ITB-23-033 Inmate Soap FINAL.pdf

Invitation to Bid (ITB)

Inmate Soap

FDC ITB-23-033

Alexis Capps, Procurement Officer Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399

SECTION 1: Definitions

SECTION 2: Introduction

2.1 Overview

2.2 ITB Timeline

SECTION 3: Key Information

3.1 Background

3.2 Statement of Purpose

3.2.1 ITB Modifications

3.2.2 Order of Precedence

3.3 ITB Outcome

3.3.1 Contract Term and Renewal

3.3.2 Purchases and Invoices

3.3.3 Substitutions

3.3.4 Addition/Deletion of Items or Delivery Locations

3.3.5 Subcontracts

SECTION 4: Statement of Work

4.1 Specifications

4.1.1 Equivalent Items

4.1.2 Estimated Quantities

4.1.3 Minimum Order

4.1.4 Delivery

4.1.5 Damaged Goods

4.1.6 Summary Reports

4.2 Warranty Requirements

4.3 Performance Measures and Financial Consequences

SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

5.2 Vendor Questions

5.3 Vendor Ombudsman

5.4 Bid Submissions

5.4.1 Mandatory Documentation

5.4.2 Price Sheet

5.4.3 Additional Bid Requirement for Out-of-State Vendors (Florida Preference)

5.4.4 Contact Information and Scrutinized Company Certification

5.4.5 Bid Contents

5.4.6 Bid Withdrawal

5.5 Other Vendor Requirements

5.5.1 State Licensing Requirement

5.5.2 MFMP Registration

5.5.3 Substitute W-9

5.6 Public Bid Opening

5.7 Bid Evaluation

5.7.1 Basis of Award

5.7.2 Identical Bids

5.7.3 Rejection of Bids

5.7.4 Bid Disposal

5.8 No Prior Participation or Conflict of Interest

5.9 Protest Procedures

SECTION 6: Other Terms and Conditions

6.1 Vendor Diversity

6.2 Environmental Considerations

6.3 Intellectual Property

6.4 Insurance

6.5 PCard Payments

6.6 Special Conditions

6.6.1 Retention of Records and Documentation

6.6.2 E-Verify

6.6.3 Cooperation with the Inspector General

6.6.4 Cooperation with the Florida Legislature

6.6.5 Severability

6.6.6 Employment of Department Personnel

6.6.7 Legal Requirements

6.6.8 Prison Rape Elimination Act (PREA)

6.6.9 Security Requirements

Attachment I – Price Sheet

Attachment II – Vendor's Contact Information and Certification

Attachment III – Certification of Drug-Free Workplace Program

Attachment IV – Security Requirements

Attachment V – Delivery Locations

SECTION 1: Definitions

The terms used in this ITB, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Agency Term Contract (ATC or Contract): The written Contract between the Department and the successful

Vendor, which results from this ITB and is mandatory for use by the entire Department.

1.2 Bid: A Vendor’s response to this ITB.

1.3 Business Day: Days Monday through Friday, excluding State holidays.

1.4 Contract Manager: The Department employee, or designee, who will serve as a liaison between the Vendor and Department under the Contract and will monitor the Vendor’s progress and Contract performance to ensure the procured products and services conform to the Contract’s requirements.

1.5 Day: A calendar day, unless otherwise noted.

1.6 Department or FDC: The Florida Department of Corrections.

1.7 Material Deviation(s): A deviation from the requirements and specifications herein, which, in the Department’s sole discretion, is not in substantial accord with the requirements and specifications, provides a significant competitive advantage to one Vendor over other Vendors, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department.

1.8 Minor Irregularity: A variation from the requirements and specifications herein that does not give the Vendor a significant competitive advantage or benefit not enjoyed by other Vendors and does not adversely impact the Department’s interests.

1.9 Purchasing Card (PCard): The State of Florida’s purchasing card program that utilizes the Visa platform.

1.10 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the Contract requirements and the integrity and reliability that will assure good faith performance.

1.11 Responsive Bid: A Bid, submitted by a Responsible Vendor, which conforms to all material aspects of this ITB.

1.12 Vendor: A legally qualified corporation, partnership, or other business entity submitting a Bid to the Department in response to this ITB.

[Remainder of Page Left Blank Intentionally]

SECTION 2: Introduction

2.1 Overview

The Department has a need to purchase non-scented deodorant bar soap and all-in-one liquid soap for hygienic maintenance for the Department’s inmate population. The Department previously procured these items through an ITB, resulting in the execution of an ATC-17-030.

2.2 ITB Timeline

The Department established the following Timeline for this ITB. Each Vendor must adhere to this Timeline and any Timeline revision(s). The Department will post any Timeline revision as an addendum to the ITB advertisement in accordance with Section 3.2.1 of this ITB. All references to the “Timeline” herein refer to the Timeline in this Section. All times below are Eastern Time (ET).

