FWC 22.23-120 ITB - Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVENUE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

INVITATION TO BID

FWC 22/23-120

DIVISION OF LAW ENFORCEMENT UNIFORMS & RELATED ITEMS

ITB BIDDER ACKNOWLEDGEMENT FORM

Purpose: The intent of this bid is to obtain competitive pricing for the purchase of uniforms and related items by the Florida Fish and Wildlife Conservation Commission’s Division of Law Enforcement, per the specifications contained herein. Only responsive and responsible Contractors will be considered for award of this Invitation to Bid (ITB).

Responsive: To be responsive, a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of this ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in this ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this ITB in any way, does not contain all the properly signed forms, supplements or deviates from the Bid requirements or has an incomplete Price Sheet may be considered nonresponsive at the discretion of the Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the bid. The Commission reserves the right to use any information, whether supplied through the Bidder’s submission or otherwise obtained, in determining responsibility.

Rejection of Bids: The Commission reserves the right to reject any and all bids and to waive any minor irregularity in the submissions received in response to this ITB. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject bids accordingly.

Name of Business: ______________________________________________________________________________________________

Contact Person Name: ___________________________________________________________________________________________

Business Address: _______________________________________________________________________________________________

City: __________________________ State: ____________________________ Zip code: ____________________________________

Phone: __________________________ Fax: _____________________________ Email: ____________________________________

Federal Employer Identification Number: _________________________________

The undersigned attest to the fo l l owing:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the speci f i cati ons in the i r enti re ty.”

Authorized Signature (Manual): ___________________________________________________________________________________

Authorized Signature Name (Typed) and Title: ______________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 2 of 150

CALENDAR OF EVENTS

FWC FY-22/23-120

SCHEDULE DUE DATE METHOD

Bid Advertised June 20, 2023 Posted on the Vendor Information Portal

(VIP)

MANDATORY Pre-Bid

Conference Call

June 27, 2023

@ 11:00 AM ET

See Pre-Bid Conference Call Clause

Deadline for Identification of

Issues with Unavailable Products and Submittal of

Specifications for Proposed Equivalents

Must be received

PRIOR to:

June 30, 2023

@ 5:00 PM ET

See Items 3.2 and 3.3 in the Scope of Work

Deadline for Questions

Must be received

PRIOR to:

July 5, 2023

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated Date for Approvals of Proposed Equivalent Items to be Sent Out

July 11, 2023 See Items 3.2, 3.3 and 3.4 in the Scope of

Work

Anticipated Date for Responses to Written Questions

July 12, 2023 Posted on the Vendor Information Portal

SEALED BIDS DUE

(REMEMBER: The bid number should be clearly marked on envelope)

Must be received

PRIOR to:

July 21, 2023

@ 2:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Bid Opening July 21, 2023

@ 2:00 PM ET

Public Opening Options for Attendance:

-In Person-

1875 Orange Ave E Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Anticipated Date of Intended Award

July 26, 2023 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 3 of 150

GENERAL CONDITIONS

FWC FY-22/23-120

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Bidder submitting a bid shall be registered in the MyFloridaMarketPlace (MFMP) system and where required, the Sunbiz system prior to the bid opening. Business entities which must be on file with Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited Liability

Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships (LLLP), and organizations doing business under a fictitious name (DBA). A Bidder may not be considered for an award, if not registered in the MFMP and Sunbiz system. The Bidder’s registration address and federal employer identification (FEID) number should match the Bidder’s address and FEID number listed on the

Bidder Acknowledgment form (page 1) .

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Diversity, are encouraged by the Commission to participate in the bidding process.

Bids from Bidders shall include all necessary equipment to complete the job. The bidder is required to supply all specified documentation when submitting a bid for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Bidder or Contractor, including any appearing in documents attached as part of a Bidder’s response.

In signing and submitting its bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a bid, shall be grounds for rejecting a bid.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 4 of 150

PROCUREMENT MANAGER

Ruth Heggen ruth.heggen@myfwc.com

TERM

The contract will be effective for a period of three (3) years from contract award or August 7, 2023, whichever date is later.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor shall submit an extension request in writing. The Project Manager and Contract Manager will review the extension request and if they determine it is justified, will forward to the Bid

Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

The Commission has the option to renew this Contract on a yearly basis for a period up to three (3) years after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections 287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes (F.S.), each Bidder shall supply a price for each year that a contract may be renewed. Evaluation of bids shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Bidder.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor if it desires to exercise this renewal option will provide written notice to the Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS permitted pursuant to the Terms and Conditions of the . The Subcontractor Minority

Status Report (Attachment B) shall be submitted with each invoice for payment. The List of Subcontractors

(Attachment C) shall be included with bid submission.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Bidders can visit the Office of Supplier Diversity website for information on certified business enterprises that may be considered for subcontracting opportunities.

