FSG-RFQ-2425-1006 Uniforms.pdf

REQUEST FOR QUOTE (RFQ)

STATE GUARD UNIFORM APPAREL AND COMPONENTS

FSG-RFQ-24/25-1006

DIVISION OF THE FLORIDA STATE GUARD

TALLAHASSEE, FL 32301

FSG-RFQ-24/25-1006

State Guard Uniform Apparel and Components

THE STATE OF FLORIDA

DEPARTMENT OF MILITARY AFFAIRS

REQUEST FOR QUOTE

FSG-RFQ-24/25-1006

STATE GUARD UNIFORM APPARAL AND COMPONENTS

ACKNOWLEDGEMENT FORM

Potential Respondents/Respondents shall complete and submit this Reply Acknowledgement Form separately to the Division of the State Guard (Division) office by email at FSGPurchasing@floridastateguard.fl.gov.

Completion/Submission of this form is for informational purposes only, and not provided as a result of the Reply submission. The solicitation information, all related documentation, and any Addendums will be available to the public on the MyFloridaMarket Place Vendor Information Portal (VIP) unless otherwise noticed.

NOTICE PURSUANT TO SECTION 287.057(25), FLORIDA STATUTES

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 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.

I agree to reply by all conditions of this response and certify that I am authorized to sign this reply for the Respondent and that the Respondent is in compliance with all requirements of the Invitation to Negotiate, including but not limited to, certification requirements.

RESPONDENT NAME:

MAILING ADDRESS:

CITY, STATE, ZIP:

PHONE NO.:

FAX NO.:

EMAIL ADDRESS:

FEID NO.:

Print Name

Signature Date mailto:FSGPurchasing@floridastateguard.fl.gov https://vendor.myfloridamarketplace.com/

State Guard Uniform Apparel and Components

TABLE OF CONTENTS

1.0. CALENDAR OF EVENTS

2.0. INTRODUCTION

2.1.Solicitation Objective 2.2.Initial Term 2.3.Renewal Term 2.4.Special Accommodations 2.5.Order of Precedence for Solicitation

3.0. TECHNICAL SPECIFICATIONS

3.1.Statement of Work 3.2.Obsolete Units/Components 3.3.Patches and Insignias 3.4.Fabric Color and Quality 3.5.Lable and Care Instructions 3.6.Defects 3.7.Order Forms 3.8.Catalogs 3.9.Inventory 3.10.Delivery 3.11.Customer Service

4.0. SOLICITATION PROCESS

4.1.General Overview 4.2.Questions and Ansewers 4.3.Addendum to Soliciation 4.4.Public Opening 4.5.Disclosure of Proposal Contents 4.6.Clarification Process 4.7.Modification or Withdrawal of Reply 4.8.Diversity

5.0. GENERAL AND SPECIAL INSTRUCTIONS

5.1.General Instructions 5.2.Special Instructions 5.3.Network Business Registration Requirements 5.4.How To Submit A Reply

6.0. REPLY CONTENT

6.1.Response Format 6.2.Redacted Submissions 6.3.Non-Responsive Replies 6.4.Florida Subsitute Form W-9 Process 6.5.Price Sheet Instructions 6.6.Certification of Drug-Free Workplace Program 6.7.Subcontracts

7.0. SPECIAL CONDITIONS

7.1.Minority Business Enterprise (MBE) Utlization 7.2.Communications 7.3.Estimated Expenditures 7.4.Qulifications 7.5.Contractor’s Contractual Obligations 7.6.Copyrighted Materials 7.7.Costs Incurred In Responding 7.8.Product Delivery, Acceptance and Consequences 7.9.Payment Methods

State Guard Uniform Apparel and Components

7.10.Security Requirements

8.0. SELECTION METHOLOGY

8.1. Reply Evaluation

8.2. Devision’s Rights to Reject Replies

8.3. Equal Replies

9.0 AWARD

9.1. Rights for Award

9.2. Agency Decision

Attachments:

Attachment A – Statement of Work/Specifications Attachment B – Vendor References Sheet Attachment C – Certification of Drug Free Workplace Attachment D – Price Sheet Attachment E - Minimum Qualifications Statement Attachment F – Manufacturer’s Certificate Attachment G - Vendor Certifications Attachment H – Client Past Performance Questionnaire Attachment I – Mandatory Responsiveness Requirements Attachment J – Respondents Checklist

REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK

State Guard Uniform Apparel and Components

1.0 CALENDAR OF EVENTS

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the Respondent’s responsibility to check for any changes on the Vendor Information Portal (VIP). Respondents are responsible for submitting all required documentation by the dates and times specified below. (All times indicated are Eastern Time).