Event Occurrence Location (if applicable)

ITB Advertised 01/13/2023 Vendor Information Portal https://vendor.myfloridamarketplace.com

Deadline for Vendors to Submit Questions and Requests to bid Equivalent Items (if applicable)

01/23/2023, by 5:00 p.m.

Submit via email to:

purchasing@fdc.myflorida.com

Attn: Alexis Capps Subject: ITB-23-033 Inmate Soap

Anticipated Date the Department will

Advertise its Answers to Vendors'

Questions

02/23/2023 Vendor Information Portal https://vendor.myfloridamarketplace.com

Bid Deadline and Time of the Department’s

Public Bid Opening

03/01/2023, at 2:00 p.m.

Florida Department of Corrections Attn: Alexis Capps

ITB-23-033 Inmate Soap 501 S. Calhoun Street Tallahassee, FL 32399

Anticipated Date the Department will

Advertise its Agency Decision

03/29/2023 Vendor Information Portal https://vendor.myfloridamarketplace.com https://vendor.myfloridamarketplace.com/ mailto:purchasing@fdc.myflorida.com

SECTION 3: Key Information

3.1 Background

As Florida’s largest agency, and the third-largest state prison system in the United States, the FDC has 24,000 full-time employees, incarcerates approximately 80,000 inmates, and supervises nearly 145,000 offenders in the community. The Department’s Office of Institutions manages 143 facilities statewide, including major institutions, annexes, work camps, road prisons, forestry camps, re-entry centers, and community release centers. The Department’s Office of Community Corrections monitors and supervises adult offenders out of 130 offices within 20 judicial circuits. The Department divides its operations geographically into four (4) regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida), and Region IV (South Florida). Each region has a Regional Director of Institutions who supervises all Wardens in that region and a Regional Director of Community Corrections who supervises all Circuit Administrators in that region.

3.2 Statement of Purpose

The purpose of this ITB is to secure Responsive Bids from Responsible Vendors to provide non-scented deodorant bar soap and all-in-one liquid soap to help assist with hygienic maintenance for the Department’s inmate population throughout the State. The Department is issuing this ITB to establish a new Agency Term Contract (ATC). Delivery locations may be found in Attachment V of this ITB.

3.2.1 ITB Modifications

Once the Department advertises this ITB on the Vendor Information Portal (VIP), if it needs to change, supplement, modify or revise any portion of its contents or exhibits, attachments, or other materials, it will advertise supplemental information as an addendum to this ITB on the VIP.

Interested parties are responsible for monitoring the VIP website for addenda relative to this solicitation.

3.2.2 Order of Precedence

All Bids are subject to the terms of this ITB, which in case of conflict shall have the following order of precedence:

1. ITB addenda, in reverse order of issuance;

2. This ITB document, including any attachments or exhibits;

3. PUR 1000, referenced in Section 5.1 of this ITB; then

4. PUR 1001, referenced in Section 5.1 of this ITB.

3.3 ITB Outcome

3.3.1 Contract Term and Renewal

As a result of this ITB, the Department will award the successful Vendor a three (3) year Contract, which may be renewed for up to three (3) additional years, or portions thereof, in accordance with

Section 287.057(14), Florida Statutes (F.S). Contract pricing will be fixed, as specified in the

Vendor’s completed Attachment I, Price Sheet.

3.3.2 Purchases and Invoices

The Department may issue purchase orders through MyFloridaMarketPlace (MFMP) and pay for deliverables via PCard. Throughout the Contract term, the Vendor shall invoice the

Department in arrears, as required by Section 215.422, F.S. The Vendor's invoice shall include its name, mailing address, federal tax identification number (FEIN), PO number, the dates of service (if applicable), items provided (if applicable), and all relevant supporting documentation.

3.3.3 Substitutions

Upon Contract execution, the Vendor must provide only the items awarded. Substituted items sent to the Department without prior approval by the Department are prohibited, will be returned at the Vendor's expense, and may lead to termination of the Contract.

If an awarded item cannot be provided for reasons beyond the Vendor's control, such as a product discontinuance, the Vendor shall propose an alternative item to the Contract Manager for approval within 10 Days of receiving a purchase order from the Department. The alternative item must meet or exceed the terms, conditions, and requirements applicable to the item originally awarded. The Department may require a sample of the alternative item for review prior to approval. If required, the Vendor will deliver the sample to the Department's Central Office in

Tallahassee, FL, or other location as directed, at no cost to the Department. If the Vendor wants the sample returned, it will pay for shipping the item(s) back after the Department completes its review.

3.3.4 Addition/Deletion of Items or Delivery Locations

The Department reserves the right to add or delete items and delivery locations after Contract execution when it is in the Department's best interest and general scope of this ITB. The Vendor’s pricing for items and delivery locations added or substituted must be comparable to the prices established by this ITB. Any modification to add or delete items or delivery locations will become effective only upon execution of a written amendment to the Contract.

