contractor shall complete and submit, Monthly Certified Business Enterprise (CBE) Report, by the 5th day of the following month (or next business day if the 5th day is on a weekend day or holiday) to the following Department email address:

bpcreporting@flhsmv.gov Note the subject line of the e-mail with: Monthly CBE Report

C. Should the Contractor utilize subcontractors/material suppliers meeting the criteria in this section but have nothing to report for the month, the Contractor shall still send an e-mail to the address identified above stating that there is no information to report for the previous month.

D. Should the Contractor not utilize subcontractors/material suppliers meeting the criteria in this section, the Contractor shall provide a letter to the email address noted above, on Contractor letterhead, indicating that this reporting requirement does not apply. If this changes, however, at any time during the contract term, the Contractor shall immediately implement the reporting requirements of this section.

2.9 Non-Exclusive Rights

The right to provide the Products or services, as applicable, which will be granted under the resultant contract/purchase order, shall not be exclusive. The Department reserves the right to contract for and purchase Products or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract/purchase order.

2.10 Bid Tenure

All bids are binding for one hundred eighty (180) days following the bid opening date.

2.11 Accessibility for Disabled Persons

If special accommodation is needed to attend any solicitation-related event open to the public, please contact the Bureau of Purchasing and Contracts at 850-617-3203 no later than five (5) business days prior to the event.

mailto:bpcreporting@flhsmv.gov

2.12 Cooperation with the Inspector General

The Contractor and any subcontractors, understands and will comply with its duty to cooperate with the Department’s Inspector General in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, F.S.

2.13 MyFloridaMarketPlace Transaction Fee

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to Section 287.057(24), Florida Statutes (F.S.). All payments issued by Agencies to registered vendors for purchases of Commodities or Contractual Services under Chapter 287, F.S., shall be assessed the Transaction Fee, as prescribed by Rule 60A-1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Vendors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available. Vendors shall submit any monthly reports required pursuant to Rule 60A- 1.031, F.A.C. All such reports and payments are subject to audit. The Agency will have grounds for declaring the vendor in default if the vendor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the vendor to being suspended from business with the state of Florida.

3.0 Bid Instructions

3.1 Price Sheet Instructions

The Bidder must submit a completed electronic copy (Excel) and a signed pdf copy ATTACHMENT E, PRICE SHEET as provided by the Department, to be considered for award. Hardcopy/paper submissions will not be accepted, EMAIL ONLY.

A. The Bidder shall provide a Sheet Price(s) in each yellow cell for both the initial term and renewal terms of ATTACHMENT E, PRICE SHEET. Formulas will calculate price per roll and average price per roll. A quantity of 800 sheets per roll shall be used for purposes of the Price Sheet. Bidders shall provide a volume discount per sheet for each tier. The average price per roll will be determined using the following formula (Tiers A+B+C+D/4). Failure to provide a price in each yellow cell for both the initial term and renewal terms of the Price Sheet may deem the Bidder non-responsive.

B. The Bidder shall use legible handwriting, if applicable, when completing the price sheet(s).

C. All price sheet calculations will be verified for accuracy by the Department. If mathematical error(s) in a Bidder’s Price Sheet calculations are identified, Tier Prices Per Sheet submitted by the Bidder will be used to determine the “Initial Term Average Price”, “Renewal Term Average Price”, and “Total Average Price” for that Bidder, unless determined otherwise by the Department.

The “Initial Term l Total Average Price”, “Renewal Term Total Average Price l”, and “Total Average Price (A + B)” on the Price Sheet will be final based on Department verification. Department-corrected price sheets will be made available upon written request to the Bidder as permitted by state law.

D. Shipping and Delivery

In accordance with subsection 672.319(1)(b), F.S., Bidders must include the cost of shipping in their prices. The Department will not pay any separate packing, freight, shipping, or delivery charges. Please refer to ATTACHMENT B, SCOPE OF WORK, Section 6.0, Packing, Shipping and Delivery for more information.

E. The Department will not agree to caveat language for pricing within ATTACHMENT E, PRICE SHEET. A bid submittal that includes caveat language for pricing will be viewed as a conditional bid and the Department will reject the Bidder’s bid submittal. (See, also subsection 3.4, Non- Responsive Bids, Non-Responsible Bidders, below.)

F. ATTACHMENT E, PRICE SHEET shall be labeled and tabbed separately and should be included with the original copy of the submission.

