RFP-DEM-24-25-018 Emergency Fuels.pdf

State of Florida Division of Emergency Management

Solicitation Type: Request for Proposals (RFP) Title: Emergency Fuels Solicitation No: RFP-DEM-24-25-018

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest must be timely filed with the Division of Emergency Management’s Agency Clerk. Protests may be filed by courier, hand delivery, or regular mail at:

Division of Emergency Management, Office of General Counsel, Attention: Agency Clerk, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399-2100. Protests may also be filed by email at DEM-Legal@em.myflorida.com. The Procurement Officer should be copied on such filings.

Procurement Officer: Jenene Helms 2555 Shumard Oak Blvd.

Tallahassee, FL 32399-2100 Phone: 850-815-4609 Email: Jenene.Helms@em.myflorida.com mailto:Tara.Walters@em.myflorida.com

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

1.2 Background Information

1.3 Timeline of Events

1.4 Who May Respond

1.5 Term

1.6 Purchases from Other Entities

1.7 Definitions

1.8 Special Accommodations

1.9 Contact Provision

1.10 Procurement Officer

1.11 Order of Precedence for Solicitation

1.12 Agency’s Right to Reject Proposals

SECTION 2. SOLICITIATION PROCESS

2.1 General Overview

2.2 Question Submission

2.3 Addendum to the Solicitation

2.4 General Contract Conditions and Contract Formation

2.5 Division of Emergency Management Enterprise Solution (DEMES)

2.6 MyFloridaMarketPlace (MFMP) Registration

2.7 Florida Substitute Form W-9 Process

2.8 Registration with the Florida Department of State

2.9 Disclosure of Proposal Contents

2.10 Modification or Withdrawal of Proposals

2.11 Diversity

2.12 Proposal Disqualification

2.13 No Alternate Proposals

2.14 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

2.15 Respondent Confidential Information - Redacted Submissions

2.16 Cooperation with the Inspector General

2.17 Florida Accountability Contract Tracking System (FACTS)

2.18 Additional Information

SECTION 3. GENERAL INSTRUCTIONS

3.1 How to Submit a Reply

3.2 PUR 1001, General Instructions

3.3 Proposal Format

3.4 Technical Proposal - Volume One Requirements

3.5 Technical Proposal - Volume Two Requirements

3.6 Price Proposal - Volume Three Requirements

3.7 Responsive Requirements

3.8 Subcontracting

3.9 Ability to Obtain a Performance Bond

SECTION 4. EVALUATION CRITERIA AND SCORING

4.1 Technical Proposal Evaluation

4.2 Technical Evaluation and Criteria

4.3 Vendor Resources

4.4 Price Proposal, Attachment B

SECTION 5. BASIS OF AWARD

5.1 Scoring Calculation

5.2 Agency Decision

5.3 Preference to Florida Businesses

SECTION 6 ATTACHMENTS AND FORMS

6.1 Attachments

6.2 Forms

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (“Agency” or “FDEM”) is issuing a Request for Proposals (RFP) to establish Emergency Fueling Contract(s) through competitive solicitation for qualified Vendors to provide fuel, equipment, and personnel. These contracts are intended to be used in preparation for, and/or in response to, emergencies or disasters. It is critical that these resources are mobilized, and operational expeditiously once a need has been identified. Vendors interested in submitting a Proposal must comply with all terms and conditions described in this solicitation and supporting attachments.

1.2 Background Information

The Agency is charged with maintaining a comprehensive statewide program of emergency management. The Agency is responsible for coordination with efforts of the federal government with other departments and agencies of state government, with county and municipal governments and school boards, and with private agencies that have a role in emergency management. During disasters, emergencies, and special events, the State Emergency Response Team (SERT) supports locally affected counties who are responsible for the first response to emergencies. When affected counties cannot meet specific resource needs, or fall short in meeting those needs, the SERT provides support through mission tasking to other state agencies, or through use of State Term Contracts and Enterprise Alternate Contract Source with vendors or state and federal agencies.

Natural and man-made disasters can and will impact fuel availability and delivery within the State. This emergency fuel contract is being issued to meet short and long-term distribution system disruptions during response and recovery to said disasters.

The Agency, along with various other state agencies, may require additional resources to support response operations, fuel depots, generator locations, and State Logistical Staging Areas (LSAs). It is critical that these support operations are operational immediately upon request by the Agency.

1.3 Timeline of Events

The table below contains the Timeline of Events for this solicitation. Respondents shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Respondent’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida, local time). The Agency will not consider late submittals.

Timeline of Events - Action/Location Event Time (Eastern Time) Event Date

RFP posted on the VIP. 5:00PM 4/17/25

Deadline to submit questions to the Procurement Officer. 2:00PM 4/24/25

FDEM’s anticipated posting of answers to Respondent’s questions on the VIP. 5:00PM 5/1/25

Deadline to submit Reply and all required documents to the Procurement Officer. 5:00PM 5/13/25

Public Opening.

Procurement to open responses and read Respondents’ names aloud only.

Conference Call Info:

Dial in Number: 1-888-585-9008 Conference Room #527-059-248

9:00AM 5/14/25

Formal Evaluations Conducted. NA 5/19/25-6/2/25

Evaluator Scores due to Procurement. 5:00PM 6/2/25

Post Notice of Intent to Award on the VIP. 5:00PM 6/24/25

1.4 Who May Respond

Respondents must provide proof of their ability to meet the Responsive Requirements listed in the RFP to be considered for an award.

1.5 Term

The initial term will begin on the execution date of the Contract and shall be for three (3) years, unless terminated earlier in accordance with the Contract conditions. Upon mutual written agreement, the Parties may renew the Contract in whole or in accordance with section 287.057(14), Florida Statutes.

Initial term pricing must remain identical from year one through year three.

Renewal year pricing may increase but must remain identical from year four through year six. If the Contract is renewed, it will be renewed at the pricing rates outlined in Attachment B, Price Proposal Contracts will be issued with no guaranteed quantity of requested materials, services, or contract renewal. The use of this contract is wholly dependent upon the needs of the Agency at the time of an emergency or disaster.

1.6 Purchases from Other Entities

Pursuant to their own governing laws, and subject to the agreement of the Vendor, other state agencies as defined in Rule 60A-1.001(4)(b) and (c), Florida Administrative Code, and Eligible Users as defined per Rule 60A-1.001(4), Florida Administrative Code, may be permitted to make purchases at the terms and conditions contained herein upon written approval from FDEM (Executive Director or designee) prior to contracting and are also required to follow the provisions of section 287.042(15), Florida Statutes.

1.7 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, FDEM PO Terms and Conditions, Form PUR 1000 (as it may be updated), and Form PUR 1001 are incorporated by reference. Where in conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense.

A. Activation – Issuance of a purchase order or email authorization to proceed with a task.

B. Aviation Fuel Truck – Truck with minimum fuel capacity of 6,000 gallons to dispense 600 US gallons of Jet A or Avgas (100 octane) fuels per minute.

Trucks must have a single point refuel and over the wing offload capability meeting UFC 3-460-03 safety, quality, and industrial control standards.

C. Bobtail Trucks – Single or multi-compartment straight truck with fuel capacity 1,000 to 4,500 gallons capable of carrying and dispensing gasoline and/or diesel.

D. Confidential Information – Any portion of a Respondent’s documents, data, or records disclosed relating to its Proposal that the Respondent claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority and is clearly marked “Confidential.”

E. Contract – Any binding agreement that results from this competitive procurement, if any, between the Agency/FDEM and the Vendor.

F. Contractor – The Vendor or Vendors that enter into a Contract as a result of this solicitation.

G. Customer – The Division of Emergency Management.

H. Daily – A period of twenty-four hours as a unit of time.

I. DEMES – The Division of Emergency Management Enterprise Solution. The

Agency’s electronic system utilized to request quotes, issue purchase orders during emergencies, and for processing all invoices.

J. Fuel Depot – A fixed fueling location to dispense fuel.

K. Frac Tank – Large heavy gauge steel fuel tank pulled by a truck or prime mover to a specified location.

L. High Water Vehicle – All terrain vehicle with two fuel tanks capable of hauling both gasoline and diesel with a pumping system. Must be capable of fording water up to 48 inches.

M. Mini-Mobile Fueling Station – Dual-walled tank with fuel capacity of 500 to 2,000 gallons. Tank includes multiple high-volume fueling points with hoses on reels, a portable spill containment berm, spill response kit and fire extinguisher.

N. Mission – A request generated by the internet-based State Emergency Response Team (SERT) Incident Management Application with a unique identifier number and information required to fulfil a request.

O. Mobile Fueling Station – Dual-walled tank with minimum fuel capacity of 8,000 gallons. Tank includes a self-contained power source, the ability to dispense gasoline and diesel simultaneously, four (4) to eight (8) high volume vehicle fueling points, a portable spill containment berm, spill response kit and fire extinguisher.

P. MyFloridaMarketPlace – MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

Q. Portable Spill Berm – Basin used to catch many different types of hazardous liquids and chemicals and limit spills.

R. Proposal – The formal response/reply to an RFP.

S. Respondent – A vendor who submits a Proposal to this solicitation.

T. State – The State of Florida.

U. State Holiday – An observed and paid State holiday as defined by section

110.117, Florida Statutes.

V. Transport Tanker Trailer Truck – Single or multi-compartment truck with minimum fuel capacity of 8,500 gallons capable of carrying and dispensing requested fuels. Trucks used to transport fuel from refineries to bobtail trucks, fuel depots, fuel stations or tanks.

W. Vendor(s) – An entity that is capable and in the business of providing a commodity or service similar to those within the solicitation.

1.8 Special Accommodations

Any person requiring special accommodations due to a disability should contact the Agency’s Procurement Manager at (850) 815-4609. Requests for accommodation for meetings must be made at least five working days prior to the meeting. A person who is hearing or speech impaired can contact the American with Disabilities Act (ADA) Coordinator by using the Florida Relay Service at (800)

955-8771 (TDD).

1.9 Contact Provision

As required by section 287.057(25), Florida Statutes, the Agency highlights the following provision: 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 response.

1.10 Procurement Officer

The Procurement Officer is the sole point of contact for this RFP. All emails to the Procurement Officer should contain the solicitation name and number in the subject line of the email.

Jenene Helms, Procurement Specialist Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 Phone: 850-815-4609 Email: Jenene.Helms@em.myflorida.com

1.11 Order of Precedence for Solicitation

In the event conflict exists among the documents comprising the RFP, the conflict will be resolved in the following order of priority (highest to lowest):

1. Addenda to RFP, if issued (in reverse order of issuance)

2. Attachment A, Scope of Work

3. Attachment B, Price Proposal

4. Technical Proposal Instructions and Evaluation Criteria

5. Attachment D, FDEM Contractual Service Agreement

6. This RFP document

7. Other RFP attachments

1.12 Agency’s Right to Reject Proposals

The Agency may reject any Proposal not submitted in the manner specified by this solicitation. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. Respondents whose Proposals, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as not responsible. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

The Agency is placing Vendors on notice of prohibitions. The Agency will not request documentation of, consider, or give preference based on a Respondent’s social, political, or ideological interests or preferences, pursuant to section 287.05701, Florida Statutes.

Although this solicitation uses terms such as “must”, “shall”, “will”, and “is required”, and may define certain items as requirements, the Agency reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Agency determines that it is in the best interest of the State to do so. However, failure to provide requested information may result in the rejection of a Proposal. There is mailto:Jenene.Helms@em.myflorida.com no guarantee that the Agency will waive an omission or deviation, or that any Vendor with a Proposal containing a deviation or omission will be considered for award of this procurement. The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

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

SECTION 2. SOLICITIATION PROCESS

2.1 General Overview

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

Proposals must be submitted by the deadline listed in the Timeline of Events.

The Agency will hold a public opening of the Proposals. Anyone who wants to attend may do so in person or via conference call. Once the Agency has reviewed and evaluated the Proposals, the Agency will post its Notice of Intent to Award on the MyFloridaMarketPlace Vendor Information Portal (VIP).

2.2 Question Submission

Respondents are strongly encouraged to ask questions regarding the RFP including attachments and the proposed Contract terms and conditions. Questions must be submitted in writing via email to the Procurement Officer by the date and time reflected in the ‘Timeline of Events’ section. Questions and Answers will be posted via an Addendum to the MyFloridaMarketPlace Vendor Information Portal (VIP) by the date and time in the “Timeline of Events’ section. The Agency is not obligated to revise the solicitation or attachments.

Questions are requested to be submitted in the following format:

RFP Section / Attachment Name and Page # Question

Questions will not constitute formal protest of the specifications of the solicitation.

FDEM answers to written questions will be issued via an addendum on the VIP.

2.3 Addendum to the Solicitation

The Agency reserves the right to modify this solicitation by issuing addenda.

Addenda will be posted on the VIP. It is the responsibility of the Respondent to regularly check for addenda to the RFP. The Respondent is solely responsible for determining whether addenda to the RFP have been issued and for reviewing the impact of addenda on the RFP.

2.4 General Contract Conditions and Contract Formation

In accordance with Rule 60A-1.002(7), Florida Administrative Code, Form PUR 1000, General Contract Conditions is included herein by reference, but is superseded by Attachment D, FDEM Contractual Service Agreement. The PUR 1000 can be found at:

(https://www.dms.myflorida.com/business_operations/state_purchasing/state_a gency_resources/state_purchasing_pur_forms)

The following sections of the PUR 1000 are inapplicable:

• Section 5.n. Force Majeure, Notice of Delay, and No Damages for Delay.

The Contract will consist of Attachment A, Scope of Work; the Contract document and Forms, Special Conditions, and Attachment B, Price Proposals submitted by the awarded Respondent(s) and agreed upon which the award was based.

This solicitation and all terms are hereby incorporated by reference. No additional documents submitted by a Respondent will be incorporated in the Contract. During the solicitation period, the Agency may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

Assets and services will be authorized to begin when the awarded Vendor(s) receive a DEMES Purchase Order (PO). The PO will be subject to all terms of this solicitation and the FDEM Purchase Order Terms & Conditions. In submitting a Proposal, the Respondent agrees to be legally bound by these terms and conditions which are incorporated by reference.

2.5 Division of Emergency Management Enterprise Solution (DEMES) The Agency has adopted an electronic platform for doing business (requesting quotes, issuing PO’s and reviewing/approving invoices) during emergencies.

Awarded Contractors are required to register for a DEMES account and utilize the platform. Please visit the DEMES home page for additional DEMES resources and registration information: https://www.fdemportal.com/vendors/s/login.

2.6 MyFloridaMarketPlace (MFMP) Registration

Awarded Respondents must have completed this process prior to Contract execution. For additional information, please visit:

https://vendor.myfloridamarketplace.com/.

During a disaster event or emergency, the required MFMP transaction fee(s) as specified in Section 7.d. Transaction Fee of the PUR 1000, will be exempt by the Agency pursuant to Rule 60A-1.031 Florida Administrative Code.

https://www.fdemportal.com/vendors/s/login https://vendor.myfloridamarketplace.com/

2.7 Florida Substitute Form W-9 Process

Awarded Respondents must register and complete an electronic Florida Substitute Form W-9 prior to Contract execution. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9.

For instructions on how to complete the Florida Substitute Form W-9, please visit: https://flvendor.myfloridacfo.com/

2.8 Registration with the Florida Department of State

If awarded a Contract, the Respondent shall provide a PDF file of their current and active registration with the Department of State prior to contract execution. NOTE:

Pursuant to section 607.1501, Florida Statutes, out-of-state corporations where required must obtain a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes, from the Florida Department of State’s Division of Corporations to transact business in the State of Florida. Website: www.sunbiz.org.

2.9 Disclosure of Proposal Contents

All documentation produced as part of any RFP will become the exclusive property of the Agency and will not be returned to the Respondent unless withdrawn prior to the RFP opening in accordance with the Modification or Withdrawal of Proposal section.

2.10 Modification or Withdrawal of Proposals

Respondents may modify the Proposal at any time prior to the RFP due date by sending the modified Proposal, as per Section 3, to the Procurement Officer. A Proposal may be withdrawn by notifying the Procurement Officer in writing before the RFP opening.

2.11 Diversity

The State is committed to supporting its diverse business population through involving woman, veteran, and minority owned business enterprises in the state’s purchasing process. The Agency supports diversity in its procurements, and requests that all subcontracting opportunities afforded by this solicitation be shared with certified woman, veteran, and minority owned business enterprises. The award of subcontracts should reflect the vast array of citizens in the State.

Respondents can search for certified businesses online at the Office of Supplier Development’s (OSD) Certified Vendor Directory or by contacting 850-487-0915 for information on certified businesses that may be considered for subcontracting opportunities. The Certified Vendor Directory is accessible at:

https://vendor.myfloridamarketplace.com/search/vendor.

The OSD’s Mentor-Protégé Program connects certified businesses with private business entities for business development mentoring. The Agency strongly encourages Vendors doing business with the State to consider becoming a mentor and participating in this initiative. More information on the Mentor-Protégé https://flvendor.myfloridacfo.com/ http://www.sunbiz.org/ https://vendor.myfloridamarketplace.com/search/vendor

Program may be obtained by contacting the OSD at 850-487-0915 or by email at: osdinfo@dms.fl.gov

2.12 Proposal Disqualification

Each Respondent must meet the requirements and possess the experience and personnel resources to provide the assets/services described in this RFP to be eligible for award. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Any one or more of the following causes may be considered as sufficient for the disqualification of a Respondent and the rejection of its Proposal or Proposals:

a) More than one Proposal for the same contract from an individual, firm, or corporation under the same or different names.

b) Evidence of collusion among Vendors.

c) Any suspension or debarment of the parent company, subsidiary, or individual involved with the Vendor by federal or any state jurisdiction within the last five

(5) years.

d) If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

e) If there are any unauthorized additions, interlineations, conditional or alternate bids, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous as to its meaning.

The Agency reserves the right to request additional information pertaining to the Respondent’s ability and qualifications to provide the assets/services described in this RFP, as deemed necessary during the RFP or after contract award, if any. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

2.13 No Alternate Proposals

Only one Proposal may be submitted by each Respondent. Respondents that wholly or partially own one or more subsidiaries or affiliates, each with its own Brand, may submit only one Proposal on behalf of one Brand regardless of the number of Brands, subsidiaries, or affiliates owned or controlled by the Respondent.

2.14 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

a) Convicted Vendor List.

Pursuant to section 287.133, Florida Statutes, a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases mailto:osdinfo@dms.fl.gov of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for CATEGORY TWO for a period of 36 months following the date of being placed on the Convicted Vendor List.

b) Discriminatory Vendor List.

Pursuant to section 287.134, Florida Statutes, an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c) Antitrust Violator Vendor List.

Pursuant to section 287.137, Florida Statutes, a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity;

and may not transact new business with a public entity.

2.15 Respondent Confidential Information - Redacted Submissions The following subsection supplements section 19 of the PUR 1001. If a Respondent considers any portion of the documents, data, or records submitted in its Proposal to this solicitation to be confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority, a Respondent must mark the document as “Confidential” and simultaneously provide the Agency with a separate redacted copy of its Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain FDEM’s solicitation name, number, and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret, or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority.

In the event of a request for public records pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority to which documents that are marked as confidential are responsive, the Agency will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Agency will notify the Respondent that such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119, Florida Statutes, or other applicable law. If the Agency becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Agency shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a Proposal, the Respondent agrees to protect, defend, and indemnify the Agency for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the Agency is authorized to produce the entire documents, data, or records submitted to the Agency in answer to a public records request for these records.

2.16 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, the Vendor, and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

2.17 Florida Accountability Contract Tracking System (FACTS)

On March 1, 2012, the Department of Financial Services (DFS) implemented a centralized web-based contract reporting system to increase transparency and accountability in government contracting in Florida. The system, known as Florida Accountability Contract Tracking System or FACTS, displays grant and contract procurement information, expenditure data, audit information, and contract document images as required per section 215.985, Florida Statute. The link to the DFS FACTS public website is: https://facts.fldfs.com.

2.18 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Agency may request, and the Respondent shall provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Proposal being deemed non-responsive.

SECTION 3. GENERAL INSTRUCTIONS

https://facts.fldfs.com/

3.1 How to Submit a Reply

The instructions for this solicitation have been designed to help ensure that Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and response time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated.

The Respondent is responsible for ensuring the Agency receives their Proposal no later than the date and time provided in the ‘Timeline of Events’ section of this RFP (or as revised by addenda). Proposals may be sent by courier or hand delivered.

Proposals that are emailed will not be accepted.

All methods of delivery or transmittal to the Procurement Officer are exclusively the responsibility of Respondent and the risk of non-receipt or delayed receipt shall be borne exclusively by the Respondent.

Each response package should be sealed and addressed to the Procurement Officer and display the following information:

Responding Vendor Name Solicitation Number Solicitation Title

Paper documents sent via postal service or courier shall be addressed as follows:

Attention: Jenene Helms

Florida Division of Emergency Management Responding Vendor Name Solicitation Number: RFP-DEM-24-25-018 Title: Emergency Fuel

3.2 PUR 1001, General Instructions

The PUR 1001, General Instructions to Respondents, are incorporated by reference and can be found at:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf.

The following sections of the PUR 1001 (General Instructions) are inapplicable:

• Section 3. Electronic Submission of Proposals: Proposals shall be submitted in accordance with the instructions in this solicitation.

• Section 4. Terms and Conditions: Terms herein will supersede.

• Section 5. Questions: Questions shall be submitted in accordance with the

Questions and Answers section of this solicitation.

3.3 Proposal Format

Proposals should be formatted as follows:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

A. Volume One and Volume Two (Technical Proposal) One (1) unredacted and bound paper copy of the Proposal that contains the two (2) Volumes as outlined below. Volumes must be clearly labeled and tabbed. Utilize 8.5” x 11” paper. Volume One and Volume Two may be in the same binder/folder.

Volume One, Administrative Qualifications:

Tab 1, Required Forms, Tab 2, Proof of the ability to obtain a Performance Bond, and Tab 3, Certifications.

Volume Two, Technical Evaluation Criteria:

Tab 1, Proposal Cover Letter, Tab 2, Company Background, Tab 3, Organization Chart, Tab 4, Attachment C, Vendor Resources, Tab 5, Relevant Experience and Ability, Tab 6, