FWC.25.26.19 ITB Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32301

(850) 488-6551

Production of Waterway Marker Sign Panels

FWC 25/26-19

INVITATION TO BID

ITB BIDDER ACKNOWLEDGEMENT FORM

Purpose: The intent of this bid is to obtain competitive pricing for the production of Waterway Sign Panels, 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 Vendors: The Commission shall only consider responsible vendors. Responsible vendors 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.

Sealed Bid: In response to an Invitation to Bid (ITB), a sealed bid is the final submission of a bid from a vendor prior to the bid deadline, after which no further submissions will be considered.

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 following:

“We understand all of the terms, conditions and the specifications contained herein and agree to abide by all of the terms, conditions and the specifications in their entirety.

Authorized Signature (Manual): ________________________________________________________________________________________

Authorized Signature Name (Typed) and Title: __________________________________________________________________________

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 3 of 65

CALENDAR OF EVENTS

FWC 25/26-19

SCHEDULE DUE DATE METHOD

Bid Advertised November 21, 2025 Posted on the Vendor Information Portal

(VIP)

MANDATORY Pre-Bid

Conference Call

December 2, 2025

@ 11:00 AM ET

See Pre-Bid Conference Clause

Deadline for Questions

Must be received

PRIOR to:

December 8, 2025

@ 5:00 PM ET

See Solicitation Questions Clause

Anticipated date for Responses to Written Questions December 11, 2025 Posted on the Vendor Information Portal

SEALED BIDS DUE

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

Must be received

PRIOR to:

December 18, 2025

@ 3:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32301

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

Public Bid Opening December 18, 2025

@ 3:00 PM ET

Public Opening Options for Attendance:

-In Person-

1875 Orange Ave E

Tallahassee, FL 32301

-Teleconference-

Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Anticipated Date of Intended

Award December 29, 2025 Posted on the Vendor Information Portal https://vendor.myfloridamarketplace.com/

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 4 of 65

GENERAL CONDITIONS

FWC 25/26-19

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 2).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Development, 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 3.12.2025 FWC 25/26-19, Page 5 of 65

PROCUREMENT MANAGER

Randy Golightly

Randolph.Golightly@myfwc.com

TERM

The contract will be effective on the date of award or July 1, 2026, whichever is later, and shall remain in effect through June 30, 2029.

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.

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 Development 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 Development website for information on certified business enterprises that may be considered for subcontracting opportunities. However, pursuant to Section 287.05701 F.S., the Commission may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, nor give preference to a vendor based on the vendor’s social, political, or ideological interests.

MANDATORY PRE-BID CONFERENCE CALL

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

(Page 3). The purpose of the pre-bid conference call is to discuss the contents of this ITB and to accept verbal questions from Bidders concerning the project. Vendors must attend this pre-bid conference call as a 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 https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 6 of 65 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.

Mandatory Conference Call Dial-in:

Conference call 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 3). 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

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 7 of 65

Portal website (https://vendor.myfloridamarketplace.com) for new or changing information relative to this 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 2), 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.

EQUAL BIDS

In the event that there is no multiple award contemplated in the ITB, and the Commission receives equal bids eligible for award, the Commission will comply with the following, as applicable: sections 287.057(12), 287.082, 287.087,287.092, 295.187(4)(a), and 295.187(4)(b), F.S. In order to clarify the Bidders’ status with regard to the applicable statutory preference requirements, the Commission may request information from

Bidders with equal bids. A Bidder will not be permitted to amend or supplement its Bid in response to such request for clarification. If the tie has not been broken by application of the aforementioned statutes, the

Commission will proceed with a random selection to decide the award.

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

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 8 of 65

(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.

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 Ave E

Tallahassee, Florida 32301.

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. DIGITAL SUBMISSIONS SHALL BE DEEMED NON-RESPONSIVE

AND SHALL NOT BE ACCEPTED.

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 3). 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.

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.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 9 of 65

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.

SCOPE CHANGES AFTER CONTRACT EXECUTION

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.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $10.00 per calendar day of delay per sign order. Exceptions to this provision may be made if a delay is attributable to 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 3.12.2025 FWC 25/26-19, Page 10 of 65 circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract

Manager.

