ITB-22-053 Addendum 003 FINAL.pdf

ADDENDUM #003

Solicitation Number: FDC ITB-22-053

Solicitation Title: Feminine Hygiene Products

Bids due by: October 18, 2022 at 2:00 p.m., Eastern Time

Addendum Number: 003

Addendum Date: October 11, 2022

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Please refer to Section 5.9 of the ITB.

Please be advised that the information contained in this Addendum is applicable to the original specifications of the above-referenced solicitation.

This Addendum includes the Department’s written answers to the written questions received.

This Addendum also includes the following changes:

Change No. 1:

Attachment I, Price Information Sheet, is hereby revised and attached hereto. Bidders should utilize this revised Attachment I, Price Information Sheet, when submitting their Bids.

Change No. 2:

Attachment V, Delivery Locations, is hereby replaced in its entirety and attached hereto.

Change No. 3:

Exhibit A, Feminine Hygiene Products Order History is hereby added and attached hereto.

[Remainder of Page Left Blank Intentionally]

Responses to Written Questions

FDC ITB-22-053

Feminine Hygiene Products

Question Number

Question Answer

1.

Do you require and/or prefer if a company submits a capabilities statement with their bid or would you rather just receive the required documents?

Please refer to Section 5.4.1, Mandatory Documentation, of the

ITB.

2.

a. Has this contract been awarded before?

b. If so, is the previously awarded company able to bid on this opportunity again?

c. If the contract has been awarded before, would you please share the details of that contract?

a. Yes.

b. Yes.

c. Yes, please refer to Section 2.1, Overview, of the ITB: “The

Department’s current Contract can be found at http://facts.fldfs.com/ under Agency Assigned Contract ID:

ATC-19-002.”

3.

I would like to replace items 3&4 tampax brand super & regular with comfort plus brand as the tampax brand is not available for these quantities and this is a good and reliable and popular brand that is readily available.

The Department approves this as an equivalent item.

Please refer to Change No. 1 of this Addendum.

4. Item 2 always brand [sic] i have another option with carefree brand [sic] as again always is not always readily available.

The Department approves this as an equivalent item.

Please refer to Change No. 1 of this Addendum.

5.

I am shipping samples we would like to get approved as an equivalent for ITB-22-053 Feminine Hygiene Products. I am also attaching the spec sheets here.

The Department approves this as an equivalent item.

Please refer to Change No. 1 of this Addendum.

6.

We received through My Florida Market Place a new Bid for Feminine Hygiene Products. We would like to know more information about it and all the steps necessary to be able to bid pricing.

Please refer to the ITB document in its entirety.

https://vendor.myfloridamarketplace.com/search/bids/detail/2090

Please also review each Addendum, including the changes in Addendum #003.

7. Is this the first time this solicitation has been offered on this grand scale?

No.

8. Must the hygiene products be required be [sic] manufactured in the

US?

No.

Question Answer

9.

Please determine whether the following substitute products may be taken into consideration:

a. Individually wrapped sanitary napkins with wings, unscented, regular absorbency, nonsterile

Medline Adhesive Sanitary Pads with Wings (12 count)

- Maximum absorbency pads offer protection day and night

- Adhesive and wings help the pads stick securely to underwear

- Individually wrapped and nonsterile

b. Individually wrapped sanitary napkins with wings, unscented, regular absorbency, nonsterile

Hospeco Maxithins® Regular Maxi Pads with Wings (18 count)

- SaniWrap Pouch

- Individually wrapped

a. The Department approves this item as an equivalent.

Please refer to Change No. 1 of this Addendum.

b. The Department approves this item as an equivalent.

Question Answer

c. Always® daily liner, unscented, regular absorbency

HOSPECO® Maxithins Regular Unscented Pantiliner

- Lightweight, thin liner for extra comfort

- Individually wrapped for convenience and discretion

d. Tampax tampons, super absorbency

HOSPECO® Bulk Tampons Comfort Plus (Case of 500)

- Individually Wrapped

- Unscented

- Cardboard applicator

e. Tampax tampons, regular absorbency

Safe & Soft® Tampons, Regular Absorbency (20 count)

c. The Department approves this item as an equivalent.

d. The Department approves this item as an equivalent.

However, the number of items in a box/pack must be 18, 20, or 22.

e. The Department approves this item as an equivalent.

Question Answer

- Cardboard applicator

f. Tampax tampons, regular absorbency

HOSPECO Regular Absorbency Tampons (Case of 500)

- Plastic Applicator

f. The Department approves this item as an equivalent.

However, the number of items in a box/pack must be 18, 20, or 22.

10.

I know we are past the question cutoff date, so is it too late to submit alternate brands for the feminine hygiene products? I just found this bid yesterday, it looks like we may have missed the original bid announcement with the change in format for notifications.

Please refer to the Timeline updated in Addendum #001 of the ITB. The Department is no longer accepting requests to approve equivalent items.

11.

a. Can you tell me why is there an open bid, if currently there is an incumbent contract not set to expire until 2024?

b. In addition, what are the gaps that the incumbent is not providing to the agency, so that we can assist in filling those gaps. I

a. The current contractor is not able to provide the products in accordance with the contract.

b. Please refer to the Answer to Question Number 11a.

Question Answer understand proposing products at a low cost is a priority, however a good partnership is key between vendors and agencies.

12.

I was wondering if you could tell me why our sample for line 1 (Individually wapped [sic] sanitary napkins with wings, unscented, regular absorbency, non sterile) was not approved. This could help me determine what other option we have that might meet your requirements.

Bob Barker Private Issue Wrapped Sanitary Napkins w/Wings, Item #SNWR, is approved as an equivalent item.

13.

We provided a sample of our SNWR for Line 1 and it does not appear it was approved. This is the same product we have supplied to the DOC on contract for the last several years. It appears it was not approved as an alternate as it was not listed on the new pricing page. Can you clarify if it was approved or not? CAN you answer this NOW, so that I will know if I need to get a different sample approved.

Bob Barker Private Issue Wrapped Sanitary Napkins w/Wings, Item #SNWR, is approved as an equivalent item.

14.

Our Tampon sample for line 3 and 4 do appear to have been approved as they are listed. I did want to point out that these are loose packed, 500 to case. (No bundles) I didn’t see the number of items in a box/ pack updated like the other lines. Will these still be acceptable? Please advise.

Bob Barker Super Absorbent Wrapped Tampon Item # SBTPX500, is acceptable, but the quantity of 500 in a box/pack is not.

Please refer to Change No. 1 of this Addendum.

15.

Regarding the penalty/fee for late deliveries I see there is a clause stating if delay is caused by circumstances out of our control we can notify and ask for fee to be waived. Will shipping delays at no fault of ours caused by the pandemic and other world situations be reason to waive the fee?

Please refer to the second paragraph in Section 4.3, Performance Measures and Financial Consequences.

16.

I would like to submit a written request to bid an equivalent item.

A) the item from Attachment I, Price Information Sheet, the Vendor would like to replace with the equivalent item:

1. Individually wrapped sanitary napkins with wings, unscented, regular absorbency, nonsterile

A) The Department approves this item as an equivalent.

Question Answer

2. Bob Barker® Private Issue Panty Liners, light protection, adhesive strip, unscented, individually wrapped

B) the replacement item being recommended as an equivalent:

1. Incognito Maxi Pad, individually wrapped with wings, unscented, regular absorbency, nonsterile

2. Incognito Panty liner, regular protection, adhesive strip, unscented, individually wrapped

B) The Department approves this item as an equivalent.

17.

The item we are bidding for on line 1 calls for 36 or 12 count. The product we will be submitting for bid comes in 18 or 16ct pkg. Will this be an issue for the bid and if so how can we rectify it.

Please refer to Change No. 1 of this Addendum.

18.

a. Is still possible to request a brand approval for FDC ITB-22- 053?

b. We are specifically looking at Line 2 for pantyliners. We would like to submit our own brand, Amerfresh, liners that are currently packed wither 18 or 30 per pack, but can be packaged in any amount we wants [sic] them to be. I can overnight you a sample. Do you need any other information from me?

a. No, please refer to the Timeline updated in Addendum #001 of the ITB.

b. No, please refer to Change No. 1 of this Addendum.

19. Can we get the previous bid tabulation or current prices being paid? Please refer to the Answer to Question Number 2c.

20. Is this going to be awarded to one vendor, or per line? Please refer to Section 5.7.1, Basis of Award.

21.

Also, not so much a question, but has anyone shared with you that Hospeco has essentially suspended tampon production for the next several months?

Yes.

Question Answer

22. Can I please see the current awarded contract price and items. Please refer to the Answer to Question Number 2.

23.

Also, on the first line1 no brand is listed, can I get more information on this item. Please refer to Change No. 1 of this Addendum.

24.

We sent in samples of our tampon regular and super and they were approved per Addendum #001. However, I wanted to point out our case packing is a bulk pack of 500?

