Original Solicitation.pdf

Request for Proposal Solicitation Acknowledgement Form

Page 1 of 57 pages

SUBMIT PROPOSAL TO:

Department of State R.A. Gray Building 500 South Bronough Street, Room 428 Tallahassee, Florida 32399-2150

AGENCY RELEASE DATE:

March 20, 2024

SOLICITATION TITLE: SOLICITATION NO:

Florida Historical Marker Repair DOS-RFP-24/25-003

WILL BE OPENED:

April 19, 2024 at 3:00 P.M. (Eastern Standard Time) and may not be withdrawn within:

Days after such date and time.

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

RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the

Respondent.

FEID NO.:

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

DOS-RFP-24/25-003

Florida Historical Marker Repair

TABLE OF CONTENTS

SECTION 1 – INTRODUCTION MATERIALS

1.1 PURPOSE………………………………………………………………………………………….…….5

1.2 HISTORY/BACKGROUND……………………………………………………………………………..5

1.3 DEFINITIONS………………………………………………………………………………

1.4 CONTRACT TERM…………………………………………………………………………………

1.5 SPECIAL ACCOMMODATIONS…………………………………………………………

1.6 PROCUREMENT OFFICER…………………………………………………………….……………..6

1.7 CONTRACT DOCUMENTATION……………………………………………………….……………..6

SECTION 2 – SOLICITATION PROCESS

2.1 GENERAL OVERVIEW……………………………………………………………………….………..7

2.2 PRE-SOLICITATION CONFERENCE CALL {OPTIONAL)…….………………………….…….….7

2.3 QUESTIONS AND ANSWERS…………………………………………………………………………7

2.4 TIMELINE OF EVENTS AND ADDENDUM TO SOLICITATION…………………………..……….7

2.5 CONTRACT FORMATION……………………………………………………………….…………….9

2.6 DISCLOSURE OF PROPOSAL CONTENTS………………………………………….…………….9

2.7 CLARIFICATION PROCESS…………………………………………………………….…………….9

2.8 DIVERSITY………………………………………………………………………………………………9

SECTION 3 – SPECIAL INSTRUCTIONS TO RESPONDENTS

3.1 GENERAL INSTRUCTIONS……………………………………………………………………….…10

3.2 VERBAL INSTRUCTIONS………………………………………………………………………..…..10

3.3 ALTERNATE PROPOSALS………………………………………………...………….…………….10

3.4 BUSINESS REGISTRATION REQUIREMENT………………………………………………...…..10

3.5 MYFLORIDAMARKETPLACE REGISTRATION……………...………………………

3.6 FLORIDA SUBSTITUTE FORM W-9 PROCESS………………………………….…………..…...11

3.7 CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM………………………….………11

3.8 OFFICE OF SUPPLIER DIVERSITY……………………………………………………….………..11

3.9 LICENSES, PERMITS, OTHER CHARGES…………………………………………………….…..12

3.10 EMPLOYMENT ELIGIBILITY VERIFICATION (E-VERIFY)…………………………………….…12

3.11 SUBCONTRACTING…………...…………………………………………………………….……….12

3.12 COPYRIGHTED MATERIAL…………………………………………………………….……………12

3.13 VENDOR’S DUTIES TO ASSERT EXEMPTION FROM DISCLOSURE

AS A PUBLIC RECORD…………………………………………………………………………….…12

3.14 CONFLICT OF INTEREST AND DISCLOSURE………………………………………….………..13

SECTION 4 – PROPOSAL CONTENT

4.1 SPECIAL INSTRUCTIONS FOR THE PREPARATION OF PROPOSALS…………….……….15

4.2 SECTION – ADMINISTRATIVE QUALIFICATION DOCUMENTS……………………….………15

4.3 SECTION TWO - TECHNICAL REPLY PROPOSAL……………………………………….………15

4.4 SECTION THREE – PRICE PROPOSAL……………………………………………………………18

SECTION 5 – PROPOSAL SUBMITTAL REQUIREMENTS

5.1 MANDATORY RESPONSIVENESS REQUIREMENTS……………………………………...…...19

5.2 HOW TO SUBMIT A PROPOSAL……………………………………………………………………20

5.3 DELIVERY OF PROPOSAL…………………………………………………………………………..20

5.4 PROPOSAL OPENING………………………………………………………………………………..21

5.5 PROPOSAL ADMINISTRATIVE REVIEW……………………………………………………

SECTION 6 – SELECTION METHODOLOGY

6.1 PROPOSAL EVALUATION…………………………………………………………………………...24

6.2 EVALUATION CRITERIA………………………………………………………………….………….24

6.3 IDENTICAL SCORING OF PROPOSALS>>………………………………………………………..27

6.4 BASIS OF AWARD…………………………………………………………………………………….27

6.5 POSTING OF NOTICE OF AGENCY DECISION…………………………………………………..27

Attachments:

Attachment A – Statement of Work/Specifications and Requirements

Attachment B – Price Proposal Sheet

Attachment C – PUR 1355 Foreign Country of Concern Attestation

Forms:

Form 1 – Mandatory Responsiveness Requirements

Form 2 – Contact Information Form 3 – Past Performance and Experience

Form 4 – Subcontracting

Form 5 – Drug Free Workplace Certification

Form 6 – Conflict of Interest Disclosure

Form 7 – Non-Disclosure Affidavit Form 8 – Statement of No Involvement

Things to Keep in Mind When Responding to a Solicitation

1. Read the entire document. Note critical items such as: mandatory requirements; sample(s) required; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the Procurement Officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the Solicitation and is an excellent source of information for any questions you may have.