MANDATORY PRE-BID CONFERENCE CALL

A mandatory pre-bid conference call will be held on the date and time specified in the Calendar of Events

(Page 2). The purpose of the pre-bid conference call is to discuss the contents of this ITB and to accept verbal mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 5 of 150 questions from Bidders concerning the project. Vendors must attend this pre-bid conference call as a requirement of bid responsiveness. Failure to attend the entire conference call, from the time it is called to order to the time it is adjourned, shall disqualify a potential Bidder. The Commission will make a reasonable effort to answer verbal questions asked at the pre-bid conference call, however, Bidders should clearly understand that verbal discussions held at the pre-bid conference call shall not be binding on the Commission, and the Commission will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the Deadline for Questions clause below.

Access Phone Number: 1-888-585-9008

Conference Room Number: 218-721-199

VERBAL INSTRUCTION PROCEDURE

Bidders may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Bidder as a result of any discussion with any

Commission employee. Only those communications from the Commission that are in writing, may be considered as a duly authorized expression on behalf of the Commission.

SOLICITATION QUESTIONS

Any questions from Bidders that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the bidder to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal

(https://vendor.myfloridamarketplace.com).

LIMITATION ON BIDDER CONTACT DURING SOLICITATION PERIOD

Bidders to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the Commission posting the notice of intended award, (i.e., the 72-hour posting period excludes 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 Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

BIDDER SPECIFICATION CHALLENGE

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Bidder questions during the ITB period an addendum shall be posted on the Vendor Information Portal internet site. Each Bidder is responsible for monitoring the Vendor Information

Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 6 of 150 procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a

Bidder’s failure to obtain the information made available through the Vendor Information Portal.

BIDDER ACKNOWLEDGMENT

In order for this bid to be valid, the bid must be completed in its entirety, signed by the Bidder and returned, as part of the bid or the bid will be rejected. By affixing your signature to the ITB Bidder Acknowledgement

Form (page 1), the Bidder hereby states that the Bidder has read all bid specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the

State of Florida, if required by State or Federal Law, for the services or commodities the Bidder will provide the Commission under these bid specifications.

REFERENCES

Each prospective Bidder shall provide a minimum of three (3) references for similar projects completed.

Current contact names and phone numbers shall be included with the bid package. See the attached

References form for more detail.

IDENTICAL TIE BIDS

Preference shall be given to businesses with drug-free workplace programs. If two (2) or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Contractors must complete the Identical Tie Bid / Drug Free Workplace form (Attachment D) provided and return it with their bid.

SUPPORTING/SUPPLEMENTAL INFORMATION

The Commission requires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made, by the Contract

Manager that the product/service offered meets this ITB’s specifications and that other requirements of this ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the Commission reserves the right to request supplemental information from the bidder after the bids have been opened to ensure that the products/services offered completely meet this

ITB’s requirements. The requirement for such supplemental information will be at the reasonable discretion of the Commission and may include the requirement that a bidder will provide a sample product(s) so that the Commission can make a first-hand examination and determination.

A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the Commission, will cause the Commission to consider the Contractor non-responsive and reject the

Contractor’s bid.

CONFIDENTIALITY/PUBLIC RECORDS LAW

Bidders are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records; see, for example, section 119.07, F.S. If a Bidder believes that its response contains information that is confidential or exempt from disclosure under Florida Law, the Bidder shall clearly segregate and mark that information (for example, stamp each page "Confidential" and place it in an envelope marked "Confidential") and briefly describe in writing the grounds and specific legal citations for claiming exemption from the public records law. If after the notice of intended decision or thirty

(30) days after bid opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide copies of public records that are not exempt to the requester.

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 7 of 150

The Commission will endeavor to provide notice to the Bidder of all public records requests received related to documents provided by the Bidder that were marked pursuant to this paragraph. In no event shall the

Bidder hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of, information submitted in response to this solicitation.