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.

MATERIAL AND EQUIPMENT ON COMMISSION PROPERTY

If the Commission allows the Contractor to have project materials or equipment delivered to and/or stored upon the Commission-managed or owned property before, during, or after the term of the project, the

Contractor will be fully and solely responsible for all expenses and liability incurred as a result of the delivery or storage. Should the Commission, in its sole discretion, determine that any project materials or equipment stored on its property must be moved in response to an emergency, the Contractor shall hold harmless, indemnify, defend, and may be responsible for costs of any reasonably necessary actions taken by the Commission.

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”.

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 11 of 65

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.

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

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 12 of 65

SCOPE OF WORK

FWC 25/26-19

PRODUCTION OF WATERWAY MARKER SIGN PANELS

PURPOSE

The intent of this bid is to obtain competitive pricing for the production of Waterway Sign Panels, per the specifications contained herein.

1. INITIAL TERM DATE

The contract shall start on the date of award or July 1, 2026, whichever is later, and shall remain in effect through June 30, 2029.

2. GENERAL TERMS

All items shall be guaranteed by the awarded Bidder (Contractor) against defects from the use of inferior materials, equipment or workmanship for one hundred twenty (120) days from the date the items are received by the Commission.

3. FINANCIAL CONSEQUENCES

The Contractor shall complete all order requests in full compliance with the terms of this ITB and the

Purchase Order. Failure to meet the timeframes in Section 4 for a specific order request shall result in an assessed financial consequence of 5% of the invoice amount. The timeframes can be extended upon approval from the Commission’s Contract/Project Manager. However, the Contractor must immediately notify the

Commission in writing detailing why the Contractor is unable to meet the given timeframes. Upon review of the extension request, the Commission’s Contract/Project Manager shall determine and approve if the extension can be made.

4. PRODUCTION OF WATERWAY SIGN PANELS

4.1. The Contractor shall provide labor, equipment, and materials to produce waterway sign panels

(uniform waterway sign panels and private aids to navigation sign panels) per the technical specifications in Section 5 and 6.

4.2. The waterway sign panels shall be ordered on an as-needed basis, with a single purchase order that may encompass multiple orders.

4.3. The Contractor shall provide the proofs of waterway sign panels for approval by the Commission within five (5) business days of an order request, unless a different timeframe is agreed to in writing by both parties.

4.4. Following the approval of the proofs, the Contractor has 30 calendar days to produce and ship the sign panels to the designated location(s). Prior to the order being shipped out, the Contractor must provide photos of the completed waterway sign panels to the Commission for approval. The ship date is defined as the day the freight company takes possession of the shipment, whether by pickup or drop-off. If other circumstances occur, the ship date shall be determined on a case-by-case basis.

4.5. Shipping and Delivery

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4.5.1. The Contractor shall ship the waterway sign panels using a standard freight rate to designated location(s), which shall be provided by the Commission Project Manager.

4.5.2. The Contractor is responsible for ensuring all waterway sign panels are adequately protected against damage during shipment. For each order, the Contractor shall reduce the number of shipments as much as possible.

4.5.3. Shipments are designated Freight on Board – Destination (FOB-Destination), inside delivery.

The Contractor is responsible for selecting a freight company and ensuring it provides all necessary labor and equipment for inside delivery. The Contractor shall be responsible for all costs and risks until the panels are delivered and for filing any claims for loss or damage.

4.5.4. Freight shall be prepaid charged back (PCB) to the Commission as a separate item on the invoices. For reimbursement, each invoice must include a copy of the corresponding shipping invoice from the freight company.

4.5.5. The Contractor shall also be responsible for notifying the Commission’s Project Manager when an order has been shipped.

4.5.6. If requested by the Commission, the Contractor shall arrange for the freight company to contact the designated receiving point of contact at least 24 hours in advance to coordinate delivery.

4.5.7. The Commission’s Project Manager or a duly authorized representative designated by the

Commission shall inspect and approve the waterway sign panels within 20 working days upon delivery.