I see on the other lines you listed our items but also listed our case packing as an option but it was not listed as an option on the tampons line.

a. Is a case of 500 acceptable? This is one box loosely packed.

b. If this is not acceptable we can have them placed in zip lock bags of 20 at a time or heat sealed bags 20 at a time. Would this be acceptable?

c. The pandemic cost raw material shortages for feminine hygiene items because the same fabric is used in PPE masks etc. Some are predicting this could happen again. If it does and this causes supply chain issues would the fines ($50 per day) still be imposed if not able to deliver within 30 days?

d. If a substitute item is given does it have to be provided at the same price as contracted item?

e. Also……raw materials increased due to the supply and demand issues caused by the pandemic. Three years is a long time to hold a price in the current market conditions. Would you consider shortening the Initial contract to 1 year?

f. Or would a price increase be allowed via PUR 1000 listed below?

a. No.

b. Zip lock bags would be acceptable, so long as they are perforated/vented.

c. Please refer to Section 3.3.3, Substitutions, and the Answer to Question Number 15.

d. Yes.

e. No, please refer to Section 3.3.1, Contract Term and

Renewal.

f. Equitable price adjustment requests are evaluated by the

Department, at the time of the request based on market conditions.

g. The Department may begin placing orders once the Contract is effective.

h. No, please see Change No. 2 of this addendum.

Question Answer

g. We may need some time to build stock levels if awarded. How long between award/ decision made and facilities starting to purchase.

h. Have all the facilities you listed ordered these feminine hygiene items in the past?

25.

a. Can you please provide an order history for each facility that uses the tampons and panty liners [sic]

b. How many cases do they typically order each time?

a. Please refer to Exhibit A, Feminine Hygiene Products Order History, of this addendum which includes the quantities purchased by location per fiscal year (July 1 – June 30).

Most of the inmates at Hernando CI were transferred to Lowell CI in June 2022.

b. Exhibit A, Feminine Hygiene Products Order History, provides annual quantities ordered by the Institutions.

Institutions typically place orders quarterly, but may also place orders at other times.

26.

Please find my letter requesting that Amercare Products, Inc.’s Amerfresh brand pantyliners be accepted as an equivalent product for line 2 of FDC ITB-22-053. I am sending a copy of this letter and spec sheet with a sample overnight.

Addendum #002 10 ITB-22-053

Vendor Name: ____________________________ FEIN: ________________________

Revised Attachment I – Price Information Sheet

Bids must be firm prices and include all packaging, handling, shipping, and other applicable fees. Vendors shall provide a Unit Cost (Column A) per item below, then propagate an Extended Annual Cost (Column C) based upon the Estimated Annual Quantity of commodities to be purchased (Column B). The Vendor shall also provide the proposed brand and item number (Column D) and the Number of Boxes/Packs in a Case (Column F), and circle one of the counts listed in Column E. The Number of Items in a Box/Pack must be one of the counts identified in Column E.

By submitting pricing below, the Vendor agrees that in the absence of an equitable price adjustment, as indicated in PUR 1000 (referenced in Section 5.1 of this ITB), renewal pricing will remain the same throughout the Contract.

Delivery will be made within 30 days after PO issuance. The Vendor is required to bid all items for their bid to be considered responsive. Shipping Destinations include all sites listed in Attachment V, Delivery Locations.

Description of Commodities (A)

Unit Cost (Per Item)

(B) Estimated

Annual Quantity (Per Item)

(C) Extended

Annual Cost (AxB=C)

(D) Proposed

Brand and Item Number

(E) Number of Items in a Box/Pack

(F) Number of

Boxes/Packs in a Case

Individually wrapped sanitary napkins with wings, unscented, regular absorbency, non-sterile Or

Medline® Adhesive Sanitary Pads with Wings, maximum absorbency, individually wrapped, nonsterile Or

Hospeco Maxithins® Regular Maxi Pads with Wings, SaniWrap Pouch, individually wrapped, nonsterile Or

Bob Barker® Private Issue Wrapped Sanitary Napkins w/Wings, Item #SNWR individually wrapped Or

1,000,000 2,844,000

36 count Or

16 count Or

18 count Or

12 count (circle one)

Addendum #002 11 ITB-22-053

Vendor Name: ____________________________ FEIN: ________________________

Description of Commodities (A)

Unit Cost (Per Item)

(B) Estimated

Annual Quantity (Per Item)

(C) Extended

Annual Cost (AxB=C)