3.2 Mandatory Requirements

The Department has established certain mandatory requirements which must be included as part of any bid. The use of the terms “shall”, “must”, or “will” (except to indicate simple futurity) in this solicitation indicates a mandatory requirement or condition.

The words “should” or “may” in this solicitation indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature will not itself cause rejection of a bid.

3.3 Minor Bid Exceptions

The Department reserves the right to waive minor deviations or exceptions in bids providing such actions are in the best interest of the state of Florida and the Department. Minor deviations/exceptions are defined as those that have no adverse effect upon the state’s interest and would not affect the outcome of the award by giving a Bidder an advantage or benefit not enjoyed by other Bidders.

3.4 Non-Responsive Bids, Non-Responsible Bidders

Bids that do not conform in all material respects to the requirements of this solicitation or which fail to provide all required information, documents, or materials, will be rejected as nonresponsive.

Material requirements of the solicitation are those set forth as mandatory or without which an adequate analysis and comparison of bids are impossible, or those which affect the competitiveness of bids, or the cost to the Department.

Bidders whose bids, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the resulting Contract may be rejected as non-responsible. The Department reserves the right to determine which bids meet the material requirements of the solicitation, and which Bidders are responsible.

“Responsible” or “Qualified Bidder” means a person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in bid submittal to a condition of a bid requiring such information may be cause for rejection of the bid.

Bid submittals will be considered only from Bidders who are regularly engaged in the type of service/products/business that is the subject of this solicitation, are financially responsible, and have the necessary equipment and personnel to provide the services and goods required by the solicitation.

A bid that includes any qualifying language, conditions, caveat(s), or modification(s), or other language not meeting or changing the material requirements of the ITB, anywhere in the Bid will be viewed as a conditional bid and the Department will reject the Bid.

3.5 Subcontracts

Subcontracting is not allowed for this contract.

4.0 Bid Submission Instructions

4.1 Bid Submission

The Bidder shall submit via email to the Procurement Officer as specified in subsection 4.2, Delivery of Bid Submittal, below:

4.1.1 An electronic copy of the ORIGINAL BID Submittal (marked “Original

Bid”) and of the REDACTED BID Submittal (marked “Redacted Copy”), if applicable (see, subsection 4.4 Redacted Submissions, below).

The bid submittal must be logically named and clearly labeled. The redacted copy of the bid should be suitable for release to the public. Any confidential or trade secret information covered under section 812.081, F.S., should be either redacted or completely removed. The redacted bid shall be marked “REDACTED COPY” and must contain a transmittal letter authorizing release of the redacted version of the bid in the event the Department receives a public records request.

*Please note: If a Redacted Copy is not provided by the Bidder, the Department will provide a copy of the Bidder’s Original Bid Submittal upon receipt by the Department of any public records request for the Bidder’s submittal.

4.2 Delivery of Bid Submittal

All bids shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in subsection 1.3, Procurement Officer and below, and must be received by or before the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS. The Department will not consider late bids. Bidders are advised to examine their bids carefully and to ensure that the bid is delivered no later than the time of the bid opening. This is a mandatory requirement. Hardcopy/paper submissions will not be accepted.

The electronic copies (one copy of each: ORIGINAL including all attachments and REDACTED) shall be submitted via email to the procurement officer below. The email shall contain the solicitation number FLHSMV-ITB-003-26 – OFFICIAL BID and company name and sent to the Procurement Officer below:

Jennifer Jenkins Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3176 Jennifer Jenkins@flhsmv.gov AND Purchasing@flhsmv.gov

Upon submittal, the Contractor shall request confirmation from the Department for proof of receipt. The Department will respond with confirmation upon receipt of each bid. If no receipt is provided, it’s the Contractors responsibility to contact the procurement officer for further inquiry.

4.3 Bid Guarantee

The Department does not require a bid guarantee for this solicitation.

4.4 Redacted Submissions

The following subsection supplements section 19 of the PUR 1001.

If the Bidder considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, the Bidder must mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its bid submittal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number, and the Bidder’s name on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Bidder claims are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Bidder such an assertion has been made. It is the Bidder’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Bidder in a legal proceeding, the Department shall give the Bidder prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Bidder shall be responsible for defending its determination that the redacted portions mailto:Jennifer%20Jenkins@flhsmv.gov mailto:Purchasing@flhsmv.gov of its bid submittal are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a bid, the Bidder agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Bidder’s determination that the redacted portions of its bid are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Bidder fails to submit a Redacted Copy of information it claims is confidential, the Department is authorized to produce the entire documents, data, or records submitted by the Bidder to the Department in answer to a public records request for these records.

