FLHSMV-ITB-034-22 NKB SIGNAGE.pdf

FLHSMV-ITB-034-22, Page 1 of 17

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

April 14, 2022

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

Solicitation Number: FLHSMV- ITB-034-22

Solicitation Title: Department of Highway Safety and Motor Vehicles Neil Kirkman Building Signage

Commodity Code(s): 55120000 Signage and accessories

55121700 Signage 55121721 Signage Characters

Date and Time Bids are Due: May 4,2022 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.

FLHSMV-ITB-034-22, Page 2 of 17

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

4.8.1 Florida Department of State Registration

4.8.2 Florida Substitute Form W-9 Process

4.8.3 MyFloridaMarketPlace Registration

4.8.4 Scrutinized Companies and Prohibited Business Activities

4.8.5 Florida Preference

5.0 Award Methodology

5.1 Basis of Award

5.2 Identical Bids

5.3 Posting of Agency Decision

FLHSMV-ITB-034-22, Page 3 of 17

5.4 Contractual Submissions

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

ATTACHMENT B – EXHIBIT 1 – NKB SIGNAGE

ATTACHMENT B – EXHIBIT 2 - STATE OF FLORIDA SEAL AND FLORIDA HIGHWAY PATROL

LOGO COLORS

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – BIDDER INFORMATION FORM

ATTACHMENT E – PRICE SHEET

ATTACHMENT F – BIDDER QUALIFICATION QUESTIONS

ATTACHMENT G – CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LIST

ATTACHMENT H – REQUIRED CERTIFICATIONS

FLHSMV-ITB-034-22, Page 4 of 17

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. Allow additional time for handling by postal or shipping services. Regardless of submittal method utilized, late bids will not be opened and will be rejected. In addition, faxed or emailed bid submittals are not allowed and will not be accepted.

FLHSMV-ITB-034-22, Page 5 of 17

1.0 Purpose and General Overview

1.1 Purpose

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this Invitation to Bid (ITB) to establish a contract to provide the installation of new signage and removal of existing signage at the Neil Kirkman Building, 2900 Apalachee

Parkway, Tallahassee, Florida 32399, as 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. Awarded Contractor (also referred to as “Successful Vendor” or “Vendor”):

The party selected for award under this ITB, with whom the Department intends to enter into a formal contract document.

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

D. Confidential Information: Data, material and information deemed “exempt” or

"confidential" by the Florida Public Records Law, Chapter 119, F.S., or any other provision of the F.S., or Article I, Section 24, Florida Constitution, or as identified by

Federal law, or as identified by the Department. For purposes of this ITB and resulting contract, reference to Confidential Information includes personal identification information, such as Social Security Number, address, or Contractor’s trade secret information.

E. Contract: A formal purchasing document that contains or incorporates the terms and conditions that apply to the purchase to be made pursuant to this ITB, executed between the Department, and awarded Contractor. 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.)

F. Contractor: The party selected for award under this ITB, with whom the Department intends to enter into a formal contract document. Also referred to as “Vendor”.

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

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

FLHSMV-ITB-034-22, Page 6 of 17

I. ITB: Invitation to Bid.

J. 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. 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.)

K. Subcontractor: Any person, other than an employee of the Contractor, who performs any of the services listed in this solicitation for compensation paid by the

Contractor. See solicitation to determine whether subcontracting is permitted.

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 the 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:

Mina Barekat, CPM, CSM, FCCN, 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 MinaBarekat@flhsmv.gov

Subsection 287.057(23), 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 in effect upon issuance of the purchase order, or a contract signed by both parties, whichever is earlier through August 31, 2022, inclusive.

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:MinaBarekat@flhsmv.gov

FLHSMV-ITB-034-22, Page 7 of 17

The term shall be as specified on the Purchase Order issued pursuant to this ITB, unless terminated earlier by the Department under the terms provided herein, subject to annual appropriation by the State Legislature (See, subsection 287.057(13), F.S.

The Department will issue a purchase order to the successful Bidder in order to enter the purchase into the state’s accounting and purchasing databases. The Department may also require the successful Bidder to execute a formal contract document that will be incorporated in and attached to the purchase order.

The Department is requesting the work to be finished and completed by August 31st.