MAILING INSTRUCTIONS

All bids shall be submitted in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission Attn: Purchasing

1875 Orange Avenue E

Tallahassee, Florida 32311-6160.

The envelope shall be plainly marked on the outside with: BID NUMBER, DATE AND TIME OF THE BID

OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED .

PLEASE NOTE : The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES .

SOLICITATION PUBLIC OPENING

The public opening of this bid will be conducted at the date, time and method specified on the Calendar of

Events (Page 2). BIDS RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

AWARDED BID/INSPECTION

The Commission will award the bid to the responsive, responsible bidder who submits the lowest bid price per group. If deemed necessary, an interview with the bidder by the Contract Manager may be required before the bid is awarded.

The Commission reserves the right to inspect the prospective Contractor’s materials and background record prior to making an award of the Contract. If the Contract Manager determines the lowest bidder does not have sufficient experience, equipment, etc. to meet the specifications of this ITB, the Commission reserves the right to reject the bidder and evaluate the next lowest bidder.

AMERICAN RESCUE PLAN ACT (ARPA) OF 2021

Prior to being issued a , a low Bidder shall be required to satisfy the qualification requirements established in the American Rescue Plan Act of 2021 (ARPA). Failure to strictly meet and follow all such requirements may result in disqualification for award.

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 8 of 150

The requirements for contracts using federal funds consists of two parts:

1. Unique Entity Identifier (UEI), which is obtained on sam.gov by providing a legal business name and physical address.

2. Financial Information, which may be entered on sam.gov through the registration process or provided to the Commission on the ARPA Financial Information Form as described below.

A low responsive Bidder shall provide to the Commission the following:

1. Within two (2) days after email notification from Commission’s Procurement Manager, the perceived low Bidder shall provide evidence of Bidder’s registration for a Unique Entity

Identifier (UEI) on sam.gov. Evidence may be provided via email in the form of a screenshot upon receipt of UEI during registration process, screenshot of Bidder’s file on the sam.gov system that displays UEI, or screenshot of Bidder’s completed registration file on the sam.gov system including all required financial information requested in the sam.gov registration process.

The Commission shall have two (2) days after receipt of ARPA documents described above to determine whether the Bidder is qualified for the contract award or if they need to fill out the

ARPA Financial Information Form.

2. If the perceived low Bidder has received their UEI but did not complete the full financial registration on sam.gov after receiving the UEI, the Commission’s Procurement Manager shall provide the Bidder with the ARPA Financial Information Form. The Bidder shall complete the

Form and return it to the Commission’s Procurement Manager within five (5) days after receipt via email.

The Commission shall have two (2) days after receipt after receipt of the ARPA Financial

Information Form to determine whether the Bidder is qualified for the intended award.

POSTING OF BID TABS

Bid Tabulations with Contractors identified as awarded bidders will be posted electronically as Agency Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The

Agency Decision may be viewed at https://vendor.myfloridamarketplace.com, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

Awarded Bidders are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission. A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://sam.gov/content/home https://vendor.myfloridamarketplace.com/ http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 9 of 150

SCOPE CHANGES AFTER CONTRACT EXECUTIO N

The Commission shall provide written notice to the successful bidder thirty (30) days in advance of any Commission required changes to the technical specifications and/or scope of service that affect the successful bidder’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

• review, verify, and approve receipt of services/deliverables from the Contractor;

• submit requests for change orders/amendments/renewals, if applicable;

• review, verify, and approve invoices from the Contractor; and, if applicable, complete the Certificate of Contract Completion form; and

• maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file.

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

WARRANTIES/DAMAGED ITEMS/DELIVERY

The Contractor shall assume full responsibility for providing or ensuring warranty coverage and/or warranty service on any and all items including goods, materials, or equipment provided to the Commission.

If Contractor is not the Manufacturer, all Manufacturer warranties must be passed through to the

Commission.

Delivery shall be made no later than the specified Delivery Date. The Contractor shall pay all costs associated with delivery and shall assume full responsibility for all item(s) damaged prior to the F.O.B.

destination delivery and agree to hold harmless the Commission of all responsibility for prosecuting damage claims.

The Contractor shall assume full responsibility for replacement of all defective or damaged goods within thirty (30) days of notice by the Commission of such defect or damage.

