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

Any protest concerning this agency decision or intended decision must be timely filed with the Department of Management Services’ Agency Clerk. Protests may be filed by courier, hand delivery, or regular mail at: Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, Florida 32399-0950.

Protests may also be filed by fax at 850-922-6312, or by email at agencyclerk@dms.fl.gov. It is the filing party's responsibility to meet all f iling deadlines.

The Procurement Officer should be copied on such filings.

The State of Florida

Department of Management Services

Invitation to Bid (ITB)

Motor Vehicles

ITB No: 25-25100000-ITB

Chelsea Johnson, Procurement Officer 4050 Esplanade Way, Suite 360.5X

Tallahassee, Florida 32399-0950 850-921-0033

Chelsea.Johnson1@dms.fl.gov

Division of State Purchasing 4050 Esplanade Way, Suite 360

Tallahassee, FL 32399-0950

Ron DeSantis, Governor Tom Berger, Interim Secretary mailto:agencyclerk@dms.fl.gov mailto:Chelsea.Johnson1@dms.fl.gov

ITB No. 25-25100000-ITB Page 2 of 20

TABLE OF CONTENTS

1 INTRODUCTION

1.1 Timeline of Events

1.2 Non-Mandatory Pre-Bid Conference

1.3 Definitions

1.4 Objective

1.5 Scope of Work

1.6 Term

1.7 Procurement Officer

1.8 Order of Precedence for Solicitation

1.9 Office of Supplier Development

1.10 Department’s Rights to Reject Bids

2 THE ITB PROCESS

2.1 Question Submission

2.2 Addenda to the ITB

2.3 Public Opening

2.4 Special Accommodations

2.5 Mandatory Responsive Requirements

2.6 Preference to Florida Businesses

2.7 Equal Bids

2.8 Basis of Award

2.9 Electronic Posting of Notice of Intent to Award

2.10 Contract Formation

2.11 Other Requirements Following Award

2.11.1 Registration with the Florida Department of State

2.11.2 Florida Substitute Form W-9

ITB No. 25-25100000-ITB Page 3 of 20

2.11.3 PUR 7801 Vendor Certification Form

3 RESPONDING TO THE ITB

3.1 General Instructions

3.2 Special Instructions

3.3 How to Access the Sourcing Event in MyFloridaMarketPlace

3.4 Modification or Withdrawal of Bid

3.5 Cost of Bid Preparation

3.6 Independent Preparation

3.7 False or Erroneous Information

ITB No. 25-25100000-ITB Page 4 of 20

1 INTRODUCTION

1.1 Timeline of Events

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the responsibility of the Bidder to check for any changes on the Vendor Information Portal (VIP) and in the Business Network.

Bidders shall not rely on the Business Network time clock. It is not the official submission date and time deadline. In the event of a technical malfunction or discrepancy in VIP or in the Business Network, the Timeline of Events listed in the solicitation document shall prevail. The official solicitation dates and time deadlines are reflected in the Timeline of Events.

Timeline of Events

Event

Time (Eastern Time) Date

Solicitation posted on VIP and in the Business Network 02/03/2026

Non-Mandatory Pre-Bid Conference

In-Person Attendees:

Department of Management Services 4050 Esplanade Way Tallahassee, FL 32399-0950 Conference Room Number 101

Virtual Attendees:

GoTo Webinar https://attendee.gotowebinar.com/register/2826278 599658760794 Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.fl.gov at least f ive Business Days prior to the scheduled event.

2:00PM 02/12/2026

Deadline to submit questions in the Business Network 2:00PM 02/19/2026

Anticipated date of posting Q&A on VIP and in the Business Network 03/09/2026

Deadline to submit Bid and all required documents in the Business Network 2:00PM 03/24/2026 https://attendee.gotowebinar.com/register/2826278599658760794 https://attendee.gotowebinar.com/register/2826278599658760794 mailto:ADA.Coordinator@dms.fl.gov

ITB No. 25-25100000-ITB Page 5 of 20

Timeline of Events

Event

Time (Eastern Time) Date

Public meeting: Bid Opening

In-Person Attendees:

Department of Management Services 4050 Esplanade Way Tallahassee, FL 32399 Conference Room Number 101

Or

Virtual Attendees:

Conference Call Number: 888-585-9008 Conference Room Number: 582-904-411

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.fl.gov at least f ive Business Days prior to the scheduled event.

2:30PM 03/24/2026

Anticipated date to post Notice of Intent to Award on VIP and in the Business Network 04/14/2026

Anticipated Term Contract start date Upon Execution

1.2 Non-Mandatory Pre-Bid Conference

The Department will conduct a Non-Mandatory Pre-Bid Conference in accordance with the date and time listed in the Timeline of Events section. The purpose of the Conference is to ensure full understanding of the requirements of the solicitation and attachments.

Attendance at this Conference is not mandatory but is highly encouraged. To attend the Non- Mandatory conference, please use the conference GoToWebinar information or attend at the location within the Timeline of Events.

1.3 Definitions

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative Code (F.A.C.); and Attachment D, Enterprise Standard Terms and Conditions are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions for the purposes of this ITB document. All definitions apply in both their singular and plural sense.

Bid – The document(s) submitted by a Bidder in response to this ITB.

Bidder – A Vendor who submits a Bid to this ITB.

ITB No. 25-25100000-ITB Page 6 of 20

Brand – A particular name under which a Motor Vehicle or Option is produced by a Manufacturer. Examples include, but are not limited to: Ford, GMC, Chevrolet, Nissan, Toyota, etc.

Business Day – Monday through Friday, inclusive, from 8:00 a.m. to 5:00 p.m. Eastern Time, except for those holidays specified in section 110.117, F.S.

Business Network – The Business Network (formerly known as Ariba Network) is an online marketplace that connects Vendors and buyers for solicitations, collaboration, and purchasing transactions. A Business Network account is required to submit responses to electronic solicitations.

Commodity – As defined in section 287.012, Florida Statutes.

Commodity Code – The State’s numeric code for classifying commodities and contractual services which meet specific requirements, specifications, terms, and conditions herein. Florida has adopted the United Nations Standard Products and Services Code (UNSPSC) for classifying commodities and services.

Confidential Information – Information that is trade secret or otherwise confidential or exempt from disclosure under Florida or federal law.

Contractor – A Vendor that enters into a Term Contract with the Department as a result of receiving an award from ITB No. 25-25100000-ITB.

Customer – A State Agency or Eligible User.

Department – The Department of Management Services, a State Agency.

Eligible User – As defined in Rule 60A-1.001, Florida Administrative Code.

Group – A series of Models with applicable Commodity Codes, which are described in Attachment A, Scope of Work and Attachment C, Discount Sheet (Groups 1 – 7). A Group may or may not include Sub-Groups.

Licensed Dealer – An entity certif ied and authorized by the Manufacturer to market, sell, provide, and service new Motor Vehicles.

Manufacturer – The original producer of a Motor Vehicle or Option, which may be sold under a Brand name. Examples include, but are not limited to: Ford Motor Company, General Motors Company (GM), Nissan Motor Corporation, Toyota Motor Corporation, etc.

Manufacturer’s Suggested Retail Price (MSRP) – The MSRP represents the Manufacturer’s recommended retail selling price, list price, published price, or other usual and customary price that would be paid by the purchaser for specific commodities or services without benefit of a Term Contract. It must be publicly listed, available, and verif iable by the Department.

ITB No. 25-25100000-ITB Page 7 of 20

Model – A particular name used to identify a collection of Motor Vehicles that are sold under the same Brand name and are similar in style and appearance. Examples include, but are not limited to, Ford F-150, GMC Sierra, Chevrolet Suburban, Nissan Titan, Toyota Corolla, etc.

Motor Vehicle A specific vehicle that meets the definition of “Motor vehicle” contained in section 320.01(1), Florida Statutes, or a specific vehicle that meets the definition of “Low-speed vehicle” as contained in section 320.01(41), Florida Statutes. The term includes all Options that are attached to or provided with the vehicle when it is manufactured. The MSRP Discount shown in Attachment C, Discount Sheet (Groups 1 – 7), shall apply to the total MSRP for the Motor Vehicle, regardless of whether any Options were specifically requested by the Customer or are considered “standard” or “optional” for the trim level ordered by the Customer.

MSRP Discount - MSRP Discount is the reduction in price offered by the Contractor from the Manufactured Suggested Retail Price (MSRP) of a Motor Vehicle Model and associated Options submitted by the Contractor in Attachment C, Discount Sheet (Groups 1 – 7). The MSRP Discount is expressed as a percentage. MSRP Discount shall be submitted as percentages up to the hundredths, or higher, decimal place (e.g. 15.45%).

Options – Refers to features or equipment that may be installed on, removed from, or supplied with the Motor Vehicle by either the Manufacturer or Licensed Dealer, whether at the time of purchase or separately. Such Options must comply with applicable laws and be customary, reasonable, and prudent within the industry. Options include:

• Original Equipment Manufacturer (OEM) Option – A new and unused option produced by the Motor vehicle’s OEM, designed specifically for installation on the Motor Vehicle.

• Non-OEM Option – A new, unused option intended for the Motor Vehicle, manufactured by a third party. Also known as an aftermarket option.

State – The State of Florida.

Sub-Group – A specific series of Models within a Group, which are described in the Attachment A, Scope of Work, and Attachment C, Discount Sheet (Groups 1 – 7). A Group may or may not include Sub-Groups.

Term Contract – The legally enforceable State Term Contract, as defined in section 287.012, F.S., between the Department and the Contractor.

Vendor – An entity providing Motor Vehicles.