(D) Proposed

Brand and Item Number

(E) Number of Items in a Box/Pack

(F) Number of

Boxes/Packs in a Case

Incognito Maxi Pad®, individually wrapped with wings, unscented, regular absorbency, nonsterile

Always® Thin daily liner, unscented, regular absorbency

Or Carefree® Original Regular liners

Or Bob Barker® Private Issue Panty Liners, light protection, adhesive strip, unscented, individually wrapped

Or Amerfresh® Soft Care Panty Liner, light protection, unscented, individually wrapped Or

Incognito® Panty Liner, regular protection, adhesive strip, unscented, individually wrapped

$_______ 1,000,000 $__________

18 count Or

20 count Or

22 count Or

40 count

Tampax cardboard tampons, super absorbency, individually wrapped

Or Bob Barker® Super Absorbent Wrapped Tampons, Item #SBTPX500, cardboard applicator, unscented Or

Hospeco Maxithins® Comfort Plus Super Absorbency Tampons, Cardboard Applicator, individually wrapped

$_______ 750,000 $__________

18 count Or

20 count Or

22 count

Addendum #002 12 ITB-22-053

Vendor Name: ____________________________ FEIN: ________________________

Description of Commodities (A)

Unit Cost (Per Item)

(B) Estimated

Annual Quantity (Per Item)

(C) Extended

Annual Cost (AxB=C)

(D) Proposed

Brand and Item Number

(E) Number of Items in a Box/Pack

(F) Number of

Boxes/Packs in a Case

Tampax cardboard tampons, regular absorbency, individually wrapped

Or Bob Barker® Regular Absorbent Cardboard Applicator Tampons, individually wrapped, unscented Or

Hospeco Maxithins® Comfort Plus Regular Absorbency Tampons, Cardboard

Applicator, individually wrapped

400,000 750,000

18 count Or

20 count Or

22 count

Grand Total Price (Sum of Column C)

VENDOR NAME AUTHORIZED REPRESENTATIVE (PRINT) DATE

FEIN AUTHORIZED REPRESENTATIVE SIGNATURE

Attachment V -Delivery Locations

Region Major

Institution

Facility

ID

Number Facility Name

Supervising Institution

Address

3 * 368 Florida Women's Reception Center

(FWRC)

n/a

3700 NW 111th Place Ocala, FL

34482

3 * 314 Lowell CI n/a 11120 NW Gainesville Road

Ocala, FL 34482

3 367 Lowell Annex Lowell CI 11120 NW Gainesville Road

Ocala, FL 34482

3 316 Lowell Work Camp Lowell CI 11120 NW Gainesville Road

Ocala, FL 34482

4 419 Homestead CI n/a

19000 SW 377th Street

Florida City, FL

33194

Exhibit A – Feminine Hygiene Products Order History

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

All Locations

FY 2020 (19-20) 965,376 1,747,680 1,044,480 592,500

FY 2021 (20-21) 1,182,528 862,320 406,560 414,720

FY 2022 (21-22) 686,160 823,680 639,840 95,520

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

CFRC

FY 2020 (19-20) 22,464 0 0 0

FY 2021 (20-21) 54,144 0 0 0

FY 2022 (21-22) 0 0 0 0

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

FWRC

FY 2020 (19-20) 0 514,080 349,440 43,200

FY 2021 (20-21) 259,200 165,600 86,400 0

FY 2022 (21-22) 185,472 122,400 25,200 0

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

Hernando CI

FY 2020 (19-20) 86,400 111,360 55,200 41,280

FY 2021 (20-21) 17,280 154,800 44,160 53,760

FY 2022 (21-22) 58,176 107,280 3,360 2,400

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

Homestead CI

FY 2020 (19-20) 332,928 241,920 111,360 157,860

FY 2021 (20-21) 46,080 112,800 106,080 68,640

FY 2022 (21-22) 34,560 54,000 43,680 19,200

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

Lowell CI

FY 2020 (19-20) 474,624 995,040 516,000 377,280

FY 2021 (20-21) 805,824 429,120 169,920 292,320

FY 2022 (21-22) 407,952 511,200 567,600 66,720

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

Martin CI

FY 2020 (19-20) 7,488 2,880 960 960

FY 2021 (20-21) 0 0 0 0

FY 2022 (21-22) 0 0 0 0

Location Fiscal Year (FY) July 1 - June 30

Pads Liners Regular

Tampons Super

Tampons

SFRC

FY 2020 (19-20) 41,472 4,800 2,880 1,200

FY 2021 (20-21) 0 0 0 0

FY 2022 (21-22) 0 0 0 0