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. ITB Addenda, in reverse order of issuance;

B. ITB, including all Attachments;

C. General Contract Conditions (PUR 1000);

D. General Instructions to Respondents (PUR 1001); and E. Contractor’s submitted bid.

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 section 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 the

ATTACHMENT A, CALENDAR OF EVENTS. Questions must reference FLHSMV-ITB-

034-22 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 ATTACHMENT A, 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

FLHSMV-ITB-034-22, Page 8 of 17

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, time indicated in the 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 Minority and Service-Disabled Veteran Business Enterprise Report

A. The Contractor shall provide to the Department a monthly Minority and Service-Disabled

Veteran Business Enterprise Report. The monthly report shall summarize the

FLHSMV-ITB-034-22, Page 9 of 17 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 Minority and Service-Disabled

Veteran Business 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 (for whatever reason), the

Contractor shall still send an e-mail to the address identified above stating that there is no information to report for the previous month.

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

2.9 Non-Exclusive Rights

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

2.10 Bid Tenure

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

2.11 Accessibility for Disabled Persons

If special 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.

mailto:bpcreporting@flhsmv.gov

FLHSMV-ITB-034-22, Page 10 of 17

2.13 MyFloridaMarketPlace Transaction Fee

The Florida Department of Management Services (DMS) has instituted

MyFloridaMarketPlace, a statewide eProcurement System. Pursuant to subsection

287.057(22), F.S., all payments shall be assessed a Transaction Fee (see, statutory section for fee amount), which each Contractor shall pay to the state of Florida, unless exempt pursuant to Rule 60A-1.031, Florida Administrative Code (F.A.C.).

For payments within the state accounting system (FLAIR or its successor), the Transaction

Fee shall, when possible, be automatically deducted from payments to the Contractor. If automatic deduction is not possible, each Contractor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, a Contractor certifies their correctness. All such reports and payments shall be subject to audit by the state or its designee.

Each Contractor shall receive a credit for any Transaction Fee paid by the Contractor for the purchase of any item(s) if such item(s) are returned to the Contractor through no fault, act, or omission of the Contractor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor’s failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the

Contractor in default and recovering reprocurement costs from the Contractor in addition to all outstanding fees. CONTRACTORS DELINQUENT IN PAYING TRANSACTION FEES

MAY BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE.

3.0 Bid Instructions

3.1 Price Sheet Instructions

The Bidder must submit by EMAIL a completed electronic copy (Excel) and a signed pdf copy of 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 rate in each yellow cell of the Price Sheet, including the initial and renewal Contract term. Failure to provide a price in a yellow cell 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 Total Price for that Bidder, unless determined otherwise by the Department.

Price(s) 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.

FLHSMV-ITB-034-22, Page 11 of 17

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.)

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 which 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

FLHSMV-ITB-034-22, Page 12 of 17 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:

4.1.1 An electronic copy of the original bid (marked “Original Bid”), and a redacted copy

(marked “Redacted Copy”), if applicable (see, subsection 4.4 Redacted Submissions, below).

The software used to produce the electronic files must be Microsoft Word 2010 and/or

Excel 2010 or later for ATTACHMENT E, PRICE SHEET. These electronic files 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 688.002, 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, the Department will provide a copy of the original submittal upon any public records request.

4.2 Delivery of Bid Submittal

All bids shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in Section 1.3, Procurement Officer and below, and must be received by or before the date and time indicated in the ATTACHMENT A, CALENDAR OF EVENTS. The

Department will not consider late bids. Bidders are advised to examine their bids carefully

FLHSMV-ITB-034-22, Page 13 of 17 and to ensure all mandatory requirements are met and 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 034-22 – OFFICIAL BID and company name and sent to the Procurement Officer below:

Mina Barekat, CPM, CSM, FCCM, FCCN Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0500 850-617-3198 MinaBarekat@flhsmv.gov and Purchasing@flhsmv.gov

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 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 mailto:MinaBarekat@flhsmv.gov mailto:Purchasing@flhsmv.gov https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITB-034-22, Page 14 of 17 redacted portions of its bid submittal are confidential, proprietary, trade secret or otherwise not subject to disclosure.

By submitting a response, 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 response 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 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 Vendor’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:

A. ATTACHMENT D, BIDDER INFORMATION FORM;

B. ATTACHMENT E, PRICE SHEET;

C. 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. Bids 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 4.8.5, Florida Preference, below.

D. ATTACHMENT G- CONTRACTOR CERTIFICATION SCRUTINIZED

COMPANIES LIST;

E. ATTACHMENT H - REQUIRED CERTIFICATIONS;

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

4.6 Contractual Submissions

A Bidder’s bid submittal to this solicitation 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.

FLHSMV-ITB-034-22, Page 15 of 17

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

The following documents and/or requirements are to be completed and submitted upon notice of award and prior to contract execution:

4.8.1 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 section 607.1503(1), F.S., from the

Florida Department of State, Division of Corporations, to transact business in the state of Florida. The Proposer agrees to attain such authorization, if applicable, within seven (7) business days of notice of award, should the Proposer be awarded the contract. Website: https://dos.myflorida.com/sunbiz/.

4.8.2 Florida Substitute Form W-9 Process

Proposers must register and complete an electronic Substitute Form W-9. The

Internal Revenue Service (IRS) receives and validates the information Proposers provide on the Form W-9. For instructions on how to complete the Florida Substitute

Form W-9, please visit:

http://www.myfloridacfo.com/Division/AA/StateAgencies/W- 9Instructions022212.pdf

Foreign Proposers, please visit:

https://flvendor.myfloridacfo.com/ForeignVendors.pdf

If not already on file, the awarded Proposer (if this solicitation results in an award), must have completed this process within seven (7) business days of notice of award.

4.8.3 MyFloridaMarketPlace Registration

Each Proposer 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 Proposer not currently registered in the MyFloridaMarketPlace system must do so within five (5) days of notice of award. Information regarding the registration process is available, and registration may be completed, at the

MyFloridaMarketPlace website link available under Contractors at:

https://dos.myflorida.com/sunbiz/ http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf https://flvendor.myfloridacfo.com/ForeignVendors.pdf

FLHSMV-ITB-034-22, Page 16 of 17 https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridam arketplace.

Prospective Contractors 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 360, Tallahassee, Florida

32399.

4.8.4 Scrutinized Companies and Prohibited Business Activities

Contractor Certification Regarding Scrutinized Companies List – the prospective Contractor shall complete and sign ATTACHMENT G - CONTRACTOR

CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS, in accordance with section 287.135(5), 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 certify in writing, annually, using

ATTACHMENT G – CONTRACTOR CERTIFICATION REGARDING

SCRUTINIZED COMPANIES LIST that its company is not engaging in a boycott of

Israel, in accordance with section 287.135(5), F.S.

4.8.5 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 of State of Florida, a five percent (5%) price preference shall be awarded to Bidder 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 ATTACHMENT A, CALENDAR OF

EVENTS.

5.0 Award Methodology

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

FLHSMV-ITB-034-22, Page 17 of 17

5.1 Basis of Award

A. The Department intends to award to the one (1) responsible and responsive Bidder that submits the responsive bid with the lowest Total Price shown on Attachment E, the Price

Sheet.

B. The Department reserves the right to award as determined to be in the best interest of the state, and to accept or reject any and all offers, 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 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):

A. The response is from a Florida-domiciled entity, as determined by the Department of

State.

B. 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).

5.3 Posting of Agency Decision

The Department will post an Agency Decision (AD), stating its intent to enter into multiple contracts, on the VIP website https://vendor.myfloridamarketplace.com/

The AD will remain posted for a period of seventy-two (72) hours, not including weekends or state-observed holidays. Failure to file a protest within the time prescribed in section

120.57(3), 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.

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.

5.4 Contractual Submissions

A Bidder’s bid submittal to this solicitation 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.

FLHSMV-ITB-034-22, Attachment A, Page 1 of 1

ATTACHMENT A

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

April 14, 2022 Electronically Posted

Vendor Information Portal

Deadline for Receipt of Written Inquiries

April 19, 2022, 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.

MinaBarekat@flhsmv.gov

Anticipated Date for Department Responses to Contractor Questions

April 25, 2022* Electronically Posted

Vendor Information Portal

Deadline for Receipt of Bids

May 4, 2022 at 2:00 P.M., Eastern Time

Department of Highway Safety and Motor Vehicles

Neil Kirkman Building 2900 Apalachee Parkway, MS# 31

Tallahassee, FL 32399-0500

Opening of Bids May 4, 2022 at 2:30 P.M., Eastern Time

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

625-608-165

Anticipated Posting of Notice of Intent to Award

May 10, 2022*

Electronically Posted Vendor Information Portal

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

Note: 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/ mailto:MinaBarekat@flhsmv.gov

FLORIDA

HIGHWAY SAFETY

AND

MOTOR VEHICLES

N E I L K I R K M A N B U I L D I N G

FLHSMV-ITB-034-22

ATTACHMENT B

EXHIBIT 1

NKB SIGNAGE

PANTONE 201 CVPANTONE 123 CV 80% PANTONE 471 CV

PANTONE 469 CV

PANTONE 471 CV 65%

PANTONE 115 CV

PANTONE 291 CV

"CV" = computer video. This designation is used to denote that a color is an electronic simulation of a PANTONE Color. It is used in older versions of software applications that license PANTONE Colors, e.g., Adobe Illustrator, Macromedia FreeHand, QuarkXPress, Adobe Photoshop, etc.

PANTONE 150 CVPANTONE 343 CVPANTONE 285 CV

FLHSMV-ITB-034-22

ATTACHMENT B

EXHIBIT 2

STATE OF FLORIDA SEAL AND FLORIDA HIGHWAY PATROL LOGO COLORS

ATTACHMENT B

SCOPE OF WORK

FLHSMV-ITB-034-22, ATTACHMENT B, Page 1 of 11

1.0 Background/Purpose

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this

Invitation to Bid (ITB) to establish a contract to provide the fabrication, supply of materials and installation of new signage and removal of existing signage, as described more fully herein.

2.0 General Specifications

The Contractor shall provide the installation of new signage and removal of existing signage at the Department’s headquarters located at:

Neil Kirkman Building (NKB) 2900 Apalachee Parkway, Tallahassee, Florida 32399-0500

The Contractor shall fabricate, prepare installation area, and install new signage in designated locations in accordance with specifications outlined below and ATTACHMENT B – EXHIBIT 1 –

NKB SIGNAGE. The Contractor shall remove the existing signage, all associated hardware/accessories carefully and provide to the Department for use elsewhere. The cost shall include any necessary cleaning, preparation, patching, repairing, painting patched areas to match surrounding walls, and any equipment necessary to accomplish the job for the removal of the existing signage.

2.1 Product and Scope of Service

The Contractor shall fabricate, supply all materials, and install the following:

2.1.1 Two (2) 1" Deep, Cast Aluminum Painted Plaques

a. Lifetime guarantee

b. Painted edges-1”deep cast- State of FL Seal, Panton 201 CV and Florida

Highway Patrol, Blue, and in accordance with ATTACHMENT B –

EXHIBIT 2.

c. Circle

d. Raised Copy

e. Sanded Background with Painted Surface

f. Single line border

g. Satin paint

h. Blind: Standard stud

i. No Rosettes required

j. Size 78" diameter

k. Raised and recessed painted up to thirteen (13) colors in accordance with

ATTACHMENT B – EXHIBIT 2.

l. Plaques Design layout

1-State of Florida Seal

1-Florida Highway Patrol logo m.

FLHSMV-ITB-034-22, ATTACHMENT B, Page 2 of 11

2.1.2 Dimensional Logo and/or Letters - Cast Metal

a. 1-1/2" depth,

b. Cast aluminum metal

c. Anodized black letters,

d. Flat face,

e. Stud mounts and Drill pattern.

f. Design Layout-Text: All capitalized letters 20” in height

NEIL KIRKMAN BUILDING

FLORIDA HIGHWAY SAFETY AND MOTOR VEHICLES

2.1.3 Plaques and signage in accordance with ATTACHMENT B – EXHIBIT 1 and 2.

2.1.4 The Contractor shall provide personnel, any materials and equipment needed for removal of existing signage including patching, repairing, painting patched areas to match surrounding walls.

2.1.5 The Contractor shall provide all personnel, any materials and equipment needed for any necessary cleaning or preparation and installation of new signage.

3.0 Product Compliance and Compatibility

It is the Contractor’s responsibility to ensure that the products supplied are compliant with the requirements, specifications, terms, and conditions of this ITB and any purchase order issued by the Department.

4.0 Warranty/Guarantee

The Contractor shall provide a lifetime warranty/guarantee against defects in manufacturing from the date of acceptance of the plaque(s) and signage by the Department. The Department shall be permitted to inspect the plaque(s) and signage prior to installation. Should anything be found defective or unacceptable, the Department has the right to reject the plaque(s) or signage. The

Contractor will be required to provide the Department with a suitable replacement(s) within thirty

(30) days. Should the Department find the plaque(s) and signage to be acceptable (i.e., meeting the specifications of this ITB), the warranty period shall begin.

5.0 Silence of Specifications

The apparent silence of specifications included herein on any details, or the omission from them of a detailed description, concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials and workmanship of best quality are to be used. All interpretations of the Contract shall be made upon the basis of this statement.

FLHSMV-ITB-034-22, ATTACHMENT B, Page 3 of 11

6.0 Recall(s)

At any time during the Contract/purchase order term, if there is a recall of any of the products or parts provided by the Contractor, the Contractor shall provide reasonable assistance to the

Department in developing a recall strategy and shall cooperate with the Department in monitoring the recall operation and in preparing such reports as may be required. The

Contractor shall immediately notify and provide copies to the Department of any communications, whether relating to recalls or to the condition or performance of the product otherwise. The Contractor, at its own cost, shall ensure that recalled products or parts are rectified and replaced or destroyed in compliance with all applicable laws, rules or regulations, and the Department's instructions.

7.0 Deletions, Additions, and Modifications

Product deletions, additions, modifications, and substitutions (if any) will be provided in accordance with ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS.

8.0 Deliverables and Financial Consequences

The Contractor shall submit all deliverables in accordance with the schedule below.

Deliverables must be approved by the Department’s Contract Manager prior to payment.

Deliverable due dates may be extended upon prior written approval of the Department.

9.0 General Financial Consequences

Except as otherwise stated, the Department may impose up to $500 per day for each incident in which the Contractor has failed to perform as specified in this scope document and the

Contract, not to exceed $3,000 per month.

TABLE 1

DELIVERABLE SCHEDULE

No. Deliverable Due Date Financial Consequence

A. The Contractor shall remove current signage in accordance with

Section 2.0.

Completed before

August 31, 2022.

$500.00 per day for every day after August 31, 2022.

B. The Contractor shall install new signage in accordance with Section

2.0.

Completed on or before August 31, 2022.

$500.00 per day for every day after August 31, 2022.

FLHSMV-ITB-034-22, ATTACHMENT B, Page 4 of 11

10.0 Compensation

A. Contract Amount

This is a contractual services Contract. The amounts that will be paid to the

Contractor shall not exceed the pricing specified on the awarded Contractor’s

ATTACHMENT E, PRICE SHEET.

B. Contract Payment

1. The Department will pay the Contractor, in arrears, upon delivery and written Contract Manager approval of the deliverable(s) outlined in

Section 8.0, Deliverables in accordance with the awarded Contractor’s pricing, which will be provided as an exhibit to the resulting contract.

2. Contract payments shall be made in accordance with Section 215.422, F.S., which provides in part, that agencies have five (5) working days to inspect and approve goods and services, unless bid specifications or the contract or purchase order specifies otherwise. With the exception of payments to health care providers for hospital, medical, or other health care services, if payment is not available within forty (40) days, measured from the latter of the date the invoice is received or the goods or services are received, inspected, and approved, a separate interest penalty set by the Comptroller pursuant to Section 55.03, F.S., will be due and payable in addition to the invoice amount. (The applicable interest rate may be obtained by contacting the Department’s Fiscal Section at (850) 617-

3300, or from the Department of Financial Services’ website at https://www.myfloridacfo.com/division/aa/localgovernments/current.htm.)

C. Invoicing

1. The prospective Contractor shall submit properly completed invoice(s) to the

Department’s Contract Manager no later than forty-five (45) days after completion, written approval and acceptance of the deliverable(s) by the

Department.

2. The prospective Contractor must submit the final invoice for payment to the

Department no more than forty-five (45) days after acceptance of the final deliverable by the Department or the end date of the Contract, whichever occurs last. If the Contractor fails to do so, all right to payment is forfeited and the Department will not honor any requests submitted after the aforesaid time period.