FLHSMV-ITB-032-24 UNIFORM APPAREL.pdf

FLHSMV-ITB-032-24

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

September 11, 2023

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

Solicitation Number: FLHSMV-ITB-032-24

Title of Bid (items solicited): Uniform Apparel

Commodity Code(s): 53102700 - Uniforms

53100000 – Clothing 53101502, 53101504 – Men’s/Women’s slacks or trousers or shorts 53101600 – Shirts and blouses

Date and Time Bids are Due: October 17, 2023 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

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 A – Men’s and Women’s Polo Logo Application Measurements EXHIBIT B – Men’s and Women’s Oxford Work Shirt Logo Application Measurements EXHIBIT C – FLOW Logo (For Dark Shirts) EXHIBIT D – FLOW Logo EXHIBIT E – FLHSMV Logo (Dark) EXHIBIT F – FLHSMV Logo

ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D - BIDDER INFORMATION FORM

ATTACHMENT E - PRICE SHEET

ATTACHMENT F - BIDDER QUALIFICATION QUESTIONS

ATTACHMENT G - REQUIRED CERTIFICATIONS

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 and samples, required pursuant to ATTACHMENT B, SCOPE OF WORK, Section 5.0, Bid Samples, must be submitted via U.S. Mail or common carrier shipping service. Allow additional time for handling of the required samples by U. S.

Mail or common carrier shipping services. Late bids will not be opened 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) to obtain competitive bids for the purchase and delivery of uniform apparel, 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 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. Embroidered Logos: Logos created by the Department and supplied to the

Awarded Contractor to be embroidered onto specific uniform apparel items.

G. ITB: Invitation to Bid.

H. 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.

I. 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.)

J. State: State shall be synonymous with the Florida Department of Highway

Safety and Motor Vehicles.

K. Uniform Apparel: Clothing items to be purchased under this bid that are uniform in manufacture and appearance, to include: polo shirts, oxford work shirts, work pants, coveralls, low-profile caps, and rain parkas.

L. 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:

Joley Owens, 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 850-617-3198 JoleyOwens@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 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:JoleyOwens@flhsmv.gov 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 up to 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 of up to three (3) years.

1.5 Renewal(s)

Renewal may be structured as a single 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

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

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

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- 032-24 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 VBS, 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/

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, Minority and Service-Disabled Veteran Business Enterprise Report , below.)

2.8 Monthly Certified Business Enterprise Report

A. The Contractor shall provide to 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 MBE DV 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 mailto:bpcreporting@flhsmv.gov 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 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 (1.0%) 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 utilize the Excel spreadsheet located in the VIP advertisement for their calculations. The Bidder must print, sign, and submit a hardcopy of ATTACHMENT E, PRICE SHEET incorporated into this ITB, to be considered for award. ALL BIDS AND REQUIRED BID DOCUMENTS MUST BE SUBMITTED VIA MAIL or COMMON CARRIER SHIPPING SERVICE TO THE PROCUREMENT

OFFICER IDENTIFIED IN SECTION 1.3 AND SECTION 4.2.

A. The Bidder shall provide a Unit Price(s) in each yellow cell of ATTACHMENT

E, PRICE SHEET below the words “Unit Price”. Failure to provide a Unit Price in a yellow cell of the Price Sheet may deem the Price Sheet 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, Unit Prices submitted by the Bidder will be used to determine the “Initial Term Subtotal”, “Renewal Term Subtotal”, and “Grand Total Price” for that Bidder, unless determined otherwise by the Department.

The “Initial Term Subtotal”, “Renewal Term Subtotal”, and “Grand Total 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. 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, 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 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, 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 U.S. Mail or common carrier shipping service:

4.1.1 A hard 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 U.S. Mail or by carrier shipping service 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.

The ORIGINAL BID SUBMITTAL and the REDACTED BID SUBMITTAL (if applicable) must be included with the samples required to be submitted pursuant to ATTACHMENT B, SCOPE OF WORK, Section 5.0, Bid Samples. The bid submittal must contain the solicitation number FLHSMV-ITB 032-24 on all packages and sent to the Procurement Officer below:

Joley Owens, FCCM Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 2900 Apalachee Parkway, MS 31 Office Location B410-F Tallahassee, FL 32399-0500 850-617-3198

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 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 mailed 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;

• 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, REQUIRED CERTIFICATIONS.

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

A sample of each item listed in ATTACHMENT B, SCOPE OF WORK, Section 5.0., Bid Samples, must be submitted to the Procurement Officer listed in Section 1.3, Procurement Officer, via U. S. Mail or common carrier shipping service. If samples are not received by the date listed in ATTACHMENT A, CALENDAR OF EVENTS, the Bidder’s bid submittal may be deemed non-responsive.

4.6 Contractual Submissions

A Bidder’s bid submittal, together with the samples required in ATTACHMENT B, SCOPE OF WORK, Section 5.0, Bid Samples, 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:

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

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

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 certify in writing, annually, using ATTACHMENT G, REQUIRED CERTIFICATIONS, that its company is not engaging in a boycott of Israel, in accordance with s. 287.135(5), F.S.

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 https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace preference to a Vendor based on the Vendor’s social, political, or ideological interests.

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 “Grand Total 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 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-032-24, Attachment A, Page 1 of 1

ATTACHMENT A

FLHSMV-ITB-032-24 UNIFORM APPAREL

CALENDAR OF EVENTS

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 11, 2023

Electronically Posted Vendor Information Portal

Deadline for Receipt of Written Inquiries

September 19, 2023, at 3:00 P.M., Eastern Time

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

JoleyOwens@flhsmv.gov

Anticipated Date for Department Responses to

Contractor Questions September 26, 2023*

Electronically Posted Vendor Information Portal

Deadline for Receipt of Bids and Required Samples

(per ATTACHMENT B, Scope of Work, Section 5.0, Bid Samples)

October 17, 2023, at 2:00 P.M., Eastern Time

Joley Owens, FCCM Bureau of Purchasing and Contracts

Florida Department of Highway Safety and Motor Vehicles

Neil Kirkman Building, Mail Station 31 Office Location B410-F

2900 Apalachee Parkway Tallahassee, Florida 32399-0500

850-617-3198

Opening of Bids October 17, 2023, at 2:30 P.M., Eastern Time

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Anticipated Posting of Notice of Intent to Award October 30, 2023*

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:JoleyOwens@flhsmv.gov

ATTACHMENT B

SCOPE OF WORK

FLHSMV-ITB-032-24 Page 1 of 22

1.0 Background

The Department of Highway Safety and Motor Vehicles (Department), Division of Motorist Services is issuing this Invitation to Bid (ITB) to establish a contract for uniform apparel.

2.0 Services and Products Provided by the Contractor

The Contractor shall provide to the Department uniform apparel to be utilized by staff in the Division of Motorist Services. All items shall be provided in accordance with the terms and conditions of this ITB, and as outlined in Section 2.1, Technical Specifications. The Contractor shall be responsible for reading and understanding the specifications for each uniform apparel item and must comply with the specifications as written. Subcontracting is not permitted.

All clothing items described as “men’s” shall be cut and fitted to industry standards typical to the male anatomy; all clothing items described as “women’s” shall be cut and fitted to industry standards typical to the female anatomy. All items shall be finished in a manner that ensures a professional appearance: seams should not easily spread or come apart, threads should not be loose or easily pulled, or if loose, should not impact stitching or seams when pulled, buttons should securely fasten, zippers should work as intended, material should not be see-through when worn1, color should be uniform throughout the clothing item (e.g., no faded, white, or other discernable areas), seams should be straight, hems should lay flat, unless intended to be rolled, sleeve length should be even when shirt is laid flat, and sizing should be accurate when compared to industry sizing charts.

The Contractor(s) will be provided with two (2) department-issued logos, each with three

(3) versions to be embroidered on light, dark, and red apparel. Logos are to be embroidered on designated apparel items (e.g., shirts, caps) as specified in Section 2.1, Technical Specifications, at no additional charge to the Department. Logo embroidery is to be included in the cost of each item on ATTACHMENT E – PRICE SHEET of the ITB.

Logo personalization shall be located as indicated in Exhibits A and B. Logo placement may differ depending on size of apparel but should be as close to the Department’s specifications as possible. Logos on caps shall be placed on the front, center, above the bill. Logos shall be produced in a workmanlike manner, in the sizes indicated in Exhibits C, D, E, and F with tight threading. There shall be no loose, broken, or separated threads, and lettering shall be straight and clearly readable.

1 Clothing items through which undergarments, undershirts, bare skin, etc., can be seen shall be considered see-through.

FLHSMV-ITB-032-24 Page 2 of 22

2.1 Technical Specifications

The specifications for uniform apparel are indicated below:

1. Polo Shirts: standard short sleeve. Men’s three (3) button, collared shirt and women’s V-neck, available in men’s sizes XS – 6XL and women’s sizes XS- 4XL, fabric must be 100% polyester, moisture wicking, shrink, pill and fade resistant, wrinkle resistant, and available for logo personalization. All models/sizes must be available in the following colors: royal blue, black, burgundy, dark green, red, maroon, pink, light gray, navy blue, and white.

2. Oxford Work Shirts: standard short-sleeve and long-sleeve men’s and women’s shirts, available in sizes XS – 6XL, button down collar; fabric must be made of a cotton-poly blend and must be stain, pill and wrinkle-resistant.

All models/sizes must be available for logo personalization; and available in the following colors: white, black, light gray, light blue, royal or cobalt blue.

