RFP-23-011 Perimeter Security Systems FINAL.pdf

REQUEST FOR PROPOSALS (RFP)

FOR

PERIMETER SECURITY SYSTEMS STATEWIDE

FDC RFP-23-011

RELEASED ON

7/5/23

By the:

Florida Department of Corrections

Bureau of Procurement

501 S. Calhoun Street

Tallahassee, FL 32399-2500

(850) 717-3700

Refer ALL Inquiries to

Procurement Officer:

Peggy Smith purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com

Page 2 of 140 FDC RFP-23-011

TABLE OF CONTENTS

TIMELINE

SECTION 1.0 - INTRODUCTORY MATERIALS

BACKGROUND

STATEMENT OF PURPOSE

DEFINITIONS

CONTRACT TERM

CONTRACT RENEWAL

CONFLICTS AND ORDER(S) OF PRECEDENCE

VENDOR INQUIRIES

SECTION 2.0 - SCOPE OF WORK

2.1 SCOPE OF SERVICES - GENERAL DESCRIPTION OF SERVICES

2.2 RULES AND REGULATIONS

2.3 DEPARTMENT RESPONSIBILITIES

2.4 VENDOR RESPONSIBILITIES

2.5 REPORTING REQUIREMENTS

2.6 DELIVERABLES

2.7 QUALIFICATIONS

2.8 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

SECTION 3.0 - PROCUREMENT RULES AND INFORMATION

3.1 GENERAL INSTRUCTIONS TO VENDORS (PUR 1001)

3.2 COST OF PROPOSAL PREPARATION

3.3 IDENTICAL TIE PROPOSALS

3.4 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.5 MANDATORY RESPONSIVE REQUIREMENTS

3.6 PROJECT PROPOSAL FORMAT AND CONTENTS

3.7 RESPONSE OPENING

3.8 EVALUATION CRITERIA

3.9 DISCLOSURE OF RESPONSE CONTENTS

3.10 BASIS OF AWARD

3.11 POSTING OF NOTICE OF AGENCY DECISION

3.12 DISPOSAL OF PROPOSALS

3.13 RULES FOR WITHDRAWAL

3.14 REJECTION OF PROPOSALS

3.15 NON-MANDATORY PRE-PROPOSAL CONFERENCE

3.16 ADDENDA

3.17 VERBAL INSTRUCTIONS PROCEDURE

3.18 NO PRIOR INVOLVEMENT AND CONFLICT OF INTEREST

3.19 STATE LICENSING REQUIREMENTS

3.20 TRAVEL EXPENSES

3.21 PROTEST PROCEDURES

3.22 FLORIDA PREFERENCE

SECTION 4.0 - SPECIAL CONDITIONS

4.1 GENERAL CONTRACT CONDITIONS (PUR 1000)

4.2 STATE INITIATIVES

4.3 SUBCONTRACTS

4.4 INSURANCE

4.5 COPYRIGHTS, RIGHT TO DATA, PATENTS, AND ROYALTIES

4.6 INDEPENDENT CONTRACTOR STATUS

4.7 ASSIGNMENT

4.8 SEVERABILITY

4.9 USE OF FUNDS FOR LOBBYING PROHIBITED

4.10 RESERVATION OF RIGHTS

4.11 CONVICTED FELONS

4.12 TAXES

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4.13 SAFETY STANDARDS

4.14 AMERICANS WITH DISABILITIES ACT

4.15 EMPLOYMENT OF DEPARTMENT PERSONNEL

4.16 LEGAL REQUIREMENTS

4.17 GOVERNING LAW AND VENUE

4.18 PRISON RAPE ELIMINATION ACT (PREA)

4.19 TERMINATION

4.20 RETENTION OF RECORDS

4.21 INDEMNIFICATION

4.22 INSPECTOR GENERAL

4.23 COOPERATION WITH THE FLORIDA SENATE AND FLORIDA HOUSE OF

REPRESENTATIVES

4.24 VENDOR OMBUDSMAN

4.25 PROPER RECORDS AND DOCUMENTATION

4.26 AUDIT RECORDS

4.27 FINANCIAL SPECIFICATIONS

4.28 MODIFICATION AFTER CONTRACT EXECUTION

4.29 MYFLORIDAMARKETPLACE (MFMP) REGISTRATION

4.20 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

4.31 E-VERIFY

4.32 VENDOR SUBSTITUTE W-9

4.33 SCRUTINIZED COMPANIES

4.34 SECURITY REQUIREMENTS

ATTACHMENT I RESTRICTED SCOPE OF SERVICES

ATTACHMENT II NONDISCLOSURE FOR RESTRICTED INFORMATION

ATTACHMENT III CERTIFICATION/ATTESTATION FORM

ATTACHMENT IV COST INFORMATION SHEET

ATTACHMENT V VENDOR'S CONTACT INFORMATION

ATTACHMENT VI BUSINESS REFERENCE FORM

ATTACHMENT VII REFERENCE QUESTIONAIRE

ATTACHMENT VIII EVALUATION CRITERIA

ATTACHMENT IX CERTIFICATION OF A DRUG-FREE WORKPLACE PROGRAM

ATTACHMENT X SECURITY REQUIREMENTS FOR CONTRACTORS

ATTACHMENT XI SERVICE/DELIVERY LOCATIONS

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TIMELINE

The Department established the following Timeline for this RFP. Each Vendor must adhere to this Timeline and any Timeline revision(s). The Department will post any Timeline revision as an addendum to the RFP advertisement in accordance with Section 3.2.1 of this RFP. All references to the “Timeline” herein refer to the Timeline in this Section.