GUARANTEE

If products do not comply with the specifications contained herein, the Contractor shall replace the product(s), or the purchase price shall be refunded. The refund or the delivery of the replacement product(s) shall be made within thirty (30) days following the Contract Manager’s notification to the Contractor that the original product(s) was non-compliant. Costs of returning the original product(s) will be the sole responsibility of the Contractor.

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 10 of 150

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this ITB is specifically limited to the Contractor’s bid price accepted by the Commission, and to the specific procedure for payment established in this ITB and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the bid price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this ITB including, but not limited to, equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this ITB including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a bid, be on file with the Department of State in accordance with provisions of Chapter 607, F.S.; similarly, partnerships seeking to do business with the State shall, at the time of submitting such bid, have complied with the applicable provisions of Chapter 620, F.S. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, Florida Administrative Code (F.A.C.), and Section 287.042(16), F.S., other State of Florida agencies may purchase from the resulting contract of this ITB, provided that the Department of Management Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this ITB contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The bidder is required to examine carefully the conditions and specifications of this bid and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

http://www.sunbiz.org/ http://dos.myflorida.com/

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 11 of 150

SCOPE OF WORK

FWC FY-22/23-120

DIVISION OF LAW ENFORCEMENT UNIFORMS & RELATED ITEMS

PURPOSE

The intent of this Invitation to Bid (ITB) is to obtain competitive pricing for the purchase of uniforms and related items by the Florida Fish and Wildlife Conservation Commission’s Division of Law Enforcement, per the specifications contained herein.

1. INITIAL TERM COMPLETION DATE

The contract shall be effective for three years from the date of award or August 7, 2023, whichever is later.

The Commission shall issue purchase orders and utilize the State of Florida purchasing card as payment methods.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor may request in writing an extension of the Delivery Date. Upon review of the extension request, the Contract Manager and the Contract Administrator shall determine and approve if the extension can be made.

2. DEFINITIONS

The below abbreviations or full titles shall be used interchangeably throughout this ITB.

Commission - Florida Fish and Wildlife Conservation Commission ITB - Invitation to Bid

LE – Law Enforcement OIG – Office of Inspector General

3. GENERAL TERMS

3.1 This bid shall be a multi-award solicitation. Awards shall be made to the responsive, responsible

Bidder that submits the lowest bid price for each group (see Exhibits B – F) as indicated on the price sheet.

3.2 Bidders must notify the Commission no later than the date specified in the Solicitation Calendar of Events of any items listed in this solicitation that are unavailable due to manufacturer or distributor restrictions. Bidders shall submit equivalent items for any items deemed unavailable due to manufacturer or distributor restrictions (see item 3.3).

3.3 The Bidder shall submit the complete specifications of all requested equivalent items for pre-approval, via email, to the Procurement Manager no later than the date specified in the Solicitation

Calendar of Events.

3.4 The Contractor must indicate on the Price Sheet the requested equivalent items that have been pre-approved and a copy of the pre-approval email must be submitted with the bid. Failure to obtain pre-approval for any requested equivalent items and deviations from the specifications listed in this ITB shall result in the Bidder’s response being rejected.

Ch. 287 Invitation to Bid – Revised 3.22.2023 FWC FY-22/23-120, Page 12 of 150

3.5 Bidders must already be an authorized V. H. Blackinton & Co., Inc dealer to bid on Sworn Uniform

Accessories (Exhibit E). The Contractor shall provide applicable standard and customized items as listed in this section.

3.6 During the term of the contract resulting from this ITB, if the Commission deems it to be in the best interest of the State, the Commission may unilaterally require, by written order, changes altering, adding to, or deducting from the resulting Contract specifications, provided that such changes are within the general scope of the contract.

3.7 The Commission reserves the right to delete discontinued items from the ITB for any reason deemed necessary by the Commission. Additional, replacement, and modified items may be added by written approval of the Commission’s Purchasing office, with the specifications agreed upon by the parties. Prices for these items shall be at the Percentage Discount Off Retail Price submitted on the Price Sheet. Fabric, material, design, or construction changes to items listed within may be made by mutual consent, with specifications agreed upon by the parties. Prices for equivalent substitutions shall be at the original price submitted on the Price Sheet.

3.8 The Contractor may request an equitable adjustment in the resulting Contract price or delivery date if the change affects the cost or time of performance. Such equitable adjustments shall be done on a case by case basis and require the written approval of the Commission and shall be based on a market survey done by the Commission.