DATE TIME ACTION LOCATION

December 5, --- Release of Solicitation Electronic Post

MyFloridaMarket Place Vendor Information Portal

December 9, 2024 5:00 PM

EST

Deadline for Respondent(s) to Submit Completed Reply

Acknowledgement Form

Division of the State Guard FSGPurchasing@floridastateguar d.fl.gov

December 9, 2024 5:00 PM

EST

Deadline for Respondent(s) to Submit Written Questions

Division of the State Guard FSGPurchasing@floridastateguar d.fl.gov December 10, Anticipated post of Department’s Written

Response to Vendor Written Questions

Electronic Post MyFloridaMarket Place Vendor

Information Portal

December 18, 1:00 PM

EST

Deadline for Vendor(s) Responses Electronic Submission

December 18, 2024 2:00 PM

EST

Public Opening of

Proposal(s)

Teleconference:

United States: 1 323-705-3193

Access Code: 318 042 13 December 18-20, 2024 --- Anticipated Evaluation

Commence Internal Only

December 23, --- Anticipated Notice of Agency Decision/ Intent to Award

Electronic Post MyFloridaMarket Place Vendor

Information Portal TBD --- Anticipated Purchase Order

Start Date Internal Only https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov mailto:FSGPurchasing@floridastateguard.fl.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Page 6 of 23 FSG-RFQ-24/25-1006

2.0 INTRODUCTION

2.1 Solicitation Objective

The Department of Military Affairs (Department or DMA), Division of the Florida State Guard (FSG) is issuing this Request for Quote (RFQ) for the purchase of military uniforms and components. This RFQ and all happenings leading toward the anticipated issuance of the Purchase Order(s) are conducted pursuant to 287 Florida Statutes (F.S.)

and Rule 60A-1 Florida Administrative Code (F.A.C.)

2.2 Initial Term

The Division intends to make a single award or to make no award, as determined to be in the best interest of the state. The Division will issue separate and/or blanket purchase orders and will request uniforms and components on an as needed basis.

The anticipated term of the contract/purchase order shall be effective on or about January 5, 2025, and shall expire June 30, 2027, unless cancelled earlier in accordance with the terms of the contract/purchase order.

This solicitation will be administered through the Vendor Information Portal (VIP).

Vendors/Contractors interested in submitting a proposal must comply with all terms and conditions described in this solicitation.

2.3. Renewal Term

The Division has the ability to renew for up to two (2) years in one (1) year increments unless terminated, with 30 days written notice, by either party.

2.4. Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.fl.gov at least five (5) business days prior to the scheduled event.

A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

2.4.1. Procurement Officer

In accordance with section 21 of the PUR 1001:

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Gener al_Instructions_to_Respondents.pdf, the Procurement Officer is the sole point of contact for this RFQ. Violation of this restriction may be grounds for rejecting a Response.

The contact information for the Procurement Officer is:

Reflacher Maddox, Purchasing Manager Division of the Florida State Guard 2600 Blairstone Road, Bldg C Tallahassee, FL 32399-0950 Email: Reflacher.Maddox@floridastateguard.fl.gov

ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE RFQ

NUMBER IN THE SUBJECT LINE OF THE EMAIL.

mailto:ADA.Coordinator@dms.fl.gov https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf mailto:Reflacher.Maddox@floridastateguard.fl.gov

Page 7 of 23 FSG-RFQ-24/25-1006

If a Responder claims that any portion of an email is trade secret under Section 812.081, F.S., or otherwise confidential under Florida or Federal Law, the Respondent must place the word “Confidential” in the subject line.

2.5. Order of Precedence for Solicitation

In the event of a conflict between the documents comprising this RFQ, the conflict will be resolved in the following order of priority (highest to lowest):

• Addenda to RFQ, if issued, (in reverse order of issuance)

• Attachment A – Statement of Work/Specifications,

• Attachment D – Price Sheet,

• RFQ document,

• PUR 1000, General Contract Conditions, and

• PUR 1001, General Instructions to Respondents

3.0 TECHNICAL SPECIFICATIONS

3.1 Statement of Work

The vendor shall develop and maintain a uniform package that will provide all agreed upon uniform items in a timely manner, in sufficient quantities to meet the agencies demand and reasonably priced. The Division is specifically searching for multi-purpose uniform items that are durable and well-constructed yet comfortable, versatile and functional.