EVENT DUE DATE LOCATION

Release of RFP

July 5, 2023

Vendor Information Portal (VIP):

https://vendor.myfloridamarketplace.com/

Non-mandatory Pre-Proposal conference

July 13, 2023 at 10:00 a.m., Eastern Time

501 South Calhoun Street Tallahassee, Florida 32399

Last Day for written inquiries to be received by the Department

July 19, 2023, at 5:00 p.m., Eastern Time

Submit to:

Bureau of Procurement, Peggy Smith Purchasing@fdc.myflorida.com Subject: RFP-23-011 Perimeter Security Systems

Anticipated posting of written responses to written inquiries

August 15, 2023 https://vendor.myfloridamarketplace.com/

Sealed Proposals due and opened

August 29, 2023, at 2:00 p.m., Eastern Time

Bureau of Procurement Peggy Smith, Procurement Officer 501 South Calhoun Street Tallahassee, Florida 32399 Subject: RFP-23-011 Perimeter Security Systems

Evaluation Team meeting

September 6, 2023, at 3:00 p.m., Eastern Time

501 South Calhoun Street Tallahassee, Florida 32399

Anticipated posting of Recommended Award

October 10, 2023 mailto:Purchasing@fdc.myflorida.com

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SECTION 1.0 - INTRODUCTORY MATERIALS

Background

The Department is responsible for the supervisory and protective care, custody, and control of approximately 80,000 inmates and the supervision of approximately 150,000 offenders. The Department is the third largest state prison system in the United States, with an annual operating budget of approximately $2.7 billion. The Department has over 144 facilities statewide, including 50 major institutions, 17 annexes, seven (7) private prisons (operated by the Florida Department of Management Services (DMS) and not included as delivery locations for the goods or services obtained in this solicitation), 35 work camps, four (4) road prisons/basic training units/forestry camps, three (3) re-entry centers, and 28 community release centers. Aligned with the State of Florida's judicial circuits, our offender supervision offices are divided into 20 circuits, with multiple reporting locations per circuit.

The Department has divided the State into four (4) Regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida) and Region IV (South Florida). A map of the regions, and corresponding facilities, can be found at http://www.dc.state.fl.us/ci/ci-map.html. Each major institution is supervised by a Warden, who has full responsibility for the operation of the institution and all associated satellite facilities and reports to the Regional Director of Institutions for their assigned region.

Statement of Purpose

The Department is requesting Responsive Proposals from qualified Vendors to repair and maintain current perimeter security systems and provide and install any new Systems that may be purchased as a result of this RFP. The System(s) shall include, but not be limited to, Fiber Optic Microphonic Fence Protection Systems, Electronic Microwave Fence Protection Systems, Non-Lethal Fence Systems, and Shock Vibration Detection Systems

(SVDS).

The Department intends to award this solicitation, and subsequent contract in accordance with Section 3.10, Basis of Award.

Definitions

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

1.3.1 Business Day: Monday through Friday from 8:00 a.m. to 5:00 p.m., Local Time, excluding weekends and State Holidays or other official closures.

1.3.2 Contract: The agreement between the successful Vendor and the Department resulting from this RFP.

1.3.3 Contract Manager: The Department employee, who will serve as a liaison between the Contractor and Department under the Contract, and will monitor the Vendor’s progress and Contract performance to ensure the procured products and services conform to the Contract’s requirements

1.3.4 Contractor: The successful Vendor awarded a Contract to perform services or provide commodities to the Department.

http://www.dc.state.fl.us/ci/ci-map.html http://www.dc.state.fl.us/ci/ci-map.html

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1.3.5 Correctional Institution (Institution): A prison facility used to detain Inmates in lawful custody of the Department of Corrections.

1.3.6 Corrective Action Plan (CAP): A Vendor’s written comprehensive plan to remedy deficiencies discovered in the course of Contract monitoring and/or discovered at any time during the term of the Contract.

1.3.7 Day: Calendar Day, unless otherwise stated.

1.3.8 Deliverables: Those services, items, and/or materials provided, prepared, and delivered to the Department in the course of Contract performance.

1.3.9 Department: The Florida Department of Corrections (FDC).

1.3.10 Evaluation Methodology: The process utilized by the Department to evaluate the portions of the Proposal against pre-determined, established evaluation criteria, to determine scores and final ranking of qualified, responsive Vendors.

1.3.11 False Alarms: False alarms are those alarms for which no cause can be immediately determined and may be an intrusion but prove to be otherwise. In this case, it refers to those alarms generated by a properly functioning processor and attached sensor due to an internal processing error.

1.3.12 Mandatory Responsiveness Requirements: Terms, conditions, or requirements that must be met by the Vendor to be responsive to this solicitation. Failure to meet these responsiveness requirements will cause rejection of a Proposal. Any Proposal rejected for failure to meet mandatory responsiveness requirements will not be further evaluated.

1.3.13 Material Deviations: The Department has established certain requirements with respect to Proposals submitted. The use of shall, must, or will (except to indicate the future) in this RFP indicates a requirement, or condition, which may not be waived by the Department, except where the deviation is not material. A deviation is material if, in the Department’s sole discretion, the deficient response provides a substantial advantage to one (1) Vendor over other Vendors, or has a potentially significant effect on the quality or quantity of services sought or on the cost to the Department. Material Deviations cannot be waived and shall be the basis for determining a Proposal is non-responsive.

1.3.14 Microphonic Fence Protection System: A fiber optic microphonic fence intrusion detection system that will operate as a primary protection system.

1.3.15 Microwave Fence Protection System: An electronic system that will operate as a secondary protection system designed to supplement the fiber optic Microphonic Fence Protection System.

1.3.16 Minor Irregularity: A variation from the RFP terms and conditions which does not have a significant effect on the price of the Proposal, or the quality of services sought, does not give the Vendor a substantial advantage or benefit not enjoyed by the other Vendors, and does not adversely impact the interests of the Department. A minor irregularity will not result in a rejection of a Proposal.

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1.3.17 Non-Lethal Fence System (NLEF): A System that delivers a painful, non-lethal shock on every wire when touched, and shall correspond and work in conjunction with a Microwave Fence Protection System(s).

1.3.18 Nuisance Alarms: Nuisance alarms are defined as those alarms generated by a properly functioning processor and attached sensor and the cause is known or suspected (animal, windblown debris, or other) and is not an intentional intrusion attempt.

1.3.19 PCard: Refers to the State of Florida’s purchasing card program, using the Visa platform.

1.3.20 Project Administrator: The Department employee, or designee, who will serve as a liaison between the Contractor and Department.

1.3.21 Proposal: A Proposal, submitted by Vendor in response to this RFP.

1.3.22 Purchase Order: A Purchase Order (PO) is the legal form issued to the Vendor through MFMP which is used by the Department to make purchases under the Contract.

1.3.23 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the Contract requirements, and the integrity and reliability that will ensure good faith performance.

1.3.24 Responsive Proposal: A Proposal, submitted by a Responsible Vendor, which conforms to all material aspects of this RFP.

1.3.25 Subcontract: An agreement entered into by the Vendor with any other person or organization, to perform any obligation or duty on behalf of the Vendor, specifically related to securing or fulfilling the Vendor’s obligations to the Department under the terms of the Contract resulting from this RFP. Subcontracts do not relieve the Vendor of any obligation or duty under the resultant Contract and shall not serve as a replacement of the Vendor in performance of that Contract.

1.3.26 Shock Vibration Detection System (SVDS): A primary protection system designed to supplement the Microwave Fence Protection System, to detect shock and vibration.

1.3.27 Value-Added Services: Additional services the Vendor may offer to provide to the

Department, in addition to providing services that meet the minimum services requirements and specifications of this RFP, which are offered at no additional cost to the Department.

1.3.28 Vendor: A legally qualified corporation, partnership, or other entity submitting a

Proposal to the Department pursuant to this RFP.

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Contract Term

The initial term of the Contract resulting from this RFP shall be for up to five (5) years.

Contract Renewal

The Department may renew the Contract for up to five (5) additional years, or portions thereof, in accordance with Section 287.057(14), Florida Statutes (F.S.), at the same prices, terms, and conditions. If the Department makes the determination to renew the Contract, it will provide written notice to the Vendor, no later than 90 Days prior to the Contract expiration date.

Conflicts and Order(s) of Precedence

All Proposals are subject to the terms of the following sections of this RFP, which in case of conflict, shall have the following order of precedence:

a) Addenda, in reverse order of issuance;

b) Request for Proposal, including attachments;

c) General Contract Conditions (Form PUR 1000) (Section 4.1); and

d) General Instructions to Vendors (Form PUR 1001) (Section 3.1).

Vendor Inquiries

Questions related to this RFP must be received, in writing via email, by the Procurement Officer listed below, within the time indicated in the Timeline. Oral inquiries, or those submitted after the period specified in the Timeline, will not be acknowledged. All inquiries shall be labeled with the solicitation title and number in the subject line of the email.

Responses to questions will be posted on VIP, on or about the date referenced in the Timeline. The VIP is located at https://vendor.myfloridamarketplace.com/.

Procurement Officer Contact Information Peggy Smith, Procurement Officer Bureau of Procurement Florida Department of Corrections Email: Purchasing@fdc.myflorida.com

Vendors responding to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and State holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response, Section 287.057(25), F. S.

Any person requiring special accommodation in responding to this solicitation, because of a disability, should call the Bureau of Procurement, at (850) 717-3700, at least five (5) Days prior to any pre-proposal meeting, solicitation opening, or meeting. If you are hearing or speech impaired, please contact the Bureau of Procurement by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD).

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Interested parties are encouraged to carefully review all the materials contained herein and prepare Proposals accordingly.

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SECTION 2.0 - SCOPE OF WORK

2.1 Scope of Services - General Description of Services

The System shall include the design, infrastructure and network, equipment, installation, training, operation, and ongoing repair and maintenance.

Attachment I, Scope of Services, is identified as “Restricted” and is not available for public viewing but will be made available for interested Vendors for the development of a response. To obtain a copy of the restricted information, Vendors must email a signed copy of Attachment II, Nondisclosure Agreement for Restricted Information, to the Procurement Officer at Purchasing@fdc.myflorida.com. Once the Procurement Officer receives the signed agreement, the Department will provide the restricted information via email to the Vendor within one (1) Business Day. If you have trouble accessing any of the documents, please contact the Procurement Officer as soon as possible.

2.2 Rules and Regulations

2.2.1 The Vendor shall ensure that all its staff providing services under the Contract comply with prevailing ethical and professional standards, and the statutes, rules, procedures, and regulations, as applicable.

2.2.2 The Vendor shall pay for all costs associated with local, State, and federal licenses, permits, and inspection fees required to provide services. All required permits and licenses shall be current, maintained on-site, and a copy submitted to the Department’s Contract Manager upon request.

2.3 Department Responsibilities

a. The Department will assist the Vendor in becoming familiar with the perimeter being serviced, as needed;

b. The Department will ensure all invoices submitted are reviewed and paid in a timely manner; and

c. The Department will provide the Vendor with access to all applicable Department rules and regulations. The Department will inform the Vendor of any regulatory or operational changes impacting the delivery of services to be provided pursuant to this Contract.

2.4 Vendor Responsibilities

a. The Vendor and the Department shall work cooperatively to ensure service delivery is in complete compliance with all laws, mandates, and requirements;

b. The Vendor shall ensure all installments and repairs are completed according to the Scope of Work included in this RFP;

c. The Vendor shall ensure all technicians providing services as outlined in this RFP have current, active, and updated local, State, and federal licensing, permits, and certifications by the manufacturer of the equipment for installation. All required licensing and certifications shall be current, and a copy shall be submitted to the Contract Manager before any installation or repair begins;

d. The Vendor’s staff shall follow specific check-in procedures for each service location.

During workdays, the Vendor's staff shall check in with the service location’s control room and Maintenance Superintendent upon arrival and departure;

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e. All routine services shall be reported, in writing, to the Institution's Maintenance Superintendent and the Contract Manager;

f. The Vendor will provide proof of certification as an Electrical Contractor, Alarm System Contractor, or Electrical Specialty Contractor (Limited Energy Specialty), as per F.S;

g. The Vendor shall be responsible for all transportation of their staff and equipment; and

h. The Vendor shall be responsible for submitting invoices as per this RFP.

2.5 Reporting Requirements

The Vendor is required to provide a daily report on progress made during the previous 24-hour period, as stated in Section 2.8, Performance Measures and Financial Consequences. The daily report will be made to the Maintenance Superintendent at the Institution being serviced. A quarterly report is required for all services and products provided by the Vendor. The quarterly report is to be made available at the end of each quarter (March, June, September, and December) to the Contract Manager.

2.6 Deliverables

The services or service tasks are identified as deliverables for the purposes of the Contract in accordance with Section 2.0 and Attachment I.

2.7 Qualifications

a. The manufacturer of the system shall have a minimum of five (5) years’ experience in the last 10 years of the manufacture and successful implementation of similar systems.

b. The entire fence intrusion detection system (including all components) described in this section shall be provided by a single manufacturer, or authorized distributor, and all equipment shall be certified by this source as a fully compatible system.

c. The equipment provided under the Contract shall be equipment that has been successfully provided, utilized, and tested in a detention environment for at least five

(5) years.

d. The Vendor shall be certified by the manufacturer for each type of equipment and for this type of installation. Certification in the form of a letter from the manufacturer shall be provided to the Department.

e. The Vendor shall be a licensed Electrical and Alarm System Contractor, as required in Chapter 489 (Part II), F.S., and proof of certification shall be included as part of Proposal submission.

2.8 Performance Measures and Financial Consequences

The Department desires to contract with a Vendor who clearly demonstrates its willingness to be held accountable for the achievement of certain performance measures in successfully delivering services under the Contract resulting from this RFP. Therefore, the Department has developed Performance Measures that will be used to measure the Contractor’s performance and delivery of services.

Listed below are the key Expectations, Measurements, and Financial Consequences deemed most crucial to the success of the overall desired service delivery. The Contractor

Page 12 of 140 FDC RFP-23-011 shall ensure that the stated performance expectations and measures (level of achievement) are met. Hourly rates shall include mileage, trip fees, service fees, or any other applicable charges.

Performance Measures (PM)

No. Description Expectation Measurement Financial

Consequence

PM-001

System

Installation

All new systems must be delivered to the specified location and operational by the date agreed upon by the

Department, unless an extension is requested by the

Vendor, and approved by the

Department in writing.

Per Installation

Request

The Department will assess financial consequences in the amount of

$500.00 per Day installation and certification of operation are delayed beyond the date agreed upon by the

Department.

PM-002 Repair Parts

Timely Order Fulfillment Repair parts must be delivered within 14

Days of PO issuance. For repair parts requiring delivery lead times greater than 14 Days, the

Vendor shall furnish written notification to the Department’s requestor detailing justification and anticipated delivery date.

Per Day

The Department will assess financial consequences in the amount of

$25.00 per Day for each Day delivery is delayed beyond 14 Days or the date communicated to the Department.

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No. Description Expectation Measurement Financial

Consequence

PM-003

Response

Time

The Vendor must respond to all service requests within one (1) hour of being contacted by the

Department’s requester.

Per Hour

The Department will assess financial consequences in the amount of

$50.00 for each hour in excess of the required one

(1) hour timeframe

PM-004

Remote

Repairs

All service requests for repairs performed remotely must be repaired within 24 hours of being contacted by the

Department’s requester or at the time mutually agreed upon between the

Department and the Vendor.