4.5 Bid Submission Contents

Bids shall be prepared simply and economically, providing a straightforward, concise delineation of the contractor’s capabilities to satisfy the requirements of this ITB. Elaborate responses with colored displays, and promotional material are not desired. The emphasis of each bid shall be on completeness and clarity of content.

The bid forms furnished with this ITB must be submitted with the bid and are to be filled out in pen and ink or typewritten with no alterations, changes, or amendments made within. All forms must be signed and dated by the Bidder’s Authorized Representative.

The entire bid packet with all forms and documents required shall be referred to as the Bidder’s “bid submittal.”

Mandatory attachments/documents to be completed, signed, and included with the bid emailed to the Procurement Officer identified in Section 1.3, Procurement Officer, and Section 4.2, Delivery of Bid Submittal:

• ATTACHMENT D, BIDDER INFORMATION FORM;

• ATTACHMENT E, PRICE SHEET;

• PUR 2024 (found at PUR Forms), Part A: Use of Coercion for Labor and Services and Part B: Provision of Commodities Produced by Forced Labor.

• PUR 7801 Vendor Certification Form (found at PUR Forms).

• As applicable, if out-of-state bidder, a written letter from an attorney-at-law meeting the requirements in subsection 5.2, Florida Preference, below.

Completed forms must be included in the Bidder’s emailed bid submittal. If any form is missing or incomplete, the Bidder’s bid submittal may be deemed non-responsive.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

4.6 Contractual Submissions

A Bidder’s bid submittal shall be considered as the Bidder’s formal offer. There will be no separate contract other than the purchasing document (purchase order or contract), and any documents incorporated therein.

4.7 Contractor Responsibility

Following award, the Department will consider the awarded Contractor to be the sole point-of-contact regarding contractual matters. The Contractor will assume sole responsibility for providing the products and/or services offered in its bid whether or not the Contractor is the manufacturer of said products or provider of such services or any component thereof.

4.8 Additional Documents/Requirements

In addition to the documentation required in accordance with Attachment B, Scope of Work, the following documents and/or requirements are to be completed upon notice of award and prior to contract execution or purchase order issuance:

A. Florida Department of State Registration

Pursuant to section 607.1501, F.S., out-of-state corporations are required to obtain a Florida Certificate of Authorization pursuant to subsection 607.1503(1), F.S., from the Florida Department of State, Division of Corporations, to transact business in the state of Florida. The Bidder agrees to attain such authorization, if applicable, no later than seven (7) business days after notice of award, should the Bidder be awarded the contract. Website: https://dos.myflorida.com/sunbiz/

B. Florida Substitute Form W-9 Process

Bidders must register and complete an electronic Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information Bidders provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

State of Florida Vendor Portal Page (myfloridacfo.com)

Foreign Bidders, please visit:

https://flvendor.myfloridacfo.com/ForeignVendors.pdf https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/ https://flvendor.myfloridacfo.com/ForeignVendors.pdf

If not already on file, the awarded Bidder (if this solicitation results in an award), must have completed this process no later than seven (7) business days after notice of award.

C. MyFloridaMarketPlace Registration

Each Bidder doing business with the state of Florida for the sale of commodities or contractual services as defined in section 287.012, F.S., shall register in MyFloridaMarketPlace, in compliance with Rule 60A-1.033, F.A.C.

Also, an agency must not enter into an agreement for the sale of commodities or contractual services, as defined in section 287.012, F.S., with any prospective Contractor not registered in the MyFloridaMarketPlace system, unless exempted by rule. A Bidder not currently registered in the MyFloridaMarketPlace system must do so no later than five (5) days after notice of award. Information regarding the registration process is available, and registration may be completed, at the MyFloridaMarketPlace website link available under Vendors at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorid amarketplace

Prospective Vendors who do not have internet access may request assistance from the MyFloridaMarketPlace Customer Service at 866-352-3776 or from the State Purchasing Office, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

D. Scrutinized Companies and Prohibited Business Activities

In accordance with the PUR1000, Section 5. Performance: a. Warranty of Ability to Perform and Section 287.135(5), Florida Statutes (F.S.), the Department may, at its option, terminate the Contract if the Contractor is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. The Contractor must provide a completed PUR 7801, Vendor Certification Form (found at PUR Forms) prior to the effective date of the Contract, and annually thereafter.

E. Joint Ventures and/or Legal Partnerships Joint ventures or legal partnerships shall be viewed as one (1) Bidder.

Authorization for signatures provided by a joint venture/legal partnership shall have authorizations attached thereto and must be submitted with the bid submission.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

F. Prohibition against considering social, political, or ideological interests in government contracting In accordance with Section 287.05701, F. S., the Department may not request documentation of or consider a Vendor’s social, political, or ideological interests when determining if the Vendor is a responsible Vendor and may not give preference to a Vendor based on the Vendor’s social, political, or ideological interests.

G. Anti-Human Trafficking and Provision of commodities produced by forced labor In accordance with Section 787.06 and, as applicable, Section 287.1346 F.S., the Contractor must submit a completed PUR 2024 (found at PUR Forms), Part A: Use of Coercion for Labor and Services and Part B: Provision of Commodities Produced by Forced Labor, please refer to the link for more information.

5.0 Award Methodology

5.1 Basis of Award

The Department intends to award to the one (1) responsible and responsive Bidder that submits a responsive bid with the lowest “Total Average Price” shown on

ATTACHMENT E, PRICE SHEET.

The Department reserves the right to award as determined to be in the best interest of the state, and to accept or reject any or all bids, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the state.

5.2 Florida Preference

In accordance with section 287.084, F.S., a Vendor whose principal place of business is located outside of the state of Florida, must accompany their Bid response documents with a written letter from an attorney-at-law, licensed to practice law in the state where their principal place of business is located, describing the preferences granted by that state (if any) to its own business entities in the award of public POs/contracts. The written document must identify either the preference granted or contain a statement specifying that no preferences are granted.

When the lowest responsible and responsive Bid is submitted by a Bidder whose principal place of business is located outside the state of Florida, a five percent (5%) price preference shall be awarded to Bidders whose principal place of business is within the state of Florida, unless the state where the out-of-state Bidder is located https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms provides a different price preference for businesses having a principal place of business in that state. In that case, the same price preference shall be awarded to the lowest responsible and responsive Bidder whose principal place of business is located in the state of Florida responding to this competitive solicitation.

A vendor may submit questions regarding this requirement during the prescribed question and answer period noted in the Calendar of Events.

5.3 Identical Bids

When evaluating Bidder responses to solicitations, if the agency is confronted with identical pricing from multiple Bidders, the agency shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1) The response is from a Florida-domiciled entity, as determined by the

Department of State.

2) Section 287.057(12), F.S., states that “if two equal responses to a solicitation or a request for quote are received and one response is from a certified minority business enterprise, the agency shall enter into a contract with the certified minority business enterprise.”

In the event the application of subsections 1) and 2), above, fail to resolve the identical bids, the agency shall determine the award by a means of random selection (e.g., a coin toss or drawing of numbers).

5.4 Posting of Agency Decision

The Department will post a Notice of Intent to Award, stating its intent to enter into one or more contracts with the Bidder or Bidders identified therein, on the Vendor Information Portal (VIP) website.

If the Department decides to reject all bids, or take any other action permitted by law, it will post its notice at the same VIP website.

FLHSMV-ITB-003-26, Attachment A, Page 1 of 1

ATTACHMENT A

CALENDAR OF EVENTS

FLHSMV-ITB-003-26 Kiosk Paper

The table below contains the Calendar of Events for this solicitation and indicates the dates and times governing all solicitation activities. Prospective vendors should become familiar with the Calendar of Events.

The dates and times within the Calendar of Events may be subject to change. It is the Prospective Vendor’s responsibility to check for any changes. All changes to the Calendar of Events will be through an addendum to the solicitation posted on the Vendor Information Portal (VIP) (Vendor Information Portal). Prospective vendors are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time (ET)) or as modified in an addendum, as applicable. The Department will not consider late submittals.

ACTIVITY DATE/TIME LOCATION

Solicitation Issued by the Department July 8, 2025

Electronically Posted Vendor Information Portal

Deadline for Receipt of Written Inquiries

July 15, 2025, at

3:00 P.M., ET

All questions and/or proposed changes to the solicitation must be submitted, via email only, to the Procurement Officer.