5. UNIFORM WATERWAY SIGN PANELS TECHNICAL SPECIFICATIONS

5.1. Uniform waterway sign panels shall meet the following specifications:

5.1.1. Diamond Grade VIP Reflective Sheeting - Series 3990 (White) or equivalent: A wide angle prismatic lens reflective sheeting designed for the production of durable traffic control signs and delineators that are exposed vertically in service. This sheeting is designed to provide higher sign brightness than sheeting which uses glass bead lenses. VIP sheeting provides brightness at long and short distances.

5.1.2. Sign Blanks: All sign panels are to be constructed of .125 gauge, 5052-H38 Aluminum, or higher with 2.25”-3.00” radius corners and must be produced using industry specifications for chemically treated aluminum to accommodate marine environment.

5.1.3. Sign Border and Geometric Symbols must use materials equivalent to or exceeding Series

334/336 High Intensity Orange Tape (#3930 HIP). Series 3930 is High Intensity Prismatic non-metalized micro-prismatic lens reflective sheeting.

5.1.4. Characters – Computer Cut: 7725-22 Black Matte (non-reflective); lettering and numbering shall be used for the sign panels.

5.1.5. Lettering – Black Block 1” letter stating “Permit No. ##-###” shall appear on the lower left and

“Rule/Ordinance ##-###” shall appear on the lower right within the high intensity orange tape border. If requested, the wording “Manatee Zone” or “Boating Safety Zone” (or similar wording)

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 14 of 65 shall be 2” - 3” black block lettering centered along the top of the sign panel and below the orange border and the wording “To Report Damaged Markers: (866) 405-BUOY” shall be in 1 ½” black block lettering centered along the bottom of the sign panel and above the orange border. Other regulatory wording will be centered over the geometric symbol and within remaining white panel space, however, letter height will vary based on amount of wording. (See Composite Exhibit II, Common Sign Messages for Uniform Waterway Sign Panels). Vendor will supply the

Commission with layout renderings of the signs for review prior to final production and shall also provide certification that materials meet or exceed the aforementioned specifications.

5.2. Additional specifications for Vertical and Horizontal Sign Panels

5.2.1. Vertical Sign Panel – Flip Specifications: The 3’ x 4’ flip signs shall include 24” x 36” center flip panel; 5’ x 7’ flip sign shall include 42” x 60”center flip panel; 4’ x 6’ flip sign shall include 48” x

36” center flip panel. Center flip panel shall not be attached to main sign panel. Each side of flip panel will be constructed of same gauge aluminum as main panel, include reflective sheeting and black lettering, boarder and geometric symbol. Hinge system will be applied by marine contractor during installation. Graphics are to line up as reflected in graphic example. (See

Composite Exhibit II, Sample Vertical Sign Panel - Flip Specifications for Uniform Waterway

Sign Panels).

5.2.2. Horizontal Sign Panel – Flip Specifications: The 3’ x 4’ flip sign shall include 18” x 48” center flip panel; 5’ x 7’ flip sign shall include 30” x 84” center flip panel; 4’ x 6’ flip sign shall include 24” x

72” center flip panel. Center flip panel shall not be attached to main sign panel. Each side of flip panel will be constructed of same gauge aluminum as main panel, include a reflective sheeting and black lettering, boarder and geometric symbol. Hinge system will be applied by the marine contractor during installation. (Graphics are to line up as reflected in graphic example. (See

Composite Exhibit II, Sample Horizontal Sign Panel - Flip Specifications for Uniform Waterway

Sign Panels).

6. PRIVATE AIDS TO NAVIGATION (RED AND GREEN DAYBOARD WATERWAY MARKERS) SIGN

PANELS TECHNICAL SPECIFICATIONS

6.1. Red and Green dayboard sign panels must comply with the United States Coast Guard requirements and meet or exceed the requirements of Title 33, Code of Federal Regulations needed to mark a channel on navigable waters.

6.2. All dayboard sign panels are to be constructed of .125 gauge, 5052-H38 Aluminum, or higher and must be produced using industry specifications for chemically treated aluminum to accommodate marine environment. See Composite Exhibit II Sample Red and Green Dayboard Markers for

Private Aids to Navigation.

6.3. The Red Dayboard sign panels are to be manufactured in the following sizes:

a. Red Dayboard sign panel 36” x 36” Triangle

b. Red Dayboard sign panel 48” x 48” Triangle

6.4. The Green Dayboard sign panels are to be manufactured in the following sizes:

a. Green Dayboard sign panel 24” x 24” Square

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 15 of 65

b. Green Dayboard sign panel 36” x 36” Square

7. ESTIMATED QUANTITY PER YEAR

Waterway Sign Panels Estimated Quantity Per Year

1.

Uniform waterway sign panel:

3’ x 4’ (36” x 48”) 1-600

2.

Uniform waterway sign panel:

4’ x 6’ (48” x 72”)) 1-400

3.

Uniform waterway sign panel:

5 ’x 7’ (60” x 84”) 1-200

4.

Uniform waterway sign panel:

1.5’ x 4’ (18” x 48”) 1-30

5.

Uniform waterway sign panel:

1.5’ x 6’ (18” x 72”) 1-30

6.

Uniform waterway sign panel:

1.5’ x 7’ (18” x 84”) 1-30

7.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

3’ x 4’ (36” x 48”)

1-10

8.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

4’ x 6’ (48” x 72”)

1-10

9.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

5’ x 7’ (60” x 84”)

1-10

10.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

3’ x 4’ (36” x 48”)

1-10

11.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

4’ x 6’ (48” x 72”)

1-10

12.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

5’ x 7’ (60” x 84”)

1-10

13.

Red Dayboards 3’ x 3’ (36” x 36”)

Triangle – ½ mile range 1-30

14.

Red Dayboards 4’ x 4’ (48” x 48”)

Triangle – 1 mile range 1-20

15.

Green Dayboards 2’ X 2’ (24” x 24”)

Square – ½ mile range 1-40

16.

Green Dayboards 3’ x 3’ (36” x 36”)

Square – 1 mile range 1-20

PRICE SHEET

CONTRACTOR SHALL NOT ALTER THE PRICE SHEET IN ANY WAY.

Price quoted shall not contain any Federal or State sales or use taxes. The bidder recognizes that the State of Florida, by virtue of its sovereignty, is not required to pay taxes on services, goods and/or equipment purchased incident to such service. Quoted price shall include all necessary items to complete the project.

ALL ITEMS SHALL BE BID OR THE BID WILL BE REJECTED. THE BID WILL BE AWARDED TO THE RESPONSIVE, RESPONSIBLE

BIDDER THAT SUBMITS THE LOWEST TOTAL PRICE. PURSUANT TO SECTIONS 287.057(1)(a)1. AND 287.057(1)(a)2., F.S., EACH

CONTRACTOR SHALL SUPPLY A PRICE FOR EACH YEAR THAT A CONTRACT MAY BE RENEWED (SEE RENEWAL CLAUSE).

Pricing for unit of one (1):

Item

Number Item Description

Initial

3-Year TERM

(Price Per Unit)

A

Renewal

Year 1 (Price

Per Unit)

B

Year 2 (Price

C

Year 3 (Price

D

Total (Initial Term

Years and All

Renewal Years)

Total = A+B+C+D

1. Uniform waterway sign panel:

3’ x 4’ (36” x 48”)

2. Uniform waterway sign panel:

4’ x 6’ (48” x 72”)

3. Uniform waterway sign panel:

5 ’x 7’ (60” x 84”)

4. Uniform waterway sign panel:

1.5’ x 4’ (18” x 48”)

5. Uniform waterway sign panel:

1.5’ x 6’ (18” x 72”)

6. Uniform waterway sign panel:

1.5’ x 7’ (18” x 84”)

7.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

3’ x 4’ (36” x 48”)

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 17 of 65

Item

Number Item Description

Initial

3-Year TERM

(Price Per Unit)

A

Year 1 (Price

B

Year 2 (Price

C

Year 3 (Price

D

Total (Initial Term

Years and All

Renewal Years)

Total = A+B+C+D

8.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

4’ x 6’ (48” x 72”)

9.

Uniform waterway sign panel:

Vertical Sign Panels (Flip)

5’ x 7’ (60” x 84”)

10.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

3’ x 4’ (36” x 48”)

11.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

4’ x 6’ (48” x 72”)

12.

Uniform waterway sign panel:

Horizontal Sign Panels (Flip)

5’ x 7’ (60” x 84”)

13.

Red Dayboards

3’ x 3’ (36” x 36”)

Triangle – ½ mile range

14.

Red Dayboards

4’ x 4’ (48” x 48”)

Triangle – 1 mile range

15.

Green Dayboards

2’ X 2’ (24” x 24”)

Square – ½ mile range

16.

Green Dayboards

3’ x 3’ (36” x 36”)

Square – 1 mile range

OVERALL TOTAL BID PRICE (1-16 LISTED ABOVE)

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 18 of 65

BY SIGNING BELOW, I ATTEST THAT I HAVE READ THE ENTIRE BID AND AGREE TO FURNISH EACH ITEM AT THE PRICE

QUOTED ABOVE. I HEREBY AFFIRM I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS IN RESTRAINT

OF FREEDOM OF COMPETITION.

Contractor: ___________________________

Address: _____________________________

Signed: _______________________________

Print Name: __________________________

Title: _________________________________

Fax: _________________________________

City/State/Zip: ________________________

Telephone: ___________________________

REFERENCES

A minimum of three (3) separate and verifiable references, from persons or firms for whom the bidder has performed similar jobs as per the bid specifications shall be supplied with the bid. The same client may not be listed for more than one (1) reference, and no more than one (1) of the submitted references shall be related to a past project where staff necessary for the current project were unaffiliated with the bidder and/or employed by a different company. If providing an unaffiliated reference, enter the information in

Reference 4 - Collective Experience. The firms and/or contact persons should be available between the hours of 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday. FWC staff will attempt to contact each selected reference by phone up to three (3) times. If any reference is not available as stated above, this may be cause for rejection of the Bidder’s bid. Provide a description (scope of work) of each job.

REFERENCE #1

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 20 of 65

REFERENCE #2

Name: __________________________________________________________________________________________

Address: _________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 21 of 65

REFERENCE #3

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 22 of 65

REFERENCE #4 – COLLECTIVE EXPERIENCE

Name: __________________________________________________________________________________________

Address: ________________________________________________________________________________________

Contact Person: ____________________________________ Telephone Number: _________________________

Collective Experience Employee

First Name: __________________________________ Last Name: ___________________________________

Previous Employer’s Name: _______________________________________________________________________

Previous Position Title: ___________________________________________________________________________

Project Dates for Work Performed (MM/YYYY): _________________________ to _________________________

Project Location: _________________________________________________________________________________

Brief description of the services performed for the project:

SAMPLE REFERENCE QUESTIONNAIRE

REFERENCE:

Reference Organization Name: ___________________________________________

Reference Contact: ______________________________________________________

Reference Phone Number: _______________________________________________

For Agency use ONLY, to be completed following the bid opening:

The following questions will be asked of the client reference, as chosen at the discretion of the Agency.

1. Did the vendor stay within the approved timeline/budget?

Excellent Above Satisfactory Satisfactory Fair Poor

Comments:

2. Did the vendor maintain clear communication?

3. How satisfied was your organization with the vendor's skill, knowledge, cooperativeness, and professional manner?

4. How satisfied was your organization with the timeliness of the vendor’s delivery of products or performance of services under the contract?

FWC Staff Signature: __________________________________

Date: ___________________

Ch. 287 Invitation to Bid – Revised 3.12.2025 FWC 25/26-19, Page 24 of 65

ATTACHMENT A

FWC 25/26-19

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: April 29, 2025

Section 1. PURCHASE ORDER

A. Composition and Priority The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract Conditions, PUR

1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the

Purchase Order end date.

Section 2. PERFORMANCE

A. Performance Standards The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency If the Commission determines that the performance of the Contractor is unsatisfactory, the Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the

Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then‐current billing period.