3.9 The Commission reserves the right to order other items from the catalog or website during the period of this contract as deemed necessary by the Commission. Each Bidder shall provide, on the

Price Sheet, a percentage discount to the Commission for items offered from the catalog/website.

3.10 If requested by the Commission, the Contractor shall provide embroidery and silk-screen to garments and related items purchased outside of this ITB at the same cost as outlined in the

Embroidery and Silk-Screen Prices of Catalog/ Website Items on the Price Sheet.

3.11 Special Orders are items outside the listed stock sizes and colors, altered or manufactured to fit a special need during an order request. Bidders who can provide Special Orders may submit a list of Special Order prices for applicable items as a separate document attached to their Price Sheet.

Special Order pricing will not be included in the Total Bid Price used to determine Group awards.

The Special Order prices cannot be more than 5% of the listed item. There shall be no other extra charge for these Special Orders other than the prices provided by the Bidder. Items that are deemed “Special” shall be delivered within 90 days.

3.12 Written approval from the Commission is needed if the Contractor wishes to provide items outside the listed stock sizes and colors. These items shall not be considered as Special Orders and be charged at prices listed on the Price Sheet.

3.13 The Contractor shall ensure industry standard for customized items listed in this ITB. The

Contractor shall be responsible for the costs of fabric, design, layout, artwork, and dyes required to produce these custom order items.

3.14 There shall not be a minimum order requirement throughout the contract term.

3.15 The cost for shipping shall be included in the price per item.

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4. EMBELLISHMENTS, EMBROIDERY AND SILK SCREEN

4.1 Prices shall include embroidery, emblem, silk-screen, application of emblems and embellishments, and artwork/setup fee for listed items in Exhibit B-F. Some items will require additional specific embellishments or embroidery as outlined in each item specification. The cost for any embroidered lettering or other optional embroidery shall also be the sole responsibility of the Contractor.

4.2 A pre-production sample of each embroidery, silk-screen, and embellishment shall be required to be submitted to the Commission’s Contract Manager. Individual reinforced backing (plastic) emblem patches, hook and loop backing emblem patches, and embellishments shall be provided to the Commission upon request at no additional cost to the Commission.

4.3 Hook and loop backing emblems must ensure the backing and patch are sewn together for a stronger bond.

4.4 Thread colors and PMS colors as specified to this ITB or approved equivalents by the Commission shall be consistent at all times for uniformity purposes. Any noted inconsistencies addressed by the Commission shall be replaced at the sole cost of the Contractor (including shipping). At the request of the Commission, any item contained in or related to this ITB shill be given the option of silk-screen and embroidery for no extra cost.

4.5 The images of emblems and logos are used for visualization purposes only. The specifications for actual size, thread colors, and Pantone Matching System (PMS) colors are stated in Exhibit A, Specifications for Embroidered Emblems, and Silk-screen Logos, and additional details are outlined in each item.

4.6 Commission’s Non-sworn employees shill be allowed to choose from two embroidered designs: the

Commission Oval Emblem or the FWC Slant Logo Emblem with optional Agency/Division and

Office/Title lettering.

4.7 Additional embroidery and silk-screen may be added with the specifications and prices agreed upon by the parties at the time of request. Additional embroidery and silk-screen shall be upon request and must be approved by the Commission’s Contract Manager.

4.8 There shall be no other extra charge for replacement or modified embroidery and silk-screen for items listed in this ITB. Prices for equivalent substitutions shall be at the original price submitted on the Price Sheet. Replacement and modified emblems and silk-screen shall be upon request and must be approved by the Commission’s Contract Manager.

5. SAMPLES, INSPECTION, TESTING

5.1 After award, the Awarded Contractor shall provide samples of approved equivalent items to the

Commission’s Contract Manager. These samples shall be sent in a package clearly labeled

“Samples” with the ITB title and ITB number (FWC 22/23-120) on the outside of the package.

These samples shall be provided at no cost to the Commission and shall be used to determine the

Bidders’ ability to meet specifications.

5.2 Pre-production samples shall be required from the Contractor for all embroidered emblems, silk-screens, name strips, etc., within 30 days after the Award date. The Contractor shall provide stitching and graphic files (if applicable) for pre-production samples to the Commission’s Contract

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Manager. Manufacturing and production shall not begin until the Commission evaluates and approves the pre-production sample.