JenniferJenkins@flhsmv.gov

Anticipated Date for Department Responses to

Contractor Questions July 22, 2025*

Electronically Posted Vendor Information Portal

Deadline for Receipt of Bids August 13, 2025, at

2:00 P.M., ET

By Electronic Mail Electronic Address provided in Section

4.0 of the ITB

Opening of Bids August 13, 2025, at

2:30 P.M., ET

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Anticipated Posting of Notice of Intent to Award August 26, 2025*

Electronically Posted Vendor Information Portal

*Please note: The Department reserves the right to post early or in the best interest of the state.

Solicitation activities shall take place on the date and time indicated above, where applicable, with the exception of recognized State of Florida holidays (see, section 110.117, Florida Statutes (F.S.)). For planning purposes, prospective vendors should consider the utilized mailing service’s observed holidays.

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:JenniferJenkins@flhsmv.gov

ATTACHMENT B

SCOPE OF WORK

FLHSMV-ITB-003-26 Page 1 of 19

1.0 Background

The Department of Highway Safety and Motor Vehicles (Department) is issuing this Invitation to Bid (ITB) to establish a contract for the purchase and delivery of rolls of printable thermal transfer paper with removable mounted decals that will be used as Kiosk Registration Renewal Receipts for use in customer convenience kiosks located within designated Tax Collector’s Offices in Florida.

2.0 Services and Products Provided by the Contractor

The Contractor shall furnish and deliver to the Department motor vehicles renewal registration decals affixed onto a single receipt form (hereinafter referred to as “Kiosk Registration Renewals”) in accordance with the requirements contained in this ITB, inclusive of all costs associated with production, storage, and FOB destination shipping. The Contractor shall include the cost of shipping in their prices on ATTACHMENT E, PRICE SHEET. The Contractor shall be responsible for reading and understanding the specifications contained herein and must comply with the specifications as written.

2.1 Technical Specifications

A. Kiosk Registration Renewals

Each Kiosk Registration Renewal shall contain one removable motor vehicle renewal registration decal that is mounted onto a single receipt form. Each single receipt form shall serve as a motor vehicle owner’s renewal registration certificate and shall also serve as the customer’s kiosk transaction receipt.

Motor Vehicle Renewal Registration Decals shall meet the following specifications and requirements:

1. Decal Sheeting: Each decal shall be manufactured using engineer grade retroreflective sheeting with pressure sensitive adhesive that meets the American Society for Testing and Materials (ASTM) standards for D4956 Type I and shall be one of the following:

a) Avery Dennison Engineer Grade Retroreflective Sheeting, Series T-

1000-A, in color T1501-A, Yellow.

FLHSMV-ITB-003-26 Page 2 of 19

b) 3M Engineer Grade Reflective Sheeting, Series 3200, in color 3271 Yellow.

c) Oralite 5300 Engineer Grade Reflective Sheeting, Series 5300, in color 020 Yellow.

Contractors who intend to bid an equivalent alternate product(s) for the decal sheeting or other shall demonstrate the equivalence of the alternate product(s) by providing appropriate catalog materials, literature, specifications, test data, or other reference material, and shall seek approval of each such product through the question-and-answer process for this ITB set out in Section 2.2. The Department shall determine in its sole discretion whether a product is acceptable as an equivalent.

B. Decal Size:

Each decal shall be 1.50 inches wide x 1.125 inches tall (1.5” W x1.125”H).

1. Decal Mounting: Each decal shall be mounted onto the front side of a single receipt form in a manner that permits the decal to be easily peeled off of the form, after printing, without ripping, tearing, stretching or otherwise rendering the decal unusable. The awarded vendor shall work with the Department to establish accurate decal placement, see Exhibit 1, Kiosk Registration Renewal Example.

2. Decal Adhesive: Each decal shall have strong adhesive backing allows for smooth, secure placement of the decal onto an aluminum license plate without wrinkles, perforation, bubbles, etc., and that ensures the decal will not fall off the plate and cannot be removed intact due to tampering.

Adhesives shall remain effective for at least thirty-nine (39) months from date of production (twelve (12) month shelf-life, plus twenty-seven (27) months adhered to vehicle license plate). Once the decal is firmly affixed to the plate, the decal must not be capable of being easily removed (e.g., due to tampering).