Vendor Information Portal (VIP) – The State of Florida’s Vendor registration, supplier diversity, and Bidding system developed in accordance with section 287.042(3), F.S. The Vendor Information Portal is accessible at https://vendor.myfloridamarketplace.com.

1.4 Objective

The Department is issuing this ITB to establish a State Term Contract for Motor Vehicles which will replace Motor Vehicles, Contract No. (25100000-23-STC). The Department intends to make Statewide award(s); however, the Department reserves the right to award to one or multiple Bidders, statewide or by region, or to make no award, as determined to be in the best interest of the State.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor.myfloridamarketplace.com%2F&data=05%7C01%7CNicole.Walker%40dms.fl.gov%7Cd38a3a6eff994d8181eb08db23fcb675%7Ced173fed38394a3ca952140e906fed8d%7C0%7C0%7C638143340533516786%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=bawWG1kiSF9B%2FuvjOVIaeISbWDXkUETlOGDnzvbL0RI%3D&reserved=0

ITB No. 25-25100000-ITB Page 8 of 20

Motor Vehicles, Contract No. (25100000-23-STC) has an average annual spend of $28 million.

Historical spend is provided for informational purposes only and should not be construed as representing actual, guaranteed, or minimum spend under a new contract.

1.5 Scope of Work

Bidder(s) awarded a Term Contract under this ITB shall provide commodities and/or contractual services as described in the Attachment A, Scope of Work.

1.6 Term

The term is as specified in the Attachment G, Draft Term Contract.

1.7 Procurement Officer

In accordance with section 21 of the PUR 1001, incorporated by reference below, the Procurement Officer is the sole point of contact for this ITB. Violation of section 21 of the PUR 1001 may be grounds for rejecting a Bid. The contact information for the Procurement Officer is:

Chelsea Johnson Senior Purchasing Analyst Division of State Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 360.5X Tallahassee, FL 32399-0950 Phone: 850-921-0033 Email: Chelsea.Johnson1@dms.fl.gov

****ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL****

1.8 Order of Precedence for Solicitation

In the event of a conflict between the documents comprising this ITB, the conflict will be resolved in the following order of priority (highest to lowest):

a) Addenda to ITB, if issued (in reverse order of issuance)

b) Attachment A, Scope of Work

c) Attachment C, Discount Sheet (Groups 1 – 7)

d) Attachment D, Enterprise Standard Terms and Conditions

e) Attachment G, Draft Term Contract

f) This ITB document

g) Other ITB attachments

1.9 Office of Supplier Development

The State of Florida supports its business community by creating opportunities for business enterprises to participate in procurements and contracts. The Department encourages supplier development through certain certif ications and provides advocacy, outreach, and networking through regional business events. For additional information, please contact the Office of Supplier Development (OSD) at OSDHelp@dms.fl.gov.

The Office of Supplier Development’s Mentor-Protégé Program connects certif ied businesses with private business entities for business development mentoring. The Department strongly encourages Vendors doing business with the State to consider becoming a Mentor and participating in this initiative. More information on the Mentor-Protégé Program may be mailto:Chelsea.Johnson1@dms.fl.gov mailto:OSDHelp@dms.fl.gov

ITB No. 25-25100000-ITB Page 9 of 20 obtained by contacting the Office of Supplier Development at 850-487-0915 or by email at:

OSDhelp@dms.fl.gov.

1.10 Department’s Rights to Reject Bids

The Department may reject any Bid not submitted in the manner specified by this solicitation.

Bids that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. Bidders whose Bids, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Term Contract may be rejected as not responsible. The Department reserves the right to determine which Bids meet the requirements of this solicitation and which Bidders are responsive and responsible.

The Department is placing Vendors on notice of the prohibitions against considering social, political, or ideological interests in government contracting contained in section 287.05701, F.S.

In this solicitation, the words “should” or “may” indicate desirable attributes or conditions but are permissive in nature. Where language indicates that the attribute or condition is mandatory, the Department still reserves the right to waive any minor irregularity if the Department determines that it is in the best interest of the State to do so.

A deviation from a requirement or condition is material if, in the Department’s discretion, it provides a substantial advantage to one Bidder over another or has a potentially significant effect on the quality of the Bid or on the cost to the State.

2 THE ITB PROCESS

2.1 Question Submission

The Department invites interested and registered Vendors to submit questions regarding the solicitation. Questions must be submitted in the Business Network by the time and date reflected in the ‘Timeline of Events’ section (or as revised by addenda). Questions submitted by email, telephone, postal mail, hand delivery, fax, or other means will not be accepted. Bidders are strongly encouraged to ask any questions regarding this ITB, including the proposed Term Contract terms and conditions, prior to the deadline to submit questions. The Department is not obligated to revise the solicitation or attachments and the answers posted to the Questions and Answers by the date in the Timeline of Events section of this ITB do not in themselves constitute addenda to this ITB.

