PO SOW DCF ITB 2526 010.pdf

PURCHASE ORDER SCOPE OF WORK

PMT-57 1 v.24.1

1. Description of Service The Provider must provide the services described within this Scope of Work (Scope).

1.1 The Florida Department of Children and Families (Department), State Mental Health Treatment Facilities (SMHTFs) is soliciting bids from qualified Providers for the purchase and delivery of milk to Florida State Hospital (FSH), Northeast Florida State Hospital (NEFSH), and North Florida Evaluation and Treatment Center (NFETC), herein after referred to as the STMHTFs.

2. Governance Based on §287.057(19), Florida Statutes (F.S.), if applicable, Provider(s) under this Contract will be prohibited from participating in any other engagement that the Provider provides related content as this would create a conflict of interest. The Provider must comply with all applicable state and federal requirements, including, without limitation:

2.1 Chapter 394 F.S. Florida Civil Commitment

2.2 Chapter 916, F.S. Forensic Client Services.

3. Term

3.1 The anticipated term of the resulting Contract is September 1, 2025, through August 31, 2030, with a 5-year renewal option. All related Purchase Orders will be issued on a State Fiscal Year basis (July 1 - June 30). The term of the resulting Contract is subject to change based on the actual execution date of the resulting Contract.

3.2 In accordance with §287.058(1)(g), F.S., the Contract resulting from this procurement may be renewed for a period that may not exceed three years or the term of the resulting original Contract period, whichever is longer. Renewal of the Contract must be in writing and subject to the same terms and conditions set forth in the original Contract. A renewal may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance as determined by the Department, are subject to the availability of funds, and optional to the Department.

3.3 Funding under this Contract is subject to the availability of funds. The Department reserves the right to expand the Scope performed by the Provider, should additional needs and funding become available. Additional services may be included in, or added to, any purchase order(s), upon mutual written agreement, and through issuance of a change order.

4. Composition of the Contract

4.1 This Contract is composed of the documents listed in this section. In the event of any conflict between the documents, the documents shall be interpreted in the following order of precedence:

4.1.1 Purchase Order Scope of Work (PMT-57), and other attached documents: All other attachments and exhibits to the contract referenced in the solicitation shall also be part of the resulting contract, if any

4.1.2 The Department’s Purchase Order Terms and Conditions, located at:

https://www.myflfamilies.com/general-information/contracted-client-services/library.

4.1.3 Department of Children and Families Standard Contract Definitions, located at:

https://www.myflfamilies.com/general-information/contracted-client-services/library.

4.1.4 PUR 1000 Form, located at:

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

4.1.5 Provider Response: The Provider’s Response and any additional submittals, if incorporated into or attached to the contract.

https://www.myflfamilies.com/general-information/contracted-client-services/library https://www.myflfamilies.com/general-information/contracted-client-services/library https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

PMT-57 2 v.24.1

4.2 Notwithstanding the order of precedence indicated, for purchases based on a state term contract or an enterprise alternative contract source procured for state agency use by the Department of Management Services, the terms of the underlying state term contract or Department of Management Services enterprise alternative contract source agreement shall prevail over conflicting terms in other documents in the order of precedence, unless by the terms of that underlying state term contract or alternative contract source agreement the “Customer” is explicitly authorized to vary the terms to the State’s detriment.

5. Elements of Services The Provider is responsible for the performance of all tasks and deliverables contained in this Scope.

5.1 Service Delivery

5.1.1 Service Delivery Location

Deliveries must be made inside the designated location at each SMHTF. Deliveries must be made on the designated days for each SMHTF location, between 6:00 a.m. and 3:00 p.m., eastern standard time. Deliveries left outside of the designated area will not be accepted. Deliveries must be received and signed for by authorized SMHTF personnel.

SMHTF Location Delivery Schedule

Florida State Hospital

100 N. Main St. Bldg. 1007

Chattahoochee, FL, 32324

Weekly Deliveries: Tuesday and Friday

Northeast Florida State Hospital

7487 S.S.R. 121

MacClenny, FL, 32063

Weekly Deliveries: Tuesday and Friday

North Florida Evaluation and Treatment Center

1200 N.E. 55th Blvd.

Gainesville, FL, 32641

Weekly Deliveries: Tuesday and Friday

5.2 Equipment

5.2.1 The Provider must provide all equipment required for the services within this Scope.

5.3 Task List

The Provider will perform the following tasks:

5.3.1 The Provider must deliver all products as specified in the Cost Proposal (PMT-60), and in accordance with the Purchase Order quantities and delivery schedule for each SMHTF. The quantities stated in the Cost Proposal (PMT-60) are estimates only. The actual quantities ordered will solely be determined by the needs of each SMHTF.

5.3.2 Fresh Milk Products must be delivered at a temperature between 34- and 38-degrees

PMT-57 3 v.24.1

Fahrenheit. Milk must be fortified with vitamins A and D. Milk must be delivered with a shelf life of at least seven (7) days prior to the expiration date stamped on each container. Upon delivery, all containers, must be leak proof and contents must be clean, free from damage, free from pest infestation, and within proper temperatures as stated above. Any spoilage or shortages are the responsibility of the Provider and must be replaced with a product of equal or better quality. The SMHTF reserves the right to refuse any delivery upon inspection that does not meet these requirements. The Provider will be given a two-hour grace period before financial consequences will be applied if the delivery does not meet the specifications in which they may provide a replacement. The SMHTF’s reserve the right to purchase replacement milk on the open market to meet the menu requirements in the event the Provider’s delivery does not meet the specifications of the resulting Contract. The Provider will be responsible for paying the price difference between the original bid price and the price of the substituted milk item. These amounts will be deducted from the Provider’s invoice.

All substitutions must be approved by the SMHTF prior to delivery.

5.3.3 If Milk Products are delivered in reusable crates/trays, the crates/trays on which the Milk Products are stacked and delivered upon, must always be clean and in sanitary condition. Reusable crates/trays are to be removed from the SMHTFs and must be washed and sanitized by the Provider before use.

5.4 Provider Responsibilities

5.4.1 The Provider must have the ability to receive and process electronic orders for all three SMHTF’s weekly.

5.4.2 In the event the Provider receives notice that a product delivered to the SMHTFs has been recalled, seized, embargoed, or identified as misbranded, adulterated, or unfit for human consumption—whether by the packer, processor, subcontractor, retailer, manufacturer, or any State or Federal regulatory agency—the Provider must immediately notify the affected SMHTF(s).

5.5 Department Responsibilities

5.5.1 The Department must have the ability to review and/or approve all electronic orders.

6. Deliverables, Minimum Performance Measures, and Financial Consequences

6.1 The Provider must complete or submit the following deliverables in the time and manner specified herein.

6.2 Pursuant to §287.058, F.S., the Contract must contain financial consequences that will apply if the Provider fails to perform in accordance with the Contract terms.

6.3 The deliverables must meet the following minimum service level. Failure of the Provider to complete or submit a deliverable in the time and manner specified will result in a reduction in payment for that deliverable:

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PMT-57 4 v.24.1

Deliverable # and Description

Minimum Performance Measure

Supporting Documentation

Financial Consequence

0BDeliverable 1: The Provider must deliver Milk Products meeting the specifications outlined in Section 5.3, Task List to the Service Delivery Locations specified in Section 5.1.1.

The Provider must deliver the SMHTF’s with the agreed upon quantity of Milk Products meeting the specifications outlined in Section 5.3, Task List in accordance with the delivery schedule outlined in Section 5.1.1, Service Delivery Location.

Deliveries must be received and signed for by authorized SMHTF personnel.

$100 per instance. The Provider will also be responsible for paying the price difference between the original bid price and the price of the substituted milk item in the event the Provider’s delivery does not meet the specifications of the resulting Contract.

These amounts will be deducted from the Provider’s invoice.

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PMT-57 5 v.24.1

7. Invoicing and Payments

7.1 General Information

7.1.1 A Purchase Order (PO) will be issued to the Provider.

7.1.2 The method of payment for this purchase is a fixed rate.

7.1.3 The Provider will not receive payment in advance for goods or services described in this Scope.

7.2 Invoicing

7.2.1 The Provider must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.

7.2.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable, milestone, recurring maintenance and operations monthly cost. Each invoice must include the following information:

7.2.2.1 PO number,

7.2.2.2 Provider name and address,

7.2.2.3 Provider federal identification number,

7.2.2.4 Date(s) and services provided,

7.2.2.5 Identification of any deliverable(s) due during the invoicing period,

7.2.2.6 Invoice amount,

7.2.2.7 PO balance after payment of invoice, and

7.2.2.8 Signature of Provider’s authorized representative and date signed.

7.2.3 The Department may require any other information from the Provider that the Department deems necessary to verify the completion of services.

7.3 Payments

7.3.1 Frequency of Payment: All deliverables will be paid once, upon Department acceptance of the deliverable.

7.3.2 The Provider will receive payment for deliverables described in this Scope after deliverables submitted to the Department are deemed to meet the Department’s satisfaction.

7.3.3 Payments to the Provider through this PO will be made through MyFloridaMarketPlace (MFMP), thus it is required that the Provider is registered with MFMP.

7.3.4 MFMP registration instructions are located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve ndors/requirements_for_vendor_registration

7.3.5 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Provider related to this Contract. This Contract may only be modified or amended upon mutual written agreement of the Department and Provider. Any modification to this PO will be addressed through a change order within

MFMP.

7.3.6 Effective July 1, 2024, the MFMP transaction fees imposed for the use of MFMP are equal to seven-tenths of one percent (0.7%) of the payment issued. More information is located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting

PMT-57 6 v.24.1 ndors/transaction_fee_and_reporting.

8. Provider Travel Reimbursement The Provider will not be reimbursed for any travel expenses under this Contract.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting