RFP 2024-67 - 1.8.2024.pdf

Page i

State of Florida Department of Education

Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

REQUEST FOR PROPOSAL REGISTRATION

COMPLETE AND RETURN THIS FORM

Proposal Number: RFP 2024-67

Title: ACCESS CONTROL SYSTEM MAINTENANCE

Date & Time Proposal Due: <February 14,2024 @ 10:30 am> Eastern Time (ET)

Potential Proposers should notify the Florida Department of Education, Bureau of Contracts, Grants and Procurement Management Services of their intent to respond by returning this Request for Proposal Registration Form as soon as possible after downloading. Complete this form and send this sheet only to the below official contact person’s e-mail address (preferred). Form may also be faxed to fax number (850) 245-0719, or mailed to 325 West Gaines Street, 344 Turlington Building, Tallahassee, Florida 32399-0400.

Company Name:

Contact Person:

Address:

City, State, Zip:

Telephone: ( ) Fax Number: ( )

Internet E-Mail Address:

Signed: Date:

Florida Department of Education’s contact person: Anita Wimberly, anita.wimberly@fldoe.org (850) 245-9289.

(Revised 09/1/22) mailto:anita.wimberly@fldoe.org

(Revised 01/09/2020)

State of Florida Department of Education

REQUEST FOR PROPOSAL

ACCESS CONTROL SYSTEM MAINTENANCE

BID NUMBER: RFP 2024-67

DEADLINE FOR TECHNICAL QUESTIONS: January 19, 2024 @ 3:00 PM (There is no deadline for administrative questions)

PROPOSALS ARE DUE BY: February 14, 2024 @ 10:30 AM, ET.

MAIL OR DELIVER PROPOSALS TO:

Florida Department of Education Bureau of Contracts, Grants and Procurement

Management Services 325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400 Attention: Anita Wimberly Phone: (850) 245-9289

Table Of Contents

REQUEST FOR PROPOSAL REGISTRATION ....................................................................................................... i

SECTION 1 –INSTRUCTIONS

3.0 GENERAL INSTRUCTIONS TO PROPOSER

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

SECTION 3 – INTRODUCTION

3.0 INTENT

3.1 PURPOSE

3.2 BACKGROUND

3.3 DEFINITIONS

3.4 CRITICAL EVENT DATES

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

4.3 PROPOSAL QUESTIONS & ANSWERS

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

4.5 ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

4.9. POOR PERFORMANCE NOTICE

4.10 WITHDRAWAL OF A PROPOSAL

4.11 CONDITIONS TO THE PROPOSAL

4.12 DISCLOSURE OF PROPOSAL CONTENTS

4.13 AWARD

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

5.2 IDENTICAL EVALUATION OF PROPOSALS

5.3 DISCLOSURE STATEMENT

5.4 SUB-CONTRACTING

5.5 CONTRACTUAL OBLIGATIONS

5.6 METHOD OF PAYMENT

5.7 CONVICTED VENDOR LIST

5.8 DIVERSITY IN CONTRACTING

5.9 COSTS INCURRED IN RESPONDING

5.10 SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES

5.11 PROHIBITION OF GRATUITIES

5.12 INDEPENDENT PRICE DETERMINATION

5.13 PERFORMANCE BOND :

5.14 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

5.15 INFORMATION TECHNOLOGY REQUIREMENTS

5.16 SCRUTINIZED COMPANIES LISTS

5.17 SCRUTINIZED COMPANIES – TERMINATION

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

6.1 DELIVERABLES

6.2 FINANCIAL CONSEQUENCES

SECTION 7 – SPECIAL INSTRUCTIONS – PROPOSAL FORMAT & CONTENT

7.0 PROPOSAL SUBMISSION

7.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or E-Mail)

7.2 PROPOSAL FORMAT INSTRUCTIONS

SECTION 8 – OPENING, EVALUATION AND AWARD

8.0 PROPOSAL OPENING

8.1 EVALUATION PROCESS

8.2 POSTING OF AGENCY DECISION

8.3 AWARD OF THE CONTRACT

ATTACHMENT A

DELIVERABLE DUE DATE FORM

ATTACHMENT B

PROPOSER’S PRICE PROPOSAL

ATTACHMENT C

CONTRACT STANDARD TERMS AND CONDITIONS

ATTACHMENT D

REFERENCES

ATTACHMENT E

MINORITY SUB CONTRACTORS UTILIZATION SUMMARY

ATTACHMENT F

DRUG-FREE WORKPLACE

ATTACHMENT G

DISCLOSURE STATEMENT

ATTACHMENT H

SCRUTINIZED COMPANIES LISTS

PROPOSAL CHECKLIST

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSAL

ACCESS CONTROL SYSTEM MAINTENANCE

BID NUMBER: RFP 2024-67

SECTION 1 –INSTRUCTIONS

1.0 GENERAL INSTRUCTIONS TO PROPOSER

This section contains instructions explaining the solicitation process and the actions necessary to respond.