3. Attend the Pre-Bid conference. (If applicable)

4. Take advantage of the “question and answer” period. Submit your questions to the Procurement Officer by the due date listed in the Solicitation Timeline and view the answers given in the formal “addenda” issued for the Solicitation. All addenda issued for a Solicitation are posted on the Vendor Information Portal (VIP) website https://vendor.myfloridamarketplace.com) and will include all questions asked and answered concerning the Solicitation.

5. Follow the format required in the Solicitation when preparing your Proposal. Provide point-by-point response to the required sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the Department or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The proposals are evaluated based solely on the information and materials provided in the Proposal.

7. Check the VIP website for Solicitation addenda. Before submitting your Proposal, check the VIP website to see whether any addenda were issued for the Solicitation. Some addenda require that you sign and return them with the Proposal.

8. Review and read the Solicitation document again to make sure that you have addressed all requirements. Your original Proposal and the requested copies must be identical and be complete. The copies are provided to the evaluator/evaluation committee members and will be used to score your Proposal.

9. Submit your Proposal on time. Note all the dates and times listed in the Solicitation Timeline and within the document, and be sure to submit all required items on time. Faxed, emailed or late Proposals may not be considered.

https://vendor.myfloridamarketplace.com/

SECTION 1 – INTRODUCTORY MATERIALS

1.1 Purpose

The Florida Department of State, Division of Historical Resources, is seeking proposals for the evaluation and repair of historic markers throughout the State of

Florida. The selected vendor will also develop a Florida Historical Marker Repair

Manual to provide guidance on evaluating and repairing the historical markers.

Section 267.074, Florida Statutes requires the Department of State to maintain official

Florida State Historical Markers.

1.2 History/Background

The Florida Historical Marker Program was created in 1960 to raise public awareness of Florida’s rich history. Since its creation, the program has approved over 1,200 markers recognizing historic sites, events, and people across the state.

Consultant(s) must meet the minimum Professional Qualification Standards for

Architectural History as defined by the U.S. Department of the Interior, National Park

Service in 48 FR 44716 and 36 CFR 61.

1.3 Definitions

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

Certified Minority Business Enterprise: A business which has been certified by the Florida Department of Management Services, Office of Supplier Diversity, in accordance with Section 287.0943 (2)(e), Florida Statutes and Chapter 60A-9, Florida Administrative Code.

Contract: The agreement entered into between the Department and the successful Respondent after completion of the Request for Proposal process.

Deliverable: A tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services.

Department: The Florida Department of State. (DOS) Division: Division of Historical Resources (DHR).

FY: The State of Florida’s Fiscal Year, July 1 through June 30.

Mediation: Staff involvement in the requesting process.

Proposal: All information and materials submitted by a Respondent in response to this RFP.

Respondent: A vendor that has submitted a bid, proposal, or reply that conforms in all material respects to the solicitation.

Vendor Information Portal (VIP): The system which allows all state agencies to advertise solicitations and exceptional purchases on MyFloridaMarketPlace.com. It also permits registered vendors to receive automatic email notification of solicitation advertisements, addendums to solicitation, and exceptional purchases.

1.4 Contract Term

The resulting Contract shall be in effect from July 1, 2024 through June 30, 2029, unless cancelled earlier in accordance with the terms of the contract. The resulting

Contract may be eligible for five (5), one (1) year renewals. If the Division opts for a renewal the contractor will be notified no less than 60 days before the end of the https://www.nps.gov/history/local-law/arch_stnds_0.htm https://www.nps.gov/history/local-law/arch_stnds_9.htm applicable original contract period. All renewals are contingent upon satisfactory performance by the Contractor and the availability of funds.

1.5 Special Accommodations

Any person with a qualified disability requiring special accommodations due to a disability should contact the Procurement Officer at 850-245-6457 or via email at Purchasing@dos.myflorida.com at least five (5) business days prior to the event. If you are hearing or speech impaired, please contact the Florida Relay Services which can be reached at 800-955-8771 (TDD).

1.6 Procurement Officer

The Procurement Officer is the sole point of contact as described in PUR 1001, Section 21.

David Shufflebotham, Procurement Officer

Florida Department of State, Division of Administrative Services, Purchasing Office

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399-0250

Phone: 850-245-6457

Email: Purchasing@dos.myflorida.com

***PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL EMAILS

TO THE PROCUREMENT OFFICER. ***

1.7 Contract Documentation

This purchase shall be accomplished by execution of a contract.

