ITB-26-061 Inmate Classification File Folders.pdf

Invitation to Bid (ITB)

Inmate Classification File Folders

FDC ITB-26-061

Sarah Pegram, Procurement Officer Florida Department of Corrections 501 S. Calhoun Street Tallahassee, FL 32399

FDC ITB-26-061 Page 2 of 61

Table of Contents

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

3.3 ITB Outcome

SECTION 4: Statement of Work

4.1 Specifications

4.2 Warranty Requirements

4.3 Performance Measures and Financial Consequences

4.4 Bid Samples….…………………………………………………………………………………………12

SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

5.2 Vendor Questions

5.3 Vendor Ombudsman

5.4 Bid Submissions

5.5 Other Vendor Requirements

5.6 Public Bid Opening

5.7 Bid Evaluation

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 Intellectual Property…………………………………………………………………………………

6.3 PCard Payments …………………………………………………………………………………… 22

6.4 Special Conditions ……………………………………………………………………………… … 22

6.5 Convicted Felons ……………………………………………………………………………………. 32

6.6 Taxes …………………………………………………………………………………………………….32

6.7 Safety Standards

6.8 Conflict of Law and Controlling Provisions

6.9 Termination

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Attachment I – Price Sheet

Attachment II - Sample Images ………………………………………………… … …… ………………..… 35

Attachment III – Vendor's Contact Information and Certification

Attachment IV – Certification of Drug-Free Workplace Program

Attachment V – Security Requirements for Contractors

Attachment VI – Delivery Locations

Attachment VII – Foreign Country of Concern Attestation (PUR 1355)

Attachment VIII – Vendor Certification Form (PUR 7801)

Attachment IX – Use of Coercion for Labor and Services and Provisions of Commodities by Forced

Labor (PUR 2023)

Attachment X – Pass/Fail Requirement Certification and Non-Collusion Certification

Attachment XI – Subcontracting Form

[Remainder of Page Left Blank Intentionally]

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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: Monday through Friday, excluding State holidays or other official closures.

1.4 Contractor: A legally qualified corporation, partnership, or other business entity that submitted a Bid to the Department in response to this ITB and is awarded the resulting Contract.

1.5 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 Contractor’s progress and Contract performance to ensure the procured products and services conform to the Contract’s requirements.

1.6 Day: A calendar day, unless otherwise noted.

1.7 Department or FDC: The Florida Department of Corrections.

1.8 Holidays: Refers to State Holidays or other official closures.

1.9 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.

1.10 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.

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

1.12 Purchase Order (PO): The form or format, which the Department utilizes through MyFloridaMarketPlace/ AribaOnDemand (MFMP/AOD) to make a purchase under a Contract.

1.13 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.

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

1.15 Responsive Vendor: A Vendor that has submitted a Bid, proposal, or reply that conforms in all material respects to this ITB

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1.16 State: State of Florida.

1.17 Subcontract: An agreement between the Vendor and any other person or organization wherein that person or organization agrees to perform any requirement(s) for the Vendor, specifically related to securing or fulfilling the Vendor’s obligations to the Department under the terms of any

Contract which may result from this ITB.

1.18 Subcontractor: An individual, firm, or corporation that holds a Contract with the Contractor or any other Subcontractor to perform any obligation or duty on behalf of the Vendor, specifically related to securing or fulfilling the Vendor’s obligations to the Department under the terms of the Contract resulting from this ITB.

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

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SECTION 2: Introduction

2.1 Overview

The Department has a need to purchase custom classification folders for various correctional institutions throughout the State of Florida. Previously, the Department purchased equivalent items through the State Term Contract for Office Supplies using POs.

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 (E.T.).

Event Occurrence Location (if applicable)

ITB Advertised May 18, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/

Deadline for Vendors to Submit Questions and

Requests to bid Equivalent Items (if applicable)

May 29, 2026, by 5:00 p.m.

Submit via email to:

Purchasing@fdc.myflorida.com

Attn: Sarah Pegram Subject: FDC ITB-26-061 Inmate

Classification File Folders

Anticipated Date the Department will Advertise its

Answers to Vendors' Questions

June 15, 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/

Deadline for Bid and Sample Submissions and the

Department’s Public Bid Opening Time

June 30, 2026, at 2:00 p.m.

Florida Department of Corrections Attn: Sarah Pegram

FDC ITB-26-061 Inmate Classification File Folders

501 S. Calhoun Street Tallahassee, FL 32399

Anticipated Date the Department will Advertise its

Agency Decision

July 2026 Vendor Information Portal https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:Purchasing@fdc.myflorida.com https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

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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 89,000 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 custom inmate classification file folders to various correctional institutions throughout the State of Florida. The Department is issuing this ITB to establish a new ATC. Service or delivery locations may be found in Attachment VI 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. Form PUR 1000, referenced in Section 5.1 of this ITB; then

4. Form 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 Contract up to three (3) years. The awarded Contract may be renewed 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.

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3.3.2 Purchases and Invoices

The Department may issue POs through MyFloridaMarketPlace/Ariba on Demand (MFMP/AOD) or 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 PO 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 Service Locations

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

3.3.5 Subcontracts

The Contractor is fully responsible for all work performed under this Contract. With prior written consent from the Department, the Contractor may enter written Subcontracts to fulfill its Contract duties as indicated in this ITB. A Contractor must disclose anticipated Subcontracts at the time of Bid submission (using Attachment XI - Subcontracting Form), and must provide a copy of the proposed subcontract to the Department with its Bid. No Subcontract into which the Contractor enters for the performance of its duties under the Contract shall in any way relieve the Contractor of responsibility or liability associated with the performance of its Contractual duties. All Subcontractors shall comply with the Contract requirements to the same extent as the Contractor, including requirements regarding background checks and other security measures.

The Department will only pay the Contractor for deliverables provided under the Contract.

If a subcontractor is utilized by the Contractor, the Contractor shall make all payments to the subcontractor within seven (7) Business Days after receipt of full or partial payments from the Department, in accordance with Section 287.0585, F.S. The Department shall not be liable to any subcontractor for any expenses or liabilities incurred under any

FDC ITB-26-061 Page 9 of 61 subcontract. The Contractor assumes sole responsibility to the subcontractor for all expenses and liabilities incurred under this Contract. The Contractor’s failure, without reasonable cause, to pay a subcontractor within seven (7) Business Days, will result in a penalty to be paid by the Contractor to the subcontractor in the amount of one-half percent (0.5%) of the amount due, per Day, past the expiration of the period allowed herein for payment. Such penalty shall be in addition to actual payments owed and shall not exceed fifteen percent (15%) of the outstanding balance due.

All Subcontracts shall comply with Department Procedure 205.002, "Contract

Management", and shall include the items noted below:

• Identity of the subcontractor (i.e., company, individual, etc.) that will be performing the subcontracted services;

• Qualifications of the subcontractor;

• License(s) and certification(s) provided by the subcontractor, required to perform the subcontracted services; and

• Include the specific clauses noted below from the Contract between the

Contractor and the Department:

o Cooperation with the Inspector General o Cooperation with the Florida Senate and the Florida House of Representatives o E-Verify o Staff Background/Criminal Records Checks

Additionally, all Subcontractor agreements must include a statement from the proposed subcontractor acknowledging acceptance of and intent to be bound by the Contract terms included in the Contract between the Department and the Contractor.

See also Section 6.4.3., related to E-Verify.

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SECTION 4: Statement of Work

4.1 Specifications

The Vendor shall provide and deliver custom inmate classification file folders 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 unless an equivalent has been reviewed and approved by the Department following the process below. The items sought in this ITB will be considered deliverables in the Contract.

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

There will be no minimum order under the Contract; however, the Department will not place orders that split standard packaging (boxes, cases, etc.). The Vendor will include its standard package size on Attachment I - Price Sheet.

4.1.4. Delivery

The Vendor shall ship items to the Department as Free on Board Destination and ensure items arrive within 30 Days of PO issuance 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 and other official closures, unless otherwise stated on a PO.

mailto:purchasing@fdc.myflorida.com

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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 total number of orders placed during the quarter, total dollar value of orders placed during the quarter, total number of each item sold during the quarter, and 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 for this purpose. The Vendor’s failure to provide a quarterly report within 30 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.