2.2 Addenda to the ITB

The Department reserves the right to modify this solicitation by addenda. Addenda may modify any aspect of this solicitation. Any addenda issued will be posted on VIP and the Business Network. It is the Bidder’s responsibility to check VIP and the Business Network for any changes throughout the solicitation process and prior to submitting a Bid.

2.3 Public Opening

Bids will be opened, and the names of Bidders will be announced at a public meeting on the date and at the location indicated in the Timeline of Events section. Bidders are not required to attend. In accordance with section 119.071(1)(b), F.S., the Department will not provide other information regarding the received Bids at the public opening.

2.4 Special Accommodations

mailto:OSDhelp@dms.fl.gov

ITB No. 25-25100000-ITB Page 10 of 20

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at 850-922-7535 or ADA.Coordinator@dms.fl.gov at least f ive Business Days prior to the scheduled event. If hearing or speech-impaired, please contact the ADA Coordinator by using the Florida Relay Service at 800-955-8771 (TDD).

2.5 Mandatory Responsive Requirements

The Department will not review Bids from Bidders who do not meet the mandatory responsive requirements listed in Attachment B, Mandatory Responsive Requirements.

Note: The Department will perform an initial responsiveness check. Bids found to be non-responsive will not be considered for award. The Department reserves the right to act upon information discovered during and after the initial responsiveness check impacting the responsibility or responsiveness of the Bid or Bidder.

2.6 Preference to Florida Businesses

Pursuant to the requirements of section 287.084(1)(a), F.S., if the “lowest responsible and responsive Bid” is by a Bidder whose principal place of business is located outside the State, and whose principal place of business is in a State or political subdivision thereof which grants a preference for the purchase of such personal property to a person whose principal place of business is in such State, the Department will award a preference to the lowest responsive and responsible Bidder having a principal place of business within Florida, which preference is equal to the preference granted by the State or political subdivision thereof in which the lowest responsive and responsible Bidder has its principal place of business.

If the lowest Bid is submitted by a Bidder whose principal place of business is located outside the State, and that State does not grant a preference in a competitive solicitation to Bidders having a principal place of business in that State, the lowest responsive and responsible Bidder having a principal place of business in this State will be granted a five percent preference.

If, pursuant to the Basis of Award section of this solicitation, the Department intends to award Term Contracts to multiple lowest responsive and responsible Bidders which includes Bidder(s) whose principal place of business is located outside of the State, then the Department will apply this preference to all responsive and responsible Bidders having a principal place of business within Florida.

Application of this preference will be accomplished by assessing the applicable percentage to the lowest responsive and responsible Bidder(s) whose principal place of business is located outside of Florida so that a preference is provided to Bidder(s) having a principal place of business within Florida. The applicable percentage will be subtracted from the Total Calculated Discount(s) from the responsive and responsible Bidder(s) whose principal place of business is located outside the State.

All Bidders must submit a completed Attachment J, Principal Place of Business Letter, with the Bid submittal.

2.7 Equal Bids

In the event that there is no multiple award contemplated in the ITB, and the Department receives equal Bids eligible for award, the Department will comply with the following, as applicable:

sections 287.057(12), 287.082, 287.087, 287.092, 295.187(4)(a), and 295.187(4)(b), F.S. In order to clarify the Bidders’ status with regard to the applicable statutory preference requirements, the

ITB No. 25-25100000-ITB Page 11 of 20

Department may request information from Bidders with equal eligible Bids. A Bidder will not be permitted to amend or supplement its Bid in response to such request for clarif ication.

2.8 Basis of Award

The Groups of Motor Vehicles are identif ied below and in Attachment A, Scope of Work:

• Group 1 – Law Enforcement Motor Vehicles o Sub-Group A: Police Pursuit Motor Vehicles o Sub-Group B: Special Service Motor Vehicles o Sub-Group C: Transport Vans o Sub-Group D: Non-Specialized Motor Vehicles for Law Enforcement Use o Sub-Group E: Motorcycles

• Group 2 – Sedans and Hatchbacks o Sub-Group A: Sedans o Sub-Group B: Hatchbacks

• Group 3 – Minivans and Vans o Sub-Group A: Minivans o Sub-Group B: Vans o Sub-Group C: Cutaways/Chassis Cabs

• Group 4 – Sport Utility Motor Vehicles o Sub-Group A: Crossover Sport Utility Motor Vehicles o Sub-Group B: Traditional Sport Utility Motor Vehicles

• Group 5 – Light Duty Trucks o Sub-Group A: Compact and Mid-Size Pickup Trucks o Sub-Group B: Full-Size Pickup Trucks

• Group 6 – Medium Duty Trucks o Sub-Group A: Pickup Trucks o Sub-Group B: Chassis Cabs

• Group 7 – Low Speed Motor Vehicles

The Department intends to award up to ten Contracts per Model within each Sub-Group (or Group, for Groups that do not include Sub-Groups) to the Bidder(s) that offer the highest MSRP Discount in Attachment C, Discount Sheet (Groups 1 – 7). The Contract(s) will be awarded per Model to the responsible and responsive Bidder(s) that submits the lowest responsive Bid(s) by providing the highest MSRP Discount for the initial and renewal terms.