END OF SECTION 1

mailto:Purchasing@dos.myflorida.com

SECTION 2 – SOLICITATION PROCESS

2.1 General Overview

The RFP is a method of competitively procuring a commodity or contractual service under Chapter 287, Florida Statutes. Vendors can submit formal questions in writing to the Procurement Officer by the deadline listed in Section 2.3, Timeline of Events.

2.2 Pre-Solicitation Conference Call (OPTIONAL)

A pre-proposal conference is scheduled in accordance to the date and time specified in the Calendar of Events in Section 2.4, Timeline and Addendum to Solicitation. The purpose of the pre-proposal conference is to discuss the contents of this RFP and to accept verbal questions from Respondents concerning the project. Attendance is optional for respondents. Department staff will make a reasonable effort to answer verbal questions asked at the pre-proposal conference, however, Respondents should clearly understand that verbal discussions held at the pre-proposal conference shall not be binding on the Department, and the Department will only issue an official written response to verbal questions subsequently submitted in writing in accordance with the deadline stated in Section 2.4, Timeline of Events and Addendum to

Solicitation.

2.3 Questions and Answers

Respondents will address all inquiries regarding this solicitation to the Procurement

Officer, via email, during the Question and Answer period. The deadline for submission of questions is reflected in Section 2.4, Timeline of Events and

Addendum to Solicitation. If the Department makes changes based on questions received, the Department will issue an addendum to the solicitation.

The Department requests that all questions have the solicitation number in the subject line of the email. Questions are requested to be submitted in the following format:

2.4 Timeline of Events and Addendum to Solicitation

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. The Department reserves the right to adjust the schedule and will notify participants in the solicitation by posting an addendum on the VIP. It is the Respondent’s responsibility to check for any changes on the VIP. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times (Eastern Standard Time) specified below. The Department reserves the right to modify this solicitation by issuing an

Question # RFP Section RFP Page # Question addendum posted on the VIP. It is the responsibility of the Respondent to check VIP for any changes.

DATE TIME ACTION LOCATION

March 20, 2024 N/A Release of Solicitation

Electronically Posted:

https://vendor.myfloridamarketplace.

com

March 25, 2024 10:00 A.M.

Pre-Solicitation Call

(OPTIONAL)

1-888-585-9008 and enter code

666-567-017 #

April 2, 2024 5:00 P.M.

EST

Deadline for Vendor

Written Questions

Division of Administrative Services

Purchasing@dos.myflorida.com

April 5, 2024 N/A

Anticipated Date for

Department’s Response to Vendor Written

Questions

Electronically Posted:

https://vendor.myfloridamarketplace.

com

April 19, 2024 2:00 P.M.

EST

Deadline for Receipt of

Vendor Proposal

Florida Department of State

Division of Administrative Services

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399

April 19, 2024 3:00 P.M.

EST

Proposal Opening

– Conference Call

Telephone: 1-888-585-9008 and enter code 666-567-017# when directed

April 23, 2024 3:00 P.M.

EST

Evaluation Team Briefing

Conference Call

(This is meeting is open for public attendance via telephone)

Florida Department of State

Division of Administrative Services

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399 or telephone

1-888-585-9008 and enter code

666-567-017 #

April 24 – May 1, N/A Evaluations Commence Internal Only

May 7, 2024 2:00 P.M

EST

Evaluation Team

Debriefing Conference

Call

(This is meeting is open for public attendance via telephone)

Florida Department of State

Division of Administrative Services

500 S. Bronough Street, Suite 428

Tallahassee, Florida 32399 or telephone

1-888-585-9008 and enter code

666-567-017 #

May 14, 2024 5:00 P.M.

EST

Anticipated Notice of

Intent to Award

Electronically Posted https://vendor.myfloridamarketplace.

com mailto:Purchasing@dos.myflorida.com

2.5 Contract Formation

The Department may issue a Notice of Intent to Award to the successful Respondent.

However, no Contract shall be formed between a Respondent and the Department until the Department signs the Contract. The Department shall not be liable for any work performed before the Contract is effective.

The Department intends to enter in a Contract with a Respondent pursuant to 6.4

Basis of Award section of this solicitation. No additional documents submitted by a

Respondent will be incorporated in the Contract unless it is specifically identified, incorporated by reference, and approved by the Department. If a n y a d d i t i o n a l documents are submitted by the Respondent, the additional documents will not be considered for the Basis of Award.

2.6 Disclosure of Proposal Contents

All documentation supplied to the Department as part of a Proposal becomes the exclusive property of the Department and will not be returned to the Respondent unless withdrawn prior to the deadline to submit Proposals in accordance with the modification or withdrawal of Proposal requirements in Section 5.5, Proposal

Administrative Review. Selection or rejection of a Proposal shall not affect this right.

The State of Florida shall have the right to use all ideas, or adaptations of ideas, contained in any Proposal received in response to this RFP. Selection or rejection of a Proposal shall not affect this right.