General Instructions to Respondent (Form PUR 1001 – incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer’s Proposal. Form PUR 1001 may be accessed at http://dms.myflorida.com/business_operations/state_purchasing under “Documents, Forms, References and Resources”.

In the event of any conflict between Form PUR 1001 and other instructions provided in this document, the additional instructions in this document shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes (F.S.), in which case the statutory requirements shall take precedence.

ALTHOUGH THE RFP MAY USE MANDATORY WORDS LIKE “SHALL,” “WILL,” “SHOULD” OR “MUST,” AND MAY DEFINE CERTAIN ITEMS AS REQUIREMENTS, THE DEPARTMENT RESERVES THE RIGHT, IN ITS DISCRETION, TO WAIVE ANY DEVIATIONS FROM THESE PROVISIONS. IN ADDITION, THERE IS NO GUARANTEE THAT SUCH DEVIATIONS WILL BE DEEMED IN THE STATE’S BEST INTEREST OR A MINOR

IRREGULARITY.

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

Standard terms and conditions that will apply to the contract which results from the solicitation event are provided in this section. General Contract Conditions (Form PUR 1000 – incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer’s Proposal. Form PUR 1000 may be accessed at http://dms.myflorida.com/business_operations/state_purchasing under “Documents, Forms, References and Resources”.

In the event of any conflict between the PUR 1000 form and any other Special Conditions, the Special Conditions shall take precedence over the PUR 1000 form unless the conflicting term in the PUR form is required by any section of the F.S., in which case the statutory requirements shall take precedence.

http://dms.myflorida.com/business_operations/state_purchasing http://dms.myflorida.com/business_operations/state_purchasing

SECTION 3 – INTRODUCTION

3.0 INTENT

The State of Florida Department of Education (hereinafter referred to as the “Department”) is soliciting written Proposals from qualified Proposers to establish a term contract of which the term is anticipated to begin upon execution of the contract and be effective for thirty-six (36) months thereafter. Award may be made to the responsible and responsive vendor(s) that the Commissioner of Education determines will provide what is most advantageous to the state, taking into consideration price and other criteria set forth in this document.

The resulting contract may be renewed for up to 2 one-year terms, see Form PUR 1000 for renewal requirements..

3.1 PURPOSE

The purpose of this Request for Proposal (RFP) is to provide a software update to the current Department Sonitrol/Redwire access control system, provide ongoing and future hardware and software maintenance, training to the Department’s Office of Emergency Management (OEM) and other relevant Department staff in the operation of hardware and software, and any hardware and software installations required by the Department. Some costs for additional hardware installations may be billed in addition to the standard maintenance contract.

Hardware is defined as all Sonitrol/Redwire readers, nodes, door locks, and other hardware required to provide secure access to the Turlington Building. Software is defined as the current S2 badging system, or its equivalent.

3.2 BACKGROUND

The Department access control system was installed by Sonitrol (now Redwire) and provides access control to the Turlington Building and many of the offices in the building. The company previously providing maintenance support for this system, ProTek, ceased supporting Redwire products in 2020. The Sonitrol/Redwire system has not had software updates or hardware repairs in the past three years. System hardware and software failures have occurred within the past two years as a result of the lack of maintenance. These failures have resulted in an inability for OEM to provide ID badges to employees and contractors, inability to secure sensitive areas such as the Division of Technology and Innovation (DTI) server room, access to the north stairwell from the first floor, and inability to use the freight elevator.

3.3 DEFINITIONS

After the award, said Proposer will be referred to as the "Contractor". For the purpose of this document, the term "Proposer" means a potential Contractor acting on its own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the Proposer’s team. The term "Proposal" means the complete response of the Proposer to the RFP, including properly completed forms and supporting documentation. The term “contract” refers to the agreement between the Department and the Contractor resulting from this RFP. A “responsive bid” is a Proposal submitted by a responsive and responsible vendor which conforms in all material respects to the solicitation. However, for purposes of determining what is material, please refer to Section 1 of this RFP. Use of the terms “shall,” “will,” “should” and “must,” or the designation of items as “requirements,” does not mandate that such items are material. The Department reserves the right to waive deviations, in its discretion. “Deliverable” means 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.

3.4 CRITICAL EVENT DATES

These are tentative dates for critical events. (ALL DATES IN RFP SUBJECT TO CHANGE), EVENT DATE

Request for Proposal (RFP) released January 8, 2024 Deadline for receipt of Technical Questions (E-mail (preferred) or Fax) January 19, 2024 @ 3:00

PM

Department Response to Technical Questions received by deadline (this date is on or about)

January 26, 2024

PROPOSALS ARE DUE (FAX & E-MAIL NOT ACCEPTABLE) February 14,2024 @

10:30 AM

Technical Proposals will be opened in Room 344 Turlington Building OPENINGS WILL BE CONDUCTED VIA CONFERENCE CALL. TOLL-FREE: 888-585-9008; PIN: 818- 095-394

February 14, 2024 @

11:00 AM

Evaluation of Technical Proposals (time and place) February 15, 2024 – February 22, 2024

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD.

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD.

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

Each visitor to the Turlington Building is required to sign in at the security desk in the main lobby. Please allow at least 15 minutes prior to Proposal due time if hand-delivering the Proposal to the Bureau of Contracts, Grants and Procurement Management Services.

4.3 PROPOSAL QUESTIONS & ANSWERS

Any technical questions arising from this RFP should be forwarded, in writing, to the purchasing agent identified below. The Department's written response to written inquiries submitted timely by Proposers will be posted on the Florida Vendor Information Portal (VIP) at MyFloridaMarket Place Vendor Information Portal (click on Search Advertisements under the Florida Solicitation Advertisement section, then populate the Organization field with the Department of Education. Initiate search by clicking the Search button). Click on this Proposal number to review posted documents. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal.

Only timely received written inquiries will be “officially” addressed by the Department. See SECTION 3.4 CRITICAL EVENT DATES for question due date.

WRITTEN QUESTIONS should be submitted to:

Florida Department of Education Bureau of Contract, Grants and Procurement Management Services Attn: Anita Wimberly 325 West Gaines Street, 344 Turlington Building Tallahassee, Florida 32399-0400 E-mail Address (preferred): anita.wimberly@fldoe.org or Fax No.: (850) 245-0719 https://vendor.myfloridamarketplace.com/ mailto:anita.wimberly@fldoe.org

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

Pursuant to F.S., Section 120.57(3) (b):

Any person who is adversely affected by the agency decision or intended decision shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or Proposals, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph.

Section 120.57(3)(a) provides:

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

Florida Administrative Code (F.A.C.) Rule 28-110.002(2) defines the term “decision or intended decision,” and includes the solicitation terms (and any addenda), the award of the contract, and a rejection of all bids.

At the time of filing the Formal Written Protest the protestor must also file a Protest Bond payable to the Department in an amount equal to 1 percent of the estimated contract amount. F.S., Section 287.042(2) (c) and F.A.C. Rule 28-110.005 contain further terms relating to the Protest Bond, including how to determine the estimated contract amount. In lieu of a Protest Bond, the Department will accept cashier’s checks, official bank checks or money orders. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding.

The Notice of Protest, Formal Written Protest, and Protest Bond shall be addressed to the issuing office as identified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS above, and filed with the agency clerk.

4.5 ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a Proposer as a result of any oral discussions with a state employee. Only those communications which are in writing from the Bureau of Contracts, Grants and Procurement Management Services will be considered as a duly authorized expression on behalf of the Department.

Notice of changes (addenda) will be posted on the VIP, under this Proposal number. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal.

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted Proposals at any time prior to the Proposal due date. Requests for modification of a submitted Proposal shall be in writing and must be signed by an authorized representative of the Proposer.

Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Proposer and not considered unless resubmitted by the due date and time. Proposers may also send a change in a sealed envelope http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0120/Sec57.HTM to be opened at the same time as the Proposal. The RFP number, opening date and time should appear on the envelope of the modified Proposal.

Unless specifically requested by the Department, any amendments, revisions, or alterations to Proposals will not be accepted after the closing for the receipt of Proposals.

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

Proposers shall not communicate with any Department staff concerning this RFP except for the Department contact person identified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP. Only those communications which are in writing from the Bureau of Contracts, Grants, and Procurement Management Services shall be considered as a duly authorized response on behalf of the Department. For violation of this provision, the Department reserves the right to reject a Proposer’s Proposal.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Proposal.

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

The Department takes its public records responsibilities as provided under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, Proposer must clearly mark and identify in its Proposal those portions which are confidential, trade secret or otherwise exempt. Proposer must also simultaneously provide the Department with a separate redacted copy of its Proposal. This redacted copy shall contain the Department’s solicitation name, number, and the name of the Proposer on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to the Department at the same time Proposer submits its Proposal to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret, or otherwise exempt. The Proposer should also provide one (1) electronic copy (compact disc (CD), flash drive, etc.) of their Redacted Copy.

Proposer shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, trade secret or otherwise not subject to disclosure. Further, Proposer shall protect, defend, and indemnify the Department for any and all claims arising from or relating to Proposers’ determination that the redacted portions of its Proposal are confidential, proprietary, trade secret or otherwise not subject to disclosure.

If Proposer fails to submit a Redacted Copy with its Proposal, the Department is authorized to produce the entire documents, data or records submitted by Proposer in answer to a public records request for these records.

Notwithstanding the foregoing, the Department reserves the right to disclose any materials as public records unless it determines, in its discretion, that an exemption to disclosure applies to the record.

Notwithstanding the foregoing, the Department reserves the right to disclose all material that it determines, in its sole discretion, to be a public record under Florida law.

4.9. POOR PERFORMANCE NOTICE

The Proposer should provide for both the Proposer and its employees, subcontractors, and subcontractor employees, copies of any and all documents regarding complaints filed, investigations made, warning letters or inspection reports issued, any notice of breach, notice of default, termination notice, suspension notice, or any disciplinary action initiated or taken under any contract or job performance within the past seven (7) years. For each instance listed, provide a narrative summary of the contract’s purpose and scope of work, the Proposer’s performance, including the concerns of the project owner, and any major adverse findings. In addition, provide the contract or job number, the name of the owner, the term of the contract, the name, address, and telephone number of the owner’s contract manager. Please also include any relevant documentation evidencing the performance issues.

The Department reserves the right to seek further information on this matter from the Proposer or to make inquiries with the project owner. The information obtained from this review may be reflected in the Proposer’s score or used to declare the Proposer not a responsible vendor.

4.10 WITHDRAWAL OF A PROPOSAL

A Proposer may withdraw a Proposal by written notice to the Department on or before the deadline specified for the receipt of Proposals in SECTION 3.4 CRITICAL EVENT DATES of this RFP. Such written notice is to be submitted to the Issuing Office at the address specified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP.

4.11 CONDITIONS TO THE PROPOSAL

No conditions may be applied to any aspect of the RFP by the prospective Proposer. Any conditions placed on any aspect of the Proposal documents by the prospective Proposer may result in the Proposal being rejected as a conditional Proposal. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to Proposal opening will be a written addenda issued by the Department. The Proposer recognizes the Department’s right to ignore the condition and treat the Proposal as if no conditions exists.

4.12 DISCLOSURE OF PROPOSAL CONTENTS

All documentation produced as part of this solicitation shall become the exclusive property of the state and may not be removed by the Proposer or its agents. All Proposals shall become the property of the state and shall not be returned to Proposer. The Department shall have the right to use any or all ideas or adaptations of the ideas presented in any Proposal. Selection or rejection of a Proposal shall not affect this right.

4.13 AWARD

As in the best interest of the state, the right is reserved to award based on all or none, groups of services, or any combination thereof, to a responsive, responsible Proposer. As in the best interest of the state, the right is reserved to reject any and/or all Proposals or to waive any minor irregularity in Proposals received. Conditions which may cause rejection of Proposals include, without limitation, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform, or meet financial obligations on previous contracts.

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

Foreign corporations and foreign limited partnerships should be authorized to do business in the state of Florida.

Domestic corporations should be active and in good standing in the state of Florida. Such authorization and status should be obtained by the Proposal due date and time, but in any case, must be obtained prior to contract execution. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6053

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided require that individuals be licensed by the Florida Department of Business and Professional Regulation or any other state or federal agency, such licenses should be obtained by the Proposal due date and time, but in any case, must be obtained prior to contract execution. For state licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-9501

5.2 IDENTICAL EVALUATION OF PROPOSALS

Whenever two (2) or more Proposals which are equal with respect to price, quality, and service are received, the Department will determine the order of award using the criteria established in 60A-1.011, F.A.C. The "Drug-Free Workplace Program Certification" form can be found as Attachment F.

