ITB_2026-09_Graduation_Diplomas_and_Supplies..pdf

Competitive Solicitation

Acknowledgement Form

Submit Response Electronically via VendorLink at:

https://www.myvendorlink.com/common/default.aspx (For submittal details see Section 3.0)

Solicitation Number:

ITB 2026-09

Solicitation Title:

Graduation Diplomas and Supplies

ITB Broadcast Date:

August 25, 2025

Pre-Bid Conference, Non-Mandatory

September 4, 2025, at

1:00 PM (ET)

Questions cutoff date:

September 16, 2025

Bid Due Date & Time:

September 22, 2025

Notice of Intent to Award:

October 16, 2025

DESCRIPTION:

Valencia College is requesting Bids from interested and qualified bidders to provide Graduation Diplomas and Supplies as specified herein. The College prefers a single Contractor solution to provide the required services.

However, Valencia reserves the right to make a multiple Contractor award if it is deemed to be in Valencia’s best interest. Product samples are required to be considered for this Solicitation.

Procurement Department Official & Point of Contact Name: César Colón Phone: 407-582-3469 Email: ccolon70@valenciacollege.edu

TO BE FILLED OUT BY THE SUPPLIER SUBMITTING THE BID

Company Name: Federal Employer ID No.:

Mailing Address:

Telephone No.: Email Address:

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, supplier or persons submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the responder and that the responder is in compliance with all requirements of the Competitive Solicitation, including but not limited to, certification requirements. In submitting an offer to Valencia College, the responder offers and agrees that if the offer is accepted, the responder will convey, sell, assign or transfer to Valencia College all rights, title and interest in and to all causes of action it may now hereafter acquire under the Anti-trust laws of the United States for price fixing relating to the particular commodities or services purchased or acquired by Valencia College.

At the College’s discretion, such assignment shall be made and become effective at the time the purchasing agency provides final payment to the responder.

Printed Name & Title: Authorized Signature:

https://www.myvendorlink.com/common/default.aspx

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Table of Contents Page

1.1 BACKGROUND AND STATISTICAL INFORMATION

1.2 PROJECT SUMMARY

1.3 BIDDER MINIMUM REQUIREMENTS

1.4 SCOPE OF SERVICES

1.5 BRAND NAME OR EQUIVALENTS

1.6 STANDARD OF QUALITY

1.7 SILENCE OF SPECIFICATIONS

1.8 ESTIMATED QUANTITIES/FREQUENCY OF SERVICES

1.9 SAMPLES

1.10 WARRANTY

1.11 MANUALS

1.12 MISTAKES

1.13 PRICING

1.14 UNIFORM COMMERCIAL CODE (applies to goods/materials only)

1.15 UNBALANCED BIDS

1.16 F.O.B. POINT

1.17 DELIVERY

1.18 TERM OF CONTRACT

1.19 TENTATIVE TIMELINE

2.1 BIDDER REGISTRATION

2.2 ACCESSIBILITY FOR DISABLED PERSONS

2.3 BIDDER COMMUNICATION AND/OR INQUIRIES

2.4 RESTRICTED BIDDER COMMUNICATIONS

2.5 CONE OF SILENCE

2.6 ORAL INTERPRETATION AND ADDENDA

2.7 SILENCE OF SPECIFICATIONS

2.8 CONFORMANCE TO SOLICITATION

2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

2.11 RESERVED RIGHTS

2.12 ACCURACY OF INFORMATION

2.13 PRICING

2.14 PRICE ADJUSTMENT

2.15 ERRORS AND OMISSIONS

2.16 PROPRIETARY INFORMATION

2.17 BID WITHDRAWAL

2.18 PROTESTS

2.19 COOPERATIVE AGREEMENT

2.20 COERCION FOR LABOR

2.21 FOREIGN COUNTRIES OF CONCERN

2.22 FAMILIARITY WITH LAWS

2.23 U.S. PRODUCED IRON AND STEEL PRODUCTS

3.1 BID SUBMITTAL FORMAT

3.2 BID SUBMITTAL LAYOUT

4.1 INITIAL REVIEW OF BIDS

4.2 EVALUATION OF BIDS

4.3 BEST VALUE

4.4 EVALUATION METHOD

4.5 AUTHORITY TO AWARD

4.6 BID TABULATION AND RESULTS

4.7 APPLICABLE DOCUMENTS

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SECTION 1.0 OVERVIEW

1.1 BACKGROUND AND STATISTICAL INFORMATION

Valencia College is a public college located in Orange and Osceola counties, Florida, that has provided a high quality, contemporary education to a large and diverse community since 1967. The College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees, diplomas, and certificates. The College serves more than 72,000 students and has six (6) primary campuses located in Kissimmee, Lake Nona, Orlando, Poinciana, and Winter Park.

1.2 PROJECT SUMMARY

Valencia College (College) is requesting Proposals from interested and qualified Proposers to provide Graduation Diplomas and Supplies as specified herein. The College prefers a single Contractor solution to provide the required services. However, Valencia reserves the right to make a multiple Contractor award if it is deemed to be in Valencia’s best interest.