2.7 Clarification Process

The Department may request clarification from the Respondent for resolving ambiguities or questioning information presented in its Proposal. Clarifications may be requested throughout the solicitation process. The Respondent’s answer to requested clarifications must be in writing and must address only the information requested. The Respondent’s answer to requested clarifications must be submitted to the Procurement Officer identified in Section 1.5 within this RFP at the time specified by the Department in the request.

2.8 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority-, veteran-, and women-owned small businesses. Participation of a diverse group of Respondents doing business with the State is central to the

Department’s effort. To this end, minority-, veteran-, and woman-owned small business enterprises are encouraged to participate in the State’s procurement process as both prime contractors and subcontractors.

END OF SECTION 2

SECTION 3 – SPECIAL INSTRUCTIONS TO RESPONDENTS

3.1 General Instructions

The General Instructions to Respondents is the PUR 1001, 2006 version, which is incorporated by reference and can be accessed at:

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_Genera l_Inst ructions_to_Respondents.pdf

Section 3 and 5 of PUR 1001 are inapplicable and are replaced as follows:

Section 3. Electronic Submission of Response

Responses shall be submitted in accordance with Section 5.2, How to Submit a

Proposal, of this solicitation.

Section 5. Questions

Questions shall be submitted in accordance with Section 2.2, Questions and Answers of this solicitation.

3.2 Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the

Respondent as a result of any discussions with any State employee. Only those communications that are in writing from the Department’s Procurement Officer identified in Section 1.5, Special Accommodations of this RFP shall be considered a duly authorized expression on behalf of the Department. Only written, signed communications from Respondents will be recognized by the Department as duly authorized expressions on behalf of the Vendor.

3.3 Alternate Proposals

Alternate proposals and exceptions to this solicitation are not permitted. If the

Respondent has any issue with the requirements or terms and conditions of this solicitation, such issues shall be presented to the Department’s P rocurement

O f f i ce r and addressed by the Department during the ques t i on a n d ans we r phas e o f t h e so l i c i t a t ion . Including a l t e rna t e p roposa ls o r exceptions to this solicitation in any proposal may result in the proposal being deemed non-responsive to the solicitation.

3.4 Business Registration Requirement

Under the provisions of Title 36, Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Division of Corporations prior to execution of a contract agreement. Contact the Division of

Corporations at 850-245-6000.

3.5 MyFloridaMarketPlace Registration

The awarded Respondent(s) must have completed the MyFloridaMarketPlace registration process prior to the issuance of a purchase order. For additional information, please visit:

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 https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf ht t ps: / / ve ndor . m yf lor i dam ar k et p lac e. com

The following United Nations Standard Products and Services Code(s) (UNSPSC) are provided to assist potential Respondents in their registration efforts:

Commodity Code Title

49101700 Awards

90151502 Historical or cultural sites

93141713 Historic sites or monuments protection services

55121721 Signage characters

3.6 Florida Substitute Form W-9 Process

State of Florida vendors must register and complete an electronic Florida

Substitutes Form W-9. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

https://flvendor.myfloridacfo.com/

3.7 Certification of Drug-Free Workplace Program

The State supports and encourages initiatives to keep the workplaces of Florida’s suppliers and vendors drug-free. Section 287.087, Florida Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug- free workforce program. If applicable, Respondent shall sign and submit Form 5 (Drug-Free

Workplace Certificate) to certify that the Respondent has a drug-free workplace program. The Vendor shall describe how it will address the implementation of a drug-free workplace in offering the items of proposal.

In the event that the Department receives identical Proposals from two (2) or more responsive Respondents with drug-free workplace programs, the final determination of the award shall be decided through the toss of a coin in a public meeting.

3.8 Office of Supplier Diversity

The Office of Supplier Diversity has standing to protest, pursuant to Section

287.09451, F.S., in a timely manner, any proposed contract award in competitive bidding for contractual services and construction contracts that fail to include minority business enterprise participation, if any responding respondent has demonstrated the ability to achieve any level of participation, or any contract award for commodities where, a reasonable and economical opportunity to reserve a contract statewide or district level, for minority participation was not executed or, an agency failed to adopt applicable preference for minority participation. Any low respondent with no participation may be deemed not in “good faith.”

https://vendor.myfloridamarketplace.com/ https://flvendor/

Office of Supplier Diversity

Florida Department Management Services

4050 Esplanade Way, Suite 380

Tallahassee, Florida

32399-0950

Telephone: 850.487.0915

Fax:850.922852

Email Address: osdhelp@dms.myflorida.com

3.9 Licenses, Permits, Other Charges

The successful Respondent shall pay for any and all licenses, permits, other charges and taxes required for the Contract, and shall comply with all laws, ordinances or other requirements applicable to the work specified during the term of this Contract.

3.10 Employment Eligibility Verification (E-Verify)

Pursuant to State of Florida Executive Order No. 11-116, Vendor is required to utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees hired by the Vendor during the contract term.