Per Hour

The Department will assess financial consequences in the amount of

$100.00 for each hour in excess of the required 24-hour timeframe or at the time mutually agreed upon between the Department and

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No. Description Expectation Measurement Financial

Consequence

PM-005

Maintenance and Routine

Repairs

Contractor must be on-site within

24 hours of the initial call by the

Department. All service requests for maintenance and repair must be diagnosed within four (4) hours of being on-site or additional time as approved by the Contract

Manager or designee and repaired within 24 hours of being contacted or at the time mutually agreed upon between the

Department and the Vendor.

Per Hour

The Department will assess financial consequences in the amount of

$50.00 for each hour in excess of the required four

(4) hour timeframe or additional time agreed upon for diagnosis.

Financial consequences will be assessed in the amount of $100.00 for each business hour in excess of the required 24-hour timeframe or date agreed upon.

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No. Description Expectation Measurement Financial

Consequence

PM-006

Emergency

Repairs

The Vendor must be on-site within four (4) hours of being contacted by the Department’s requester. All service requests for emergency repairs must be diagnosed within four (4) hours of being on-site or additional time as approved by the

Contract Manager or designee and repaired within 24 hours of being contacted by the Department’s requester or by a date agreed upon by the Department and the Vendor.

Per Hour

The Department will assess financial consequences in the amount of

$100.00 for each hour in excess of the required 4-hour timeframe to arrive on-site and $50.00 for each hour in excess of the required 4-hour timeframe or additional time agreed upon for diagnosis.

Financial consequences will be assessed in the amount of $250.00 for each business hour in excess of the required 24-hour timeframe or at the time mutually agreed upon between the Department and

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SECTION 3.0 - PROCUREMENT RULES AND INFORMATION

3.1 General Instructions to Vendors (PUR 1001)

The General Instructions to Vendors are outlined in form PUR 1001, which is a downloadable document, incorporated in this RFP by reference. Any terms and conditions set forth within this RFP document shall supersede any and all conflicting terms and conditions set forth within form PUR 1001. There is no need to return this document with the response. The PUR 1001 is available at:

http://dms.myflorida.com/content/download/2934/11780.

3.2 Cost of Proposal Preparation

Neither the Department, nor the State of Florida, is liable for any costs incurred by a Vendor in response to this RFP.

3.3 Identical Tie Proposals

When evaluating Vendor responses to this RFP, if there is identical pricing or scoring from multiple Vendors, the Department shall determine the order of award in accordance with Florida Law.

3.4 Instructions for Proposal Submittal

Each Proposal shall be prepared simply and economically, providing a straightforward, concise but thorough delineation of the Vendor’s capabilities to satisfy the requirements of this RFP. Each Proposal must emphasize completeness and clarity of content and the solution or service proposed. In order to expedite the review of Proposals, it is essential Vendors follow the format and instructions.

• Proposals may be sent by U.S. Mail, Courier, Overnight, or Hand Delivered to the location indicated in the Timeline;

• Electronic submission of Proposals will not be accepted;

• Proposals must be delivered on or before the Opening Date and Time, as stipulated in the Timeline. The Department’s clocks will provide the official time for Proposal receipt and opening;

• All Proposals must be submitted in a sealed envelope/package with the relevant solicitation number and the date and time of the proposal opening clearly marked on the outside of each envelope/package. Late Proposals will not be accepted;

• The completed Attachment IV, Cost Information Sheet, must be sealed in a separate envelope, but may be included in the package with the Proposal; and

• Vendors shall submit one (1) signed, original Technical Proposal, five (5) hard copies, and five (5) electronic copies, in a searchable PDF format on CDs, DVDs, or flash drives. The electronic copies should contain the entire Proposal, as submitted, including all supporting and signed documents. If the Vendor submits a redacted copy of the Proposal, as outlined in Section 4.30, Confidential Proprietary or Trade Secret Material, the Vendor must submit one (1) redacted hard copy and one (1) electronic copy of their redacted Proposal in a searchable PDF format, on CD, DVD, or flash drives. The submitted CDs/DVDs/flash drives should not be protected with a password or encrypted.

http://dms.myflorida.com/content/download/2934/11780

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3.5 Mandatory Responsiveness Requirements

The following conditions and requirements must be met by the Vendor to be considered responsive to this RFP. These responsiveness requirements are mandatory. Failure to meet these responsiveness requirements will cause a Proposal to be deemed non-responsive. Copies of non-responsive Proposals will be retained in the RFP file.

3.5.1 It is mandatory the Proposal is received by the Department by the date and time specified in the Timeline.

3.5.2 It is mandatory the Vendor sign, have certified by a notary public, and return Attachment III, Certification/Attestation Form. It should be inserted under Tab A of the Proposal.

3.5.3 It is mandatory the Vendor complete, sign, and submit Attachment IV, Cost Information Sheet. The Cost Information Sheet should be sealed separately but should be able to easily insert into TAB E upon the Cost Proposal opening.

3.5.4 It is mandatory the Vendor complete Attachment V, Vendor’s Contact Information.

3.5.5 It is mandatory a letter of certification from the manufacturer shall be provided to the Department for each type of equipment and for the type of installation.

