ITB 23-24-61 Envelopes Final 06.24.24.pdf

ITB 23/24-61

FLORIDA DEPARTMENT OF REVENUE

INVITATION TO BID

COMMODITIES – Acknowledgement Form

Page 1 of 75 pages SUBMIT BID TO:

Florida Department of Revenue Procurement Office Building 2, Suite 1600 2450 Shumard Oak Boulevard

Tallahassee, Florida 32399-0109

AGENCY RELEASE DATE:

June 24, 2024

SOLICITATION TITLE: SOLICITATION NO:

Envelopes ITB 23/24-61

BIDS WILL BE OPENED: July 15, 2024

@ 3:00 P.M. and may not be withdrawn within 180 days after such date and time.

VENDOR NAME:

VENDOR MAILING ADDRESS:

CITY – STATE – ZIP:

*AUTHORIZED SIGNATURE (MANUAL)

PHONE NUMBER:

FREE NUMBER:

FAX NUMBER: *AUTHORIZED SIGNATURE (TYPED), TITLE

EMAIL ADDRESS:

FEID NO.: *This individual must have the authority to bind the respondent.

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid 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 bid and certify that I am authorized to sign this bid for the bidder and that the Bidder is in compliance with all requirements of the Invitation to Bid, including but not limited to, certification requirements. In submitting a bid to an agency for the State of Florida, the Bidder offers and agrees that if the Bid is accepted, the Bidder will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the Bidder.

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.

PRIMARY CONTACT: SECONDARY CONTACT:

NAME, TITLE: NAME, TITLE:

ADDRESS: ADDRESS:

PHONE NUMBER: PHONE NUMBER:

FAX NUMBER: FAX NUMBER:

EMAIL ADDRESS: EMAIL ADDRESS:

TABLE OF CONTENTS

SECTION 1 – DEFINITIONS

SECTION 2 – INTRODUCTION

2.1 Background

2.2 Statement of Purpose

2.3 Calendar of Events

2.4 Contract

2.5 Contract Term………………………………………………………………………… 5

SECTION 3 – PRODUCT INFORMATION

3.1 Specifications

3.2 Delivery

3.3 Damaged Goods

SECTION 4 – PROCUREMENT RULES AND INFORMATION

4.1 Procurement Officer/Contact Person

4.2 Procurement Rules

4.3 Posting of Recommended Award

SECTION 5 – BID FORMAT AND CONTENTS

5.1 Responsiveness Requirements

5.2 Preferences

5.3 Addendum Acknowledgment Form

5.4 Americans with Disabilities Act

5.5 Redacted Copy

SECTION 6 – AWARD OF CONTRACT

6.1 Responsiveness Review

6.2 Exclusionary Lists Check / Verification

6.3 Licensing / Registration Requirements

6.4 Price Determination

6.5 Reference Checks

6.6 Identical Tie Bids Procedure

6.7 Final Determination

SECTION 7 – CONTRACT TERMS AND SPECIAL CONDITIONS

7.1 Contract

7.2 PUR Forms

7.3 Contract Management

7.4 Disputes

7.5 Vendor’s Expenses

7.6 Employment of Department Personnel

7.7 Force Majeure

7.8 Severability

7.9 Financial Consequences

7.10 Site Inspections……………………………………………………………………….24

7.11 Quality Control………………………………………………………………………..24

7.12 Price Escalation/De-escalation Clause…………………………………………….25

EXHIBIT 1 – SUBMITTAL CHECKLIST

EXHIBIT 2 – SAMPLE CONTRACT

EXHIBIT 3 – REQUIRED PUR FORMS

EXHIBIT 4 - ENVELOPE CROSSWALK…………………………………………………….63

ATTACHMENT 1 – COST INFORMATION SHEET

ATTACHMENT 2 - VENDOR REPRESENTATIVE AND ALTERNATE

ATTACHMENT 3 - REFERENCES

ATTACHMENT 4 – DRUG FREE WORKPLACE PROGRAM CRITERIA

SECTION 1 – Definitions

The following terms used in this Invitation to Bid (ITB) have the following meanings unless the context otherwise clearly requires a different construction and interpretation:

1.1 Breach of Contract: The condition of the relationship between the Department and the Contractor which exists when the Contractor fails to perform under the terms and conditions of the Contract which may result from this ITB.

1.2 Contract: The agreement which may result from this ITB between the winning Bidder and the Department.

1.3 Contractor: The organization or individual providing goods and/or services to the Department in accordance with the terms of the Contract which results from this ITB.

1.4 Department: The State of Florida, Department of Revenue referred to in this ITB document as “the

Department”.

1.5 Desirable Conditions: The use of the words “should” or “may” in this ITB indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a bid.

1.6 Mandatory Responsiveness Requirements: Terms, conditions or requirements that must be met by the bidder to be responsive to this ITB. These responsiveness requirements are mandatory. Failure to meet these responsiveness requirements will cause rejection of a bid. Any bid rejected for failure to meet mandatory responsiveness requirements will not be further reviewed.

1.7 Material Deviations: The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition from which a material deviation may not be waived by the Department. A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with this ITB’s requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department or otherwise adversely impact the Department’s interest. Material deviations cannot be waived.

1.8 Minor Irregularity: A variation from the ITB terms and conditions which does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

1.9 P-Card: Refers to the State of Florida’s purchasing card program, using the Visa platform.

1.10 Purchase Order/Direct Order: The contract document issued by the Department to the Vendor to procure goods and services.

1.11 Vendor, Offeror and Bidder: A legally qualified corporation, partnership, sole proprietor, or other entity submitting a bid to the Department pursuant to this ITB.

1.12 Winning or Successful Bidder: The business or entity submitting the lowest responsive bid, meeting all requirements of the Department’s ITB.

SECTION 2 – Introduction

2.1 Background

The Florida Department of Revenue uses approximately 20 million envelopes each year. This ITB is for a portion of these envelopes including both outgoing and return envelopes. Due to the volume of envelopes needed by the Department to perform its daily operations, a formal solicitation is required to select a vendor or vendors with whom to establish a contract to supply the needed envelopes.

2.2 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is to secure competitive bids from qualified vendors who are able to provide the needed envelopes specified herein to enable the Department to perform its daily operations.

The Department wishes to enter into a contract with a vendor or vendors who – combined - can provide all the needed envelopes, and who can produce and ship these envelopes upon demand to all Department locations. Bidders shall be an envelope manufacturer, distributor, reseller and/or retail office supply outlet that can supply paper envelopes, including commercial, catalog, and booklet styles of various sizes with various sizes of windows and window positions, both standard and custom sizes, printed and non-printed.

Bidders shall have one or more full-service offices with business hours of 8:00 a.m. to 5:00 p.m. weekdays (minimum) and with staff capable of handling inquiries and orders on-location during those business hours, including lunch hour. Bidders shall have ability to provide goods and services throughout the State of Florida and the continental U.S. This bid is divided into different envelope categories. Bidders may bid on some or all envelope categories. The Department intends to award a contract or contracts to one or more vendors.

2.3 Calendar of Events

Listed below are the important actions and dates/times by which the actions must be taken or completed. If the Department finds it necessary to change any of these dates/times, it will be accomplished by addendum.

All listed times are local time in Tallahassee, Florida.

Date Time Action

2.3.1 6/24/2024 Release of ITB

2.3.2 7/01/2024 12:00 PM EST Last day for written questions and inquiries

2.3.3 7/15/2024 Anticipated date that written responses to written questions/ inquiries will be posted on the Vendor Information Portal (VIP).

2.3.4 7/31/2024 12:00 PM EST Bid opening

2.3.5 8/12/2024 Anticipated date of posting of recommended award on Vendor Information Portal (VIP).

2.3.6 9/01/2024 Anticipated date for issuance of purchase order/direct order or other document

2.4 Contract

This purchase shall be accomplished through a two-party contract. Individual orders may be placed by issuance of purchase orders or by utilization of the Department’s P-Card Program by authorized Department employees.

2.5 Contract Term

The term of the contract shall be for three (3) years from September 1, 2024, or the date the last party has signed the contract, whichever is later, with the option to renew once for 1 additional 3-year period. It shall end at midnight, Eastern Time, on August 31, 2027.

Section 3 – PRODUCT INFORMATION

3.1 Specifications

The envelopes covered under this ITB and subsequent contract(s) are grouped into five different envelope categories (I through V). Envelopes with identical specifications all come under one bid item. The five categories of envelopes specified in this ITB are listed below:

Category I Commercial Envelopes, white wove, diagonal seam, open side, commercial flap Category II Booklet Envelopes, white wove, side seam, open side, commercial flap Category III Specialty Envelopes – Special Certified Mail Services Category IV Specialty Envelopes - Unique envelope construction – Executive Style Category V Specialty Envelopes – Internal agency use

Sample envelopes may be obtained upon request. However, samples provided may not be identical to the specifications described in this ITB or be an exact duplication of the products requested in this ITB. Items specified may not have been ordered by the Department in the past but they are included in this ITB to allow for flexibility in ordering in the future. See Exhibit 4 for a crosswalk from currently inventoried envelopes to individual bid items.

Bidders may provide pricing for each individual item described in this bid or may bid on one or more category of envelope(s). Bidders must provide pricing for each quantity range for each envelope they bid. The attached Cost Information Sheets (Attachment 1) are broken down by each envelope category as described above.

3.1.1 Category I – Commercial Envelopes

All envelopes specified as Category I shall be a commercial envelope, white wove, 24# virgin, diagonal seam, open side, commercial flap envelope suitable for use in high-speed mailing equipment. The Department is requesting pricing for Category I envelopes in the sizes and configurations listed below. The Department is also requesting pricing for a variety of ink applications as listed below.