Only individuals who may legally work in the United States – either U.S. citizens, or foreign citizens who have the necessary authorization may perform work on this contract. E-Verify is an Internet-based system that allows businesses to determine the eligibility of their employees to work in the United States. E-Verify is fast, free and easy to use – and it’s the best way employers can ensure a legal workforce.

3.11 Subcontracting

The successful Respondent shall not subcontract, assign, or transfer any work identified under the resulting Contract without prior written consent of the

Department. The awarded Respondent will be the prime service provider and shall be responsible for all work performed and all Contract deliverables.

3.12 Copyrighted Material

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter

119, and Florida Statutes.

3.13 Vendor’s Duties to Assert Exemption from Disclosure as a Public Record

Any Proposal content submitted to the Department which is asserted to be exempted by law from disclosure as a public record shall be clearly marked “exempt,”

“confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption specifically identified in writing on every such page. Failure to segregate and so clearly identify any such content shall constitute a waiver of any claimed exemption as applied to the portion of the Proposal or other document in which the content is set forth.

mailto:osdhelp@dms.myflorida.com

An entire page or paragraph in which such information appears should not be marked “exempt”, “confidential” or “trade secret” unless the entire page or paragraph consists of such confidential information. Only the confidential portions(s) should be identified and marked. Respondents are to indicate where confidential information begins and ends.

Any claim of exemption from public disclosure is waived upon submission, unless addressed as set forth above. The Department will attempt to afford protection from disclosure of any trade secret as defined in Section 812.081(1)(c), Florida

Statutes, or Section 688.002, Florida Statutes, where identified as such in the

Proposal, to t h e extent permitted under Section 815.045, Florida Statutes, and

Chapter 119, Florida Statutes. Each Respondent acknowledges that the protection afforded by Section 815.045, Florida Statutes, is incomplete, and hereby agrees that no remedy for damages may arise from any disclosure by the Department.

It will be the responsibility of the Respondent to defend the confidentiality of its trade secrets through the judicial process.

Statutes, and Article I, Section 24 of the Florida Constitution, very seriously. If a

Respondent considers any portion of the documents, data or record submitted in response to this solicitation to be exempted by law from disclosure as a public record, the Respondent must also provide DOS with a separate Redacted Copy of its Proposal, in hard copy and on a CD, DVD- ROM or USB flash drive, at the time of Proposal submission.

This Redacted Copy should contain the Department’s solicitation name, number, and the name of the Respondent on the cover, and should be clearly titled “Redacted

Copy.” The Redacted Copy must be provided to the Department at the same time the Respondent submits its Proposal and must only exclude or obliterate those exact portions which are exempted by law from public disclosure.

The Respondent shall protect, defend, and indemnify, save and hold harmless, the

Department from any and all claims, demands, liabilities and suits of any nature arising out of, because of, or due to failure of the Department to protect information redacted by the Respondent, and to further indemnify the Department for any other loss the Department incurs due to any claim being made against the Department regarding portions of its Redacted Copy being confidential, proprietary, trade secret or otherwise not subject to disclosure.

If a Respondent fails to submit a Redacted Copy with its Proposal as described herein, the Department is authorized to produce the entire document(s), data or records submitted by the Respondent in answer to a public records request.

3.14 Conflict of Interest and Disclosure

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes.

Respondents must disclose with their Proposals whether any officer, director, employee or agent is also an officer or an employee of the Department, the State of

Florida, or any of its agencies. (Form 5 - Disclosure Statement Conflict of Interest

Disclosure). All firms must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the

Respondent's firm or any of its branches or affiliates. All Respondents must also disclose the name of any employee, agent, lobbyist, previous employee of the

Department, or other person, who has received or will receive compensation of any kind, or who has registered or is required to register under Section 112.3215, Florida

Statutes, in seeking to influence the actions of the Department in connection with this procurement. The selected Respondent shall be required to provide written notification to the Department within five (5) working days of the discovery of any potential conflict of interest. The Department reserves the right to make an independent determination as to whether or not a conflict of interest exists.

END OF SECTION 3

SECTION 4 – PROPOSAL CONTENT

Each Proposal shall be prepared simply and economically, following the instructions contained herein. Note: Fancy binding of proposals, colored displays in proposals, and promotional material are not desired. There is no intent to limit the content of the Proposal and additional information deemed appropriate by the Respondent may be included. However, cluttering the Proposal with irrelevant material makes the review more difficult.

All Proposals and associated forms must be signed and dated in ink by a duly authorized representative of the Respondent. All Proposals and related documents submitted in response to this RFP shall become the property of the State of Florida.

4.1 Special Instructions for the Preparation of Proposals

The instructions for this solicitation have been designed to help insure that all Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and reply time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated. Proposals are to be divided into three (3) sections:

SECTION ONE: Administrative Qualification Documents SECTION TWO: Technical Response SECTION THREE: Price Proposal

4.2 SECTION ONE – Administrative Qualification Documents

Tab 1 – Attachments, Forms and Certifications

Responses to this RFP should include the following original documents and certifications:

1. Acknowledgement Form (Page 1 of this RFP)

2. Form 1 – Mandatory Responsiveness Requirements

3. Form 2 – Contact Information

4. Form 4 – Subcontracting

5. Form 5 – Drug Free Workplace Certification

6. Form 6 – Conflict of Interest Disclosure

7. Form 7 – Non-Collusion Affidavit

8. Form 8 – Statement of No Involvement

9. Proof of Business Registration (must be provided prior to Contract execution-see Section 5.1.6, Proposal Submittal Requirements)

[Please note – Attachment C - Price Proposal Sheet and Form 3 Past Performance and Experience are required in separate Sections as detailed below.]