3. Coveralls: standard long-sleeve, unisex coveralls, available in sizes S – 5XL.

Fabric must be made of cotton twill, heavy-duty, stain and fade resistant, available for logo personalization, and must be available in the following color for all sizes: navy blue. If coverall is provided with zipper, it must be made of durable metal construction. If buttons or snaps are provided, they must be heavy-duty and durable.

4. Cargo Pants2: men’s and women’s pants, available in all standard and plus sizes, self-adjusting waist, hemmed. Fabric must be water, stain, pill and fade resistant, 65% polyester, 35% cotton, zipper must be metal. All models/sizes must be available in the following color: navy blue.

5. Waterproof rain jacket/parka: unisex long-sleeve hooded parka, available in sizes XS-5XL. Fabric must be nylon, 100% waterproof, must have sealed seams, and must be available for logo personalization. Must be available in all sizes in the following color: navy blue.

6. Low-Profile Cap: unisex low-profile baseball-style cap, standard bill, cotton/polyester blend fabric with slide buckle adjustment, lightweight, available for logo personalization, and available in the following colors: navy blue.

2 All pants described in Section 2.1 shall be provided in standard inseam lengths appropriate to the size increments and genders indicated in these specifications.

FLHSMV-ITB-032-24 Page 3 of 22

3.0 Discontinued/Unavailable and Substitute Uniform Apparel

1. Discontinued/Unavailable Apparel

The Contractor shall notify the Department, as soon as possible in writing, of the discontinuation or unavailability of any uniform apparel item provided under the contract, whether due to discontinuance by the manufacturer or distributor, or for any other reason. This notification shall include, but not be limited to:

a) Discontinued/unavailable uniform apparel description, brand and item number;

b) Copy of any notification the Contractor received from the manufacturer or distributor, etc., of the discontinuance/unavailability;

c) If unavailable, anticipated date of availability; and

d) Description, brand and item number of the proposed alternate uniform apparel item.

A sample of the proposed alternate uniform apparel item(s) shall be provided, at Contractor’s expense, within ten (10) days of notice of discontinuance/unavailability, to the Department’s Contract Manager. The proposed alternate uniform apparel item(s) shall meet or exceed the specifications applicable to the original specified uniform apparel item(s).

Proposed alternate items shall be offered at the same or lower pricing as the Contractor’s bid price(s), outlined in ATTACHMENT E – PRICE SHEET.

Should the proposed alternate uniform apparel item(s) be available for purchase on the open market (as determined by the Department’s Contract Manager) at a price lower than the Contractor’s proposed price, the Contractor shall provide the alternate uniform apparel item(s) to the Department at the lower price.

The Department’s Contract Manager will notify the Contractor of its approval or disapproval in writing of any proposed alternative uniform apparel item(s) after the information and samples have been thoroughly reviewed by the Department. Written approval of the proposed alternate uniform apparel item(s) shall be considered an amendment to the contract, although acceptance and enactment of these changes will not require execution of an amendment document. The written approval shall be considered by the parties to have the same force and effect as if the proposed alternate item(s) was/were originally included in the Contract.

FLHSMV-ITB-032-24 Page 4 of 22

2. Substituted Apparel Item(s)

If the proposed alternate replacement item is not deemed by the Department to be an equivalent item (i.e., does not meet the contract specifications), but an equivalent is otherwise not available, the Department reserves the right to do any or all of the following: declare the Contractor in breach and permit a time certain in which the Contractor shall provide an acceptable substitute item;

terminate the contract; impose financial consequences as provided in Section 12.0, Performance Standards and Financial Consequences in Section 13.0, General Financial Consequences; and/or negotiate the specifications and pricing of the substitute uniform apparel item(s) being offered and accept or reject the item(s) with reasons for rejection stated. If the Department accepts any or all items being offered as substitutes, the substitute item shall be fully described in an Addendum which shall be incorporated into the contract or purchase order via a contract amendment or a versioned purchase order.

3. Alternate or substitute uniform apparel provided to the Department, without prior written approval by the Contract Manager is prohibited and will be returned to the Contractor at Contractor’s expense. In addition, such action will subject the Contractor to liquidated damages as provided in Section 12.0, Performance Standards and Financial Consequences and/or termination of the contract.

4.0 Uniform Orders

1. Ordering System

The Contractor must operate and maintain a web-based uniform ordering system, which includes a complete catalog of all required items identified in this ITB. The Contractor’s order website shall have a punch-out or user-friendly selection format to include the minimum following features:

a) Uniform style or article by item number

b) Color selection

c) Size selection

d) Logo embroidery selection

e) Quantity, item count total

f) Dollar amount line total and order dollar grand total

g) Notes and comments field entry

h) Purchase order field entry

i) Shipping and billing address and contact field entry

FLHSMV-ITB-032-24 Page 5 of 22

j) Provide order…