FLHSMV-ITB-040-26.pdf

FLHSMV-ITB-040-26

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

May 4, 2026

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

Solicitation Number: FLHSMV-ITB-040-26

Title of Bid (items solicited): MOTOR VEHICLE/VESSEL CERTIFICATE OF TITLE-

FORM NO. 82250

Commodity Code(s): 55101500 Printed Publications

Date and Time Bids are Due: June 10, 2026, no later than 2:00 p.m., EST

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway

Tallahassee, Florida 32399-0524

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 Renewals(s)

1.6 Solicitation Conflicts and Order of Precedence

2.0 ITB Process Overview

2.1 General Overview

2.2 Who May Respond

2.3 Restriction on Communications

2.4 Bidder Questions

2.5 Addenda

2.6 Cost of Bid Preparation

2.7 Bid Opening

2.8 Disclosure of Bid Contents

2.9 Modification or Withdrawal of Bid

2.10 Diversity

2.11 Monthly Certified Business Enterprise Report

2.12 Non-Exclusive Rights

2.13 Bid Tenure

2.14 Accessibility for Disabled Persons

2.15 Cooperation with the Inspector General

2.16 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………………………………………………………….……….. 22

Attachments and Exhibits:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

EXHIBIT 1 SAMPLE FORM

EXHIBIT 2 ANNUAL ATTESTATION OF COMPLIANCE

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – BIDDER INFORMATION FORM

ATTACHMENT E – PRICE SHEET

PUR 2023 PROVISION OF COMMODITIES PRODUCED BY FORCED LABOR and

PUR 2024 USE OF COERCION FOR LABOR AND SERVICES

PUR 7801 VENDOR CERTIFICATION FORM

Solicitation Introduction

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1.0 Purpose and General Overview

1.1 Purpose

The Florida Department of Highway Safety and Motor Vehicles (Department), Division of Motorist Services is issuing this Invitation to Bid (ITB) to establish a contract for the procurement of the Motor Vehicle/Vessel Certificate of Title- Form No. 82250, in accordance with the terms and conditions of this ITB, as outlined in ATTACHMENT B, SCOPE OF WORK, Section 2.0, Products and Services to be Provided by Contractor.

The Contractor shall be responsible for reading and understanding the specifications and must comply with the specifications as written.

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. Data: In computing, data is information that has been translated into a form that is more convenient to move or process. Or, a permanent reproduction, or copy, in the form of a physical object, of any media suitable for direct use by a person (in particular paper), of displayed or transmitted data. For purposes of this solicitation, data refers to hard copy Contract documents and electronic data shared or exchanged by the Department or Contractor.

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

G. ITB: Invitation to Bid.

H. Packing: Tangible product shall be securely and properly packed for shipment, storage, and stocking in appropriate, clearly labeled, shipping containers and according to accepted commercial practice, without extra charge for packing materials, cases, or other types of containers. All containers and packing shall become and remain Department property.

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. 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:

Joley Owens Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles

Neil Kirkman Building, Room B410, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0524 850-617-3198 JoleyOwens@flhsmv.gov

Subsection 287.057(25), F.S., requires that “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting of the Notice of Intended Award (excluding Saturdays, Sundays, and state holidays), any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

1.4 Term

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

1.5 Renewals(s)

Renewal of the contract may be structured as a single term of up to a three (3) year term. 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, 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) – see link in Attachment C;

D. General Instructions to Respondents (PUR 1001) – see link in Attachment C;

and E. Contractor’s bid submittal mailto:JoleyOwens@flhsmv.gov

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 Who May Respond

The Department seeks bids from capable Vendors and seeks to contract with one Bidder for the Motor Vehicle-Vessel Certificate of Title-Form 82250, as more fully described in ATTACHMENT B, SCOPE OF WORK.

The Bidder must be authorized to conduct business within the state of Florida and must possess the experience and have the capability (e.g., sufficient personnel and resources) to provide the products and services described in this ITB in a timely manner. The Department retains the right to request additional information pertaining to the Respondent’s ability and qualifications to fully perform the contract requirements described in this ITB and integrity and reliability to assure good faith performance. See Section 3.4. Non-Responsive Bids, Non-Responsible Bidders, for additional information.

2.3 Restriction on Communications

Bidders to this ITB or persons acting on their behalf may not contact, between the release of the ITB 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 ITB, except in writing to the Procurement Officer or as provided in the ITB documents. Violation of this provision may be grounds for rejecting a bid.

2.4 Bidder Questions

Questions related to this ITB must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer section above, within the time indicated in ATTACHMENT A, CALENDAR OF EVENTS. Questions must reference FLHSMV-ITB-040-26 in the subject line of the e-mail.

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

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

2.5 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.

2.6 Cost of Bid Preparation

Neither the Department nor the state of Florida is liable for any of the costs incurred by a Bidder in preparing and submitting a bid.

2.7 Bid Opening

The Department will hold a public opening of the bids at the date, time and location indicated in ATTACHMENT A, CALENDAR OF EVENTS.

2.8 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 2.9, 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.

2.9 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.

2.10 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 Monthly Certified Business Enterprise Report, below.)

2.11 Monthly Certified Business Enterprise Report

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

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

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

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

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

mailto:bpcreporting@flhsmv.gov

2.12 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.

2.13 Bid Tenure

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

2.14 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.

2.15 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.

2.16 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 a Transaction Fee as prescribed by Rule 60A- 1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Vendors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available. Vendors shall submit any monthly reports required pursuant to Rule 60A-1.031, F.A.C. All such reports and payments are subject to audit. The Agency will have grounds for declaring the vendor in default if the vendor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the vendor to being suspended from business with the state of Florida.

3.0 Bid Instructions

3.1 Price Sheet Instructions

The Bidder must 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)/per case 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 freight or shipping charges. Please refer to ATTACHMENT B, SCOPE OF WORK, section 4.0, 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. Failure to comply with mandatory requirements may result in rejection of a bid.

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 may reject the Bid.

3.5 Subcontracts

Subcontracting is not allowed for this contract.

4.0 Bid Submission Instructions

4.1 Bid Submission

The Bidder shall submit:

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.

4.1.2 An electronic copy of the original bid and of the redacted bid, if applicable. The electronic copies (one copy of each) shall be submitted on a USB thumb drive, as indicated in Section 4.2., Delivery of Bid Submittal. The software used to produce the electronic files must be

Microsoft Word 2010 and/or Excel 2010 or later. These electronic files must be logically named and easily mapped to the hard copy bid. The electronic media should be clearly labeled in the same manner as the hard copies. 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.

4.1.3 Mandatory Sample Requirements with the Bid submission.

A. The Bidder must submit ten (10) samples of the stock paper that include only the four (4) security features indicated below. The stock paper samples must be submitted at the time the bid is submitted to the Department.

The purpose of these samples is to demonstrate each Bidder’s ability to incorporate the below listed four (4) security features into one (1) document. The samples will not be considered form proofs as described in ATTACHMENT B, SCOPE OF WORK, Section 2.0, Products and Services to be Provided by Contractor, subsection 2.2 Form Proofs.

1. Water Mark: True watermark, a FOURDRINIER type watermark to be used which contains an Eagle symbol watermark designed on a customized dandy roll that will appear in uniform location on the paper.

The watermark must not affect print capability or toner adhesion.

2. Security Thread: Fully embedded ribbon like thread in the paper that will not copy and must contain micro-printed text which is incorporated into the paper. The thread must be a polyester thread with micro-printed text in the same location on all title certificates, basic metallized threads, and structured magnetic threads to carry authentication codes only identifiable by a special reader.

3. Colored Fiber: Colored synthetic fibers (approximately 3mm in length) must be randomly incorporated into the paper to be visible to the unaided eye from both sides of the sheet.

4. Numbering: Visible Consecutive Control Number: Each Certificate of

Title must be numbered on the front in red, fluorescent ink and must be heat resistant for laser processing. The number is to be one eighth inch (1/8") high in size. The control number is to be assigned by the Department.

B. The Department will conduct a review of the samples submitted in accordance with Section 4.1.3, to ensure they meet or exceed the requirements. All review measurements and findings will be documented as a pass/fail.

C. Samples failing to meet any of the above requirements of this ITB may be rejected and the Bidder may be deemed non-responsive by the Department.

D. Upon request, samples can be returned at the Bidder’s expense upon completion of the Department’s review of the samples. Request for return of samples shall be accompanied by instructions that include shipping authorization and name of carrier and must be received within ninety (90) days after the bid opening date. If instructions are not received within this time, the samples shall be kept or disposed of by the Department.

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, Section 4.0, Bid Submission Instructions, subsection 4.1.3, Mandatory Sample Requirements with the Bid Submission. Additional specifications and details for the samples can be found in ATTACHMENT B, SCOPE OF WORK. The bid submittal must contain the solicitation number FLHSMV-ITB-040-26 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

Submitted hardcopies contained within the sealed packages shall be clearly marked with the Bidder’s company name, and solicitation number.

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:

• 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;

• Mandatory Samples as outlined in subsection 4.1.3 above.;

• ATTACHMENT D, BIDDER INFORMATION FORM;

• ATTACHMENT E, PRICE SHEET;

• PUR 2023 PROVISION OF COMMODITIES PRODUCED BY

FORCED LABOR and PUR 2024 USE OF COERCION FOR LABOR AND SERVICES; and

• PUR 7801 VENDOR CERTIFICATION FORM.

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.

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, within seven (7) business days of 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:

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

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 within seven (7) business days of notice of award.

C. MyFloridaMarketPlace Registration

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

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

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 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 Vendors at:

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

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

D. Scrutinized Companies and Prohibited Business Activities

In accordance with the PUR1000, Section 26. Scrutinized Companies and Section 287.135(5), Florida Statutes (F.S.), the Department may, at its option, terminate the Contract if the Contractor is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. The Contractor must provide a completed PUR 7801, Vendor Certification Form (attached) prior to the effective date of the Contract, and annually thereafter.

E. Joint Ventures and/or Legal Partnerships

Joint ventures or legal partnerships shall be viewed as one (1) Bidder.

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

F. Prohibition against considering social, political, or ideological interests in government contracting

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

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

G. Provision of Commodities Produced by Forced Labor

In accordance with Section 287.1346(4)(b), F.S., this form must be completed by a member of the company’s senior management, as defined in section 287.1346., F.S., when the company submits a response to a solicitation for the provision of commodities and before the company enters into or renews a contract for the provision of commodities. The Contractor must submit a completed PUR 2023 (attached).

H. Use of Coercion for Labor Services

In accordance with Section 787.06(14), Florida Statutes, this form must be completed by an officer or representative of the nongovernmental entity executing, renewing, or extending a contract with a governmental entity. As applicable, Section 287.1346 F.S., the Contractor must submit a completed PUR 2024 (attached).

5.0 Award Methodology

5.1 Basis of Award

The Department intends to award to the one (1) responsible and responsive Bidder that submits the lowest priced responsive bid for the original and renewal terms combined. The Department will consider the total cost for each year of the Contract, including renewal years, as submitted by the Bidder. Note: Renewal term pricing is being considered for purposes of award only. This does not mean nor guarantee that the contract/purchase order will be renewed.

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 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 or Events.

If the letter is not included in the bid submittal, the bid will be deemed non-responsive.

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 VIP website https://vendor.myfloridamarketplace.com/.

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.

ATTACHMENT A

FLHSMV-ITB-040-26 Vessel Certificate of Title Form (82250)

CALENDAR OF EVENTS

FLHSMV-ITB-040-26, ATTACHMENT A, Page 1 of 2

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 Bidder’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 May 4, 2026

Electronically Posted Vendor Information Portal

Deadline for Receipt of Written Bidder Questions

May 12, 2026, 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 or

Purchasing@flhsmv.gov

Anticipated Date for Department Responses to

Bidder Questions May 19, 2026*

Electronically Posted Vendor Information Portal

Deadline for Receipt of Bids and Required Samples

(per ITB-040-26, Section 4.0, Bid Submission Instructions, subsection 4.1.3, Mandatory Sample Requirements with the Bid Submission)

June 10, 2026, at 2:00 P.M., Eastern Time

All bids and samples must be submitted, via U. S. Mail or common carrier (e.g., Federal Express, UPS, etc.) to:

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

ATTACHMENT A

FLHSMV-ITB-040-26 Vessel Certificate of Title Form (82250)

CALENDAR OF EVENTS

FLHSMV-ITB-040-26, ATTACHMENT A, Page 2 of 2

Opening of Bids June 10, 2026, 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 June 23, 2026*

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.

FLHSMV-ITB-040-26, ATTACHMENT B, Page 1 of 24

ATTACHMENT B

SCOPE OF WORK

1.0 BACKGROUND

The Department of Highway Safety and Motor Vehicles, division of Motorist Services (MS) is issuing this Invitation to Bid (ITB) to establish a contract for the MOTOR VEHICLE/VESSEL CERTIFICATE OF TITLE - FORM No. 82250.

2.0 PRODUCTS AND SERVICES TO BE PROVIDED BY CONTRACTOR

The Contractor shall provide to the Department the MOTOR VEHICLE/VESSEL CERTIFICATE OF TITLE - FORM No. 82250 printed in accordance with the requirements and exhibits contained in this ITB, inclusive of all costs associated with the production, artwork, printing, storage, shipping, handling, inside delivery charges and FOB destination costs for delivery.

2.1 Product Technical Specifications

A. Title: THE MOTOR VEHICLE/VESSEL CERTIFICATE OF TITLE - FLHSMV FORM NO. 82250 (Rev.- 3/2015).

B. Form Size: 8-1/2" Width X 11" Height

C. Parts: One part; cut sheet.

D. Paper Stock: Twenty-five (25) pounds to Twenty-eight (28) pounds Ultraviolet (UV) dull security paper for laser printing

E. Water Mark: True watermark, a FOURDRINIER type watermark which contains a symbol visible in EXHIBIT 1, SAMPLE FORM, which shows the print of a fine line geometric shape designed on a customized dandy roll or standard Eagle watermark design that shall appear in uniform location on the paper. The watermark must not affect print capability or toner adhesion.

If printer ink does not adhere to the watermark, any revisions necessary to correct the issue shall be the responsibility of the Contractor and at no cost to FLHSMV.

F. Security Thread: Fully embedded ribbon-like thread in the paper that does not copy. This thread must contain micro-printed text and be incorporated into the paper. Thread must be in the same location on all forms. Thread

FLHSMV-ITB-040-26, ATTACHMENT B, Page 2 of 24 must consist of both polyester thread with micro-printed text, and basic metallized threads, and structured magnetic threads to carry authentication codes only identifiable by a special reader.

G. Chemical Sensitization: Reagents are to be incorporated into the paper that will exhibit marked chemical reaction (in the form of various stains) to prevent falsification of the documents through the use of chemical eradicators and shall be fully chemical sensitive.

H. Colored Fibers: Colored synthetic fibers (approximately 3mm in length) must be randomly incorporated into the paper so as to be visible to the unaided eye from both sides of the sheet. Color of fibers shall be visible blue.

I. Fluorescent Fibers: Additional (to the visible) fibers and must be incorporated into the sheet. The fluorescent fibers shall be approximately three (3) mm in length and invisible yellow or invisible green in color. They are only visible when examined under ultra-violet light and visible from both sides of the sheet.

J. Treated: Paper must be fully treated, on both sides, so that images from laser, non-impact printers, result in the toner being bonded (fused) to the paper fibers. The result should be an Image that compares to the durability provided by conventional printing inks. Any attempts to remove the image by lifting with tape or gently scraping shall result in fiber tear of the paper, making the alteration readily apparent. Bonding treatment shall further extend paper surface so as to prevent cracking and flaking away of toner images on forms through normal processes of handling, processing, mailing, folding, etc.

K. Perforations: The document must have a horizontal laser perforation across the form located three and one fourth inches (3-1/4") down from the top of the form. This horizontal perforation must be strong enough for the form to hold together while going through computer, bursting and folding machines.

(Lien satisfaction shall not…