4.3 SECTION TWO – Technical Response

Failure of the Respondent to provide any of the information required in this section of the Proposal may result in a score of zero for that criteria of the evaluation or may result in the Proposal being deemed non-responsive and rejected.

This section should be prepared by each Respondent utilizing 8.5” x 11” paper. All pages should be consecutively numbered.

Using the description of work outlined in Attachment A, Statement of Work –

Specifications and Requirements, Respondents should prepare their Proposals in the order of the outlines below, with the sections tabbed for ease of identification and view.

Tab 1 – Business/Corporate Experience and Qualifications

T.1.1 Company Profile

Respondents shall include in their submittal background information, which, at a minimum, should include:

1. Name and address of the business entity submitting the proposal.

2. Date business was established.

3. Ownership (public company, partnership, subsidiary, etc.).

4. Primary type of business and number of years conducting primary business.

5. National accreditations, memberships in professional associations or other similar credentials.

T.1.2. – Experience and Ability

Form 3, Past Performance and Experience, the Respondent must list five

(5) separate and verifiable clients. The purpose of this section is to provide the Division with a basis for determining the Respondent’s direct experience that is relevant to the requirements of this solicitation. Each Respondent should provide details on two (2) similar contracts executed in the last five

(5) years that are similar to the scope of services sought in this RFP. Please be sure to identify all relevant similarities or differences to such contracts when compared to the services sought in this RFP. The Division desires a concise but thorough description of relevant experience, not a voluminous description of all contracts.

It is mandatory that the Respondent provide documentation of past performance. Such documentation is to include:

T.1.3 – Project Examples

Respondent will provide at least three (3) examples of work performed on similar projects. The examples will include the activities done during the project, the scope of work accomplished and any outcome achieved.

T.1.4. – Qualifications. This section should present the qualifications of the

Respondent and Respondent’s team. The following topics must be addressed:

1. Respondent’s experience in carrying out similar projects;

2. Demonstrate Respondent’s Project Approach and Methodology as it pertains to the Department’s business needs;

3. Include a project plan that covers all phases of project implementation including, but not limited to: deliverables, milestones, timelines and responsibilities.

T.1.5. – Litigation

Respondents are required to list and summarize any pending or threatened litigation; administrative or regulatory proceedings; or similar matters that could materially affect the Respondent or that could materially affect the

Respondent’s ability to service the Department. In addition, the Respondent must describe any administrative or civil litigation involving the Respondent and any State or Federal entity in the last five (5) years.

Tab 2 – Project Staff

The Respondent shall describe its ability to successfully complete a contract that may result from this RFP, including its proposed staffing to complete the required deliverables.

The Respondent shall provide and maintain skilled and qualified staff in order to successfully complete the required deliverables. The Respondent should identify the employees it intends to assign to this Contract, stating their relevant work experience and education.

Identified Staff shall be appropriately committed to completion of the required deliverables during the Contract.

For each team member, provide, at a minimum, the following information:

1. Resumes of the individuals who will be directly responsible for and involved with the project.

2. Each person's level of participation in the project, including a breakdown of the time to be dedicated to the project.

3. Provide a statement of assurance that at the time of Response the project team members have the time available to complete the project as described in the

Response. The Response should also describe the availability of needed resources during the project.

4. If subcontractors will be used, identify the tasks for which they will be responsible.

5. Describe the availability of needed resources during the project.

Tab 3 – Proposed Approach

Provide a detailed narrative description of the approach to providing the services as specified in this RFP. The objective is to demonstrate the Respondent’s ability and readiness to successfully deliver the services requested. The Respondent should be thorough and detailed in their response.

The Respondent’s technical approach should demonstrate a thorough understanding and insight into the scope of this project.

The Respondent’s demonstrated technical knowledge, expertise, and ability to meet the specifications stated in Attachment A, Statement of Work.

A detailed explanation of how completing each deliverable will be approached, with consideration for the team’s structure.

A guarantee that the Respondent understands the Department’s standards as specified in the RFP and can perform in a manner consistent with these standards.

4.4 SECTION THREE: – Price Proposal

Tab 1 – Attachment B - Price Proposal Sheet

Each Respondent shall use the form provided as Attachment B, Price Proposal Sheet, to provide fixed price rates for the services requested in this RFP.

The prices provided shall include the cost of all necessary activities to accomplish the services outlined in the RFP and the Proposals hereto, including, but not limited to MFMP transaction fees; miscellaneous expenses; and the application of all multiples (i.e. overhead, fringe benefits, etc.), travel and incidental expenses. Failure by the Respondent to provide a price on Attachment B may result in the Proposal being deemed non-responsive and therefore, the Proposal may be rejected. Footnotes, notations and exceptions made to Attachment B may not be considered.