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Financial consequences shall not exceed the total Contract, PO, or invoice amount.

Performance Measures (PM)

No. Description Expectation Measurement Financial

Consequence

PM-001

The Vendor shall deliver items ordered in accordance with the Contract and

Department’s PO.

Item Availability & Timely Delivery

Per Occurrence

$50 per Day after the time allowed by the Contract or PO.

PM-002

The Vendor shall notify the Contract Manager of any required substitutions within 10 Days of PO issuance.

Timely Order Fulfillment

Per Occurrence

$50 per Day, beginning the 11th

Day after PO issuance.

PM-003

The Vendor shall complete services timely, in accordance with the Contract and

Department’s PO.

Timely Service Per

Occurrence

$100 per Day after the time allowed by the Contract or PO.

4.4. Bid Samples

Each Vendor submitting a Bid must provide a sample of the commodity listed in Attachment I — Price Sheet in order for their Bid to be deemed Responsive. The Bid samples will be assessed by the Department to ensure they meet all required specifications. Bids will be deemed non- Responsive and will be rejected if the Vendor fails to provide a sample or the sample fails to conform to all of the specifications outlined in the ITB as determined by the Department. Vendors shall bear all costs associated with the preparation, provision, and shipping of samples. This includes, but is not limited to, costs for materials, packaging, transportation, and any necessary documentation or handling fees. No samples furnished to the Department will be returned to the Vendor. If a sample is not received by the date/time of the Public Bid Opening, the Vendor’s Bid will be deemed non-Responsive.

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SECTION 5: Bid Process and Vendor Information

5.1 General Instructions

The State’s General Contracting Conditions (Form PUR 1000) and General Instructions to Respondents (Form 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 Forms 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 by the deadline in the ITB Timeline. Verbal questions, or those submitted after the deadline, will not be acknowledged.

Procurement Officer:

Sarah Pegram Bureau of Procurement 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 VIP on or about the date referenced in the Timeline.

In accordance with Section 287.057(25), F.S., “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the 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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

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 (800) 955-8771

(TTY/ASCII).

The Vendor shall not initiate or execute any negotiation, decision, or action arising from any verbal 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.

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 mailto:purchasing@fdc.myflorida.com http://www.myflorida.com/apps/vbs

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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 DFS at (850) 413-5516.

5.4 Bid Submissions

Before submitting a Bid, Vendors should check the 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 submitted in hard copy by U.S. Mail, Courier, Overnight, or hand-delivered to the location indicated in the Timeline. In addition to the hard copy, Vendors are required to include one (1) electronic copy of the Bid in searchable PDF format on a USB flash drive. The electronic copy must contain the entire Bid as submitted, including all supporting and signed documents. Flash drives submitted should not be password-protected. Please note that electronic submissions alone will not be accepted; a hard copy must accompany the electronic copy.

B) Bids must be submitted in a sealed envelope/package with FDC ITB-26-061 and the date/time of Public Bid Opening 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) 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.

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5.4.1 Mandatory Documentation

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

A) Attachment I – Price Sheet;

B) Florida Preference Letter, as outlined in Section 5.4.3;

C) Attachment III – Vendor’s Contact Information and Certification;

D) Attachment IV – Certification of Drug-Free Workplace Program;

E) Attachment V – Security Requirements for Contractors;

F) Attachment VII – Foreign Country of Concern Attestation (PUR 1355);

G) Attachment VIII – Vendor Certification Form (PUR 7801);

H) Attachment IX – Use of Coercion for Labor and Services and Provisions of

Commodities by Forced Labor (PUR 2023);

I) Attachment X – Pass/Fail Requirement Certification and Non-Collusion

Certification;

J) Attachment XI – Subcontracting Form;

K) Bid Sample, as outlined in Section 4.4; and L) One (1) original hard Bid copy and one (1) electronic Bid copy in a searchable PDF format on a USB flash drive, as outlined in Section 5.4.