Bidders are not required to Bid on all Models within a Group or Sub-Group.

The Department reserves the right to award multiple Term Contracts or to award Term Contract(s) for all or part of the work contemplated by this solicitation. The Department reserves the right to reject all Bids. The Department reserves the right to award Term Contract(s) to the next lowest responsive Bid(s) from responsive and responsible Bidder(s) to this solicitation if the Department cannot execute a Term Contract with a Bidder previously awarded a Term Contract.

The Department reserves the right to award to another Vendor if the Department is unable to execute a Term Contract with the initially or previously awarded Bidder.

2.9 Electronic Posting of Notice of Intent to Award

The Department will electronically post a Notice of Intent to Award on VIP and in the Business Network in accordance with the Timeline of Events of this ITB. The Notice of Intent to Award will remain posted for a period of 72 hours, not including Saturdays and Sundays or State holidays, as specified in section 110.117, F.S.

ITB No. 25-25100000-ITB Page 12 of 20

2.10 Contract Formation

The Department may issue a Notice of Intent to Award to award Term Contract(s) to successful Bidder(s). The award does not imply execution of a Term Contract. No contract shall be formed between a Bidder and the Department until both parties sign the Term Contract. The Department shall not be liable for any work performed before the Term Contract is effective.

The Department intends to enter into the Term Contract(s) with Bidder(s) pursuant to the Basis for Award section of this solicitation. No additional documents submitted by a Bidder shall be incorporated in the Term Contract unless they are specifically identified, incorporated by reference, and approved by the Department. If any additional documents are submitted by the Bidder, the additional documents will not be considered for the Basis for Award.

2.11 Other Requirements Following Award

2.11.1 Registration with the Florida Department of State

If awarded a Term Contract, the Bidder shall provide a PDF file of its current and active registration with the Florida Department of State prior to execution of a Term Contract or, if exempt from registration, a statement to that effect noting the basis for the exemption.

Bidders should note that foreign entities are required to obtain a Florida Certif icate of Authorization pursuant to applicable Florida Statutes from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit https://dos.myflorida.com/sunbiz/.

2.11.2 Florida Substitute Form W-9

It is the responsibility of the awarded Bidder to complete a Florida Substitute Form W-9 prior to execution of a Term Contract. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit https://f lvendor.myfloridacfo.com/.

2.11.3 PUR 7801 Vendor Certification Form

It is the responsibility of the awarded Bidder to provide a completed Attachment F, PUR 7801 Vendor Certification Form prior to Term Contract execution and annually thereafter throughout the term of the Term Contract. A completed Attachment F, PUR 7801 Vendor Certif ication Form includes any required forms referenced therein.

3 RESPONDING TO THE ITB

3.1 General Instructions

The PUR 1001, General Instructions to Respondents (10/06), is incorporated by reference and is accessible at https://www.dms.myflorida.com/content/download/2934/11780/PUR_ 1001_General_Instructions_to_Respondents.pdf.

3.2 Special Instructions

The following special instructions modify the general instructions provided in the incorporated

PUR 1001.

Sections 8, 10, 13, 17, and 18 of the PUR 1001 are deleted in entirety.

https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/ https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

ITB No. 25-25100000-ITB Page 13 of 20

Sections 3, 4, 5, 7, 9, 11, 14, 15, 19, and 20 of the PUR 1001 are inapplicable and are replaced as follows:

3. Electronic Submission of Bids. Bids shall be submitted in accordance with the How to Access the Sourcing Event in MyFloridaMarketPlace section of this solicitation. Bids submitted by email, postal mail, hand delivery, fax, or other means will not be accepted.

4. Terms and Conditions. All Bids are subject to the terms of this solicitation, which, in case of conflict, will have the order of precedence listed in the ‘Order of Precedence for Solicitation’ section.

The Department will not accept any unrequested terms or conditions submitted by a Bidder, including any appearing in documents attached as part of a Bidder’s response or hyperlinked therein. In submitting its Bid, a Bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

5. Questions. Questions shall be submitted in accordance with the ‘Question Submission’ section of this solicitation.

7. Convicted Vendor, Discriminatory Vendor, Antitrust Violator, and Forced Labor Vendor Lists.

a. Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a Bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Bids, proposals, or replies on 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, F.S. for CATEGORY TWO for a period of 36 months following the date of being placed on the Convicted Vendor List.

b. Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a Bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a Bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit Bids, proposals, or replies on 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.

c. Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a Bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a Bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a Bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a Contractor, ITB No. 25-25100000-ITB Page 14 of 20 supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

d. Forced Labor Vendor List.