Respondents must not include any technical response information or alternative terms and conditions within the Price Proposal Sheet. Proposals which include such information in the Price Sheet will be rejected as non-responsive.

END OF SECTION 4

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

SECTION 5 – PROPOSAL SUBMITTAL REQUIREMENTS

5.1 Mandatory Responsiveness Requirements

The Department will not evaluate Proposals from Respondents that do not meet the minimum requirements listed below. The Respondent’s Experience and Ability narrative and Proposed Technical Response will be addressed during the evaluation phase and will not be evaluated for the determination of responsiveness.

Provide a signed Form 1 - Mandatory Responsiveness Requirements, and provide the required documentation requested in this subsection.

5.1.1 The Respondent must certify that the person submitting the Proposal and its pricing is authorized to respond to this RFP on the Respondent’s behalf.

5.1.2 The Respondent must certify that the Respondent will accept the Contract terms and conditions as stated herein, without qualifications or exception.

5.1.3 The Respondent must certify that the Respondent is in compliance with Section 9 of the PUR 1001 form as modified by Section 3.1 herein.

5.1.4 The Respondent must certify that the Respondent is not a Discriminatory Vendor or

Convicted Vendor as defined in Sections 7 and 8 of the PUR 1001.

5.1.5 The Respondent must certify the Respondent is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, and is not participating in a boycott of Israel.

Note: The certifications required in subsections 5.1.1 through 5.1.5 are to be accomplished through the execution of Form 1 – Responsiveness

Requirements.

5.1.6 The Respondent must submit proof of Articles of Incorporation, or other legal recognition as a business entity by a state or territory of the United States, and/or

Florida Department of State Registration.

Note: Florida Statutes require out-of-state business entities transacting business in

Florida to register or obtain authorization from the Florida Department of State, Division of Corporations, to transact business in this state. See sections

605.0903, 607.1501, 607.1503, 620.1902, 620.1903 or either applicable statute(s).

If not already registered or authorized, the Respondent agrees to attain such authorization within seven (7) business days of notice of award, should the Respondent be awarded.

Website: www.sunbiz.org

5.1.7 The Respondent must submit their Proposal in accordance with Section 4 of this RFP.

5.2 How to Submit a Proposal

Respondents shall submit t h e proposal in (a) properly marked, sealed box(es) containing the following:

5.2.1 One (1) signed original un-redacted bound version of the Proposal (excluding

Attachment B, Price Proposal Sheet), with three (3) un-redacted, bound copies.

5.2.2 One (1) signed original Price Proposal Sheet (Attachment B) in a separate sealed 8.5 x 11 manila envelope.

5.2.3 One (1) scanned copy of the entire Proposal in and Attachment B, Price Proposal

Sheet in Adobe (.pdf) on a CD or USB flash drive.

Note: Large files may be scanned as separate files.

5.2.4 If applicable, one (1) electronic redacted copy of the entire Proposal on a CD or

USB flash drive (as described in Section 3.13, Copyrighted Material of this RFP).

Electronic files should be logically named and easily mapped to the hard copy submittal. The electronic media should be clearly labeled in the same manner as the hard copies.

If a Respondent fails to submit the electronic, signed copies with its Proposal, the

Department reserves the right to contact the Respondent by telephone for submission of this document via email. This right will be exercised only when the Proposal has met all other requirements of the solicitation.

5.3 Delivery of Proposal

It is the Respondent’s responsibility to ensure their Proposal is delivered to the proper place and by the deadline stipulated in the Timeline of Events. Proposals must be submitted in a sealed envelope/package by U.S. Mail, express or expedited courier delivery service, private courier, or hand delivery.

http://www.sunbiz.org/

Notwithstanding Section 3 of the “State of Florida PUR 1001 (10/06) General

Instructions to Respondents”, the Department of State does not accept

Electronic Submission of Responses via email.

The DOS Building is a secured facility. If you are hand-delivering the Proposal, please allow for sufficient time to gain access into the building. PROPOSALS RECEIVED

AFTER THE EXACT TIME SPECIFIED WILL NOT BE CONSIDERED. The

Department’s clocks will provide the official time for Proposal receipt. The shipping package should be addressed as follows:

Attention:

David Shufflebotham, Procurement Officer

Florida Department of State, Division of Administrative Services, Purchasing Office

500 S. Bronough Street – Room 428

Tallahassee, Florida 32399-0250

Respondent’s Name

Solicitation Number: RFP No.: DOS-RFP-24/25-003

Title: Florida Historical Marker Repair

Proposal Opening: April 19, 2024 at 3:00 P. M., EST

The Department is not responsible for opening improperly marked

Proposals.

5.4 Proposal Opening

A public opening will be conducted at the time and date specified in Section 2.3, Timeline of Events in the Purchasing Office, Suite 428 located at R.A. Gray Building, 500 S. Bronough Street, Room 428, Tallahassee, Florida, 32399-0250.