3.3.5 Subcontracts

With prior written consent from the Department, the Vendor may enter written subcontracts to fulfill its Contract duties as indicated in this ITB. The Vendor must disclose anticipated subcontracts at the time of Bid submission and must provide a copy of the proposed subcontract to the Department with its Bid. No subcontract into which the Vendor enters for the performance of its duties under the Contract shall in any way relieve the Vendor of responsibility or liability associated with the performance of its Contract duties. All subcontractors shall comply with the Contract requirements to the same extent as the successful Vendor, including requirements regarding background checks and other security measures.

The Department will only pay the Vendor for deliverables provided under the Contract. The Vendor shall make all payments to subcontractors within seven (7) Business Days after any payment is received from the Department, per Section 287.0585, F.S. The Department shall not be liable to any subcontractor for any expenses incurred under the subcontract. The Vendor assumes sole responsibility for all expenses and liabilities incurred under a subcontract. If the Vendor fails to pay the subcontractor within seven (7) Business Days, the Vendor shall pay the penalty to the subcontractor in the amount of 0.5% of the amount due, per Day, from the expiration of the period allowed herein for payment. Such penalty shall be in addition to actual payments owed and shall not exceed 15% of the outstanding balance due.

SECTION 4: Statement of Work

4.1 Specifications

The Vendor shall provide non-scented deodorant bar soap and all-in-one liquid soap as specified in this ITB. Attachment I, Price Sheet, reflects the requirements for the items sought. The Vendor must bid only the items specified in this ITB. The items sought in this ITB will be considered deliverables in the Contract.

All products provided by the vendor must be unwrapped and contain NO ANIMAL FATS.

4.1.1 Equivalent Items

Vendors must bid only items as specified when responding to this ITB unless an equivalent item is approved in advance by the Department in accordance with this section. To submit a Bid containing equivalent items, a Vendor must first submit a written request to bid an equivalent item to purchasing@fdc.myflorida.com before the deadline for Vendor questions specified in the ITB’s

Timeline, and in accordance with Section 5.2. The written request must include:

a) the item from Attachment I, Price Sheet, the Vendor would like to replace with the equivalent item;

b) the replacement item being recommended as an equivalent; and

c) any relevant specifications for the replacement item that demonstrate its equivalence to the original item sought.

The Department will list approved equivalent items when it advertises its response to written questions on the VIP in accordance with the Timeline.

4.1.2 Estimated Quantities

The quantities provided in this ITB are given as an estimate for Vendors to prepare their Bids and the Department to make an award. Quantities should not be construed as representing the actual quantities to be purchased by the Department. The Department may purchase more or fewer items than indicated in this ITB.

4.1.3 Minimum Order

The minimum order under the Contract will be three (3) cases per location. If the Department places an order below the minimum, the Vendor shall fill the order at the contracted price(s), and deliver the items within the timeframe required, but may charge reasonable shipping charges to those orders. To charge shipping, the Vendor must first provide the Department with a quote for shipping costs before fulfilling the order, and the Department must approve of the shipping quote before the order is shipped. Alternatively, the Department may increase its order to meet the required minimum and avoid additional shipping costs.

4.1.4 Delivery

The Vendor shall ship items to the Department as Free on Board Destination and ensure items arrive within 15 Days of order placement unless a different time is agreed to by the Department as documented on a PO. Deliveries must be made between 8:30 a.m. and 4:00 p.m., local time, Monday through Friday, excluding State holidays, unless otherwise stated on a PO.

4.1.5 Damaged Goods

The Vendor shall file, process, and collect all claims for damaged goods. To assist the Vendor in the efficient handling of damage claims, the Department's staff receiving goods will:

a) record any visible damage on all copies of the delivery carrier's Bill of Lading and provide the Vendor with a copy;

b) report visible damage to the Vendor in writing within 15 Days of delivery; and

c) retain the damaged item(s) and, if possible, its shipping container, including packing material, until the delivery carrier performs inspections and the issue is resolved with the

Vendor.

4.1.6 Summary Reports

The Vendor shall provide the Contract Manager a report of all Contract purchases at the end of each calendar quarter (March, June, September, and December). These quarterly reports must provide, at minimum, the 1) total number of orders placed during the quarter, 2) total dollar value of orders placed during the quarter, 3) total number of each item sold during the quarter, and 4) total dollar value of all items sold during the Contract term to date.

The Department may, at its sole discretion, develop a format for the Vendor to use in reporting the information above. The Vendor shall utilize any format developed by the Department. The

Vendor’s failure to provide a quarterly report within 15 Days following the end of a quarter may result in the assessment of financial consequences or termination of the Contract.

4.2 Warranty Requirements

The Vendor shall guarantee all items purchased against nonconformance and manufacturing and design defects. Upon notification of the defect by the Department, the Vendor will promptly cure any nonconforming or defective goods at no additional cost to the Department. The Vendor will bear all costs associated with curing the defect or nonconformance, including shipping/re-shipping and inspection costs.

4.3 Performance Measures and Financial Consequences

The Department desires to contract with a Vendor who demonstrates its willingness to be held accountable for the achievement of successful Contract performance. By submitting a Bid, the Vendor agrees to the Department’s assessment of financial consequences, which are not intended to be a penalty but to incentivize the Vendor’s performance under the Contract.