1.3 BIDDER MINIMUM REQUIREMENTS

a. Bidder has a current license to do business in the State of Florida.

b. Bidder must be actively in business performing similar services for a minimum three (3) years prior to the submission of a Bids.

c. Bidder has adequately completed ALL documentation and adhered to all the requirements set forth in the Scope of Services.

d. Product Samples: Samples must be mailed or sent electronically, and received by the College prior to 2:00 PM (EST) on September 22, 2025.

e. Samples must be delivered to:

Valencia College West Campus Attention: Records & Graduation MC 4-43 RE: Samples for ITB 2026-09 1800 S. Kirkman Road Orlando, FL 32811

f. Electronic Product Sample(s): Upload electronic samples with your submission in VendorLink

g. Samples of products must be submitted with bid at the expense of the Bidder.

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1.4 SCOPE OF SERVICES

Without limitation, the college shall contract with a contractor(s) who is capable of providing the items as specified herein. Examples of each item can be found in ATTACHMENT 5.

PROJECT PLAN:

A. SERVICE REQUIREMENTS

All bids must meet or exceed the requirements as outlined below. Provide additional backup information to address the standard of services required in this section.

1. Provide samples of each item with the response to this ITB to prove quality and diversity with ability to meet the College’s needs (Example: Diplomas shells, diploma mailing envelope, digital diploma).

Samples of products must be submitted with bid at the expense of the Bidder. Samples must be received by the College before 2:00 PM (EST) on September 22, 2025.

2. The Contractor shall be required to perform printing, including high-volume documents at a contractor owned/managed off-site location.

3. There shall be no hidden fees charged to the College. Any special shipping or delivery fees, which may include International shipping, to be imposed must be disclosed in advance and approved by the College.

4. The Contractor must be able to provide on-demand printing within five (5) business days of request at no additional charge, or a time as mutually agreed upon between Contractor and the College.

5. The Contractor must be able to provide a web-based portal that allows students to request and pay for duplicate diplomas/certificates and enables authorized school personnel to submit and track institutional diploma orders at no charge to the College.

6. The Contractor must have a dedicated account manager and the ability for onsite consultation.

7. Transportation costs will be the responsibility of the Contractor.

B. ITEMS:

1. ASSOCIATE OF ARTS & ASSOCIATE OF SCIENCE DEGREES:

a. Diploma, Shells, Estimated Quantity: 48,000 (five (5) years)

i. Size: 11” w x 8.5” h

ii. Type: 80# Cover Wausau Royal Cotton Natural, Light Cockle

iii. The engrossed information type, style, and size for diplomas are as follows:

a. Name: PALATINO ITALIC; 34

b. Degree: PALATINO ITALIC; 24

c. Major: PALATINO ITALIC; 24

d. Honors: PALATINO ITALIC; 15

iv. Black imprinting (laser)

v. Style: DM Fine Line

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vi. Gold foil + emboss

vii. Orientation: Landscape

viii. Signatures: Diplomas require two (2) signatures, one (1) on the left side (District

Board of Trustees) and one (1) the right side (College President’s signature). These signatures will be provided electronically to the Contractor, by the College.

NOTE: The Board of Trustee’s signature may change annually and will need to be updated on the diploma as indicated by the College.

ix. Courses: Complex - student name, degree, major, minor (if applicable), honors (if applicable), and date.

b. Diploma Envelopes/Mailers, Estimated Quantity: 48,000 (five (5) years)

i. Size: 9” x 12”

ii. Board Thickness: 14 Point Stock

iii. Printing: Black ink no bleeds

iv. White on white cardboard

v. Flap: Self-seal

vi. Configuration: Booklet Style

2. BACHELOR OF SCIENCE & BACHELOR OF APPLIED SCIENCE DEGREES:

a. Diploma, Shells, Estimated Quantity: 5,000 (five (5) years)

i. Size: 14" w x 11" h

iii. The engrossed information type, style, and size for diplomas are as follows:

a. Name: PALATINO ITALIC; 34

b. Degree: PALATINO ITALIC; 24

c. Major: PALATINO ITALIC; 24

d. Honors: PALATINO ITALIC; 15

iv. Printing: Black imprinting (laser)

v. Style: DM Fine Line

vi. Gold foil + emboss

vii. Orientation: Landscape

viii. Signatures: Diplomas require two (2) signatures, one (1) on the left side (District

Board of Trustees) and one (1) on the right side (College President’s signature).

These signatures will be provided electronically to the Contractor, by the College.

NOTE: The Board of Trustee’s signature may change annually and will need to be updated on the diploma as indicated by the College.

ix. Courses: Complex - student name, degree, major, minor (if applicable), honors (if applicable), and date.

b. Diploma Envelopes/Mailers, Estimated Quantity: 5,000 (five (5) years)

i. Size: 11-7/8” x 14-7/8”

iii. Printing: Black ink no bleeds

iv. White on white cardboard

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3. TECHNICAL CERTIFICATES

NOTE: Primary submission for Technical Certificates will be digital only. If a student chooses to request a paper version, we would like that option as well.

a. Digital Certificate, Shells, Estimated Quantity: 40,000 (five (5) years)

b. Certificate, Shells, Estimated Quantity: 5,000 (five (5) years) – If physical copy is requested by student:

i. Size: 11” w x 8.5” h

iii. The engrossed information type, style, and size for diplomas are as follows:

a. Name: PALATINO ITALIC; 34

b. Degree: PALATINO ITALIC; 24

c. Major: PALATINO ITALIC; 24

iv. Black imprinting (laser)

v. Style: DM Fine Line

vi. College Logo (The official college seal/color specs will be provided to the winning bidder.)

vii. Orientation: Landscape

viii. Signatures: Certificate requires one (1) signature and (1) date, one (1) on the left side

(credential grad date) and one (1) the right side (College President’s signature). The signature will be provided electronically to the Contractor, by the College.

ix. Courses: Complex - student name, degree, major, and date.

c. Diploma Envelopes/Mailers, Estimated Quantity: 5,000 (five (5) years) – If physical copy (Estimated 5,000) are requested by student:

i. Size: 9” x 12”

iii. Printing: Black ink no bleeds

iv. White on white cardboard

C. ORDERING PROCESS:

This process applies to Associate of Art, Associate of Science, Technical Certificates, Bachelor of Applied Sciences, and Bachelor of Science diplomas and supplies.

1. AWARDING OF DEGREES: Valencia awards degrees three (3) times per year - during the months of August, December, and May. An Excel spreadsheet is created containing the names of the students, addresses, and the program of study. This spreadsheet will be supplied to the awarded Contractor (content is of confidential nature). Diplomas require two (2) signatures, Board of Trustee’s signature on the left side and the College President’s on the right side. These signatures will be provided electronically to the Contractor, by the College.

The Board of Trustee’s signature may change annually and will need to be updated on the diploma as indicated by the College.

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2. ORDERING: At the end of each term, the awarded Contractor will be provided a list of graduates for the most immediate past term to begin processing the order of the diplomas.

The list of graduates for the awarded term will contain the student’s names, addresses, email addresses, date of degree, program of study (degree), and specialization. A second order for diplomas will be provided with the same information previously noted above for students who have been awarded subsequently for the same term that had an outstanding document(s).

3. PRODUCTION OF DIPLOMAS: Upon receipt of the diploma orders, the Contractor will produce the names on the diploma shells.

4. FULFILLMENT: The Contractor must match the student name on the diploma to the mailer and send notification to the student and the College via email, when diplomas are mailed.

5. MAILING: Upon completion of printing diplomas and fulfilling the orders, the Contractor will mail the diplomas directly to the individual students or the College’s Records/Graduation Office.

The diplomas shall be shipped between two (2) chipboards for protection. Returned diplomas will be mailed back to the College Records/Graduation Office:

Valencia College West Campus Attention: Records & Graduation MC 4-43 P.O. Box 3028 Orlando, FL 32802-3028

Assembled product will require:

a. Match diploma to envelope/mailer

b. Hand insert diploma to envelope/mailer

c. Secure/seal diploma in envelope/mailer

d. Mail individual envelope/mailer First Class with tracking

6. DELIVERY: The Contractor will mail the diplomas directly to the individual students or the

College’s Records/Graduation Office as required within four (4) weeks after the order is placed.

Process of Item : Quantity Date of Order:

August

Date of Delivery:

September

Contractor will receive the list of graduates from Valencia to print names on diploma shells, proof for errors, and name match diploma with envelope/mailer. Mail and provide tracking information to individual students.

Estimated Usage:

3,200 Diplomas 3,200 Envelopes/Mailers

December

January

Contractor will receive the list of graduates from Valencia to print names diplomas shells, proof for errors, and name match diploma with envelope/mailer. Mail and provide tracking information to individual students.

Estimated Usage:

May

June

Contractor will receive the list of graduates from Valencia to print names on diplomas shells, proof for errors, and name match diploma with envelope/mailer. Mail and provide tracking information to individual students.

Estimated Usage:

7. DUPLICATE DIPLOMAS: Students and college must be able to submit requests to duplicate their diploma orders through the web-based portal. On a weekly basis, typically 15 to 25 may

ITB 2026-09, Graduation Diplomas & Supplies P a g e 8 | 21 be submitted to the Contractor, reflecting diploma duplication requests submitted either by students or initiated by the College. The Contractor will be responsible for printing and mailing, or electronically fulfilling, these diploma orders. Upon fulfillment, the Contractor must notify both the student and the College via email that the request has been completed and dispatched. Additionally, the Contractor must be able to mail diplomas directly to the College when requested.

8. ADDITIONAL SPECIFICATIONS:

a. All printed diplomas will be delivered and secured between two chipboards

b. All diplomas are variable data

c. All charges involving proofing, delivery, and return shipping responsibility of the

Contractor.

d. The College shall not pay for any overruns associated with this project.

e. Written agreement from the College must validate use of subcontracted work.

f. The Contractor will be assessed a 15% discount as a penalty for late delivery.

1.5 BRAND NAME OR EQUIVALENTS

Unless otherwise stated, any specific reference in the Bid documents to a particular manufacturer’s brand name, stock number or procedure should not be construed to mean that an “or equal” product will not be considered. Reference to a specific manufacturer or item is furnished to Bidders as a reference in which to designate the type or quality of materials or methods that will be acceptable to the College.

