FLHSMV_ITB_027_25.pdf

FLHSMV-ITB-027-25

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

September 16, 2024

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

Solicitation Number: FLHSMV-ITB-027-25

Title of Bid (items solicited): Vehicle Transport Services

Commodity Code(s): 78101604 Vehicle Transport Services 78101803 Vehicle Carrier Services

Date and Time Bids are Due: October 15, 2024, no later than 2:00 p.m., Eastern Time

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 …………………………………………….7

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

ATTACHMENT B EXHIBIT 1- VEHICLE LOG

ATTACHMENT B EXHIBIT 2 – MONTHLY CBE REPORT

ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D - BIDDER INFORMATION FORM

ATTACHMENT E - PRICE SHEET

ATTACHMENT F - BIDDER QUALIFICATION QUESTIONS

ATTACHMENT G - SUBCONTRACTOR UTILIZATION FORM

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 (Department) is issuing this Invitation to Bid (ITB) for its Division of the Florida Highway Patrol (FHP) to obtain competitive bids to establish a contract with a transportation and logistics company to transport motor vehicles to various locations throughout the state, as 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 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. 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.)

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

I. 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.

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:

Katie Downey, FCCM 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 850-617-3183 KatieDowney@flhsmv.gov AND purchasing@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 contract term 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 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 mailto:KatieDowney@flhsmv.gov file://kirkman-files/DAS-Groups$/Solicitations/2024%20Procurements/047-24%20ITB%20FHP%20DUI%20Trailers/1%20-%20Solicitation/purchasing@flhsmv.gov

Department under the terms provided herein, with the option to renew for a period of up to three (3) years.

1.5 Solicitation Conflicts and Order of Precedence

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-027-25 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).

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

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/

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 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.

mailto:bpcreporting@flhsmv.gov

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

2.12 Cooperation with the Inspector General

The Contractor shall cooperate and ensure that its subcontractors, if any, 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 of one percent (1.00%) of the total amount of the payments received from the State or Eligible Users, 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) version 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 per mile cost in each yellow cell of ATTACHMENT E, PRICE SHEET below the words “Cost per mile per vehicle”. Failure to provide a cost per mile per vehicle for the Vehicle Transport Services in each yellow cell of the Price Sheet may deem the Price Sheet non-responsive.

Bidders do not have to provide pricing for both tabs (vehicle types), a Bidder may choose standard vehicles only, armored vehicles only or both. However, if bidding for standard vehicles, the Bidder must be able to transport up to seven (7) vehicles in a single trip, providing per mile cost for smaller quantities only is not acceptable.

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, Unit Prices submitted by the Bidder will be used to determine the “Total Vehicle Transport Price” for that Bidder, unless determined otherwise by the Department.

The “Total Vehicle Transport Price” 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. 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.)

E. 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 non–responsive.

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

The Contractor may, only with prior written consent of the Department, enter into written subcontracts for the provision of goods or services, as indicated in this ITB.

Anticipated subcontract agreements known at the time of bid submission, and the amount of the subcontract, must be identified in the bid. If a subcontract has been identified at the time of bid submission, a copy of the proposed subcontract must be submitted.

No subcontract, which the Contractor enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the Contractor of any responsibility for the performance of its duties.

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 027-25 – OFFICIAL BID and company name and sent to the Procurement Officer below:

Katie Downey, FCCM Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3198 KatieDowney@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 mailto:KatieDowney@flhsmv.gov mailto:Purchasing@flhsmv.gov

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 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 (Excel and PDF versions);

• ATTACHMENT F, BIDDER QUALIFICATION QUESTIONS;

o Bidders will complete, sign, and submit ATTACHMENT F, BIDDER QUALIFICATION QUESTIONS, attached hereto and made a part of this ITB, with the bidder’s bid submittal. Responses provided will not result in rejection of the bid. The Department reserves the right to verify the Bidder’s status for any of the Bidder Qualification Questions;

and o 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.

• ATTACHMENT G, SUBCONTRACTOR UTILIZATION FORM

• 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).

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.

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 each 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:

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

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

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 https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/ https://flvendor.myfloridacfo.com/ForeignVendors.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace

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.

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 a contract for each of the vehicle types in the ITB, being standard vehicles and armored vehicles, to the responsible and responsive Bidder that submits a responsive bid with the lowest “Grand Total Price” for that vehicle type, as shown on ATTACHMENT E, PRICE SHEET. If a single vendor is 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 the lowest bidder for both vehicle types, then a single contract will be entered into with that vendor for all the contract work.