The performance measures below list the key expectations most critical to the success of the Contract and the financial consequence the Department will assess if an expectation is not met. If a Vendor is unable to achieve a performance measure expectation because of unforeseen circumstances outside of its control, the Vendor may submit a written request, in advance, to the Contract Manager to waive the assessment of the associated financial consequence. The Contract Manager will then review the request to determine whether mitigating circumstances existed beyond the Vendor’s control. For the Department to approve the request, the Vendor must not have contributed to the failed expectation in any manner.

The Department does not waive its ability to assess financial consequences by allowing the delivery of an item(s) or completion of services after the time allowed. Nothing in this section shall limit the

Department’s right to pursue other remedies available at law or in equity.

Performance Measures (PM)

No. Description Expectation Measurement Financial

Consequence

PM-001

The Vendor shall deliver all items ordered in accordance with the

Contract and

Department’s PO

Delivery within

15 Days of the

Department placing an order

Per Occurrence

$50 per Day, after the time allowed by the Contract or

PO

PM-002

The Vendor shall provide the Contract

Manager a report of all Contract purchases at the end of each calendar quarter (March, June, September, and

December)

Submission of quarterly reports within 15 Days of completion of a quarter

Per Occurrence

$50 per Day, beginning the 31st

Day following the end of a quarter

SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

The State’s General Contracting Conditions (PUR 1000) and General Instructions to Respondents (PUR

1001) may be viewed at the link below and are hereby incorporated by reference in their entirety as part of this ITB.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_ purchasing_pur_forms.

The terms and conditions set forth within this ITB supersede any conflicting terms and conditions set forth within PUR 1000 or PUR 1001.

5.2 Vendor Questions

Interested Vendors may email questions relating to this ITB and requests to bid approved equivalents to the Procurement Officer listed below. Questions and requests to bid approved equivalents must be received by the deadline in the ITB Timeline. Oral inquiries, or those submitted after the deadline, will not be acknowledged.

Procurement Officer:

Alexis Capps Bureau of Procurement Office of Financial Management Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399-2500 Telephone: (850) 717-3700 Email: purchasing@fdc.myflorida.com

The Department will post its answers to written questions to the VBS on or about the date referenced in the Timeline.

Between the release of the solicitation, and the end of the 72-hour period following the advertisement of the Notice of Agency Decision (the 72-hour period excludes Saturdays, Sundays, and State holidays), Vendors responding to this ITB, and persons acting on their behalf, may not contact any employee, or officer, of the executive, or legislative branches of government, concerning any aspect of this solicitation, except in writing to the Procurement Officer as provided in this solicitation. Violation of this provision may be grounds for rejecting a response, as per Section 287.057(25), F.S.

Persons requiring special accommodations to respond to this ITB because of a disability should contact the Bureau of Procurement at (850) 717-3700, at least five (5) days before any Bid opening or public meeting. Persons who are deaf, hard-of-hearing, deaf-blind, or speech-disabled may contact the Bureau of Procurement by using the Florida Relay Service at 1-800-955-8771 (TTY/ASCII).

The Vendor shall not initiate or execute any negotiation, decision, or action arising from any oral discussion with a State employee related to this ITB. Only written communications from the Procurement Officer are considered duly authorized expressions on behalf of the Department. Only written communications from a Vendor will be recognized as duly authorized expressions on behalf of the Vendor. Any discussion by a Vendor with an employee or representative of the Department, involving cost or price, and occurring before the Department advertises its notice of agency decision, may result in the rejection of that Vendor's Bid.

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 http://www.myflorida.com/apps/vbs

5.3 Vendor Ombudsman

A vendor ombudsman has been established within the Florida Department of Financial Services (DFS).

The duties of this office include acting as an advocate for Vendors who may experience problems in obtaining timely payment(s) from a State agency. The vendor ombudsman may be contacted by calling the Florida Department of Financial Services at 1-800-342-2762.

5.4 Bid Submissions

Before submitting a Bid, Vendors should check the Vendor Information Portal (VIP) for any ITB modification(s) as outlined in Section 3.2.1. Neither the Department nor the State of Florida is liable for any costs incurred by a Vendor in response to this ITB.