Item I-1: #9 envelope, 3-7/8” x 8-7/8”, non-window

I-1-a: No printing on the envelope, 0/0 I-1-b: Printed 1/0 with black ink on the front of the envelope I-1-c: Printed 1/1 with black ink on the front and the back of envelope I-1-d: Printed 2/0 with black ink and 1 PMS color printed on the front of the envelope I-1-e: Printed 2/1 with black ink and 1 PMS color printed on the front of the envelope and black ink only on the back of the envelope.

Item I-2: #10 envelope, 4-1/8” x 9-1/2”, non-window I-2-a: No printing on the envelope, 0/0 I-2-b: Printed 1/0 with black ink on the front of the envelope I-2-c: Printed 1/1 with black ink on the front and the back of the envelope

I-2-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope I-2-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink only on the back of the envelope.

Item I-3: #10 envelope, 4-1/8 x 9-1/2”, with window, 1.125” x 4.5”, positioned at 7/8” from the left edge of the envelope and 5/8” from the bottom of the envelope

I-3-a: No printing on the envelope, 0/0 I-3-b: Printed 1/0 with black ink on the front of the envelope I-3-c: Printed 1/1 with black ink on the front and the back of the envelope I-3-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

I-3-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink only on the back of the envelope

3.1.2 Category II – Booklet Envelopes

All envelopes specified as Category II shall be booklet envelopes (flap on long side of envelope), diagonal seam (unless otherwise indicated), open side, 28# white wove, commercial flap envelope suitable for use in high-speed mailing equipment. All envelopes shall have a solid glue line across the seal flap. The Department uses high-speed mailing equipment for insertion, sorting, and mail extraction. This automated equipment requires envelopes that are manufactured exactly to the specifications listed in this ITB. To ensure maximum efficiency with the Department’s automated mailing equipment, the Department will not accept variations in prescribed envelope specifications.

Item II-1: 6” x 9” non-window envelope II-1-a: No printing on the envelope, 0/0 II-1-b: Printed 1/0 with black ink on the front of the envelope II-1-c: Printed 1/1 with black ink on the front and the back of the envelope II-1-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-1-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

Item II-2: 6” x 9-1/2” non-window envelope II-2-a: No printing on the envelope, 0/0 II-2-b: Printed 1/0 with black ink on the front of the envelope II-2-c: Printed 1/1 with black ink on the front and the back of the envelope II-2-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-2-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

Item II-3: 6” x 9-1/2” envelope with window, sized 4-1/2” wide by 1-1/2” tall, 5/8” from left edge and 1-1/8” from bottom

II-3-a: No printing on the envelope, 0/0 II-3-b: Printed 1/0 with black ink on the front of the envelope II-3-c: Printed 1/1 with black ink on the front and the back of the envelope II-3-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-3-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

Item II-4: 6” x 9-3/4” non-window envelope II-4-a: No printing on the envelope, 0/0 II-4-b: Printed 1/0 with black ink on the front of the envelope II-4-c: Printed 1/1 with black ink on the front and the back of the envelope II-4-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-4-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

Item II-5: 9” x 12” envelope, side seam, non-window II-5-a: No printing on the envelope, 0/0 II-5-b: Printed 1/0 with black ink on the front of the envelope II-5-c: Printed 1/1 with black ink on the front and the back of the envelope II-5-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-5-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

Item II-6: 9” x 12” envelope, side seam, with window size 4-1/2” wide x 1-7/8” tall, window is 2-1/2” from left edge and 7/8” from bottom edge

II-6-a: No printing on the envelope, 0/0 II-6-b: Printed 1/0 with black ink on the front of the envelope II-6-c: Printed 1/1 with black ink on the front and the back of the envelope II-6-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope

II-6-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

3.1.3 Category III – Specialty Envelopes (unique envelope construction and window sizes for Certified Mail)

Envelopes classified as Category III are unique in that they have special construction requirements to ensure that they will process through specialized high-speed mailing equipment. The specifications for these envelopes have been developed with respect for the various types of equipment used and what will work optimally through this equipment. Upon request, the Department can provide sample artwork and envelopes from previous orders that will show the special construction requirements.

Item III-1: #10 envelope, 4-1/8” x 9-1/2”, white wove, 24#, virgin, diagonal seam, open side, window envelope – shall have a gummed and rounded flap. The seal flap gum line must be solid. All three back panels of the envelope must meet together at the throat and be secured by extra wide strips of seam adhesive. Window size is 3-1/8” tall x 6” wide. Window placement is 7/8” from the left edge and 1/2” from the bottom edge.

III-1-a: Printed 2/0 with black ink and 1 PMS color on the front of the envelope III-1-b: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink only on the back of the envelope III-1-c: Printed 1/1 with 1 PMS color on the front and the back of the envelope

Item III-2: Booklet style, 6” x 9-1/2”, white wove, 28#, virgin, side seam construction, open side. The seal flap gum line must be solid. Window size and placement is as follows: window size is 3-1/8” tall x 6” wide. Window position is 3/4” from left edge and 1-1/4” from bottom edge of envelope.

III-2-a: Printed 2/0 with black ink and 1 PMS color on the front of the envelope III-2-b: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

III-2-c: Printed 1/1 with only 1 PMS color on the front and the back of the envelope

3.1.4 Category IV – Specialty Envelopes (unique envelope construction)

Envelopes classified as Category IV are unique in that they have special construction requirements to ensure that they will process through the Department’s specialized high-speed mailing equipment.

The specifications for these envelopes have been developed with respect for the various types of equipment used and what will work optimally through this equipment. The equipment is listed later in these specifications. Upon request, the Department can provide sample artwork and envelopes from previous orders that will show the special construction requirements.

Item IV-1: #10 envelope, 4-1/8” x 9-1/2”, white wove, 24#, virgin, diagonal seam, open side, window envelope shall have a gummed and rounded flap. The seal flap gum line must be solid. All three back panels of the envelope must meet together at the throat and be secured by the extra wide strips of seam adhesive. Window size and placement is as follows: window size is 4-1/2” wide x 1-1/8” tall and window placement is 7/8” from left edge and 5/8” from bottom edge.

IV-1-a: No printing on the envelope, 0/0 IV-1-b: Printed 1/0 with black ink on the front of the envelope IV-1-c: Printed 1/1 with black ink on the front and on the back of the envelope IV-1-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope IV-1-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink only on the back of the envelope

Item IV-2: Nonstandard size courtesy reply envelope, 3-3/4” x 8-3/4”, white wove, 24# virgin paper, diagonal seam, open side, window envelope shall have a gummed and rounded flap often described as a Monarch Style, Sealock or Executive. The seal flap gum line must be solid along the entire envelope flap. All three back panels of the envelope must meet together at the throat and be secured by extra wide strips of seam adhesive. The seal flap shoulder must be at an angle that reduces the amount of flap material. The seal flap glue line shall be solid and extend to the edge of the seal flap and as close to the seal flap shoulder as possible. Window size and placement is as follows: window size is 3-3/4” wide by 7/8” tall and window placement is 3/4” from the left and 7/8” from the bottom edge.

IV-2-a: No printing on the envelope, 0/0 IV-2-b: Printed 1/0 with black ink on the front of the envelope IV-2-c: Printed 1/1 with black ink on the front of the envelope and on the back of the envelope IV-2-d: Printed 2/0 with black ink and 1 PMS color on the front of the envelope IV-2-e: Printed 2/1 with black ink and 1 PMS color on the front of the envelope and black ink

3.1.5 Category V – Specialty Envelopes – for internal use by the Department

These envelopes are used strictly for inter-office mailings. The Department is requesting pricing for Category V envelopes in the sizes and configurations as follows:

Item V-1: Envelope, commercial style, #10, 4-1/8” x 9-1/2”, 24# pink wove, non-window, printed 1/0.

Item V-2: Envelope, catalog style, center and bottom seam, open end, 10” x 13”, 28# Brown Kraft, string and button envelope enclosure, printed 1/0.

3.1.6 Bulk Order Pricing

The Department is requesting bulk order pricing for additional products/services as follows:

1. Envelope, #10, 4-1/8” x 9-1/2”, white wove, 24# virgin, diagonal seam, open side, window, printed 1/0 with inside security tint.

2. Envelope, #10, 4-1/8” x 9-1/2”, white wove, 24# virgin, diagonal seam, open side, window, printed 2/0 with inside security tint.

3. Envelope, #10, 4-1/8” x 9-1/2”, white wove, 24# virgin, diagonal seam, open side, window, BLANK with inside security tint.

3.1.7 Optional Pricing

The Department is requesting pricing for additional products/services as follows:

1. Additional charge (at a cost per thousand) for a special window size or window placement that has not already been specified in Categories I through IV (Products I-1-a through IV-2-e).

2. Additional charge for inside (security) tint (at a cost per thousand) for Categories I through IV (Products I-1-a through IV-2-e).

3. Additional cost for a rush order (at a cost per thousand).

3.1.8 Seal Flap Gumming

For all envelopes containing a seal flap gum line, the seal flap gumming shall be a type formulated for use under high humidity conditions and gum line shall be a remoisten able type that will reactivate with moisture when applied by automated insertion equipment. The remoistening speed, or time to fiber tear on all envelopes, must quickly develop a paper-tearing bond. There shall be one (1) continuous gum strip or a minimum of three (3) interrupted gum strips across the top inside of flap.

Exposed glue on any part (inside or outside) of the envelope is unacceptable. For the diagonal cut envelopes, the side panels must not overlap at the point they come together at the throat of the envelope. The back panels of the envelope must be aligned with each other within 1/16”.

The adhesive must be resistant to degradation and premature activation during post-converting printing processes. The flap gum seals must not become dry and unreceptive to moisture.

3.1.9 Window and Window Film

For all window envelopes, the window cover material must be made of a non-tinted clear or transparent material constructed of cellophane or polystyrene and must permit the address, as viewed through the window material, to meet the print contrast ratio (PCR) standards in Section

708.4.0 of the USPS Domestic Mail Manual (DMM) to ensure efficient processing and delivery.

All edges of the window cover material must be glued securely to the envelope so that there is no unglued flap that will interfere with automated insertion into the envelope.

All measurements must be within 1/16” of the stated dimensions. The exact window placement and window size will be detailed in the individual envelope description.

3.1.10 Standard Window Size and Position

Unless otherwise specified, the window of the envelope shall be a rectangle measuring 1.125” x 4.5” and positioned at 0.875” or 7/8” from the left edge of the envelope and 0.625” or 5/8” from the bottom of the envelope.

3.1.11 Paper Thickness and Construction

Variations in paper thickness may not exceed .001”. All seams must be securely bonded together without exhibiting any curl or ripple along the envelope seams. All seams and windows must be bonded within 1/16” of the paper or cellophane edge. Envelope curl or twist may not exceed 1/4” when the envelope is placed on a flat surface. All envelope corners are to be well squared.

The Department uses high-speed mailing equipment for insertion, sorting, and mail extraction. This automated equipment requires envelopes that are manufactured exactly to the specifications listed in this ITB. To ensure maximum efficiency with the Department’s automated mailing equipment, the Department will not accept variations in prescribed envelope specifications. The automated equipment currently being used by the Department’s mailroom are as follows:

Pitney Bowes Mailstream Inserter Pitney Bowes Rival Inserter Pitney Bowes Vantage sorter OPEX MPS 40 sorter OPEX Eagle Remittance Processor OPEX Falcon V+ OPEX 72 extraction desk

3.1.12 Printing, Typesetting, and Proofing

Unless otherwise specified, printing shall be with black ink using an offset printing process. Printing may be required on one or both sides of the envelope and may consist of:

Elements required by the United States Postal Service (USPS) to enable processing through automated postage equipment like Intelligent Mail Barcodes or graphics for business reply envelopes, and/or

Elements that are Department specific for sorting mail both visually and through automated equipment.

The Department uses commercial and booklet envelopes that sometimes include a printed color bar to visually assist with efficient mail sortation. When requested, a color bar is 3” wide and .65” tall. It sits on the top center of the front of the envelope with approximately 1/3 of the color bar appearing on the back flap and 2/3 of the color bar appearing on the front of the envelope.

The Department shall supply sample envelopes, artwork, or instructions for each envelope along with any elements needed for a Full-Service Intelligent Mail Barcode (if required) on the envelope.

The contractor will be responsible for the typesetting and proper placement of all text and for the creation and placement of any required intelligent mail barcode on each envelope. All costs resulting from typesetting should be included in the pricing for the envelopes.

An electronic proof is required for review and approval prior to the production of a new, revised, or repeat envelope order. After the initial order and approved proof, the contractor shall maintain the artwork for future orders. However, a proof will be required each time a printed envelope is ordered.

Proofs shall be sent directly to the requestor unless otherwise specified by the Department when the order is placed.

3.1.13 Postal Requirements

It shall be the Contractor’s responsibility to ensure that all envelopes meet OCR readability requirements as established by the USPS. When items are tested, results must meet or exceed an OCR successful read rate as defined by the USPS.

Envelopes shall perform to the satisfaction of the Department in automatic inserting and mailing equipment used by the Department and the USPS.

3.2 Delivery

Unit prices shall include deliver F.O.B. destination with freight prepaid. Inside delivery shall be included in the unit costs for envelopes. The Department shall not pay any additional inside delivery charges. No other fees or charges – such as fuel surcharges – will be paid by the Department. Any products shipped under this ITB belong to the Contractor until they are signed for at their destination. The Contractor is responsible for filing shortage or damage claims with the carrier if problems arise during shipping that damage the envelope stock.

As of release of this ITB, the Department has forty-four (44) Service Center locations that may place orders for envelopes. The Service Center locations are General Tax Administration Service Centers and/or Child Support Service Centers and/or Property Tax Oversight Service Centers. Of these forty-four (44) locations, four (4) of them are located outside of Florida. These locations are in California, Georgia, Illinois and Pennsylvania.

None of these forty-four (44) locations run large mailroom facilities.

There are two (2) locations in Tallahassee that will be placing orders for and receiving envelopes.

3.3 Damaged Goods

The vendor shall be responsible for filing, processing and collecting all damage claims. However, to assist the vendor in the expeditious handling of damage claims, the ordering office will:

1. Record any evidence of visible damage on all copies of the delivery carrier’s Bill of Lading.

2. Report damage (visible or concealed) to the carrier and contract supplier, confirming such reports, in writing, within fifteen (15) days of delivery, requesting that the carrier inspect the damaged merchandise.

3. Retain the item and its shipping container, including inner packing material, until inspection is performed by the carrier and disposition given by the contract supplier.

4. Provide the vendor with a copy of the carrier’s Bill of Lading and Damage Inspection Report.

SECTION 4 – Procurement Rules and Information NOTE: In accordance with Section 60A-1.002 (7), Florida Administrative Code, the Department of Management Service’s form PUR 1001 must be included in all solicitations. The PUR 1001 is similar to the requirements of this section (Section 4) of this ITB. In the event of any conflict between this section (Section 4) of the solicitation, and the PUR 1001 form, the provisions of this section SHALL prevail.

4.1 Procurement Officer/Contact Person

Questions related to this procurement should be addressed to:

Alison Thomas Purchasing Analyst 2450 Shumard Oak Blvd Bldg 2, Ste 1600 Tallahassee, FL 32399 850.617.8132 alison.thomas@floridarevenue.com

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer named above.

Violation of this provision may be grounds for rejecting a response.

4.2 Procurement Rules

4.2.1 Submission of Bids

Each bid shall be prepared simply and economically, following the instructions contained herein.

4.2.2 Bid Opening

The bid opening will be held at the time and date specified in the “Calendar of Events” (Section 2.3) in the Purchasing Office, 2450 Shumard Oak Boulevard, Building 2, Suite 1600, Tallahassee, Florida.

Bids are to be submitted in a sealed envelope with the bid number and opening date and time identified on the outside.

The name of all bidders submitting bids shall be made available to interested parties upon written request to the contact person listed in Section 4.1. Any person with a qualified disability shall not be denied equal access and effective communication regarding any bid/proposal documents or the attendance at any related meeting or bid/proposal opening.

It is recommended that all bids be hand delivered or sent via certified mail or overnight courier to ensure timely delivery. Since the CCOC is a secured facility, if you are hand delivering your bid, please allow for sufficient time to gain access into the building.

4.2.3 Costs of Preparing Bid

The Department is not liable for any costs incurred by a bidder in responding to this ITB, including those for oral presentations, if applicable.

4.2.4 Disposition of Bids and Public Records Requests

All bids become the property of the State of Florida and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes. The State of Florida shall have the right to use all ideas, or adaptations of those ideas, contained in any bid received in response to this ITB. Selection or rejection of the bid will not affect this right.

4.2.5 Bid Rules for Withdrawal

A submitted bid may be withdrawn by submitting a written request for its withdrawal to the Department, signed by the bidder within seventy-two (72) hours after the bid due date indicated in the Calendar of Events in Section 2.3.

Any submitted bid shall remain a valid bid for twelve (12) months after the bid submission date.

4.2.6 Rejection of Bids

The Department reserves the right to reject any or all bids failing to meet mandatory responsiveness requirements or containing material deviations.

4.2.6.1 Mandatory Responsiveness Requirements

Mandatory responsiveness requirements are terms, conditions or requirements that must be met by the bidder to be responsive to this Invitation to Bid. Failure to meet these mandatory requirements will cause rejection of a bid.

4.2.6.2 Material Deviations

The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must, or will (except to indicate simple futurity) in this Invitation to Bid indicates a requirement or condition from which a material deviation may not be waived by the Department. A deviation is material if, in the Department's sole discretion, the deficient response is not in substantial accord with this Invitation to Bid requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department or otherwise adversely impact the Department’s interest. Material deviations cannot be waived and shall be the basis for rejection of a bid.

4.2.6.3 Minor Irregularities

A minor irregularity is a variation from the ITB terms and conditions which does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

4.2.7 Bid Questions and Inquiries

To the extent that there are any varying conditions, this section supersedes DMS PUR 1001 -General Instructions to Respondents.

Questions will only be accepted if submitted in writing and received on or before the date and time specified in the Calendar of Events (Section 2.3). Responses will be made in writing and posted on the Vendor Information Portal (VIP) on or about the anticipated date referenced in the Calendar of Events.

The bidder shall examine this ITB to determine if the Department’s requirements are clearly stated.

If there are any requirements which restrict competition, the bidder may request, in writing, to the Department, that the specifications be changed. The bidder who requests changes to the Department’s specifications must identify and describe the bidder’s difficulty in meeting the Department’s specifications, must provide detailed justification for a change, and must specify recommend changes to the specifications. Requests for changes to this ITB must be received by the Department no later than the date shown for written inquiries in the “Calendar of Events” in Section 2.3. A bidder’s failure to request changes by the date described above shall be considered to constitute bidder’s acceptance of Department’s specifications. The Department shall determine what changes to this ITB shall be acceptable to the Department. If required, the Department shall issue an addendum reflecting the acceptable changes to this ITB, which shall be posted on the Vendor Information Portal (VIP) in order that all bidders be given the opportunity of bidding for the same specifications.