5.2 The Contractor must submit, to the Commission’s Contract Manager, (3) THREE DIFFERENT pre-production samples from their company’s current production of emblems, silk-screens, name strips, etc., in similar size and complexity as requested in this ITB. These samples MUST be representative of the highest production standard from the Contractor. Samples shall be evaluated to determine compliance with all the characteristics when orders are received.

5.3 During the Contract, the Contractor shall provide the complete product specifications and samples for any additional and replacement items to the Commission’s Contract Manager. The complete specifications include at a minimum, the item, style number, fabric, color, and manufacture. These samples shall be sent in a package clearly labeled “Samples” with the ITB title and number on the outside of the package.

5.4 The Contractor may be required to provide product samples upon request. This may include fabric samples or completed garments. All requested samples shall be retained by the Commission. Some items may require more than one sample for inspection and testing.

5.5 Upon request, the Contractor shall provide one-quarter yard of the specified fabric prior to manufacturing. Fabric testing shall consist of color-fastness, picks, and ends tensile strength. See

Section 6. Fabrics and Labels for more details.

5.6 Samples shall be provided at no cost to the Commission.

6. FABRICS AND LABELS

6.1 All fabric shall meet a standard shrinkage allowance of approximately 2%, be colorfast, and be defect-free. The fabric/material used shall include a fashion-clean finish, soil release that combines with color bright retention, moisture absorbency, and provide maximum comfort.

6.2 All garments must have a care label permanently affixed giving the care instructions, and must show the lot number, size, fiber content, and WPL number of the garment. The labels for permanent press or fine washables shall reflect specific washing and care instructions.

6.3 All material shall be new, of current manufacture, and carry the standard warranties prescribed for each specified fabric. The Contractor shall submit to the Commission, upon request, new fabrics to test as they come on the market. New fabric for each item shall be negotiated and agreed upon in writing.

6.4 Workmanship and products shall be in accordance with standard practices of the trade. Seams tearing at the seam line, gathering of fabric, or puckering of garments after wear or use shall not be acceptable. Garments must be fully warranted against defects for a minimum of 90 days.

7. INVENTORY AND MEASUREMENTS

7.1 The Contractor shall be required to carry a minimum of 4 months inventory in standard sizes of items specific to the Commission. The Contractor shall be required on an ongoing basis to communicate with the Commission and adjust these inventories based on the Commission’s usage.

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7.2 The Contractor shall also provide a fit line of Class A Long Sleeve Uniform Shirt in Exhibit C, Sworn Uniforms to be held at the FWC Law Enforcement Training Academy at no additional cost to the Commission. The fit line must be true to the size of the final production products and shall not be the same color as the Commission uniform. The fit line shall consist of men’s dress pants in sizes 28 – 52, even sizes only; Women’s dress pants in sizes 0 – 26; and Men’s Long sleeve dress shirts in whole sizes 15 – 20 with sleeve lengths appropriate for the neck size.

7.3 Upon request by the Commission, the Contractor shall measure/fit employees at no additional cost to the Commission, to obtain a proper fit for any employee experiencing problems with measuring and proper fit of the uniform items. The Contractor shall travel to any FWC location upon request to conduct measurements and fittings when necessary at no cost to the Commission.

Measurements shall be coordinated with the Commission and completed in a timely manner. The

Contractor shall be responsible for all costs associated with these measurements and proper fittings.

8. DELIVERY

8.1 Delivery shall be F.O.B. to various destinations throughout Florida. Delivery of all items listed on each purchase order shall be within 30 calendar days after receipt of the purchase order. Special

Orders shall be delivered within 90 days. These requirements shall not take effect until 120 days after awarding the contract.

8.2 Any item(s) shipped but not accepted because of non-compliance with these specifications must be replaced within five (5) calendar days after notification by the requestor named on the purchase order.

8.3 Upon delivery, items shall be examined and inspected by the Commission before final acceptance.

The Commission shall notify the Contractor in writing of any nonconforming products. Any costs associated with items received that do not comply with these specifications shall be borne by the

Contractor, including returns.

8.4 The Contractor must ensure any drop-shipping items are shipped from their subcontractors or directly shipped from the manufacturer before invoicing the Commission.

9. ARTWORK/STITCH FILES AND PRODUCT SPECIFICATIONS

9.1 Commission shall provide any currently approved and available graphic/artwork files.

9.2 All artwork and stitch files, whether previously provided, edited, modified, or created for the purposes of this bid, shall be the property of the Commission. Any additions, revisions, or deletions to the artwork must have written approval from the Commission. The Contractor shall make these files readily available at no cost to the Commission upon request.

9.3 All manufacturer products specifications, including but not limited to; dimensions, thread color, manufacturer brand, model numbers, etc., for all listed items as specified within this ITB shall be provided to the Commission by the Contractor for documentation in the contract file to include any additional throughout the term of the contract.

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10. SPECIFIC/RESTRICTED ITEMS

10.1 Items unique or restricted for purchase by a certain group (Non-Sworn, Sworn, and Training) are detailed within the item specification. Sworn for the purpose of this ITB includes specialty groups such as SOG, DIVETEAM, K9, OPV, and OIG unless otherwise specified by the Commission.

Training may purchase both Non-Sworn and Sworn items, and includes specialty groups such as

LE Recruit and Training Staff.

11. CUSTOMER SERVICE AND WEBSITE CAPABILITIES

11.1 The Contractor must provide an online website for viewing, ordering, and accessing other pertinent information directly related to bid items on a dedicated website and shall provide routine website maintenance.

11.2 The Contractor must provide the Commission with a dedicated account manager as a point of contact for all matters related to the contract.

11.3 The Contractor must have a minimum of two sales representatives located within the State of

Florida. The Contractor must have a retail branch located within the State of Florida.

11.4 The Contractor shall provide user accounts specific to the Commission’s needs and at least three

(3) administrative accounts for the Commission.

11.5 The Contractor must ensure that all items are shipped and billed in accordance with the purchase order or P-card order request.

Attachments:

Exhibit A, Specifications for Embroidery and Silkscreen

Exhibit B, Non-Sworn Uniforms

Exhibit C, Sworn Uniforms

Exhibit D, Outwear

Exhibit E, Sworn Uniform Accessories

Exhibit F, Duty Gear and Other Related Items

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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EXHIBIT A

SPECIFICATIONS FOR EMBROIDERY AND SILKSCREEN

NON-SWORN SPECIFICATONS

ITEM 1. COMMISSION OVAL EMBLEM

Material: Embroidery shall not pucker or shrink when laundered.

Size: Height 3.5 inches; Width 2.5 inches

Emblem Details : Thread Colors: There are a total of nine (9) different colors of thread on the emblem as follows:

1. Green: Merrow

2. Light Green: Fish body

3. Gold: Stars

4. Gray: Deer body

5. Light Gray: State map fill-in

6. Light Tan: All lettering, inner field fill-in, and fish belly

7. Medium Gray: State edge border

8. White: Deer and bird body

9. Black: Deer, bird, fish details, and letters background fill-in

(Image for visualization purposes only)

Non-Sworn Uniforms: The Commission Oval Emblem shall be embroidered directly on the left chest of the shirt.

Optional Additional

Embroidery Below Oval

Emblem:

Optional Agency/Division, and Office lettering should be 3/8" Block, all caps, in the thread colors 1615 Charcoal Gray or 1800 Black or approved equivalents. Thread colors shall have Charcoal Gray on dark-colored garments and Black on light-colored garments.

ITEM 2. FWC SLANT LOGO EMBLEM

Material: Embroidery shall not pucker or shrink when laundered.

Size: Height 2.5 inches; Width 2 inches

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Emblem Details : Thread Colors:

12. FWC is Isacord 0111 charcoal on darks and Black 1800 on lights.

13. Florida and top of fish are Robison Anton 5758, Green Petal.

14. Bottom of fish and deer antlers are Robison Anton 5776, Sea Shell.

15. Deer body is Robison Anton 5777, Sand Dune.

16. Bird and parts of deer are White.

17. Bird, deer, and fish trims are black.

Non-Sworn Uniforms: The FWC Slant Logo should be embroidered directly on the left chest of the shirt.

Optional Additional Embroidery Below FWC

Slant Logo:

Optional Agency/Division, and Office/Title lettering should be 3/8" block, all caps, in the thread colors 1615 Charcoal Gray or 1800 Black or approved equivalents. Thread colors shall have Charcoal Gray on dark-colored garments and Black on light-colored garments.

ITEM 3.