A Vendor must prepare its Bid simply and economically, providing a straightforward, concise delineation of the Vendor's capability to satisfy the requirements of this ITB. Elaborate bindings, colored displays, and promotional materials are discouraged. Bids must be complete and clear. To expedite the

Department’s review of Bids, Vendors must adhere to the following instructions:

a) Bids must be sent by U.S. Mail, Courier, Overnight, or hand-delivered to the location indicated in the Timeline. Electronic submission of Bids will not be accepted.

b) Bids must be submitted in a sealed envelope/package with ITB-23-033, clearly marked on the outside of the envelope/package.

c) It is the Vendor's responsibility to ensure its Bid is delivered to the proper place and time as stipulated in the Timeline.

d) Bids received after the Bid Deadline provided in the Timeline will not be accepted.

e) Vendors should submit one (1) original hard copy Bid and one (1) electronic Bid copy in searchable

PDF format on a CD, DVD, or flash drive. The electronic copy must contain the entire Bid as submitted, including all supporting and signed documents. CDs, DVDs, and flash drives submitted should not be password protected.

f) If the Vendor considers any portion of its Bid to be confidential, trade secret, or otherwise exempt from disclosure under Chapter 119, F.S., the Florida Constitution, or another legal authority, the Vendor must also simultaneously provide the Department a redacted copy of its Bid in both hard copy and electronic forms and provide a brief written description of its grounds for claiming exemption from public record, including the specific statutory citation for such exemption. This redacted copy shall be titled “Redacted Copy.” The redacted copy must be provided to the Department at the same time the Vendor submits its Bid and must only exclude or redact those exact portions of the Bid claimed confidential, proprietary, or trade secret. The Vendor shall be responsible for defending its assertion that the redacted portions of its Bid are confidential, trade secret, or otherwise exempt from disclosure. Further, the Vendor shall protect, defend, and indemnify the Department for any claims arising from, or relating to, the Vendor’s determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise exempt from disclosure. If the Vendor fails to submit a redacted copy with its Bid, the Vendor explicitly authorizes the Department to produce its entire Bid contents in answer to a request for public records. In no event shall the Department, or any of its employees, or agents, be liable for disclosing, or otherwise failing to protect, the confidentiality of information submitted in response to this Bid.

5.4.1 Mandatory Documentation

Vendors must complete and submit the following mandatory documentation with their Bids:

a) Price Sheet (Attachment I)

b) Florida Preference Letter, as outlined in Section 5.4.3

c) Vendor’s Contact Information and Certification (Attachment II)

d) Certification of a Drug-Free Workplace Program form, if applicable (Attachment III)

5.4.2 Price Sheet

The Vendor shall complete and submit Attachment I, Price Sheet, to bid on this ITB. Vendors should ensure they are using the most current version of the Price Sheet before submitting their

Bids by checking the VIP for any ITB modifications as outlined in Section 3.2.1. If the Department approved any equivalent items during the question/answer phase of this ITB, then the

Department will reflect the approved equivalents as items on Attachment I, Price Sheet. By submitting a Bid in response to this ITB, a Vendor warrants its agreement to the prices submitted.

Vendors should submit Bids with the most favorable pricing the Vendor can offer the State. Any modifications, qualifications, counteroffers, deviations, or challenges will be rejected and may render a Bid non-responsive. The Department may reject any Vendor’s Price Sheet that includes inconsistencies, inaccuracies, or is incomplete.

Bids must be firm prices and inclusive of all packaging, handling, shipping and delivery charges, environmental and fuel service fees, and any other relevant and related charges. The

Department is exempt from paying federal excise taxes and sales tax on direct purchases of commodities or services.

If a Price Sheet includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified. The Department may correct mathematical errors; however, in the event of any miscalculation, unit prices shall prevail.

The items or services sought in this ITB will be considered deliverables in the Contract.

If the Price Sheet is not included in a Vendor’s Bid, it will be deemed non-responsive.

5.4.3 Additional Bid Requirement for Out-of-State Vendors (Florida Preference)

Per Section 287.084, F.S., a Bid from a Vendor whose principal place of business is NOT located within the State of Florida must include a written letter from an attorney licensed to practice law in the state where their principal place of business is located, which identifies any preference(s) granted by that state to its business entities in the award of public contracts. If no preference is provided in that state, the attorney’s letter should contain a statement specifying that no preference is granted. If this letter is not included in the Bid of a Vendor whose principal place of business is NOT located within the State of Florida, the Bid will be deemed non-responsive.

When the lowest Responsive Bid is submitted by a Responsible Vendor whose principal place of business is NOT located within the State of Florida, and the state where the lowest

Responsible Vendor’s principal place of business is located does not offer any preference for its business entities, a 5% price preference shall be applied to any Responsive Bid from a

Responsible Vendor whose principal place of business is located within the State of Florida. If the state where the out-of-state Vendor is located provides a different price preference for businesses having a principal place of business in that state, that same price preference shall be applied to the Responsive Bids from Florida-based Responsible Vendors.

For example, if an Oklahoma-based company submits a Responsive Bid and is the lowest

Responsible Vendor, and Oklahoma offers no preference for the award of Oklahoma-based companies in public contracts, then a 5% preference would be given to Florida-based Vendors in consideration of an award. If Oklahoma offered a 10% preference in the award of contracts to

Oklahoma-based businesses, then a 10% preference would be applied to Florida-based

Vendors in consideration of an award.

5.4.4 Contact Information and Scrutinized Company Certification

The Vendor must certify it is not listed on the Scrutinized Companies that Boycott Israel List, created under Section 215.4725, F.S., and they are not currently engaged in a boycott of Israel.

If the Contract exceeds $1,000,000.00 in total, not including renewal years, the Vendor must certify that they are not listed on either 1) the Scrutinized Companies with Activities in Sudan List, or 2) the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under Sections 215.473, F.S., and they are not engaged in business operations in Cuba or Syria, as stated in Section 287.135(2)(b)2, F.S. Pursuant to Sections 287.135(5), F.S., and 287.135(3), F.S., the Vendor agrees the Department may immediately terminate the Contract for cause if the

Vendor is found to have submitted a false certification or if the Vendor is placed on the Scrutinized

Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or has engaged in business operations in Cuba or Syria during the term of the Contract.

Any company that submits a Bid must certify that the company is not participating in a boycott of

Israel.

Vendors shall accomplish this certification(s) by completing and returning Attachment II, Vendor’s

Contact Information and Certification. If Attachment II is not included in the Vendor’s Bid, it will be deemed non-responsive.

5.4.5 Bid Contents

All documents produced or provided as part of any Bid or this ITB process shall become and remain the exclusive property of the Department and may not be removed by the

Vendor or its agents. The Department has the exclusive right to use any or all ideas, adaptations of ideas, or content presented in any Bid. Selection or rejection of a Bid shall not affect this right.

5.4.6 Bid Withdrawal

After submission, a Vendor may withdraw its Bid by submitting a written request to the

Procurement Officer. A Vendor’s request to withdraw their Bid must originate from the email of their duly authorized representative or be signed by their duly authorized representative. The

Department must receive such requests within 72 hours of the Public Bid Opening Date indicated in the Timeline.

If multiple Bids are received from the same Vendor, and the Vendor has not withdrawn one (1) of its Bids, then the Department will only evaluate the Vendor’s Bid received last.

All other Bids shall remain valid for 180 Days from the Bid Deadline.

5.5 Other Vendor Requirements

5.5.1 State Licensing Requirement

All entities defined under Chapters 607, 617 or 620, F.S., seeking to do business with the

Department must be on file and in good standing with the Florida Department of State.

5.5.2 MFMP Registration

All Contractors doing business with the State as defined in Section 287.012, F.S., must register in the MFMP Vendor Information Portal (VIP) system unless exempted under Rule 60A-1.030, Florida Administrative Code (F.A.C.). State agencies shall not agree to purchase commodities or contractual services with any Vendor not registered in MFMP unless exempted by rule. A Vendor not currently registered in MFMP shall do so within five days of the ITB award. Vendors may complete their MFMP registrations at: http://vendor.myfloridamarketplace.com. Vendors needing assistance regarding their MFMP registration may contact the MFMP Customer Service Desk at

1-866-352-3776 or vendorhelp@myfloridamarketplace.com.

The State of Florida, through the Department of Management Services, has instituted

MyFloridaMarketPlace, a statewide eProcurement system pursuant to section 287.057(24), Florida Statutes (F.S.). All payments issued by Agencies to registered Vendors for purchases of

Commodities or Contractual Services under Chapter 287, F.S., shall be assessed the

Transaction Fee of one percent (1.0%) of the total amount of the payments received from the

State or Eligible Users, as prescribed by Rule 60A-1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Vendors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available. Vendors shall submit any monthly reports required pursuant to Rule 60A-1.031, F.A.C.

All such reports and payments are subject to audit. The Agency will have grounds for declaring the Vendor in default if the vendor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the Vendor to being suspended from business with the State of Florida.

5.5.3 Substitute W-9

The Florida Department of Financial Services (DFS) requires all Vendors doing business with the State to submit a Substitute W-9 Form electronically. To submit Forms, find frequently asked questions, and receive other assistance, Vendors can visit https://flvendor.myfloridacfo.com. For additional help, Vendors may contact DFS at (850) 413-5519 or FLW9@myfloridacfo.com.

http://vendor.myfloridamarketplace.com/ mailto:vendorhelp@myfloridamarketplace.com https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

5.6 Public Bid Opening

Bids are due and will be publicly opened at the time, date, and location specified in the Timeline. The

Department will not accept or consider Bids received after the Bid Deadline. Vendors may not modify their Bids after the Bid Deadline. Department staff are not responsible for the accidental opening of a Bid that has been improperly sealed or not addressed as indicated in the Timeline.

5.7 Bid Evaluation

5.7.1 Basis of Award

The Department intends to issue an award to the Responsible Vendor who submits a

Responsive Bid with the lowest Grand Total Price, as evidenced in Attachment I, Price Sheet. A

Vendor must bid on all items within the Price Sheet for its Bid to be considered responsive. If applicable, the Department will apply a preference to Florida-based Vendors as indicated in

Section 5.4.3.

In the event the Responsible Vendor with the lowest Grand Total Price is found non-responsive, the Department may proceed to the next Responsive Bid from a Responsible Vendor with the next lowest Grand Total Price and continue the award process.