Vendors capable of providing the uniform package needs described are requested to submit a proposal regarding the company's product information, minimum specifications and other uniform package features.

The vendor shall not ship any items until a duly executed Division purchase order is received. The Division is not responsible for any items manufactured or shipped without the authority of a departmental purchase order.

See ATTACHMENT A – STATEMENT OF WORK for a detailed list of desired minimum specifications.

3.2 Obsolete Units/Components

In the event a unit or component is no longer available or becomes obsolete, the vendor must propose a comparable substitution. The substitute item must be approved by the FSG prior to completing the order. Failure to obtain the necessary approval may result in a rejection of the unit/ component at the vendor’s sole expense.

3.3 Patches and Insignias

Panels for sewn-on Patches and insignias will be applied to all clothing components as listed in the specifications and identified in ATTACHMENT A – STATEMENT OF WORK. The vendor is not responsible for providing the FSG logo patch, and the Florida flag patch

3.4 Fabric Color and Quality

Uniforms furnished throughout the life of the contract must be standard color, as

Page 8 of 23 FSG-RFQ-24/25-1006 provided in these specifications and shall not change throughout the life of the contract. The FSG color guide and full graphic image can be found on APPENDIX I.

All fabric shall meet standard shrinkage allowance of approximately 2%, be colorfast, and be GUARANTEED WASHABLE. The fabric used is to include a fashion clear finish, soil release that combines with color bright retention, have moisture absorbency and provide maximum comfort.

3.5 Label and Care Instructions

All garments must have a label permanently affixed to each garment giving the size, fiber content and brand. All garments must have a care label with specific laundering and/or dry-cleaning instructions permanently attached.

3.6 Defects

All defects will be corrected by the Vendor/Contractor without any cost to the Division within forty-five (45) days from the date of notice by Division.

3.7 Order Forms

The selected responsive and responsible vendor will develop a uniform order form with the uniform components listed, item numbers, sizing charts, specific order instructions and the price for each item. The order form should also allow for "special orders" for sizes other than those listed in the specifications, or a separate form can be developed for "special orders". A sample form(s) will be provided to the FSG for review and approval prior to publishing. All sizes listed on sizing charts shall be the same as size information on garment labels.

3.8 Catalogs

Within sixty (60) calendar days after award of competitive solicitation, the selected responsive and responsible vendor shall be required to publish a color catalog showing all bid items. The catalog must contain appropriate descriptions of all the items, sizing charts, item numbers, sizes available and prices. The catalog may be in the form of a document in a PDF format.

3.9 Inventory

All materials shall be new, of current manufacture and carry the standard warranties prescribed for each specific fabric. Shelf inventories shall be at the risk of the vendor with the exception of items customized for FSG that have been manufactured pursuant to authorization by a specific departmental purchase order. FSG is an emergency response agency. Male and female uniform shirts, pants and tee shirts must be adequately stocked at all times to avoid back orders.

3.10 Delivery

Delivery of all uniform items shall be completed within thirty (30) calendar days after receipt of the Division’s order. Any item(s) shipped but not accepted because of non-compliance with the specifications must be replaced within five (5) calendar days after notification to the contractor by the local FSG uniform representative(s). The selected responsive and responsible vendor shall be responsible for all costs of any item(s) found not to be in compliance with specifications and provide to the Division a procedure for return of unacceptable goods.

Shipped uniform items will be subject to examination and inspection by the FSG

Page 9 of 23 FSG-RFQ-24/25-1006 uniform representative before final acceptance. Any item not complying with the specifications will be rejected and returned at the contractor's expense. FSG must be informed in writing of any delay in delivery by the contractor at least seven (7) calendar days prior to the scheduled delivery date, justification for this delay, and the steps the contractor will take to avoid future delay, shall be provided to the requesting office. Any correspondence by either party pertaining to an order must identify the individual ordering, order number, and the order date.

3.11 Customer Service

The selected responsive and responsible vendor shall provide the name, address and telephone number of the customer service representative(s) assigned to the FSG within ten (10) business days after award selection. The vendor must have a field representative available for site service calls to locations: Camp Blanding Joint Training Center Starks, Florida and the FSG main office located at 2601 Blairstone Road, Tallahassee, Florida 32301.

4.0 SOLICITATION PROCESS

4.1 General Overview

The RFQ is a method of competitively soliciting a commodity or contractual service under Chapter 287, Florida Statutes. The Division posts an RFQ on VIP to initiate the process. Vendors can submit formal questions in writing to the Procurement Officer by the date listed in section 1.0, Calendar of Events. Replies must be submitted by the deadline listed in Section 1.0, Calendar of Events.