Pursuant to section 287.1346, F.S., a company placed on the Forced Labor Vendor List may not submit a Bid, proposal, or reply on a contract to provide commodities to an agency; be awarded a contract or perform work as a Contractor, supplier, subcontractor, or consultant with an agency for the provision of commodities; or transact business for the provision of commodities with an agency. Additionally, an agency may not accept a Bid, proposal, or reply from; award a contract to; or transact business pertaining to the provision of commodities with a company on the forced labor Vendor list, or an entity under the control of such company, for a period of 365 days after the date the company was placed on the list unless the company is removed from the list pursuant to section 287.1346(5)(d), F.S.

9. Bidder’s Representation and Authorization. In submitting a Bid, each Bidder certif ies that it understands, represents, and acknowledges the following:

a. The Bidder is not currently under suspension or debarment by the State or any other governmental authority.

b. The Bidder currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other contract.

c. The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any entity or person to submit a complementary or other noncompetitive Bid.

d. The prices and amounts have been arrived at independently and without consultation, communication, or agreement with any other Bidder or potential Bidder; neither the prices nor amounts, actual or approximate, have been disclosed to any other Bidder or potential Bidder, and they will not be disclosed before the solicitation opening.

e. The Bidder has fully informed the Department in writing of all convictions of the Bidder, its affiliates (as defined in section 287.133(1)(a), F.S.), and all directors, officers, and employees of the Bidder and its affiliates for violation of any State or federal law involving a public entity crime (as defined in section 287.133(1)(g), F.S.). This includes disclosure of the names of current employees who were convicted of public entity crimes while in the employ of another company.

f. Neither the Bidder nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or in a position involving the administration of federal funds:

o Is presently indicted or, within the preceding three years, has been convicted or found guilty of, or found civilly liable for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, State, or local government transaction or public contract; violation of federal or State antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsif ication or destruction of records, making false statements, or receiving stolen property; or o Has within a three-year period preceding this certif ication had one or more federal, State, or local government contracts terminated for cause or default.

g. The products and services offered by the Bidder conform to the specifications contained herein without exception.

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h. The Bidder has read and understands the terms and conditions listed in the Draft Term Contract, and the submission is made in conformance with those terms and conditions.

i. If an award is made to the Bidder, the Bidder agrees that it will execute the Draft Term Contract.

j. The Bidder has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the Bid, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act, or other conduct inconsistent with any of the statements and representations made in the Bid.

k. The Bidder shall indemnify, defend, and hold harmless the Department, Customer, and their employees against any cost, damage, or expense which may be incurred or be caused by the Bidder’s Bid (including any errors therein).

l. All information provided by, and representations made by, the Bidder are material and important and will be relied upon by the Department in awarding the Term Contract. Any misstatement may be treated as fraudulent concealment from the Department and Customers of the true facts relating to submission of the Bid. A misrepresentation may be punishable under law.

The Department reserves the right to deem the Bidder non-responsive or non-responsible based on any information provided in, or omitted from, the Bidder’s Bid related to the certif ications of this section.

11. Performance Qualifications. The Customer reserves the right to investigate or inspect at any time whether the product, qualif ications, or facilities offered by the Vendor meet the Term Contract requirements. Vendor shall at all times during the Term Contract term remain responsive and responsible. In determining a Vendor’s responsibility, DMS shall consider all information or evidence which is gathered or comes to the attention of the agency which demonstrates the Vendor’s capability to fully satisfy the requirements of the solicitation and the Term Contract.

A Vendor must be prepared, if requested, to present evidence of experience, ability, and financial standing, as well as a statement as to plant, machinery, and capacity of the respondent for the production, distribution, and servicing of the product Bid. If DMS determines that the conditions of the solicitation documents are not complied with, or that the product proposed to be furnished does not meet the specified requirements, or that the qualif ications, f inancial standing, or facilities are not satisfactory, or that performance is untimely, DMS may reject the response or terminate the Term Contract. A Vendor may be disqualif ied from receiving awards if Vendor, or anyone in Vendor’s employment, has previously failed to perform satisfactorily in connection with public Bidding or contracts.

This paragraph shall not mean or imply that it is obligatory upon DMS to make an investigation either before or after award of the Term Contract, but should DMS elect to do so, a Vendor is not relieved from fulfilling all Term Contract requirements.

14. Firm Response. The Department intends to make an award within sixty days after the date of the opening, during which period Bids shall remain firm and shall not be withdrawn. If award is not made within sixty days, the Bid shall remain firm until the Department enters into a Term Contract or the Department receives from the Bidder written notice that the Bid is withdrawn.

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15. Clarifying Information. The Department may request, and Bidder shall provide, clarifying information or documentation. Failure to supply the information or documentation as requested may result in the Bid being deemed non-responsive.

19. Public Records. Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and section 119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Bids are public records and are subject to disclosure unless exempt from disclosure by law. If the Bidder considers any portion of its Bid to be Confidential Information, the Bidder is to mark the document as “confidential” and simultaneously provide the Department with a separate, redacted copy of its Bid. For each portion redacted, the Bidder is to briefly describe in writing the grounds for claiming exemption, including the specific statutory citation for such exemption. On the cover of the redacted copy, the Bidder is to provide its name and the Department’s solicitation name and number and clearly title it, “Redacted Copy.” Only portions of material that the Bidder claims are Confidential Information are to be redacted.

In accordance with section 119.071(1)(b), F.S., Bids are exempt from production in response to public records requests until such time as the Department provides notice of an intended decision or until 30 days after opening the Bids, whichever is earlier. After that time, the Department will provide the redacted copy, if any, in response to a public records request. If the Bidder fails to mark a record it claims contains Confidential Information as “confidential,” or fails to submit a redacted copy in accordance with this section of a record it claims contains Confidential Information, the Department shall have no liability for release of such record. The foregoing will apply to every instance in which the Bidder fails to both mark a record “confidential” and redact it in accordance with this section, regardless of whether the Bidder may have properly marked and redacted the same or similar Confidential Information in another instance or record submitted to the Department.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as “confidential” are responsive, the Department will provide the redacted copy to the requestor. If the Bidder has marked a record as “confidential” but failed to provide a redacted copy to the Department, the Department may notify the Bidder of the request and the Bidder may have up to ten (10) Business Days from the date of the notice to provide a Bidder-redacted copy, or else the Department may release the unredacted record to the requestor without liability. If a requestor asserts a right to the redacted Confidential Information, the Department will notify the Bidder such an assertion has been made. The notice will provide that if the Bidder seeks to protect the Bidder-redacted Confidential Information from release it must, within thirty (30) days after the date of the notice and at its own expense, file a cause of action seeking a declaratory judgment that the information in question is exempt from section 119.07(1), F.S., or other applicable law and an order prohibiting the Department from publicly disclosing the information. The Bidder shall provide written notice to the Department of any cause of action filed. If the Bidder fails to file a cause of action within thirty (30) days the Department may release the unredacted copy of the record to the requestor without liability.

If the Department becomes subject to a demand for discovery or disclosure of documents that are marked as “confidential” in a legal proceeding, (whether by oral questions, interrogatories, requests for information or documents, subpoena, or similar process), unless otherwise prohibited by law, the Department will give the Bidder notice

ITB No. 25-25100000-ITB Page 17 of 20 of the demand or request prior to disclosing any Confidential Information to allow the Bidder to seek a protective order or other appropriate relief at the Bidder’s sole discretion and expense. If the Bidder fails to take appropriate and timely action to protect the materials it has designated as Confidential Information or fails to provide a redacted copy that may be disclosed, the Department will provide the unredacted materials to the requester.

By submitting a Bid, the Bidder agrees to protect, defend, and indemnify the Department for all claims, costs, f ines, settlement fees, and attorneys’ fees, at both the trial and appellate levels, arising from or relating to the Bidder’s determination its records contain Confidential Information. In the event of a third-party claim brought against the Department for failure to release the Bidder’s redacted Confidential Information, the Bidder shall assume, at its sole expense, the defense or settlement of such claim, including attorney’s fees and costs at both the trial and appellate levels. If the Bidder fails to continuously undertake the defense or settlement of such claim or if the Bidder and the Department mutually agree that the Department is best suited to undertake the defense or settlement, the Department will have the right, but not the obligation, to undertake the defense or settlement of such claim, at its discretion. The Bidder shall be bound by any defense or settlement the Department may make as to such claim, and the Bidder agrees to reimburse the Department for the expense, including reasonable attorney’s fees and costs at both the trial and appellate levels associated with any defense or settlement that the Department may undertake to defend Bidder’s Confidential Information. The Department will also be entitled to join the Bidder in any third-party claim for the purpose of enforcing any right of indemnity under this section.

If at any point the Department is reasonably advised by its counsel that disclosure of the Confidential Information is required by law, including but not limited to Florida’s public records laws, the Department may disclose such Confidential Information without liability hereunder.

20. Protests. Any protest concerning this solicitation should be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Chapter 28-110, F.A.C. Any communication not in accordance with these sections or the solicitation, including questions to the Procurement Officer, will not constitute formal notice of a protest.

3.3 How to Access the Sourcing Event in MyFloridaMarketPlace

3.3.1 VIP and Business Network Registration Requirements

A Vendor must be registered in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) to submit its intent to participate in this solicitation from the Advertisements Dashboard in VIP. A Vendor must also be registered in the Business Network (formerly known as Ariba Network) to submit questions and respond to this solicitation event.

To Participate in this solicitation, a Vendor must:

a) Create an account through VIP at https://vendor.myfloridamarketplace.com if not already registered. For information on how to register in VIP, access MFMP training materials using the link in MFMP Training section below.

https://vendor.myfloridamarketplace.com/

ITB No. 25-25100000-ITB Page 18 of 20

b) Once registered in VIP and logged into your company’s VIP account, search for this solicitation from the Advertisements Dashboard and click “Intends to Participate.”

c) The Vendor’s solicitation contact as listed in Vendor’s VIP account will receive an invitation to participate in the solicitation via email. This email will give the option to register the Vendor’s company on the Business Network or to log into the Business Network using the Vendor’s credentials if the Vendor already has a Business Network account.

If a Vendor is NOT registered in the Business Network, the Vendor must:

a) Register in the Business Network using the provided link received after selecting “Intends to Participate” in VIP. The Vendor must follow the registration wizard to fill in all required sections, read, and agree to the MFMP terms of use by checking the box, and click “Register” to complete the registration process.

1) The Vendor’s contact will receive an email from the Business Network confirming the registration of the Vendor’s account. To activate the Vendor’s account, select the “Click here to activate your Ariba account” link. This will direct the Vendor to the Business Network welcome page.

If a Vendor is registered in the Business Network and has selected it Intends to Participate in this solicitation:

a) Login using the login credentials to gain access to the Business Network home page.

b) To navigate to different tools, select the “Business Network” drop down menu at the top left-hand corner of the screen. To access sourcing (solicitation) events select “Ariba Proposals & Questionnaires” and review the “Events” list.

c) Review the “Events” list for the title of this solicitation’s sourcing event.

1) The sourcing event will display an “Open” status.

A sourcing event can appear in various statuses based on where the solicitation is in the solicitation process. The possible statuses are defined below:

• Open – The sourcing event is currently open for viewing and registered

Vendors may respond to the solicitation

• Pending Selection – The sourcing event is no longer receiving submissions for the solicitation, but an agency decision has not yet been posted on VIP

• Completed - The sourcing event is no longer receiving submissions for the solicitation and an agency decision has been posted on VIP

d) Click the sourcing event title to review the details of the event.

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e) In the Event Details page, there is a “Checklist” of steps which must completed before a Vendor can respond to this solicitation, including accepting the Ariba Network’s Respondent’s Agreement.

For more information on reviewing and submitting a response, access MFMP training materials using the link in MFMP Training section below.

ALL VENDORS MUST SELECT ‘INTENDS TO PARTICIPATE’ IN VIP AND SUBMIT THEIR

RESPONSE AND ALL REQUIRED DOCUMENTS IN THE BUSINESS NETWORK BY THE

TIME AND DATE LISTED IN THE TIMELINE OF EVENTS IN ORDER TO PARTICIPATE IN

THIS SOLICITATION.

NOTE: Changes made in VIP, including new registrations, may take up to 48 hours to take effect. Do not wait until the last minute.

3.3.2 MFMP Training

MFMP offers Vendor training materials on the Department’s MFMP Vendor Training website.

Please visit:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mf mp_vendors to access the MFMP Vendor Guide for information on VIP registration, Commodity Codes, and responding to solicitations in the Business Network.

3.3.3. MFMP Assistance

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at

(866) 352-3776 or VendorHelp@myfloridamarketplace.com. Note that specific questions regarding this solicitation must be submitted in accordance with the Question Submission section.

3.4 Modification or Withdrawal of Bid

Bidders are responsible for the content and accuracy of their Bids. A Bidder may modify or withdraw its Bid in the Business Network at any time prior to the Bid due date and time set forth in the ‘Timeline of Events’ section.

3.5 Cost of Bid Preparation

The costs related to the development and submission of a Bid are the full responsibility of the Bidder and are not chargeable to the Department.

3.6 Independent Preparation

A Bidder shall not, directly, or indirectly, collude, consult, communicate, or agree with any other Bidder as to any matter related to the Bid each is submitting. Additionally, a Bidder shall not induce any other Bidder to modify, withdraw, submit, or not submit a Bid.

3.7 False or Erroneous Information

A Bidder who submits false or erroneous information may be deemed non-responsive and not awarded a Term Contract. If the Bidder’s Bid is found to contain false or erroneous information after Term Contract award, the Term Contract may be terminated, and the Department may pursue any other legal action available.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors mailto:VendorHelp@myfloridamarketplace.com

ITB No. 25-25100000-ITB Page 20 of 20

ITB ATTACHMENTS

Attachment A, Scope of Work Attachment B, Mandatory Responsive Requirements Attachment C, Discount Sheet (Groups 1 – 7) Attachment D, Enterprise Standard Terms and Conditions Attachment E, PUR 1000 General Contract Conditions Attachment F, PUR 7801 Vendor Certif ication Form Attachment G, Draft Term Contract Attachment H, Price…