5.7.2 Identical Bids

If the Department receives identical pricing or scoring from multiple Vendors, the Department shall determine the order of award using the following criteria:

a) If two (2) equal responses are received, and one (1) response is from a certified minority business enterprise, the Department will award a Contract to the certified minority business enterprise in accordance with Section 287.057(12) F.S.

b) Per Section 295.187(4), F.S., when considering two (2) or more Bids, at least one of which is from a certified veteran business enterprise, which are equal with respect to all relevant considerations, including price, quality, and service, the Department shall award a Contract to the certified veteran business enterprise. If a veteran business enterprise and one or more businesses entitled to a preference by law submit Bids, which are equal with respect to all relevant considerations including price, quality, and service, the Department shall award a

Contract to the business having the smallest net worth.

c) Per Section 287.087, F.S., whenever two (2) or more Bids that are equal with respect to price, quality, and service are received by the Department, the Bid from a business that certifies it has implemented a drug-free workplace program shall be given preference in the award process. A Vendor may certify it has implemented a drug-free workplace program by completing Attachment III, Certification of Drug-Free Workplace.

d) Per Section 287.082, F.S., whenever two (2) or more competitive sealed Bids are received, one or more of which relates to commodities manufactured, grown, or produced within the

State of Florida, and whenever all things stated in such received bids are equal with respect to price, quality, and service, the commodities manufactured, grown, or produced within this

State shall be given preference.

e) Per Section 287.092, F.S., any foreign manufacturing company with a factory in the State and employing over 200 employees working in the State shall have preference over any other foreign company when price, quality, and service are the same, regardless of where the product is manufactured.

5.7.3 Rejection of Bids

The Department reserves the right to accept or reject any Bids or separable portions thereof and waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve its best interest(s). The Department may reject any Bid not submitted in the manner specified in this ITB and those otherwise considered non-responsive. Material deviations cannot be waived by the Department and shall result in a Bid being deemed non-responsive.

5.7.4 Bid Disposal

All Bids submitted shall become the property of the Department and will be considered public records, subject to the provisions of Chapter 119, F.S.

5.8 No Prior Participation or Conflict of Interest

Per Section 287.057(19)(c), F.S., a person who receives a contract that has not been procured pursuant to Subsections 287.057(1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to Contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract.

However, this prohibition does not prevent a Vendor who responds to a request for information from being eligible to contract with an agency.

The Department considers participation in a solicitation to be any actions related to the decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or functioning in any other advisory capacity.

The Vendor shall not compensate, in any manner, directly or indirectly, any officer, agent or employee of the Department, for any act or service, which they may do, or perform, for, or on behalf of, any officer, agent, or employee of the Vendor. Officers, agents, or employees of the Department shall not have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made by anyone for, or on behalf of, the Department. The Vendor shall have no interest and shall not acquire any interest that conflicts in any manner, or degree, with the performance of the services required under this ITB.

Per Section 287.057(19), F.S., the Department shall avoid, neutralize, or mitigate significant potential organizational conflicts of interest before award of a contract and may not proceed with an award if a conflict of interest exists based upon the Vendor’s gaining of an unfair competitive advantage.

5.9 Protest Procedures

Under Section 120.57(3), F.S., any person who is adversely affected by the agency decision or intended decision shall file a notice of protest or formal written protest with the Department's Agency Clerk. Filings may be made physically at 501 South Calhoun Street, Tallahassee, Florida 32399-2500, by email to CO-

GCAgencyClerk@fdc.myflorida.com, or by fax to (850) 922-4355. Protests must be made in compliance with Rules 28-110.003 and 28-110.005, F.A.C. Filings received after the business hours of Monday –

Friday from 8:00 a.m. to 5:00 p.m. ET will be filed the next Business Day.

mailto:CO-GCAgencyClerk@fdc.myflorida.com mailto:CO-GCAgencyClerk@fdc.myflorida.com

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., 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, F.S.

SECTION 6: Other Terms and Conditions

6.1 Vendor Diversity

The State of Florida is committed to supporting its diverse business industry and population by ensuring participation by minority-owned, women-owned, and service-disabled veteran-owned business enterprises in the State's economic life. The Department works in conjunction with the Florida

Department of Management Services, Office of Supplier Diversity, to provide training on how to access its procurement opportunities.

The Office of Supplier Diversity offers resources to diverse business enterprises, including the Mentor

Protégé Program, which connects eligible business enterprises with private corporations for business development mentoring. For more information, including contact information, on the Mentor Protégé

Program, Vendors may visit the Office of Supplier Diversity's website at:

http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/.

6.2 Environmental Considerations

The State supports and encourages initiatives to protect and preserve our environment. If applicable, the Vendor shall submit a plan to support the procurement of commodities and materials with recycled content, referencing the intent of Section 403.7065, F.S. The Vendor shall also provide a plan, if applicable, for reducing or handling hazardous waste generated by the Vendor's company, referencing

Rule 62-730.160, F.A.C. The Florida Department of Environmental Protection (DEP) requires any generator of hazardous waste materials exceeding certain thresholds to have a valid and current hazardous waste generator identification number. This identification number shall be submitted as part of the Vendor's explanation of its hazardous waste plan and shall explain, in detail, its handling and disposal of this waste.

6.3 Intellectual Property

To the extent that the Contract requires a Vendor to produce original writing, sound recordings, pictorial reproductions, drawings, other graphic representation, or works of any similar nature, the Department has the right to use, duplicate, and disclose such materials, in whole or in part, in any manner, for any purpose whatsoever, and to allow its agents to do the same. If the materials developed are subject to copyright, trademark, patent, or legal title, then every right, interest, claim, or demand of any kind, in and to any patent, trademark or copyright, or application for the same, will vest in the Florida Department of

State for the exclusive use and benefit of the State. Under Section 286.021, F.S., no person, firm, or corporation, including parties to the Contract, shall be entitled to use the copyright, patent, or trademark without the prior written consent of the Florida Department of State.

The Department shall have unlimited rights to use, disclose, or duplicate, for any purpose whatsoever, all information and data developed, derived, documented, or furnished by the Vendor. All computer programs, documents, and other intellectual property produced as part of the Contract shall become the exclusive property of the Florida Department of State, except for data processing software developed by the Department under Section 119.084, F.S. The Vendor and its employees and agents may not remove any such property without the express written consent of the Department.

http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/

The Vendor, without exception, shall indemnify and hold harmless the Department, and its employees, from liability of any nature or kind, including costs and expenses, for, or on account of, any copyrighted, patented, or unpatented invention, process, or article, manufactured or supplied by the Vendor. The

Vendor has no liability when such claim is solely and exclusively due to the combination, operation, or use of any article equipment or data not supplied by the Vendor or is based solely and exclusively upon the Department's alteration of the article. The Department will provide prompt written notification of a claim regarding copyright or patent infringement and afford the Vendor full opportunity to defend the action and control the defense of such claim. If such a claim is made or is pending, the Vendor may, at its option and expense, procure for the Department the right to continue use, replacement, or modification of the article to render it non-infringing. (If none of the alternatives are reasonably available, the

Department agrees to return the article to the Vendor upon its request and receive reimbursement, fees, and costs, if any, as may be determined by a court of competent jurisdiction.) If the Vendor uses any design, device, or material covered by letter, patent, or copyright, it is mutually agreed and understood, without exception, that the Contract prices shall include all royalties or costs arising from the use of such design, device, or materials.

6.4 Insurance

The Vendor agrees to provide adequate, comprehensive insurance coverage and hold such insurance during the existence of the Contract. The Vendor accepts full responsibility for identifying and determining the type(s) and extent of insurance necessary to provide reasonable financial protection for the Vendor and the Department under the Contract. At minimum, such insurance shall include workers' compensation (if the Vendor employs workers) and employer’s liability coverage, per Florida statutory limits; commercial general liability coverage; and automobile liability insurance covering all vehicles used in the course of Contract performance. The Vendor may be required to furnish the Department with written verification of such insurance coverage upon request. A self-insurance program established and operating under the laws of the State may be provided as coverage. The Department reserves the right to require additional insurance where appropriate.

If the Vendor is a State agency or subdivision as defined in Section 768.28, F.S., the Vendor shall furnish the Department, upon request, written verification of liability protection under Section 768.28, F.S.

Nothing herein shall be construed to extend any Vendor's liability beyond that provided in Section 768.28, F.S.

6.5 PCard Payments

Upon mutual agreement of both the Department and Vendor, the Vendor will accept and receive payments via PCard in the same manner it receives other Visa card purchases. To find out more about the State’s PCard program, Vendors may visit https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreemen ts/state_term_contracts/purchasing_card_services

6.6 Special Conditions

6.6.1 Retention of Records and Documentation

To the extent that information is utilized in the performance of the Contract or generated as a result of it, and to the extent that information meets the definition of "public record," as defined in Section 119.011(12), F.S., that information is recognized as a public record. Absent a provision of law, rule, or regulation requiring otherwise, public records shall be made available https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/purchasing_card_services https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/purchasing_card_services for inspection and copying by any person upon request as provided in Chapter 119, F.S. By submitting a Bid, the Vendor agrees to the following:

a) The Vendor shall keep and maintain public records required by the Department to perform the service.

b) Upon request of the Department, the Vendor shall provide a copy of the records requested or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, F.S., or otherwise provided by law. Upon request of the Department, the Vendor shall provide all records stored electronically to the

Department in a format compatible with the Department's information technology systems.

c) The Vendor shall ensure that public records exempt or confidential and restricted from public records disclosure requirements are not disclosed, except as authorized by law for the duration of the Contract term, and longer if the Vendor does not transfer the records to the Department at the end of the Contract.

d) At the end of the Contract, the Vendor shall transfer all public records in its possession to the Department at no cost or shall keep and maintain public records as required by the

Department. If the Vendor transfers all public records to the Department upon completion of the Contract, the Vendor shall destroy any duplicate public records that are confidential or otherwise exempt from public records disclosure requirements.