4.2 Questions and Answers

Vendor will submit all questions regarding this solicitation to the Procurement Officer via email during the Questions & Answers period. The deadline for receipt of questions is reflected in Section 1.0, Calendar of Events.

The Division requests that all questions have the RFQ number in the subject line of the email. Questions should be submitted in the following format:

Question # Vendor Name RFQ Section

RFQ Page # Question

Questions will not constitute a formal protest of the specifications of this RFQ.

Responses to all written inquiries, as well as all clarifications or addenda, if any, will be made through a posting on VIP.

4.3 Addendum to Solicitation

The Division reserves the right to amend this RFQ by issuing an addendum posted on the VIP. Any and all addenda will be in writing and posted on the Vendor Information Portal at http://vbs.dms.state.fl.us/vbs/search criteria form. It is the responsibility of the Vendor to check VIP for any changes.

4.4 Public Opening

A public opening will be conducted at the time, date, and location specified in Section 1.0, Calendar of Events. Respondents are not required to attend. The Division generally does not announce prices or release other materials at this public meeting, in accordance with section 119.071(1)(b), F.S. After the Division’s review, the Division will post its intended decision on the VIP.

4.5 Disclosure of Proposal Contents

All documentation supplied to the Division as part of a Reply becomes the exclusive property of the Division and will not be returned to the Vendor unless withdrawn prior to the deadline to submit Replies in accordance with the modification or withdrawal of Reply requirements in Section 4.7. Selection or rejection of a Reply shall not affect this right.

The State of Florida shall have the right to use all ideas, or adaptations of ideas, contained in any Reply received in response to this RFQ. Selection or rejection of a Reply shall not affect this right.

4.6 Clarification Process

The Division may request clarification from the Vendor for resolving ambiguities or questioning information presented in its Reply. Clarifications may be requested throughout the RFQ process. The Vendor’s answer(s) to requested clarifications must be in writing and must address only the information requested. The Vendor’s answer to requested clarifications must be submitted to the Division within the time specified by the Division in the request.

4.7 Modification or Withdrawal of Reply

Respondents are responsible for the content and accuracy of their Replies. A Respondents may modify or withdraw its Reply in MFMP Sourcing at any time prior to the Reply due date and time set forth in Section 1.0, Calendar of Events, of this RFQ.

A Reply may be withdrawn by notifying the Procurement Officer in writing before the Reply opening.

4.8 Diversity

The State is committed to supporting its diverse business population through involving woman-, veteran-, and minority-owned business enterprises in the state’s purchasing process. The Division supports diversity in its procurements, and requests that all subcontracting opportunities afforded by this solicitation be shared with certified woman-, veteran-, and minority- owned business enterprises. The award of subcontracts should reflect the vast array of citizens in the State. Respondents can search for certified businesses online at the Office of Supplier Diversity’s Certified Vendor Directory or by contacting 850-487-0915 for information on certified businesses that may be considered for subcontracting opportunities. The Certified Vendor Directory is accessible at https://osd.dms.myflorida.com/directories.

The Office of Supplier Diversity’s Mentor-Protégé Program connects certified businesses with private business entities for business development mentoring. The Division strongly encourages Vendors doing business with the State to consider becoming a Mentor and participating in this initiative. More information on the Mentor- Protégé Program may be obtained by contacting the Office of Supplier Diversity at 850- 487-0915 or osdinfo@dms.fl.gov.

mailto:osdinfo@dms.fl.gov

5.0 GENERAL AND SPECIAL INSTRUCTIONS

5.1 General Instructions

The PUR 1001, General Instructions to Respondents (2006 version), is incorporated by reference and can be accessed at:

http://www.dms.myflorida.com/business_operations/state_purchasing/documents_form s_references_resources/purchasing_forms.

5.2 Special Instructions

The PUR 1001 The following special instructions modify the general instructions provided in the incorporated PUR 1001.

Paragraphs 8 and 13 of the PUR 1001 is inapplicable in its entirety and is hereby deleted.

Paragraphs 3, 4, 5, 7, 14, 15, 19, and 20 of the PUR 1001 are deleted and are replaced as follows:

3. Electronic Submission of Replies. Replies shall be submitted in accordance with Section 5.4 of this RFQ, How to Submit a Reply.

4. Terms and Conditions. All Replies are subject to the terms of this RFQ, which, in case of conflict, shall have the order of precedence listed in Section 2.5 of this RFQ, Order of Precedence for Solicitation.

The Division shall not accept any unrequested terms or conditions submitted by a Respondents, including any appearing in documents attached as part of a Respondent’s Reply. In submitting its Reply, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

5. Questions. Questions shall be submitted in accordance with Section 4.2 of this RFQ, Questions and Answers.

7. Convicted Vendor, Discriminatory Vendor, and Antitrust Violator Vendor

Lists.

a. Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a Reply, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Replies, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for Category two for a period of 36 months following the date of being placed on the Convicted Vendor List.

b. Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms http://www.dms.myflorida.com/business_operations/state_purchasing/documents_forms on the Discriminatory Vendor List may not submit a Reply, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Replies, proposals, or replies on leases of real property to a public entity;

may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c. Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a Reply, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a Reply, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work;

may not submit a Reply, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

14. Firm Response. The Division may make an award within 120 days after the date of the opening, during which period Replies shall remain firm and shall not be withdrawn. If an award is not made within 120 days, the Reply shall remain firm until the Division enters into a Contract or the Division receives from the Respondents written notice that the Reply is withdrawn.

15. Clarifying Information. The Division may request, and Respondents shall provide, clarifying information or documentation. Failure to supply the information or documentation as requested may result in the Reply being deemed non-responsive.

19. Public Records. Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and section 119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Replies are public records and are subject to disclosure unless exempt from disclosure by law. If the Respondent considers any portion of its Reply to be Confidential Information, the Respondent is to mark the document as “confidential” and simultaneously provide the Division with a separate, redacted copy of its Reply. For each redacted portion, the Respondent is to briefly describe in writing the grounds for claiming an exemption from disclosure, including the specific statutory citation for such exemption. On the cover of the redacted copy, the Respondent is to provide its name, the name and number of this solicitation, and clearly title it, “Redacted Copy.” Only portions of material that the Respondent claims are Confidential Information are to be redacted.

In accordance with section 119.0701, F.S., Replies are exempt from production in response to public records requests until such time as the Division provides notice of an intended decision or until 30 days after opening the Replies, whichever is earlier. After that time, the Division will provide the redacted copy, if any, in response to a public records request.

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 Division will provide the redacted copy to the requestor. If a requestor asserts a right to the redacted Confidential Information, the Division will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to take the appropriate legal action to assert that the information in question is exempt from disclosure under Chapter 119, F.S., or other applicable law.

If the Division becomes subject to a demand for discovery or disclosure of documents that are marked as “confidential” in a legal proceeding, the Division will give the Respondent notice of the demand or request. It will be the Respondent’s responsibility to take the appropriate legal action in response to the demand and to defend its claims of confidentiality. If the Respondent fails to take appropriate and timely action to protect the materials it has designated as Confidential Information, the Division will provide the unredacted materials to the requester.

By submitting a Reply, the Respondent agrees to protect, defend, and indemnify the Division for all claims arising from or relating to the Respondent’s determination that the redacted portions of its Reply are Confidential Information. If a Respondent fails to submit a redacted copy in accordance with this section, of information it claims is Confidential Information, the Division is authorized to produce the entire material submitted to the Division in response to a public records request for, or demand for discovery or disclosure of, these records.

20. Protests. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, 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, Florida Statutes. Any protest must be timely filed with the Department of Management Services’ Agency Clerk listed at:

http://www.dms.myflorida.com/agency_administration/general_counsel

If the Vendor has questions regarding the application of Chapter 119, Florida Statutes, to the Vendor’s duty to provide public records relating to this Contract, contact the Custodian of Public Records at:

Florida Department of Military Affairs Attn: John Connor 82 Marine Street Saint Augustine, FL 32144 Email: john.d.connor2.nfg@army.mil Phone: (904) 823-0241 Fax: (904) 823-0153

5.3 Network Business Registration Requirement

Under the provisions of Title 36, Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division http://www.dms.myflorida.com/agency_administration/general_counsel mailto:john.d.connor2.nfg@army.mil of Corporations prior to execution of a PO agreement. Failure to be registered will cause for disqualification. Contact the Division of Corporations at (850) 245-6900.

5.4 How To Submit A Reply

5.4.1 MyFloridaMarketPlace Registration

A Vendor must be registered in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) to submit its intent to participate in this solicitation from the Advertisements Dashboard in VIP. A Vendor must also be registered in the Business Network (formerly known as Ariba Network) to submit questions and respond to this solicitation event. If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com.

5.4.1.1 To Participate in this solicitation, a Vendor must:

a. Create an account through VIP at https://vendor.myfloridamarketplace.com if not already registered.

All electronic documents should be searchable to the fullest extent practicable.

Proposals that are not timely submitted as specified shall be deemed non-responsive.

Neither the Department nor the State is liable for any costs incurred by the Respondent in responding to this RFQ.

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com.

ALL VENDORS MUST SUBMIT THEIR RESPONSE AND ALL REQUIRED

DOCUMENTS TO FSGPURCHASING@FLORIDASTATEGUARD.FL.GOV BY

THE TIME AND DATE LISTED IN THE TIMELINE OF EVENTS IN ORDER TO

PARTICIPATE IN THIS SOLICITATION.

6.0 REPLY CONTENT

6.1 Response Format

The Respondent’s Reply may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Reply. The only recognized changes to this RFQ prior to the opening of Replies will be by written amendments issued by the Division.

All Replies and associated forms must be signed and dated in ink by a duly authorized representative of the Vendor. All Replies and related documents submitted in response to this RFQ shall become the property of the State of Florida.

Respondent must submit one (1) reply in accordance with Section 5.4.1, MFMP Registration. The Respondent(s) RFQ response package must include all requested forms and information. Each section should be segregated by index TAB(s) or folders labeled as such.

Failure to provide all of the requested information may result in disqualification of the vendor’s response, or a zero-point score for that section. Replies are to be organized mailto:VendorHelp@myfloridamarketplace.com https://vendor.myfloridamarketplace.com/ mailto:VendorHelp@myfloridamarketplace.com mailto:FSGPURCHASING@FLORIDASTATEGUARD.FL.GOV in index TAB(s) as follows:

TAB ONE - Vendor Acknowledgement (No Points will be awarded for Tab A)

By submission of a signature on the DMA Acknowledgment Form, the Respondent certifies that they have read and comply with all terms and conditions contained herein. The quote must contain the original signature of an authorized representative who can legally bind the Vendor. The product/ services offered by the Vendor will conform to the specifications of this RFQ without exception.

TAB TWO - Administrative Qualifications Documents

• Reference Sheet: In the Vendor Reference Sheet the Vendor must list a minimum of three (3) separate and verifiable clients. Confidential clients must not be included. The Vendor must have provided the same or similar products or services as those specified in the solicitation within the last three (3) years for the reference. The Division reserves the right to obtain and utilize references not provided by the Vendor. (Attachment B).

• Drug Free Workplace: Drug-Free Workplace Compliance Form must be signed and returned. (Attachment C).

• Minimum Qualifications Statement: Vendors shall provide a brief description of their work history, which shall include, but not be limited to, business certifications, number of years in business and other information that may demonstrate company stability and reliability.

(Attachment E).

• Manufacturer’s Certificate: Must be signed and returned. (Attachment F).

• Vendor Certification Regarding Scrutinized Companies Lists: Must be signed and returned. (Attachment G).

• Client Past Performance Questionnaires: The Respondent shall list all business names under which it has operated during the past three (3) years. (Attachment H).

• Mandatory Responsiveness Requirements: All the requested information must be confirmed and signed. (Attachment I).

TAB THREE – Technical Response Using the description of work outlined in Attachment A, Statement of Work/Specifications and Requirements, Vendors should prepare their solicitations in the order outlines, below, with the sections tabbed for ease of identification and review.

TAB FOUR – Price Sheet-Attachment D

• Submit Attachment D – Price Sheet, in accordance with Section 6.5, Price Sheet Instructions.

• Each Vendor shall use the form provided as Attachment D, “Price Sheet”, to provide fixed price rates for the services requested in this solicitation.

All price sheet calculations will be verified for accuracy by the Division. If mathematical error(s) in a Vendor’s price sheet(s) calculations are identified, unit prices submitted by the Vendor will be used to determine the total price for that Vendor. Any qualifications, counter offers, deviations or challenges shall render the Reply non-responsive. The

Page 16 of 23 FSG-RFQ-24/25-1006 prices provided shall include the cost of all necessary activities to accomplish the project including, but not limited; MyFloridaMarketPlace transaction fees; miscellaneous expenses (i.e., overhead, fringe benefits, etc.); travel and incidental expenses.

TAB FIVE – Confidential Information (Optional)

• Should any portion of the Respondent’s Proposal contain confidential information, Respondent shall submit one (1) copy of the entire Proposal with confidential information redacted. Respondents will not be penalized for failing to submit a redacted copy. However, the Division intends to respond to public records requests with redacted copies in accordance with Section 4.2, paragraph 19.

6.2 Redacted Submissions

This Section 5.1, Redacted Submission, supplements Section 19 of the PUR 1001 as modified in Section 4.2, Special Instructions, above. All materials submitted as part of this RFQ will be a public record subject to the provisions of Chapter 119, F.S. A time-limited exemption from public inspection is provided for the contents of proposals pursuant to subsection 119.071(1)(b), F.S. Selection or rejection of a proposal does not affect the public record status of the materials.

6.3 Non-Responsive Replies

Each Vendor shall submit a Proposal that meets all material requirements of this RFQ.

The Division will review Proposals to determine the material requirements as outlined in the RFQ. The Division seeks to maximize competition and reserves the right to seek clarification from Vendor to obtain non-material information to complete a responsiveness review. Failure of a Vendor to provide required information may cause a Vendor to be deemed Non-Responsive and therefore be disqualified from further consideration.

Non-Responsive Proposals may include, but are not limited to, those which:

• fail to utilize, complete, and/or submit the mandatory prescribed forms;

• include terms and conditions contrary to the requirements of this solicitation;

• do not contain original authorized signatures;

• contain Technical or Proposal information contrary to those outlined in this solicitation; and

• are not in conformance with the requirements and instructions contained herein.

A NON-RESPONSIVE REPLIES WILL NOT BE CONSIDERED UNLESS, AT THE

DIVISION’S DISCRETION, THE DISCREPANCY DOES NOT PREVENT REVIEW OF

THE REPLY BY THE DIVISION AND CAN BE EASILY AND QUICKLY REMEDIED.

The Division reserves the right to wave minor irregularities in a Proposal. A minor irregularity is a variation of a technical nature to this Solicitation which does not affect the price of the Proposal or give the Vendor(s) a substantial or unfair advantage over other Vendors. At its sole discretion, the Division may request a Vendor to provide clarifying information or additional materials to correct a minor irregularity. However, the Division will not request, and the Vendor shall not provide, additional materials that affect the price of the Proposal or give the Vendor an advantage or benefit not provided to all responding Vendors.

6.4 Florida Substitute Form W-9 Process

It is mandatory and the responsibility of the awarded Respondent to complete a Florida Substitute Form W-9 prior to execution of a Contract. The Internal Revenue Service (IRS) receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

https://flvendor.myfloridacfo.com/.

The awarded Respondent(s) will be required to pay the required MFMP transaction fee(s) as specified in Section 14 of the PUR 1000, unless an exemption has been requested and approved prior to the award of the Contract, pursuant to Rule 60A-1.031, Florida Administrative Code.

For additional information, please visit: https://vendor.myfloridamarketplace.com/.

6.5 Price Sheet Instructions

The Respondents must submit a completed Attachment D – Price Sheet, as detailed in Section 6.0, Reply Content, of this RFQ.

Note: In the event the Division receives a Price Sheet containing illegible pricing or a mathematical error(s), the Division reserves the right to seek clarification of the prices received and to receive corrected price sheet(s). No material alterations of the original price sheet shall be accepted.

6.6 Certification of Drug-Free Workplace Program

The State supports and encourages initiatives to keep the workplaces of Florida’s suppliers and vendors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Vendor that certifies it has implemented a drug- free workforce program. If applicable, the Vendor shall sign and submit Form 5 (Drug-Free Workplace Certificate) to certify that the Vendor has a drug-free workplace program. The Vendor shall describe how it will address the implementation of a drug-free workplace in offering the items of proposal.

In the event that the Division receives identical proposals from two (2) or more Vendors with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting.

6.7 Subcontracts

The Awarded Contractor may, only with prior written consent of the Division, enter into written subcontracts for the provision of goods, as indicated in this RFQ. 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.

7.0 SPECIAL CONDITIONS

7.1 Minority Business Enterprise (MBE) Utilization - DMA encourages the recruitment and utilization of certified and non-certified minority businesses. DMA, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the DMA in a nondiscriminatory environment.

https://flvendor.myfloridacfo.com/

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd.

7.2 Communications – No negotiations, decisions, or actions shall be initiated or executed by the Vendor as a result of any discussions with any State employee. Only those communications that are in writing from the Division’s Procurement Officer identified in subsection 2.3.1 of this RFQ shall be considered a duly authorized expression on behalf of the Division. Only written, signed communications from Vendors will be recognized by the Division as duly authorized expressions on behalf of the Vendor.

7.3 Estimated Expenditures - It is anticipated that DMA will expend approximately $100,000.00 under any contract resulting from this reply. These estimated figures are given only as a guideline for preparing your reply/proposal and should not be construed as representing actual figures under the contract.

7.4 Qualifications

7.4.1 General - The Vendor must prove to the satisfaction of DMA that their company has actively and normally been engaged in business for the services/items being procured under this solicitation for at least three (3) years of continuous operation. (This shall be demonstrated through references which have been in place at least one (1) continuous year). The Respondent shall have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

7.4.2 License, Permits, and Other Charges

The successful Vendor shall pay for any and all licenses, permits, other charges and taxes required for the Contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this agreement. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797 Phone: (850) 487-1395

7.5 Contractor’s Contractual Obligations - The Contractor will be required to ensure that each individual, partnership, firm, corporation or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

The Contractor shall be fully responsible for all work performed under the Contract. If the awarded Respondent wishes to use subcontractors other than those properly and specifically identified in the subcontracting form submitted with the reply, the awarded Respondent must follow the approval process specified in the Contract. It is the Contractor’s responsibility to ensure that any aspects of the statement of work (Attachment A) requiring certification or licensure are performed by duly certified or licensed persons. Contractor shall provide proof of certification or licensure upon request.

http://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

7.5.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E- Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States.

There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

7.5.2 Unauthorized Aliens - The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

7.5.3 Liability Insurance - The Vendor shall not commence any work until they have obtained the following types of insurance. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Military Affairs, Directorate of Resource Management, 5629 State Road 16 W, Bldg. #2300, Starke, Florida 32091 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least $100,000.00 each occurrence, for the services to be rendered in accordance with this contract.

All insurance policies shall be with insurers qualified and licensed to do business in the state of Florida. Such policies shall provide that the insurance is not cancelable except upon thirty (30) days prior written notice to DMA.

DMA shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

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7.5.4 Preferred Price: The Vendor agrees to submit to the Division at least annually an affidavit from an authorized representative attesting that the Vendor is in compliance with the preferred pricing provision of Section 4(b) of form PUR 1000.

7.5.5 Inspector General Requirements: In accordance with 20.055(5), “It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section.

Beginning July 1, 2015, each contract, reply, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or person understands and will comply with this subsection.”

7.6 Copyrighted Materials - Copyrighted material will be accepted as part of a reply/proposal only if accompanied by a waiver that will allow DMA to make paper and electronic copies necessary for the use of DMA staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

7.7 Costs Incurred in Responding - This Invitation to Negotiate does not commit the Division or any other public agency to pay any costs incurred by the Respondent in the submission of a reply or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

7.8 Product Delivery, Acceptance and Consequences

Purchase orders will be written with a thirty (30) day delivery requirement based on funding availability throughout the one (1) year contract period. Any items delivered to the Division’s warehouse on Camp Blanding Joint Training Center (CBJTC), which do not meet these specifications or that are found to be poorly manufactured, will be deemed defective and will not be accepted by the Division, but will be returned to the contractor at the contractor’s expense, for replacement. Replacement of any and all items found to be defective will be made without any cost to the Division including, but not limited to, labor and transportation. As it may be impossible to inspect all items at the time of delivery, the Division will be afforded a period of five (5) business days to inspect and accept the delivered items.

In the event the product fails to meet the minimum level of acceptance specified above, DMA will not pay invoices until the product delivery is satisfactorily completed.

7.9 Payment Method

Individual purchase order will be issued against the three (3) year awarded contract with the ability of two (2), one (1) year renewals. The purchase order documents provide funding authorization. The Vendor shall submit a separate invoice, for each purchase order, to the attention of the Division’s appointed Contract Manager upon completion of delivery. The invoice shall be submitted in sufficient detail to identify the type of product provided for that delivery as well as the location the product was delivered too.

The Division’s Project Manager, or their designee, shall be responsible for enforcing performance of the contract terms and conditions and he shall serve as liaison with the vendor and shall review all invoice prices for payment.

Payment shall be made in accordance with 215.422 and 287.0585 of the Florida

Statutes, which states the vendors' rights and the State Agency’s responsibilities concerning interest penalties and time limits for payment of invoices. The vendors Federal Employment Identification Number and the Agency’s Contract Number/Purchase Order Number must appear on all invoices. Invoices that must be returned to the Vendor due to preparation errors will result in a delay in payment.

The…