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 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-027-25 Attachment A, Page 1 of 1

ATTACHMENT A

CALENDAR OF EVENTS

FLHSMV-ITB-027-25 Vehicle Transport Services

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) or as modified in an addendum, as applicable. The Department will not consider late submittals.

ACTIVITY DATE/TIME LOCATION

Solicitation Issued by the Department September 16, 2024

Electronically Posted Vendor Information Portal

Deadline for Receipt of Written Inquiries

September 23, 2024 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.

KatieDowney@flhsmv.gov and purchasing@flhsmv.gov

Anticipated Date for Department Responses to

Contractor Questions October 1, 2024*

Electronically Posted Vendor Information Portal

Deadline for Receipt of Bids October 15, 2024, at

2:00 P.M. ET

By Electronic Mail to:

KatieDowney@flhsmv.gov and purchasing@flhsmv.gov

Opening of Bids October 15, 2024, 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 October 22, 2024*

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:KatieDowney@flhsmv.gov file://kirkman-files/DAS-Groups$/Solicitations/2024%20Procurements/047-24%20ITB%20FHP%20DUI%20Trailers/1%20-%20Solicitation/purchasing@flhsmv.gov https://vendor.myfloridamarketplace.com/ mailto:KatieDowney@flhsmv.gov file://kirkman-files/DAS-Groups$/Solicitations/2024%20Procurements/047-24%20ITB%20FHP%20DUI%20Trailers/1%20-%20Solicitation/purchasing@flhsmv.gov

ATTACHMENT B

SCOPE OF WORK

FLHSMV-ITB-027-25 Page 1 of 18

1.0 Background

The Department of Highway Safety and Motor Vehicles (Department), for its division of the Florida Highway Patrol (FHP) is issuing this Invitation to Bid (ITB) to establish a contract with a transportation and logistics company to transport motor vehicles utilizing car hauling trailers/open car carrier trailers to various locations throughout the state of Florida.

2.0 Services to be Provided by the Contractor

The Contractor shall safely and professionally transport all vehicles on car hauling trailers/open car carrier trailers capable of hauling multiple vehicles (up to 7) at once as requested by the Department, and shall complete the following tasks and deliverables for the transportation services required under the contract:

A. The Contractor shall provide all labor, materials and equipment needed for successful completion of the following requirements. The cost shall include all labor, transportation of the vehicles, and all necessary equipment.

B. The Contractor will pick up vehicles from FHP Central Installation Facility (CIF) or other location on an as needed basis and transport them on car hauling trailers/open car carrier trailers to the designated location(s). The vehicles are only to be driven during loading and unloading. Upon completion of work, the vehicles will be returned to the CIF or other location(s) depending upon Department needs.

C. The Department may request transportation of Mine Resistant Ambush Protected (MRAP) vehicles or Armored vehicles (Bearcat) for emergency response throughout the state of Florida on a low-boy hauler or other carrier/trailer as needed. The Contractor shall prioritize FHP requests for transportation of these vehicles during emergency situations.

D. The Contractor shall be in compliance with federal and state laws, rules and regulations and possess all mandatory license(s), permit(s) and certification(s) required to complete the services under this Contract.

E. The Contractor will assume full liability and responsibility for all vehicles, and their contents, placed in its custody by FHP under this contract.

F. Ensuring adequate precautions are taken to ensure vehicles/equipment to be transported, and any other property, are not damaged during the pickup, transport, FLHSMV-ITB-027-25 Page 2 of 18 and delivery process. The Contractor is fully liable for any damage during transport including lost or stolen vehicles/equipment.

G. Contractor’s vehicles/equipment must clearly and permanently display the Contractor’s company logo, name, address, and phone number. Magnetic signs are not permitted under this Contract.

2.1 Pick up/Delivery Locations

A. The Central Installation Facility is located at:

Florida Highway Patrol Central Installation Facility 3646 County Road 220, Middleburg, Florida 32068-3831

(904) 406-6407

B. Some examples of the most common delivery/pick up locations are listed below:

C. The (MRAP) vehicles (currently 3) or Armored vehicles (Bearcat) (currently 1) are located throughout the regions (North, Central or South) of the state of Florida.

2.2 Types of Vehicles

The types of FHP vehicles that will be transported are sedan’s, standard utility vehicle (SUV) and trucks. Other vehicles may include (MRAP) vehicles or Armored vehicles (Bearcat) during emergencies as requested by the Department.

2.3 Estimated Quantities

The Department intends to transport approximately one hundred to two hundred (100-

200) FHP vehicles annually. The estimated quantities are subject to change depending on the legislatively approved budget and Department needs. The Contractor should be prepared therefore, to provide increased or decreased numbers of items during any contract year.