The public opening will be conducted on the time and date specified in Section 2.3, Timeline of Events, and public can attend via conference call by using the information below.

Conference Call Number:1.888-585-9008 Room Number: 666-567-

After the public opening, the name(s) of all Respondents submitting Proposals shall be made available to interested parties upon request to the Procurement Officer.

5.5 Proposal Administrative Review

The Department reserves the right to accept or reject any and all proposals failing to meet mandatory responsiveness requirements, or containing material deviations, or separate portions, and to waive any minor irregularity, technicality, or omission if the

Department determines that doing so will serve the State’s best interest. Additionally, the Department reserves the right to reject any and all proposals and to re-solicit if in the best interest of the Department.

Respondents are responsible for thoroughly reviewing the specifications of this RFP

5.5.1 Non-Responsive Proposals

Each Respondent shall submit a Proposal that meets all material requirements of this RFP. The Department will review Proposals to determine the material requirements as outlined in the RFP. The Department seeks to maximize competition and reserves the right to seek clarification from Respondents to obtain non-material information to complete a responsiveness review. Failure of a Vendor to provide required information may cause a Respondent to be deemed Non-

Responsive and therefore be disqualified from further consideration.

Non-Responsive Proposals may include, but are not limited to, those which: fail to utilize, complete, and/or submit the mandatory prescribed forms; include terms and conditions contrary to the requirements of this solicitation; do not contain original authorized signatures; contain Technical or Proposal information contrary to those outlined in this RFP; and are not in conformance with the requirements and instructions contained herein.

A NON-RESPONSIVE PROPOSAL WILL NOT BE CONSIDERED UNLESS, AT THE

DEPARTMENT’S DISCRETION, THE DISCREPANCY DOES NOT PREVENT

REVIEW OF THE PROPOSAL BY THE DEPARTMENT AND CAN BE EASILY

AND QUICKLY REMEDIED.

The Department reserves the right to waive minor irregularities in a Proposal. A minor irregularity is a variation of a technical nature to this RFP which does not affect the price of the Proposal or give the Respondent(s) a substantial or unfair advantage over other Vendors. At its sole discretion, the Department may request a Respondent to provide clarifying information or additional materials to correct a minor irregularity.

However, the Department will not request, and the Respondent shall not provide, additional materials that affect the price of the Proposal or give the Respondent an advantage or benefit not provided to all responding Vendors.

5.5.2 Disqualification for Non-Responsibility

The Department reserves the right to utilize sources other than those identified by the Respondent to obtain additional information regarding the Respondent’s capability of fully performing a contract for the services outlined in this RFP as well as its integrity and reliability to assure good faith performance. Information obtained from additional sources may be used to determine whether the Respondent is a responsible vendor. The Department will reject the Proposal submitted by any

Respondent deemed irresponsible.

Such additional sources may include, but are not limited to, news sources; court filings;

internet searches; and online-reports available from state or federal agencies.

Factors that may result in finding that the Respondent is not a responsible vendor include, but are not limited to, filing for bankruptcy or insolvency; conviction of a crime by any corporate officer involving fraud; dishonesty, unfair or deceptive trade practices; bid or price fixing; or any other offense related to corporate business practices or having a contract with any state or governmental entity terminated for breach or for failure to perform within the past three (3) years.

5.5.3 Material Deviations

The Department has established certain requirements with respect to Proposals to be submitted by Respondents. A deviation is material if, in the Department's sole discretion, the deficient Proposal is not in substantial accord with this RFP requirements, provides an advantage to one Respondent over other Respondents, has a potentially significant effect on the quantity or quality of items proposed, or on the cost to the Department, or otherwise adversely impact the Department’s interest.

Material deviations cannot be waived and will be the basis for rejection of a Proposal.

5.5.4 Changes to Proposal

No substitutions, variations or changes to contract terms, conditions or specifications will be permitted or acknowledged unless approved, in writing, by the Department’s

Purchasing Office. Rule 60A-1.002(11), Florida Administrative Code (F.A.C.), specifically prohibits modification of a Proposal after Proposals are opened.

Therefore, any changes or variations to the original contract terms, conditions or specifications must have the written approval of the Purchasing Office prior to the opening date.

5.5.5 Withdrawal of Proposal

A Respondent may withdraw a Proposal by written notice to the Department on or before the deadline specified in Section 2.3, Timeline of Events. Such written notice is to be submitted to the Procurement Officer.

5.5.6 Proposal Preparation Cost

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

END OF SECTION 5

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

SECTION 6 - SELECTION METHODOLOGY

The Department evaluation team will consist of at least three (3) persons who collectively have experience and knowledge in the program areas and service requirements to conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFP.

6.1 Proposal Evaluation

Proposals will be evaluated using the criteria set forth in this section.

Evaluators will not search through the Proposals for information that is missing from a section being reviewed, so it is important for the Respondent to carefully follow the RFP organization and content specified in Section 4,…