Consideration of equivalent material submittals will be considered by the College, provided that such equivalent material submittals are specifically identified and furnished at the time Bids are submitted. All such submittals shall include descriptive literature, specifications and other documentation that may be required by the College to adequately assess the suitability of such items or methodology for incorporation into the Work.

Bids that do not properly identify equivalent materials or methods at the time Bids are submitted and as stated above, may at the discretion of the College’s Director of Procurement, result in the disqualification of the Bid.

The determination as to whether any alternate product or service is or is not equivalent shall be made solely by the College, and such determination shall be final and binding upon all Bidders, regardless of origin for such request. The College reserves the right to request and review additional information as it deems necessary, to adequately assess equivalent submittals.

The acceptance or rejection of an alternate submittal shall not necessarily indicate that a Contract award will be forthcoming to the affected Bidder, regardless of whether such acceptance of alternate results in the Bidders quote being the lowest Bid. The College through its Evaluation Process will make an award, if any, based on its appraisal of the Bid that is most advantageous to the College.

1.6 STANDARD OF QUALITY

It is understood and agreed that all items offered or shipped as a result of an award of this bid shall be new (current model at the time of this bid). In addition, all prices quoted by Bidders shall be for new merchandise and materials that will be incorporated into the Work.

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1.7 SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

1.8 ESTIMATED QUANTITIES/FREQUENCY OF SERVICES

The College reserves the right to increase or decrease estimated quantities specified herein, or to procure like goods and services from an alternate source at the sole and exclusive discretion of the College. By submission of its Bid, the Bidder accepts that the quantities provided by the College herein, are estimated quantities that may or may not fluctuate according to the needs of the College. The College shall not be obligated to purchase any minimum or maximum amount of goods and/or services under the terms of the Contract.

1.9 SAMPLES

Upon request by the College, the Bidder shall, without additional cost, provide product samples to the College that are suitable for quality assessment, as may be deemed necessary by the College. Samples shall be promptly furnished to the College by the Bidder.

1.10 WARRANTY

The Bidder shall fully warrant all equipment furnished hereunder against defect in materials and/or workmanship for a period of one year date of delivery/acceptance by the College. Should any defect in materials or workmanship, except ordinary wear and tear, appear during the above stated warranty period, the awarded vendor shall repair or replace same at no cost to the College, immediately upon written notice for the College’s Director of Procurement or his assigned designee. All warranty provisions of the Uniform Commercial Code shall additionally apply.

1.11 MANUALS

Not applicable to this Bid.

1.12 MISTAKES

In the event of extension error(s) involving unit pricing, the unit price shall prevail, and the Bidder’s total offer will be corrected accordingly. In the event of multiple unit price errors, the corrected extended totals will prevail.

Bidders shall be solely responsible for assuring the accuracy of their bids. Bid line items containing erasures or corrections must be initialed for each such erasure or correction, in ink by an individual having authority to bind documents on behalf of the Bidder.

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1.13 PRICING

Any Bids containing modifying or escalator clauses will not be considered unless specifically requested by the College in the Bid documents.

1.14 UNIFORM COMMERCIAL CODE (applies to goods/materials only)

The Uniform Commercial Code (Florida Statutes, Chapter 672) shall prevail as the basis for contractual obligations between the Bidder and the College for any terms and conditions not specifically stated in this ITB.

1.15 UNBALANCED BIDS

The College may reject any Bid that is unbalanced if it is in the best interest of the College to do so. A Bid will be considered unbalanced when, in the opinion of the Procurement Director, the Bid allocates a disproportionate share of costs to the price of one or more Bid items and reduces the costs to the price of another Bid item or items, and if there is a reasonable possibility that the Bid will not result in the lowest overall cost to the College

1.16 F.O.B. POINT

The F.O.B. point shall be delivered to the location(s) specified herein. The Bid amount shall include all costs of packaging, transporting, insurance, delivery, and unloading (this includes inside delivery, if requested) to designated point within Orange/Osceola County, Florida.

1.17 DELIVERY

Delivery of large orders shall be no more than thirty (30) days from receipt of order. Delivery of small orders, those orders of twenty-five (25) or less, shall be delivered within ten (10) business days from the date of order. Bids submitted which fail to meet this requirement shall be cause for rejection.

It is hereby understood and mutually agreed to by and between parties hereto that the time of delivery is an essential condition of this contract.

Should the Bidder be delayed in the delivery of the goods by reason of unforeseeable causes beyond its control and without fault or negligence, including, but not restricted to, acts of God or neglect of any other Bidder, the period herein above specified for the completion of delivery shall be extended by such time as shall be approved by the Director, Admissions, Graduation/Records. The Bidder shall, within two

(2) calendar days from the beginning of such delay, notify the Graduation/Records Office in writing of the cause(s) of the delay.

1.18 TERM OF CONTRACT

The College intends to award a non-exclusive Continuing Service Contract to one (1) or more suppliers for a three (3) year initial term to begin upon approval and execution by the College. The contract may, by mutual assent of the parties, be extended for two (2) additional one (1) year periods or portions thereof, up to a cumulative total of five (5) years.