Any inquiries from bidders concerning this ITB shall be submitted in writing, identifying the submitter, to the individual identified in Section 4.1 of this ITB and must be received no later than the date and time specified in the Calendar of Events in Section 2.3. (E-mail inquiries are preferred with the bidder following up by mailing or faxing a hard copy.) It is the responsibility of the bidder to confirm receipt of e-mailed inquiries.

Failure to file a protest of the bid specifications 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.

A formal written protest must be accompanied by a bond payable to the Department in the amount of 1 percent of the Department’s estimate of the total value of the proposed contract. The form of the bond shall be a bond, cashier’s check, or money order.

4.2.8 Addenda

Addenda and clarification to this ITB along with an Addendum Acknowledgment Form will be posted on the Vendor Information Portal (VIP). The Addendum Acknowledgment Form, that is included with each posting, shall be signed by an authorized company representative, dated, and returned with the bid, as specified in Section 5, Bid Format and Contents.

4.2.9 Changes

No substitutions, variations or changes to contract terms, conditions or specifications will be permitted or acknowledged unless approved, in writing, by the Purchasing Office for the Department of Revenue. The Department prohibits modification of a bid after bids are opened. Therefore, any changes or variations to the original contract terms, conditions or specifications must have the prior written approval of the Purchasing Office.

4.2.10 Cost Discussions

Any discussion by the bidder with any employee or authorized representative of the Department involving cost information, occurring prior to bid opening or notice of recommended award, or notice of rejection of all bids, will result in rejection of said bidder’s bid.

4.2.11 Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the Contractor as a result of any discussions with any Department employee. Only those communications that are in writing from the Department’s staff identified in Section 4.1 of this ITB shall be considered a duly authorized expression on behalf of the Department. Only communications from the Contractor’s representative, which are in writing and signed, will be recognized by the Department as duly authorized expressions on behalf of the Contractor.

4.2.12 No Prior Involvement and Conflicts of Interest

The Contractor shall not compensate in any manner, directly or indirectly, any officer, agent or employee of the Department for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Contractor. No officer, agent, or employee of the Department shall 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 or the State of Florida.

The Contractor shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract.

4.2.13 Licensing/Registration Requirements

4.2.13.1 State Licensing Requirements

All entities defined under Chapters 607, 608, 617, 620, 621 or 622, Florida Statutes, seeking to do business with the Department shall be properly licensed and in good standing with the Florida Department of State and all applicable regulatory agencies.

4.2.13.2 MyFloridaMarketPlace Registration

Vendors must have completed registration with the Florida Department of Management Services (DMS) State Purchasing, prior to contract signing.

Vendors may register online at: https://vendor.myfloridamarketplace.com/

For additional information, see PUR 1000, Exhibit 3.

4.2.14 Public Entity Crimes

A person or affiliate who has been placed on the Convicted Contractor List following a conviction for a public entity crime may not submit a bid or proposal to provide any goods or services to a public entity, may not submit a bid or proposal to a public entity for the construction or repair of a public building or public work, may not submit bids or proposals for leases of real property to a public entity, may not be awarded or perform work as a Contractor, supplier, subcontractor, or consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the Convicted Contractor List.

4.2.15 Discriminatory Vendor List

An entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid or contract to provide goods or services to a public entity, may not submit a bid or contract with a public entity for the construction or repair of a public building or public work, may not submit bids or contracts on leases of real property to a public entity, may not perform work as a contractor, supplier, subcontractor or consultant under contract with any public entity and may not transact business with any public entity.

4.2.16 Unauthorized Employment of Alien Workers

The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the Immigration and Nationalization Act. Such violation shall be cause for unilateral cancellation of this contract.

4.2.17 Office of Supplier Diversity

The Florida Legislature, in an effort to encourage the growth of small and minority businesses, recommends that the prime Contractor utilize minority sub-contractors in performance of State contracts whenever possible.

The Office of Supplier Diversity has standing to protest, pursuant to s. 287.09451 F.S., in a timely manner, any proposed contract award in competitive bidding for contractual services and construction contracts that fails to include minority business enterprise participation, if any responding Contractor has demonstrated the ability to achieve any level of participation, or any contract award for commodities where, a reasonable and economical opportunity to reserve a contract Statewide or district level, for minority participation was not executed or, any agency failed to adopt preference for minority participation. Any low Contractor with no participation may be deemed not in “good faith.”

A list of qualified minority Contractors is available at http://osd.dms.state.fl.us.