FROM (Vehicle Origin): DELIVER TO: APPROXIMATE MILEAGE (one-way)

Central Installation Facility Milton, FL 260 miles Stuart, FL 340 miles Tampa, FL 188 miles

FLHSMV-ITB-027-25 Page 3 of 18

2.4 Staffing

A. The Contractor must employ trained, licensed and certified personnel to perform timely completion as indicated in this Scope of Work, prior to execution of the Contract. All certifications must remain current during the entire Contract term for all personnel.

B. Prior to Contract execution and upon the Department request, the Contractor must provide documentation regarding the experience, licenses, and certifications, or other industry recognized certifications for all personnel providing services to the

C. The Contractor must appoint a single point of contact, specifically assigned to this

Contract, who will be respond to FHP inquires regarding any matter related to performance of the Contract. The Contractor must notify the Contract Manager prior to removing or changing the Contractor Representative.

2.5 Scheduling

A. Upon the Department’s request, the Contractor is responsible for scheduling, vehicle pick-up and delivery, during normal business hours 8:00 A.M. to 4:30 P.M., Eastern Standard Time, Monday through Friday, excluding state holidays and Force Majeure events, by coordinating with the CIF authorized representative to ensure staff will be available.

B. Any requests for vehicle pick-up and delivery outside of normal business hours must be submitted in writing, electronically, at least twenty-four (24) hours prior to the proposed date and time or upon immediate request by the Department for emergency purposes.

C. Each response to a vehicle pick-up and delivery request shall include the name, and business name (if subcontracted), of the authorized personnel picking up or delivering the vehicle(s).

D. The Contractor shall notify the CIF authorized representative or other designee of any change in the authorized personnel responsible for each approved pick-up or delivery.

E. Contractor must call or email the CIF authorized representative or other designee ahead of time to arrange the pick-up time and delivery time.

FLHSMV-ITB-027-25 Page 4 of 18

F. Contractor must pick-up and transport the vehicles on car hauling trailers/open car carrier trailers or low-boy hauler or other carrier/trailer as needed to the requested location(s). Any unforeseen circumstances that would interfere with meeting the timeline should be timely communicated to the Contract Manager.

G. Contractor must handle the vehicle keys as advised by the Department, ensuring all radios, ac, fan, etc., have been turned off to preserve the battery.

2.6 Transportation

The Contractor is responsible for all transportation (pick-up, delivery and return) of the vehicles.

For the purposes of this ITB, authorized transportation includes the distance traveled to transfer/transport vehicles on car hauling trailers/open car carrier trailers or low-boy hauler or other carrier/trailer as needed directly to and from the Central Installation Facility and designated fleet installation facility, or other locations determined by the Department based on needs and as required for the pick-up and delivery of the vehicles.

A. All costs associated with transportation shall be included in the per mile per vehicle price provided in the Contractor’s bid submission.

B. Contractor’s vehicles/equipment must clearly and permanently display the

Contractor’s company logo, name, address, and phone number. Magnetic signs are not permitted under this Contract.

C. Only individuals with a valid driver’s license to operate a vehicle in the state of Florida shall be permitted to transport vehicles owned and/or maintained by the FHP. No smoking is allowed in the vehicles at any time.

D. The Contractor shall document the year/make/model, Vehicle Identification Number (VIN), color, tag number, odometer reading in/out and appropriate dates for each vehicle by using the Vehicle Log (EXHIBIT 1).

E. The Contractor shall provide the name of the authorized personnel that is scheduled to pick-up or deliver the vehicle(s) to the designated CIF authorized representative. The Contractor’s authorized personnel are required to possess state issued driver license (s)/identification card(s) while transporting any FHP

FLHSMV-ITB-027-25 Page 5 of 18 vehicle and shall present their ID to the designated Department representative upon pick-up/delivery of FHP vehicles or as requested.

F. It is the responsibility of the Contractor to inspect vehicles to ensure no damage occurs during transport. Risk or loss or damage to all vehicles shall be the responsibility of the Contractor until accepted by the Department. If applicable, the Contractor shall be responsible for filing, processing, and collecting all damage claims with any freight carrier(s) utilized.

G. Equipment/vehicles moved without proper documentation shall be at the expense of the Contractor.

2.5 Completion Time

The start of work begins when the vehicles are accepted by the Contractor. The Contractor shall prioritize FHP vehicles due to time sensitivity.

The Contractor shall provide detailed justification for time extension request. The Contractor shall provide FHP updated delivery or pick-up dates or location(s), including the estimated time of completion. Unless otherwise agreed to in writing by the Department.

If the Department determines that the…