3. Decal Durability: Each decal shall not fade (must remain readable), discolor, or otherwise fail in quality due to exposure to extreme weather conditions typical of the state of Florida (i.e., high heat and humidity, and excessive rain), as well as indoor climates (e.g., air-conditioned storage). Durability shall remain effective for at least thirty-nine (39) months from date of production by the Contractor (twelve (12) month shelf-life, plus twenty-seven

(27) months adhered to vehicle license plate).

4. Decal Printability: Each decal shall be suitable for on-demand printing by a standard thermal transfer printer within a secure kiosk machine. Decals shall

FLHSMV-ITB-003-26 Page 3 of 19 be capable of withstanding extreme heat ranges produced by thermal transfer printers and each decal must stay securely mounted onto the receipt during the thermal printing process until intentionally removed.

C. Kiosk Transaction Receipts (receipt form) shall meet the following specifications and requirements:

1. Receipt Description: Each receipt will be a single sheet of thermal transfer paper that consists of a front and back side, see Exhibit 1, Kiosk Registration Renewal Example. Please note: Any artwork shown in Exhibit will be provided to the awarded vendor.

2. Front Side: The front side of the receipt form shall be blank (no preprinted text) and shall have one removable decal mounted as specified by the Department. The awarded vendor shall work with the Department to establish accurate decal placement.

3. Back Side: The back side of the receipt form shall have pre-printed text with verbiage and/or images as specified by the Department. Receipt Size: Each receipt shall be 4” wide by 8.5” long in size with no perforations and shall allow for the kiosk machine to cut each receipt at a designated position at the end of a customer’s kiosk transaction.

4. Receipt Printing: Each receipt and its affixed decal shall be suitable for on demand printing by any standard thermal transfer printer within a standard secure kiosk machine1. Decals shall be capable of withstanding extreme heat ranges produced by thermal transfer printers.

1For purposes of this ITB, “standard secure kiosk machine” refers to the general size and design of a free-standing unit typically used for accepting payments and dispensing tickets, receipts.

5. Receipt Stock: Receipt paper shall be C1S wet strength thermal transfer paper stock that is .005 caliper or equivalent that produces 800 receipts per roll. Each roll shall work in any standard thermal transfer printer with less than one percent (<1%) paper jams while conducting multiple customer kiosk transactions.

6. Receipt Back Graphic and Pre-printed text: Each receipt shall include the Department’s provided graphic and pre-printed text on the back, see number 2 of Exhibit 1, Receipt Back Graphic and Pre-Printed Text. The graphic or pre-printed text on the back of the receipt must not impact the decal or the print-on-demand information that will be printed on the front of the receipt and on the decal during each kiosk transaction.

Revisions to the graphics and pre-printed text may be required due to changes in applicable laws, rules, or regulations, or when the Department

FLHSMV-ITB-003-26 Page 4 of 19 launches a high-profile public service campaign. Should revisions be required, the Department’s Contract Manager will notify the awarded vendor via email communication at least sixty (60) days prior to the date for implementation of the revision. The awarded Vendor will have sixty (60) days from receipt of the email notification to make the revision requested, which must be approved by the Department in writing prior to implementation.

Following notice that revisions are required until the revisions are implemented, the awarded Vendor may continue to utilize the previously approved graphic and text. Revisions shall be completed at no additional cost to the Department.

Should the awarded vendor not be able to make a requested revision either within the sixty days (60) or at all, the awarded Vendor shall immediately notify the Department’s Contract Manager (email notice acceptable). At its sole discretion, the Department may extend the time for implementation of a revision or modify the requested revision. Failure by the awarded Vendor to timely implement a revision, financial consequences may be imposed as indicated in Section 11.0 Performance Standards and Financial Consequences.

Please note: Samples from the Department are not available for distribution.

3.0 Estimated Quantities of Kiosk Transactions:

The Department is currently using kiosks to conduct vehicle registration renewals in the following counties:

1. Alachua

2. Bay

3. Brevard

4. Charlotte

5. Citrus

6. Clay

7. Collier

8. Duval

9. Hernando

10. Hillsborough

11. Lake

12. Lee

13. Leon

14. Manatee

15. Martin

16. Miami-Dade

17. Palm Beach

18. Pasco

19. Pinellas

20. Polk

21. Santa Rosa

22. Seminole

23. Sumter

24. Volusia

Quantities included within this ITB are estimated for informational purposes only and should not be construed as representing actual, guaranteed, or minimum purchases to be made under the awarded Contract.

FL…