3.6 Project Proposal Format and Contents

This section prescribes the format in which Proposals must be submitted. There is no intent to limit the content of any Proposal. Additional information deemed appropriate by the Vendor may be included but should be placed within the relevant section. Additional tabs beyond those designated in this section will not be evaluated.

Proposals should be limited to a page size of eight and one-half inches (8.5”) by 11 inches.

Fold-out pages may be used, where appropriate, but should not exceed five percent (5%) of the total number of pages of the entire Proposal. All pages should be sequentially numbered. It is recognized that existing financial reports, documents, or brochures, may not comply with the prescribed format. They will be acceptable in current form and need not be reformatted.

All Proposals should contain the sections outlined below. Those sections are called “Tabs.” A “Tab,” as used herein, is a section separator, offset and labeled, so each Department Evaluator can easily turn to “Tabbed” sections during the evaluation process.

3.6.1 Tab A – Executive Summary

Tab A of a Proposal shall include an Executive Summary (narrative) of the Vendor’s method of delivering the required services, in compliance with the minimum requirements and Scope of Services outlined in this RFP. The synopsis should contain sufficient detail addressing all elements of the required service delivery and should be prepared in such a manner that clearly indicates the Vendors’ understanding of the requirements of the RFP, and its intention to comply with those requirements. The Executive Summary shall be signed by a representative of the Vendor who is authorized to legally bind the corporate entity submitting the Proposal. The Executive Summary shall also contain information addressing each of the following requirements:

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3.6.1.1 Proof the Vendor is registered to do business in Florida, evidenced by

Articles of Incorporation or Fictitious Name Registration or Business License and, if applicable, a copy of the most recent Certification of Good Standing. This information may be obtained from the Florida Secretary of State’s Office.

3.6.1.2 A statement disclosing the name of any officer, director, employee, or other agent who is also an employee of the State of Florida and the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Vendor or its affiliates, including parent corporations. If no officer, director, employee, or other agent of the Vendor is also an employee of the State, or no State employee owns a five percent (5%) interest in the Vendor or its affiliates or parent corporation, a statement to that effect, as applicable, shall be provided.

3.6.1.3 A statement from any proposed subcontractor acknowledging acceptance of, and intent to be bound by the Contract terms should the Vendor be awarded any Contract resulting from this RFP and include a statement indicating the percentage of work to be completed by the Vendor, and each subcontractor, as measured by percentage of the total Contract.

The statement shall bear an original signature from a person authorized to legally bind the subcontractor. The proposed subcontractor shall also be licensed to conduct business in the State of Florida.

3.6.1.4 A statement certifying the Vendor has no interest, and shall not acquire any interest, which will conflict with its performance of the services required under this RFP.

3.6.1.5 A statement identifying whether the Vendor, or all entities related to the

Vendor (including parent company and subsidiaries of the parent company; divisions or subdivisions of parent company or of Vendor; or subcontractors), have ever been convicted of fraud, deceit, or unlawful business dealings, whether related to the services contemplated by this RFP or not, or entered into any type of settlement agreement concerning a business practice, including services contemplated by this RFP, in response to a civil or criminal action, or have been the subject of any complaint, action, investigation, or suit involving any other type of dealings contrary to federal, State, or other regulatory agency regulations. The Vendor shall identify the amount of any payments made as part of any settlement agreement, consent order, or conviction relating to this paragraph. If there have been none, a statement to that effect shall be provided.

3.6.1.6 A signed and notarized Attachment III, Certification/Attestation Form.

3.6.1.7 A completed Attachment V, Vendor’s Contact Information.

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3.6.2 Tab B – Business/Corporate Experience and Qualifications

The Proposal shall include a summary of the Vendor’s experience and qualifications that are relevant to projects of similar size and scope. The summary shall include the quantity of qualified installation and service technicians, the extent the Vendor demonstrates the ability to provide timely response and service regarding installation, maintenance, or supply parts, and the experience working in or with correctional facilities. Attachment VI, Business Reference Form, shall be included as part of this section.

3.6.2.1 Narrative/Record of Past Experience

The Vendor shall have at least three (3) years of business/corporate experience within the last five (5) years in the provision of perimeter security systems in the correctional or law enforcement environment.

Details of the Vendor’s experience shall be provided in narrative form, in sufficient detail so the Department can evaluate its complexity and relevance. The following information shall be included under Tab B, and shall specifically include:

a. A description of the Vendor’s corporate purpose and approach.

b. The Vendor’s business plan and administrative structure. The Vendor’s organizational structure shall be described with clear lines of authority depicted.

c. A narrative description of the Vendor’s experience, for the provision of services similar to those identified in this RFP over the past five (5) years that fully demonstrate the Vendor’s experience and ability to completely and timely perform all services contemplated by this RFP.

This shall include the name and current telephone number, email address, and mailing address, for the specified Contract Manager for each identified contract, in addition to the following information:

1) Estimated annual contract value;

2) Number of clients served, if applicable;

3) The term of the contract, including effective dates;

4) Reason for contract end, if the contract is no longer in effect;

5) Types of services directly provided by the Vendor under the

Contract and whether the Vendor was a prime contractor or subcontractor;

6) Detailed examples of situations where the Vendor excelled at meeting performance criteria or deliverables; and

7) A copy of the most recent contract management reviews, evaluations, audits, or similar documents for those contracts identified.

d. A summary of any exemplary or qualitative findings, recommendations, or other validations, demonstrating operational experience (i.e., specialized accreditations, grant awards, etc.).

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e. A summary of any ongoing litigation with an indication as to whether a negative outcome would have potential material impact on the Vendor.

If none, a statement to that effect shall be provided.

3.6.2.2 Business/Corporate Background

The following corporate details for the Vendor and each subcontractor, if applicable, shall be provided.

a. Date established;

b. Ownership (public company, partnership, subsidiary, etc.);

c. Federal tax identification number (FEIN);

d. Primary type of business and the number of years conducting primary business;

e. Total number of employees; and

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

3.6.2.3 Business/Corporate References

The Vendor shall furnish references with their Proposal, utilizing the form provided as Attachment VI, Vendor’s Contact Information, of this RFP.

The Department shall, at its discretion use Attachment VII, Reference Questionnaire, to contact the references provided by the Vendor. To qualify as experience, services described by corporate reference shall be ongoing or shall have been completed within the last five (5) years.

The Department reserves the right to use all information provided in determining Vendor’s qualifications and whether the Vendor is responsible, as well as any other information the Department may obtain through any means that bears the issue of responsibility.

3.6.3 Tab C – Project Staffing

The purpose of this section is to provide the Department with a basis for determining the Vendor’s understanding of the qualifications of personnel required for administrative oversight and/or management of any Contract. The Vendor shall supply information related to project staff and insert it under Tab C of the Proposal.

The information shall include:

3.6.3.1 Key Management Personnel and Qualifications

Resumes or curriculum vitae and qualifications of the following individuals to be assigned to the Contract. Such information should demonstrate the required experience and licenses or credentials, as applicable:

a. Chief Executive Officer (or equivalent title): The Chief Executive Officer is the highest-ranking officer in the Vendor’s company or

Page 21 of 140 FDC RFP-23-011 organization. The CEO shall have a minimum of two (2) years’ experience as CEO.

b. Project Manager (or equivalent title): The Project Manager is the individual who will have corporate responsibility for administration of the Contract. This individual shall have a minimum of two (2) years of experience within the last five (5) years at the management level, providing direct administrative oversight.

Additionally, the Vendor shall provide a list of all position titles in the organization that will provide any administrative oversight, support, or direct services under any Contract. This position title list should reflect the number of staff with that title who will be providing those services, specify whether it is an on-site position or an administrative oversight position, and include a description of how staff are trained and qualified to provide the services outlined in this RFP.

3.6.4 Tab D – Technical Proposal/Service Delivery Approach

The Vendor shall provide a narrative Service Delivery Approach identifying how the Vendor will meet the requirements of this RFP. The Proposal should fully describe the Vendor’s methodology for meeting the Department’s requirements for service delivery, outlined in Section 2.0, Scope of Work. The Technical Proposal shall be prepared in such a manner that it will be understandable to individuals on a programmatic and management level. The Vendor shall insert the required information for this section under Tab D of their Proposal.

Vendors should be thorough and detailed in their Proposals and are encouraged to include any additional relevant information that would assist in evaluating the overall strength of the program.

If offering any value-added services, the Vendor shall provide a detailed description of the value-added services the Vendor is offering the Department.

value-added services shall be provided at no cost to the Department and are in addition to those services that meet the minimum service requirements and specifications of this RFP.

3.6.5 Tab E – Cost Information Sheet

Attachment IV, Cost Information Sheet, shall be submitted with the most favorable terms the Vendor can offer. The Department may reject any and all Proposals that are conditional, incomplete, or which contain irregularities.

By submitting a Proposal under this RFP, each Vendor warrants its agreement to the prices submitted. Any qualifications, counteroffers, deviations, or challenges may render the entire Proposal non-responsive.

The Cost Information Sheet should identify the name of the Vendor’s organization, date of submission, and shall bear the signature of a business/corporate representative authorized to bind the Vendor to the prices submitted. The Cost Information Sheet should be sealed separately but should be able to be easily inserted into Tab E upon the Cost Proposal opening.

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All calculations will be verified for accuracy by the Department’s Bureau of Procurement staff. In the event a mathematical error is identified, unit prices submitted by the Vendor will prevail.

3.7 Proposal Opening

Proposals are due, and will be publicly opened, at the time, date, and location specified in the Timeline. Proposals received late (after Opening Date and Time) will not be accepted or considered, and no modifications by the Vendor of any Proposal will be allowed, unless the Department has made a request for additional information. No Department staff will be held responsible for the inadvertent opening of a Proposal not properly sealed, addressed, or identified. The name of all Vendors submitting Proposals will be made available to interested parties, after the Proposal Opening, upon written request to the Procurement Officer, listed in Section 1.7, Vendor Inquiries, of the RFP.

3.8 Evaluation Criteria

To assist the Vendor in the development of their Proposal and to facilitate Proposal review and evaluation by the Department, the Vendor shall provide the page number(s) (in column

2) for the requested information located in the Attachment VIII, Evaluation Criteria, which should cross reference the contents of Vendor’s Proposal and will be used by the Department for the review and evaluation of Proposals. The Vendor shall indicate at the bottom of each sheet the Vendor name. The Vendor shall also leave the remaining fields blank for completion by evaluators.

3.8.1 Evaluation of Proposals

Following the opening, the Department will conduct a review of the Mandatory Responsiveness Requirements as a pass or fail (listed in Section 3.5 of the RFP).