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1.19 TENTATIVE TIMELINE

The following is the scheduled calendar of events with important dates and times. The College, at its sole discretion, may delay the scheduled dates if it is in the best interest of the College to do so. If the College determines that it is necessary to change these dates and/or times before the Bid due date, the change will be announced via an addendum.

Action: Date & Time**:

ITB Broadcast: August 25, 2025

*Pre-Bid Conference, Non-Mandatory (See ATTACHMENT 4 for details): September 4, 2025, 1:00 PM (ET)

Question cutoff Date- All questions must be submitted via VendorLink by: September 16, 2025

Electronic Bid Submissions Due Date and Time (Submitted via VendorLink) September 22, 2025

Bid Tabulation and Notice of Intent to Award September 2025 *Final Award – District Board of Trustees Meeting; If Applicable October 16, 2025

*All Bidders are hereby notified that the meetings noted with an asterisk above (*) are public meetings open to the public.

We are pleased to offer the ability to attend the public Pre-Bid meeting virtually using Teams Meeting.

** All times indicated are Eastern Time (ET)

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SECTION 2.0 PROCESS AND GENERAL INFORMATION

2.1 BIDDER REGISTRATION

Valencia College’s Supplier registration and bid notification service, VendorLink, can be accessed at https://valenciacollege.edu/employees/procurement/solicitations.php. Registration is a requirement to receive notifications of future addenda and notices of intended action. Suppliers who obtain documents from other sources, other than Valencia College Procurement Website, should not rely upon the accuracy of information. The College shall not be responsible for the correctness and completeness of documentation obtained from other sources. Automatic notifications provided by VendorLink does not relieve Bidders from periodically checking VendorLink for updates, documents, or addenda

2.2 ACCESSIBILITY FOR DISABLED PERSONS

If special accommodation is needed, please contact the Procurement Department no later than five (5) working days prior to the scheduled event. Contact the Authorized Procurement Representative as provided herein.

2.3 BIDDER COMMUNICATION AND/OR INQUIRIES

The Bidder shall review this competitive solicitation in its entirety to determine whether Valencia’s objective, the scope of services, conditions, and requirements are clearly stated. If a Bidder has any questions regarding this competitive solicitation, Bidder must submit such inquiries and requests for clarification through VendorLink.

The Bidder’s inquiries or requests for clarification must provide the questions along with the relevant section (s), Subsection(s), Paragraph(s), and page number(s) of the competitive solicitation being questioned.

Valencia will consider only those communications and/or inquiries submitted through VendorLink on or before the Inquiry Deadline Date. Unless the Authorized Procurement Representative specifically requests Bidders to provide additional communications, Valencia will not accept or consider any of Bidder’s written or other communications and/or inquiries (except solicitation response) received after the Inquiry Deadline Date.

To the extent Valencia determines, in its sole discretion, to respond to any communications, inquiries, or requests for clarification, Valencia’s response will be made in an addendum to this competitive solicitation and posted on the VendorLink Website.

Valencia will consider the Bidder’s failure to communicate inquiries or request clarifications by the Inquiry Deadline Date to constitute the Bidder’s acceptance of all of the conditions and requirements, as stated in the competitive solicitation documents.

Valencia reserves the right to waive minor, nonmaterial irregularities in any or all bids and accept or reject, in part or in full, any or all bids.

2.4 RESTRICTED BIDDER COMMUNICATIONS

From the date of issuance of this competitive solicitation until Valencia takes final agency action, Bidders must not communicate with any Valencia employees or Valencia representatives regarding this competitive solicitation or Bidder’s solicitation response except as provided herein or as expressly requested by the Authorized Procurement Representative. Unauthorized communication or violations of https://valenciacollege.edu/employees/procurement/solicitations.php

ITB 2026-09, Graduation Diplomas & Supplies P a g e 13 | 21 this restriction will be grounds for immediate disqualification and rejection of the Bidder’s solicitation response.

All questions and requests for clarification related to process must be directed in writing via email to the authorized procurement representative (Issuing Agent) listed below. Reminder that questions directly related to this Bid must be submitted via VendorLink prior to the Question Cutoff Date and Time.

César Colón Assistant Director of Procurement Email: ccolon@valenciacollege.edu Department Email: valenciaprocurement@valenciacollege.edu

2.5 CONE OF SILENCE

With the exception of the Procurement Department, College employees and members of the Board of Trustees are not to be contacted regarding this ITB during the solicitation and selection process.

Violation of this prohibition shall result in the disqualification of the Bidder.

2.6 ORAL INTERPRETATION AND ADDENDA

All interpretations and clarifications related to this solicitation, or supplemental instructions will be in the form of a written addendum from the Procurement Department. No oral interpretations or clarifications from College staff or by other means will be considered binding unless issued in writing. The Procurement Department will post any Addenda relating to this competitive solicitation along with Addenda Acknowledgment Forms on the Website. The Bidder’s authorized representative must sign and date the Addenda Acknowledgment Form

2.7 SILENCE OF SPECIFICATIONS

Any perceived silence in this solicitation specification, scope of work, or drawings shall not be interpreted as any intended limitation upon the objective and purpose of the procurement as defined in this solicitation.

2.8 CONFORMANCE TO SOLICITATION

All Bids submitted shall meet and conform to all material, mandatory requirements set forth in this Solicitation, provided that nothing herein shall be deemed to limit the College’s ability to waive minor irregularities without notice or the need to issue a written addendum. Goods or services will be procured on an as-needed basis.

If a Bidder desires to submit a Bid which, if selected by the College, would require the College to waive, alter or omit a material, mandatory requirement set forth in this Solicitation, the Bidder must first submit a request in writing to the College asking the College to amend the requirement(s) of this Solicitation in the same manner provided for the submission of written questions by Bidders provided in the section of this Solicitation entitled Questions Regarding Solicitation Process. If the College, in its discretion, agrees to amend, alter, or waive the requirement, the College will issue a notice to all prospective Bidders of the change in the form of a written addendum.

Please note, the College is not asking the Bidders to send in their Bids before the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Bid.

mailto:ccolon@valenciacollege.edu mailto:valenciaprocurement@valenciacollege.edu

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2.9 COSTS OF DEVELOPING AND DISCLOSURE OF REPLY CONTENTS

The College will not be liable for any costs incurred by a Bidder in preparing and submitting a response.

All documentation produced as part of this solicitation shall become the exclusive property of the College upon receipt and may not be removed by the Bidder or its agents. All Bids shall become the property of the College and will not be returned to the Bidder. The College shall have the right to use any ideas or adaptations of ideas contained in any response received in response to this solicitation. The selection or rejection of the response will not affect this right.

2.10 SOLICITATION RESPONSE VALIDITY PERIOD

All Bids submitted shall be binding for one hundred eighty (180) calendar days following the date of opening. Should the Bidder default with this binding condition, the Bidder may be placed in debarment from submitting a Bid and doing business with the College for up to one (1) year.

2.11 RESERVED RIGHTS

The College, at its sole and absolute discretion, reserves the right to reject any, or parts of any Replies, to re-advertise this solicitation, postpone or cancel, at any time, the solicitation process, or to waive minor irregularities and informalities in this Solicitation or the Replies received as a result of this Solicitation.

The College does not guarantee the award of any contract as a result of this solicitation process. The College reserves the right to make the award to the Bidder who, in the opinion of the College, will be in the best interest of and/or the most advantageous to the College.

The College also reserves the right to reject the Reply of any Supplier who has previously failed in the proper performance of an award or to deliver on time contracts, or who, in the College’s opinion, is not in a position to perform properly under this award. The College reserves the right to inspect all facilities of Bidders to determine as to the foregoing.

2.12 ACCURACY OF INFORMATION

Any Bidder who submits in its Bid to the College; any information which is determined to be substantially inaccurate, misleading, exaggerated, incomplete, false, or incorrect, may be disqualified from consideration and may be disqualified from applying for other work for a period of up to three (3) years.

2.13 PRICING

Prices are to be a fixed price, and include provisions of labor, equipment, tools, consumables, maintenance, permits, liability insurance, builder’s rick insurance, training manuals and services necessary and/or proper for the completion of the work, except as may be expressly provided in the contract documents associated with the materials to be provided by the College. The College will not be liable for any costs beyond those proposed herein and awarded.

2.14 PRICE ADJUSTMENT

Any written requests for price adjustments may be made every twelve (12) months, no less than thirty

(30) days prior to the requested effective date. Any requests for increase of price must be accompanied by written justification attesting that the request is a bona fide cost increase to the Bidder and supported by the consumer price or producer price index. All price adjustments must be accepted by the Director of Procurement. Adjustment in price shall be accomplished by written addendum signed by both parties.

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2.15 ERRORS AND OMISSIONS

The bidder is expected to comply with the true intent of this ITB taken as a whole and shall not avail itself of any errors or omissions to the detriment of the services. Should the firm suspect any error, omission, or discrepancy in the specifications or instructions, the firm shall immediately notify the College, in writing, and the College shall issue and post a written amendment. The firm is responsible for the contents of its qualification and for satisfying the requirements set forth in this ITB.

2.16 PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware the Solicitation and the responses thereto are in the public domain. The Bidder must include any materials it asserts to be exempt from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled Attachment to Solicitation, Valencia College Title and include SOLICITATION number - Confidential Material.

Bidders must identify specifically any information contained in their Bids, which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

A generic notation that information is confidential is not sufficient. Failure to provide the Procurement Department Office with a detailed explanation and justification including statutory cites and specific reference to your Bid detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Bid being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

All Bids received from Bidders in response to this Solicitation will become the property of the College and will not be returned to the Bidders. In the event of the contract award, all documentation produced as part of the contract will become the exclusive property of the College.

2.17 BID WITHDRAWAL

Bidders may withdraw, alter, and resubmit their Bids through VendorLink at any time before the Bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the Bid due date and time.

2.18 PROTESTS

Any Notice of Protest by a Bidder or other party involving the specifications, terms, and conditions or any other aspect of the solicitation must be filed in writing within seventy-two (72) hours after the posting of the notice of decision or intended decision noting the basis of the protest. Failure to file a protest within the time prescribed in “Procedure for Protest of Competitive Solicitations Decisions/Intended Decisions (Protest Procedures) or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings. Please visit the Procurement Website to view a complete copy of the Protest Procedures at https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

2.19 COOPERATIVE AGREEMENT

The Council of Purchasing Professionals (COPP) is comprised of procurement officials from the twenty-eight (28) Colleges within Florida. The objective of COPP is to promote the development of cost-effective cooperative purchase contracts to maximize total value for those organizations.

https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf https://valenciacollege.edu/employees/procurement/documents/procedure-for-protests-of-competitive-solicitation-decisions-intended-decisions.pdf

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COPP members can utilize the proposed contract awarded for services as specified. The awarded supplier agrees to offer the same pricing, terms, and conditions to those agencies; however, each agency will be responsible for issuing purchase orders for the services provided under the agreement.

2.20 COERCION FOR LABOR

In accordance with Section 787.06 (13), Florida Statutes, all Proposers should be aware the Statute requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services as defined in that statute. The District Board of Trustees of Valencia College, Florida, is a governmental entity for purposes of this statute.

2.21 FOREIGN COUNTRIES OF CONCERN

In accordance with Section 288.860, Florida Statutes, Public entities, including state agencies, political subdivisions, public schools, state colleges, and state universities, are prohibited from entering into agreements or accepting grants from foreign countries of concern if such agreements constrain contractual freedom, allow foreign control over curriculum or values, or promote agendas detrimental to U.S. safety or security.

It is the responsibility of the Proposer to disclose whether the ownership of their company is headquartered in or substantially controlled by any foreign country of concern as defined by Florida law.

Such disclosure must be made at the time of proposal submission. Additionally, if, at any time after a contract has been awarded, there is a change in ownership that results in the company being headquartered in or substantially controlled by a foreign country of concern, the contractor is required to immediately inform the College in writing. Failure to provide such disclosure or to notify the College of any subsequent change in ownership may result in the termination of the contract.

2.22 FAMILIARITY WITH LAWS

Should any term or condition of this Agreement be rendered unlawful by statute, regulation, court ruling, or governmental directive, including but not limited to restrictions on the use of funds, Valencia shall have the right to immediately cease compliance with that term or condition with prompt notification to vendor.

Should a statute, regulation, court ruling, or governmental directive render this Agreement null and void, impossible, or impracticable by the parties, the parties shall negotiate a termination on mutually agreeable terms.

2.23 U.S. PRODUCED IRON AND STEEL PRODUCTS

Contractor bidding on public works projects agrees to comply with the provisions of Section 255.0993, Florida Statutes, Public works projects; United States-produced iron and steel products, which requires that, as may be applicable, any iron or steel product permanently incorporated in the project be produced in the United States, except as otherwise provided or exempted therein.

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SECTION 3.0 INSTRUCTIONS FOR PREPARING BID

3.1 BID SUBMITTAL FORMAT

Bids shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this Solicitation. To ensure a uniform review process and to obtain the maximum degree of comparability, Bid should be organized by section with tabs that reference the evaluation criteria as outlined below.

A Table of Contents should include a clear identification of the material by section and by page number.

3.1.1 General Information

a) Bid documentation should not exceed 40 pages (one-sided), 20 pages (two-sided). Required

Valencia forms and Tabs/dividers are not included in this count.

b) The cover page must identify the Solicitation Number, Name, Date of submission, and the

Name of the Bidder.

c) The Solicitation Number and Name must be included in the footer of each page of the Bid and all attached documents at the time of submittal.

d) Number each page consecutively, including exhibits, attachments, resumes, and any other related supplemental information.

e) Separate and identify each section of the Bid response by use of a divider/separation page.

f) It is the sole responsibility of the Bidder to ensure that electronic Bid submittals are received by the Procurement Department by the due date and time.

g) The College shall not be responsible for delays caused by any occurrence.

3.1.2 Electronic Submittal

a) Electronic Submittals will only be accepted via VendorLink.

b) Only files in the following formats will be accepted: Microsoft Word, Excel, PowerPoint, and

Adobe Portable Document Format (PDF)

c) Files submitted must be formatted and enabled for printing.

d) Bidders may withdraw, alter, and resubmit their Bids through VendorLink at any time before the Bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the Bid due date and time.

e) VendorLink system will not accept any document submission after the due date and time.

f) In the event of technical difficulties in submitting Bids, Bidders should contact VendorLink support at support@evendorlink.com.

g) Valencia College may request clarifications and additional information after Bid submission.

mailto:support@evendorlink.com

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3.2 BID SUBMITTAL LAYOUT

This criterion includes, and is not limited to, the degree of Solicitation submittal completeness and ability to follow these Solicitation instructions to include certification forms, documentation, and other related information. Please separate each “Tab” with an identifiable divider.

TAB A: TITLE PAGE AND TABLE OF CONTENTS

1. Table of Contents should include clear identification of the material by section and by page number.

2. Letter of Intent: A cover letter on the Proposer’s letterhead that summarizes in a brief, concise manner, an understanding of the Scope of Work, and a positive commitment to perform the services promptly. The letter must be signed by an official authorized to make such commitments and enter into a contract with the College. The letter must indicate the official’s title or authority and contact information. The letter should not exceed two (2) pages in length.