5.3 DISCLOSURE STATEMENT

The Disclosure Statement Form (Attachment G) should be signed and submitted with the Proposal response.

5.4 SUB-CONTRACTING

The Contract or any portion thereof shall not be sub-contracted, except as permitted herein, or with the prior written approval of the Department. No sub-contract shall, under any circumstances, relieve the Contractor of its liability and obligation under this contract; and despite any such sub-contracting, the Department shall deal through the Contractor, which shall retain the legal responsibility for performing the Contractor obligations.

In the event any sub-contractors are approved by the Department, the Contractor should provide a list of subcontractors to the Department’s contract manager upon execution of the Contract. The Contractor should report all subcontractors, including, but not limited to, certified minority, women and service-disabled veteran subcontracting activities using the attached Utilization Summary form, attached as Attachment E. The Contractor should provide a list of subcontractors to the Department’s contract manager upon execution of the Contract. The Contractor should provide the Utilization Summary form with each invoice submitted for payment, regardless if funds have not been spent with a certified minority, women or service-disabled veteran subcontractor for the period covered by the invoice. Contact the Florida Department of Management Services (DMS), Office of Supplier Diversity, for assistance identifying qualified minority, women, and service-disabled veteran companies. The Office of Supplier Diversity can be reached at (850) 487-0915; the Internet Web address is http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/ .

5.5 CONTRACTUAL OBLIGATIONS

The Department’s Contract Standard Terms and Conditions are incorporated in this RFP as Attachment C and will govern the relationship between the Department and the Contractor. The Proposal(s) submitted by the successful Proposer(s) shall be incorporated into the final contract(s).

5.6 METHOD OF PAYMENT

Compensation and payment will be made in accordance with the terms and conditions of the contract.

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

5.7 CONVICTED VENDOR LIST

A company placed on the Convicted Vendor List may not submit a Proposal or be awarded a contract to provide any goods or services pursuant to Rule 60A-1.006 F.A.C. The “Convicted Vendor List” is published athttp://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspende d_discriminatory_complaints_vendor_lists/convicted_vendor_list.

5.8 DIVERSITY IN CONTRACTING

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

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

Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at Office of Supplier Diversity (OSD) / Agency Administration / Florida Department of Management Services - DMS (myflorida.com)

5.9 COSTS INCURRED IN RESPONDING

This RFP does not commit the Department or any other public agency to pay any costs incurred by the Proposer in the submission of a Proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

5.10 SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES

A Proposer, its subsidiaries, affiliates, or related entities is limited to one Proposal. Submission of more than one Proposal per activity by a Proposer may cause the rejection of all Proposals submitted by the Proposer. In the alternative, the Department may decide, in its sole discretion, which Proposal to evaluate and consider. A subsidiary or affiliate of a prime Proposer may also be included as a subcontractor in another Proposer’s Proposal.

5.11 PROHIBITION OF GRATUITIES

By submission of a Proposal, the Proposer certifies that no elected or appointed official or employee of the state of Florida has or will benefit financially or materially from this procurement. Any contract arising from this procurement may be terminated by the Department if it is determined that gratuities of any kind were either offered to or received by any of the aforementioned officials or employees from the Proposer or its agents or employees.

5.12 INDEPENDENT PRICE DETERMINATION

A Proposer shall not collude, consult, communicate, or agree with any other Proposer regarding this procurement as to any matter relating to the Proposer’s Proposal.

http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

5.13 PERFORMANCE BOND:

A Performance Bond is not required for this project.

5.14 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

As stated in Chapter 287.057 F.S.

(17)(c) A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.

5.15 INFORMATION TECHNOLOGY REQUIREMENTS

Proposers submitting Proposals to this solicitation should provide electronic and information technology resources in complete compliance with the accessibility standards required by Section 282.601-282.606, F.S., and Rule 60-8.002, F.A.C. These standards establish a minimum level of accessibility.

Contractors, providers, and partners employed by the Department or acting on behalf of the Department shall also fully comply with 60GG-2 Information Technology Standards.

5.16 SCRUTINIZED COMPANIES LISTS

Section 287.135, Florida Statutes, requires that at the time a company submits a bid or proposal for a contract for goods or services of $1 million or more, the company must certify that the company is not on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes.

Proposals of $1 million or more should include the attached Scrutinized Companies Lists Form (Attachment H) to certify the Proposer is not on either of those lists. The Form should be submitted with the Technical Proposal.

5.17 SCRUTINIZED COMPANIES – TERMINATION

The Department may, at its option, terminate the Contract if the Contractor is found to have submitted a false certification as provided under section 287.135(5), F.S., or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

The Department intends to contract with a responsive and responsible vendor that will update the current Sonitrol/Redwire access control system software (S2 or its equivalent). The Contractor will provide ongoing hardware and software maintenance, including software updates and security patches, to the Department Sonitrol/Redwire access control system on an annual basis for three (3) years with a potential for two (2) one-year renewals. The Contractor will respond to any system issues within two (2) business days following a request from the Department. The Contractor will be able to provide new system

REQUIRED OUTCOME OF PROJECT:

The Department’s Sonitrol/Redwire access control system software will be updated to current (2023-2024) standards. The Department’s Sonitrol/Redwire access control system will receive regular maintenance throughout each year of the contract. The Department Sonitrol/Redwire access control system will be repaired in case of any damage, hardware or software failure, or other incident that causes, or may cause, a system failure.

ROLE OF THE CONTRACTOR:

The Contractor shall provide software updates to keep the system secure and functioning. The Contractor shall provide a written maintenance schedule for further software and hardware inspections, updates, and repairs as needed. This maintenance schedule shall cover each year of the contract. The Contractor shall provide an on-call service capable of responding to any issue or incident that causes, or may cause, system failure within two (2) business days of Department reporting such an incident. The Contractor shall provide training to Department personnel in the operation of the Sonitrol/Redwire access control system including the S2 (or equivalent) software used to manage access control.

ROLE OF THE DEPARTMENT:

The Department’s Office of Emergency Management (OEM) will operate the S2 software for badging, reporting, and other access control functions.

CRITERIA FOR FINAL COMPLETION OF PROJECT:

Over the course of the first contract year, the Contractor will demonstrate an ability to update S2 software, maintain and repair Sonitrol/Redwire hardware, and respond to OEM incident requests within two (2) business days. If the Contractor successfully demonstrates this capability, the contract will continue as written for three (3) years. If the Contractor is successful during that three-year period, the contract will be extended for an additional one-year period. One more one-year extension can follow based on Contractor performance before the contract expires.

6.1 DELIVERABLES

• Within 2 weeks of the start of the contract, the Contractor will provide a written maintenance plan covering the first three years of the contract.

• Within 60 days of the start of the contract, the Contractor will establish a training plan with the OEM to ensure that OEM employees are able to operate Sonitrol/Redwire hardware and S2 software.

o S2 Reporting o S2 system evaluation o Operating nodes o Operating readers o System resets o Establishing reader groups o Other topics as recommended by the Contractor or identified by OEM

• Within 30 days of the start of the contract, the Contractor will update the Department’s S2 software to make it compliant with 2023-2024 standards

6.2 FINANCIAL CONSEQUENCES

If the Contractor fails to meet the minimum level of service or performance identified, the Department will be injured as a result thereof. If the requirements are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed. The contract manager shall periodically review the progress made on the activities and deliverables. If the Contractor fails to meet and comply with the activities/deliverables established or to make appropriate progress and they are not resolved within two weeks of a written request for correction; the contract manager may approve: 1) withholding of payment proportionate to the deficient service or performance until the deficiency is cured, (2) request the contractor redo or otherwise cure the work, or (3) a reduced payment by the rate established under this contract proportionate to the deficient service or performance.

The contract manager must assess one or more of the financial consequences based on the severity of the failure to perform and the impact of such failure on the ability of the contract to meet the timely and desired results. These financial consequences shall not be considered penalties. The Department; at its sole discretion, may offer the Contractor an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any extension shall be provided to the Contractor in writing. If financial consequences are imposed and due; the Department may offset the financial consequences from the next invoice or from the final retained payment, or require separate payment. Any payment made in reliance on the Contractor's evidence of performance; which evidence is subsequently determined to be erroneous, will be immediately due as an over payment.

SECTION 7 – SPECIAL INSTRUCTIONS – PROPOSAL FORMAT & CONTENT

7.0 PROPOSAL SUBMISSION

By submitting a Proposal, the Proposer represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided.

Both Technical and Price Proposals should be submitted as specified in SECTION 3.4 CRITICAL EVENT DATES.

All Proposals and associated forms should be signed and dated by a duly authorized representative of the Proposer. The overall Proposal should be written in a concise manner, which is conducive to effective evaluation and selection.

Each Proposer should fully acquaint itself with the conditions relating to the performance of services under the conditions of this RFP.

All Proposal prices should be submitted on the forms provided in this RFP. All Proposal prices should remain firm for one hundred eighty (180) days from date of Proposal Opening.

All Proposals and related documents submitted in response to this RFP shall become the property of the state.

7.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or E-Mail)

Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services Attn: Anita Wimberly 325 West Gaines Street

344 Turlington Building Tallahassee, Florida 32399-0400

7.2 PROPOSAL FORMAT INSTRUCTIONS

This section contains instructions that describe the expected format for the Proposal. All Proposals submitted should contain two parts and be marked as follows:

PART I TECHNICAL PROPOSAL NUMBER RFP 2024-67

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Technical)

PART II PRICE PROPOSAL NUMBER RFP 2024-67

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Prices)

THE SEPARATELY SEALED PACKAGES MAY BE MAILED TOGETHER IN ONE ENVELOPE OR BOX.

7.2.1 Preliminary Administrative Review

The absence of any of these documents may result in a determination that the Proposal is non-responsive and the Proposal not be evaluated. The Proposal forms furnished should be used when submitting the Proposal.

Forms should be filled out in ink or typewritten. Administrative Review information should be included at the beginning of the Technical Proposal portion (Part I) of the Proposal and consist of the following:

All Addenda Reference Form (Attachment D) – Provide at least three (3) references, which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law.

Disclosure Statement Form (Attachment G) Scrutinized Companies Form (Attachment H) Transmittal Letter – Provide a Transmittal Letter (on Company Letterhead) that contains the following:

a statement confirming that the person signing the Proposal is authorized to represent the

Proposer and bind the Proposer relative to all matters contained in the Proposer's Proposal the company’s federal tax identification number official company name, including “doing business as” (dba), parent company, etc.

a statement confirming that the Proposer has read, understands, and agrees to comply with all provisions of this RFP. By submitting a Proposal, the Proposer agrees to the terms and conditions of the RFP notwithstanding any statement in the Proposal to the contrary.

a statement confirming that the Proposer is authorized to conduct business in Florida in accordance with the provisions of Chapter 607, F.S. In lieu of such statement, the Proposer alternatively should confirm that authorization to do business in Florida will be secured prior to contract execution.

a statement confirming that the Proposer is registered on the MyFloridaMarketPlace website in accordance with the provisions by the state of Florida. In lieu of such statement, the Proposer should alternatively confirm that registration authorization will be completed prior to contract execution.

a statement confirming that the Proposer has electronically registered a valid W-9 with the Department of Financial Services (DFS). DFS is ready to assist any vendors with questions, and vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com.

Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions. In lieu of such statement, the Proposer should alternatively confirm that registration will be completed prior to contract execution.

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

7.2.2 Technical Proposal (Part I)

(Do not include price information in Part I)

The Proposer should submit one (1) original, one (1) hard copy and two (2) copies in electronic format (compact disc (CD), flash drive, etc.) in Microsoft Word 10.0 or higher, or Adobe Acrobat (electronic file size should not exceed 12 MB) of the Proposal which is to be divided into the sections described below.

SECTION 7.2.1 PRELIMINARY ADMINISTRATIVE REVIEW documents should be included at the beginning of the Technical Proposal portion of the Proposal. The Technical Proposal should be submitted in a separate sealed package marked "TECHNICAL PROPOSAL FOR RFP 2024-67 ".

1. EXECUTIVE SUMMARY

The Proposer should provide an Executive Summary to be written in non-technical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than three (3) pages.

2. PROPOSER’S QUALIFICATIONS AND EXPERIENCE

The Proposer should provide at least three (3) references (Attachment D), which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law.

Proposers should also include details regarding all prior relevant experience they have concerning the scope of work described herein, including providing similar deliverables and products which will be part of the Contract work. The Proposer should provide a description of its qualifications and prior experience performing tasks similar to those required in this RFP. The Plan should include a description of the Proposer’s background and relevant experience that qualifies it to provide the products and services required by this RFP.

3. PROPOSER'S TECHNICAL PLAN

The Proposer should provide a technical plan which explains technical approach and facility capabilities.

a. Technical Approach The Proposer should explain the approach, capabilities, means to be used in accomplishing the tasks outlined in SECTION 6 of the RFP, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed. The Proposer should also provide the estimated deliverable completion dates on the Deliverable Due Dates Form (Attachment A) and submit it to the Department as part of the Technical Proposal.

b. Facility Capabilities The Proposer should provide a description and location of the Proposer's facilities as they currently exist and as they will be employed for the purpose of this work.

4. PROPOSER'S MANAGEMENT PLAN

The Proposer should provide a management plan which describes administration, management and key personnel.

a. Administration and Management The Proposer should include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability and to maintain schedules; as well as the means of coordination and communication between the organization and the Department.

b. Identification of Key Personnel

The Proposer should provide the names of key personnel on the Proposer's team, as well as a resume for each individual proposed and a description of the functions and responsibilities of each key person relative to the task(s) to be performed. The approximate percent of time to be devoted exclusively for this project and to the assigned tasks should also be indicated. Proposer may not voluntarily change key personnel without the Department’s prior approval, and the Department will have to also approve the replacement personnel.

7.2.3 Price Proposal (Part II)

The Proposer should submit one (1) original, one (1) hard copy and two (2) electronic format (compact disc (CD), flash drive, etc.) copies in Microsoft Excel 5.0 or higher. The Proposer’s price information should be submitted on the form provided in this RFP. Payment for services will be made based on the deliverables and dates specified in the resulting contract. The Price Proposal should be submitted in a separate sealed package marked "PRICE PROPOSAL FOR RFP 2024-67".

7.2.4 Presenting the Proposal

The Proposal should be limited to a page size of eight and one-half by eleven inches (8½" x 11"). Type size should not be less than a 12 point font. The Proposal should contain a table of contents, be typed single-spaced and have separate parts, each clearly labeled including page numbers. The information to be contained in each part is described in the above sections. Bindings and covers will be at the Proposer's discretion; however, elaborate notebooks/hard back binders are discouraged.

Unnecessarily elaborate special brochures, art work, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

All Proposer materials should be packaged so that each box of materials shipped to the Department does not exceed 25 pounds.

SECTION 8 – OPENING, EVALUATION AND AWARD

8.0 PROPOSAL OPENING

OPENINGS WILL BE CONDUCTED VIA CONFERENCE CALL. TOLL-FREE: 888-585-9008; PIN: 818-095-394.

TECHNICAL PROPOSALS WILL BE OPENED BY THE DEPARTMENT'S BUREAU OF CONTRACTS,

GRANTS AND PROCUREMENT MANAGEMENT SERVICES PERSONNEL AT 325 WEST GAINES STREET,

344 TURLINGTON BUILDING, TALLAHASSEE, FLORIDA, AS SPECIFIED IN SECTION 3.4 CRITICAL EVENT

DATES.

PRICE PROPOSALS (which have corresponding responsive Technical Proposals) WILL BE OPENED AS SPECIFIED IN SECTION 3.4 CRITICAL EVENT DATES at 325 WEST GAINES STREET, 344 TURLINGTON

BUILDING, TALLAHASSEE, FLORIDA.

8.1 EVALUATION PROCESS

Using the evaluation criteria specified below, in accordance with Section 287.057, F.S., the Department will evaluate and rank responsive Proposals. However, Proposals rejected due to non-compliance with terms and conditions of this RFP will not be evaluated. The Committee will be comprised of at least three persons with knowledge, background, experience, and/or professional credentials in relative service areas.

Each member of the Committee will be provided a copy of each responsive Technical Proposal. The Committee will assign points, utilizing the technical evaluation criteria identified herein.

The Bureau of Contracts, Grants and Procurement Management Services will open Price Proposals in accordance with Section 8.0, Proposal Openings. The Bureau of Contracts, Grants and Procurement Management Services and/or the Project Manager/Committee will review and evaluate the Price Proposals and prepare a summary of its price evaluation. Points will be assigned based on price evaluation criteria identified herein.

During the process of evaluation, the Bureau of Contracts, Grants and Procurement Management Services will conduct examinations of Proposals for responsiveness to requirements of the RFP. The Department reserves the right to reject those determined to be non-responsive.

8.1.1 Seeking Clarification

The Department reserves the right to seek clarification on any Proposal as needed.