If a Proposal passes, it will then be evaluated and scored based on the established criteria defined in Attachment VIII, Evaluation Criteria. Evaluation sheets will be used by the Evaluation Team to designate the point value assigned to each Proposal for Category I - Business/Corporate Experience and Qualifications, Category II - Project Staffing, and Category III - Technical Proposal/Service Delivery Approach.

The evaluation will involve the point scoring of each criterion in each category. The following shows the maximum number of points that may be awarded for each category:

Category I – Business/Corporate Experience and Qualifications

– Tab B

140 points

Category II – Project Staffing – Tab C 40 points

Category III – Technical Proposal/Service Delivery Approach – Tab D

150 points

Category IV – Cost Information Sheet – Tab E 100 points

TOTAL POSSIBLE POINTS 430 points

3.8.1.1 Evaluators will independently score each criterion within a category. Each

Evaluator’s score for each category will be combined and averaged to determine the point value. Each Vendor’s point value for each category will then be combined and added to Category IV value to determine final scores.

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Attachment VIII, Evaluation Criteria, includes the questions that have been developed for each category. A score should be assigned by the Department’s Evaluators to each question as follows:

Poor: Not included in the Proposal or below minimum requirements; demonstrates insufficient understanding of the project, demonstrates poor programmatic capability, and is not clearly presented.

Adequate: Meets minimum requirements; demonstrates general understanding of the project, and acceptable programmatic capability.

Good: Above minimum requirements; Vendor(s) has an above-average understanding of the project, and above-average programmatic capability, and a good approach.

Exceptional: Exceeds minimum requirements; demonstrates superior understanding of the project, excellent and innovative programmatic capability, an outstanding approach, and clarity in presentation.

3.8.1.2 For Cost Points, the Vendor submitting the lowest Grand Total for all systems will receive 100 points, and the Vendor with the highest average percentage of discount will receive 25 points. All other Proposals will receive Cost Points according to the following formula:

(N/X x 100) x (A/B x 25) = Z

Where: N = Lowest Grand Total for all systems received by any Proposal X = Vendor’s Grand Total for all systems A = Vendor’s Total Average Discount B = Highest Total Average Discount received by any cost Proposal, per fencing system Z = Cost Points Awarded

3.9 Disclosure of Response Contents

All documentation produced as part of this RFP shall become the exclusive property of the Department and may not be removed by the Vendor or its agents. All Proposals shall become the property of the Department and shall not be returned to the Vendor. 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.

3.10 Basis of Award

A Contract will be awarded to the Responsible and Responsive Vendor who receives the highest Final Score. The Department reserves the right to award a Contract, in whole, or for part of the work provided by this RFP. The Department reserves the right to accept, or reject any and all offers, or separable portions, and to waive any minor irregularity, technicality, or omission, if the Department determines doing so will serve the best interest of the State.

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3.11 Posting of Notice of Agency Decision

The Department shall post a public notice of agency action when the Department has made a decision to award a Contract(s), reject all Proposals, or to cancel or withdraw the solicitation.

The Notice of Agency Decision will be posted on or about the date shown in the Timeline and will remain posted for a period of 72 hours (Saturdays, Sundays, State holidays, and other official closures, shall be excluded in the computation of the 72-hour time period).

All postings will be made available on the VIP at https://vendor.myfloridamarketplace.com/.

3.12 Disposal of Proposals

All Proposals become the property of the State of Florida and will be a matter of public record subject to the provisions of Chapter 119, F.S. Selection or rejection of the Proposal will not affect this right.

3.13 Rules for Withdrawal

A submission may be withdrawn by submitting a written request for its withdrawal to the

Department, signed by an authorized representative of the Vendor, within 72 hours after the Proposal submission date indicated in the Timeline. Any submitted response shall remain valid for 365 Days after the Opening Date.

3.14 Rejection of Proposals

The Department shall reject any or all Proposals containing material deviations. In determining whether a Proposal contains a material deviation or a minor irregularity, the Department will use the definitions of those terms set forth in Section 1.3.

In addition, the Department reserves the right to reject all Proposals to this RFP.

3.15 Non-Mandatory Pre-Proposal Conference

The Department will conduct a Pre-Proposal Conference on the date, time, and location specified in the Timeline. Attendance at the Pre-Proposal Conference is not mandatory but highly encouraged.

The purpose of the conference is to discuss the contents of this RFP and accept verbal questions from potential Vendors. The Department will make a reasonable effort to provide answers during this event. Impromptu questions will be permitted, and spontaneous answers provided; however, parties should clearly understand the Department will issue a written response ONLY to those verbal questions subsequently submitted in writing in accordance with Section 1.7, Vendor Inquiries. The Department’s written answers will be provided to all prospective Vendors via posting on the VIP as an addendum to the RFP and shall be considered the Department’s official answers. Verbal answers and discussions shall not be binding upon the Department.

3.16 Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda, and materials relative to this solicitation, it will be

Page 25 of 140 FDC RFP-23-011 posted on the VIP at https://vendor.myfloridamarketplace.com/. Interested parties are responsible for monitoring this site for new or changing information or clarifications relative to this solicitation.

3.17 Verbal Instructions Procedure

The Vendor shall not initiate, or execute, any negotiation, decision, or action arising from any verbal discussion with any State employee. Only written communications from the Department’s Procurement Officer are considered duly authorized expressions on behalf of the State.