TAB B: MINIMUM REQUIREMENTS

Bidders shall certify that they meet the minimum mandatory qualifications. Provide evidence that supplier meets the minimum mandatory requirements of this Solicitation as identified in Section 1.3, “Bidder Minimum Requirements”. Proposers that do not submit documentation to meet the minimum mandatory requirements as specified in this Solicitation may not be considered for further evaluation.

TAB C: SUPPLIER’S RELATED EXPERIENCE AND REFERENCES

This criterion includes, but is not limited to.

1. Include completed Project Reference Form, EXHIBIT E. A list of three (3) references to include a contact name, telephone number, email address, year services were completed as well as the scope of services performed under the contract. References should be provided for the supplier and all sub-contractors to demonstrate their experience in their respective areas. Bidder should specifically name and reference any continuing services contracts or similar contracts with other entities. References should be from the last five (5) years. Do not include as a reference:

Valencia College faculty and staff members.

2. Please include a document summarizing company history. (Examples of what to include are years in business, location, etc.)

TAB D: PRICING BID

Complete ATTACHMENT 3 ITB 2026-09 BID PRICE FORM

TAB E: COMPLETENESS AND RESPONSIVENESS OF SUBMITTAL

This criterion includes, and is not limited to, the degree of Solicitation submittal completeness and ability to follow Solicitation instructions to include certification forms, documentation, and other related information.

1. Include the completed Exhibits and Attachment listed below:

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a) EXHIBIT A: Proposal Certification Form

b) EXHIBIT B: Proposer Information and Signature Form & W9 Form

c) EXHIBIT C: Conflict of Interest and Disclosure Statement

d) EXHIBIT D: Sworn Statement on Public Entity Crimes

e) EXHIBIT F: Addendum Receipt Verification

f) EXHIBIT H: Minority Business Certificate

g) EXHIBIT L: Byrd Anti-Lobbying Certification

h) ATTACHMENT 2: Insurance Requirements. (Certificate of Insurance) Attach evidence of required insurance coverage or proof of insurability in the amounts indicated. A properly completed ACORD Form is preferred. Upon final award, Certificates of Insurance Forms must contain the correct solicitation and/or project number and Valencia College contact person. Certificate(s) of insurance must confirm to the instruction/requirements indicated in

ATACHMENT 2.

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SECTION 4.0 BID EVALUATION PROCESS

4.1 INITIAL REVIEW OF BIDS

Bidders will submit the solicitation package as outlined in Section 3, Instructions for Preparation of Response. Procurement will then review for completeness.

In compliance with the requirement of announcing and recording the names of bid submissions in a public bid opening, the College will post names of the bidders in VendorLink within forty-eight (48) hours of due date. No bids will be opened or tabulated. In accordance with 119.071 F.S., bids are exempt from public records laws until such time as the agency provides notice of an intended decision or until thirty (30) days after the bid due date.

4.2 EVALUATION OF BIDS

After the initial screening by procurement, all packages will be sent to the responsible end-user. They will evaluate the offers to make sure they are compliant with the College's needs. They will notate price and any other factors effecting “Best Value.”

All bids are subject to the College’s right to reject any or all bids and waive any informality in the bids or the bidding. Failure to provide and complete all the information required, may result in rejection of bid.

Bids may be rejected if they show any unexplained erasures, omissions, alterations of forms, additions not called for, added restrictions or qualifying conditions or other irregularities of any kind.

4.3 BEST VALUE

The College intends to contract with the responsive and responsible Bidder whose response is determined by the end user's department and procurement to provide the best value to the College. "Best Value," as defined in Section 287.012(4), F.S., means the highest overall value to the College based on objective factors that include, but are not limited to, price, quality, design, and workmanship. Based on a determination of best value, the College reserves the right to award one (1) or more contracts for these services, as is in the best interest of the College.

4.4 EVALUATION METHOD

The end-user department will designate a reviewer to review each submittal for completeness.

Submittals deemed to be reasonably acceptable to be selected will be evaluated based on “Best Value.”

4.5 AUTHORITY TO AWARD

Contract(s) will be awarded in accordance with the provisions of Valencia College policies and procedures. Award of contracts in excess of the threshold of Category five, as specified in Section 287.017, Florida Statutes, will be subject to the District Board of Trustee’s approval.

4.6 BID TABULATION AND RESULTS

Bid tabulations will be posted on the VendorLink website for review by interested parties once the notice of an intended decision is posted or thirty (30) days after opening the bid.

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4.7 APPLICABLE DOCUMENTS

The following documents have been provided in the VendorLink posting:

1. ATTACHMENT 1, General Terms and Conditions

2. ATTACHMENT 2, Insurance Requirements

3. ATTACHMENT 3, ITB 2026-09 Price Proposal Form

4. ATTACHMENT 4, Public Meeting Online Access

5. ATTACHMENT 5, Document Examples

6. EXHIBIT E References (Fillable)

7. EXHIBITS A-D, F,H, & L (Fillable)