4.2.18 Diversity

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

The state is dedicated to fostering the continued development and economic growth of small, minority-, women-, and service-disabled veteran business enterprises. Participation by a diverse group of Vendors doing business with the state is central to this effort. To this end, it is vital that small, minority-, women-, and service-disabled veteran business enterprises participate in the state’s procurement process as both Contractors and sub- contractors in this solicitation. Small, minority-, women-, and service-disabled veteran business enterprises are strongly encouraged to contribute to this solicitation.

The Contractor shall submit documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority-, women-, and service-disabled veteran business enterprises. Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at:

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

Quarterly Reports of revenue paid to certified W/MBE and certified SDVBE contractors (agents or subcontractors) as a result of any award shall be provided to the Agency Purchasing Office by the Prime Contractor on an Agency by Agency (or other eligible user) level.

4.3 Posting of Recommended Award

The recommended award is anticipated to be posted on the Vendor Information Portal (VIP) on or about the date shown in the “Calendar of Events” (Section 2.3) and will remain posted for a period of seventy-two (72) hours (three business days).

4.3.1 Any bidder who desires to protest the recommended award must file the following documents with the Agency Clerk in the Department’s Office of General Counsel, Building One, Suite 2400, 2450 Shumard Oak Boulevard, Tallahassee, Florida 32399-0109, and provide copies to the Contact Person listed in Section 4.1 of this ITB:

4.3.1.1 A written notice of intent to protest within seventy-two (72) hours (3 business days) after posting of the recommended award.

4.3.1.2 A formal written protest by petition within ten (10) calendar days after the date on which the notice of protest is filed.

4.3.1.3 A protest bond (see Section 4.4.3) within ten (10) calendar days after the date on which the notice of protest is filed.

4.3.2 Failure to file a protest within the time prescribed in Chapter 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.

4.3.3 A formal written protest must be accompanied by a bond payable to the Department in the amount of one percent (1%) of the Department’s estimate of the total value of the proposed contract. The form of the protest bond shall be a bond, cashier’s check or money order.

4.3.4 The Department shall not be obligated to pay for information obtained from or through any bidder prior to entering into a contract with the winning bidder.

SECTION 5 – Bid Format and Contents This section contains instructions that describe the required format for the submitted bid. The bidder shall supply one (1) original, signed bid, which shall include all required documents, in a sealed envelope, clearly marked “Bid –

ITB 23/24-61”

There is no intent to limit the content of the response. Additional information deemed appropriate by the bidder may be included. However, cluttering the bid with irrelevant material makes the review more difficult. The following paragraphs contain instructions that describe the required format for bid responses. A Submittal Checklist (Exhibit 1) has been provided to assist vendors in preparing their bid response.

5.1 Responsiveness Requirements

The following terms, conditions, or requirements must be met by the bidder to be responsive to this ITB.

Failure to meet these responsiveness requirements may cause rejection of a bid.

5.1.1 It is mandatory that the bidder supply one (1) original signed and sealed bid and an electronic copy (thumb drive would be preferred) of the Cost Sheet. The envelope shall be sealed and clearly marked “Bid – ITB 23/24-61.”

5.1.2 It is mandatory that the bidder complete the “FDOR Bidder Acknowledgment Form in its entirety, sign, and returned as part of this bid or your bid may be rejected. Also, by affixing your signature to the FDOR Bidder Acknowledgment Form you hereby state that you have read all bid terms, conditions, and specifications and agree to all the terms, conditions, specifications, and provisions. Furthermore, you are attesting that your company is currently licensed to do business within the State of Florida or will become licensed if required by State or Federal law, for the services or commodities you will provide the Department under this bid. The signer of the document must be a person authorized to bind the firm.

5.1.3 It is mandatory that the bidder list their bid prices on the Cost Information Sheet(s) furnished (Attachment

1). Bidders are to quote NET BID PRICES. All cash discounts allowed for prompt payment of bills should be incorporated into net bid prices. By submitting a bid under this ITB, each Bidder warrants its agreement to the prices submitted. Any qualifications, counteroffers or deviations, shall render the bid non-responsive.

5.1.4 It is mandatory that the bidder complete and submit the Vendor Information Form (Attachment 2).

5.1.5 It is mandatory that the bidder complete and submit the Current References Form (Attachment 3).

5.2 Preferences

The following sub-sections describe statutorily mandated preferences given to bidders meeting certain criteria. If a bidder qualifies for and wishes to take advantage of any preference, the must submit the required documentation for consideration.

5.2.1 Commodities manufactured, grown, or produced in state

Per Section 287.082, FS, whenever two or more competitive sealed bids are received, one or more of which relates to commodities manufactured, grown, or produced within this state, 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. To be eligible for this preference, bidders must provide a statement on their company letterhead attesting to the fact that the specified products will be manufactured, grown, or produced within this state.

5.2.2 Certain Foreign Manufacturers

Per Section 287.092, FS, any foreign manufacturing company with a factory in the state and employing over 200 employees working in the state shall have preference over any…