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 modify Attachment I - Price Sheet to reflect the approved equivalent items. 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.

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 completed and correct version of the Price Sheet is not included in a Vendor’s Bid, the Bid 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

FDC ITB-26-061 Page 16 of 61 identifies any preference(s) granted by that state to its business entities in the award of public contracts under the current laws of that state. If no preference is provided in that state, the attorney’s letter should contain a statement specifying that no preference is granted. The Department considers a Vendor’s principal place of business as the principal address registered with the Florida Department of State, Division of Corporations (https://dos.myflorida.com/sunbiz/). 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, or if the letter does not accurately reflect the current preferences of that state, if any, 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 five percent (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 five percent (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

Vendors shall accomplish this certification(s) by completing and returning Attachment III

– Vendor's Contact Information and Certification. If Attachment III is not included in the Vendor’s Bid, the Bid 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.

https://dos.myflorida.com/sunbiz/

FDC ITB-26-061 Page 17 of 61

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 at the time of Bid submission.

5.5.2 MyFloridaMarketPlace (MFMP) Registration and Transaction Fee

All vendors or contractors doing business with the State of Florida, as defined in Section 287.012, F.S., shall maintain an active registration in the MFMP Vendor Information Portal (VIP) system unless exempted under Rule 60A-1.033, 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 or contractor not currently registered in MFMP shall do so within five (5) Days of the ITB award. Vendors and contractors may complete their MFMP registrations online at:

http://vendor.myfloridamarketplace.com. For assistance, the vendor or contractor may contact the MFMP Customer Service Desk at (866) 352-3776 or vendorhelp@myfloridamarketplace.com.

Unless a qualifying exception exists pursuant to Rule 60A-1.031, F.A.C., pursuant to Rule 60A-1.031(3), F.A.C.:

MyFloridaMarketPlace Transaction Fee The State of Florida, through the Department of Management Services (DMS), has instituted MFMP, a statewide eProcurement system pursuant to Section 287.057(24), 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, 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.

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.

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

FDC ITB-26-061 Page 18 of 61

If a Vendor attempts to modify a Bid after the Bid Deadline, the Bid will be considered withdrawn.

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 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. Minority Business Certifications submitted by the Vendor as part of its Bid must be active and current at the time of submission. A Bid containing a blank, incomplete, invalid, or falsified Minority Business Certification will be deemed non-Responsive.

B) Per Section 295.187(4), F.S., when considering two (2) or more Bids, at least one

(1) 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 (1) 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 IV - Certification of Drug- Free Workplace.

D) Per Section 287.082, F.S., whenever two (2) or more competitive sealed Bids are received, one (1) 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

FDC ITB-26-061 Page 19 of 61 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 (1)-(3) of S. 287.057, F.S. 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 the 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 mailto:CO-GCAgencyClerk@fdc.myflorida.com

FDC ITB-26-061 Page 20 of 61

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

FDC ITB-26-061 Page 21 of 61

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 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 Development, to provide training on how to access its procurement opportunities.

The Office of Supplier Development 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 Development website at:

https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_devel opment_osd

6.2 Intellectual Property

To the extent that the Contract requires a Contractor 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 Contractor. 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.

The Contractor, 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 Contractor. The Contractor 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 Contractor 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 Contractor full opportunity to defend the action and control the defense of such claim. If such a claim is made or is pending, the Contractor 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 Contractor upon its request and receive reimbursement, fees, and costs, if any, as may be determined by a court of competent jurisdiction.) If the Contractor https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd

FDC ITB-26-061 Page 22 of 61 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.

6.3 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_agr eements/state_term_contracts/purchasing_card_services.

6.4 Special Conditions

6.4.1 Retention of Records and Documentation

A) Public Records Law

The Vendor or Contractor agrees to: (a) keep and maintain public records required by the Department in order to perform the service or the Contract obligations; (b) upon request from the Department’s custodian of public records, provide the Department with a copy of the requested records 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 as otherwise provided by law; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Contract term and following completion of the Contract if the Vendor does not transfer the records to the…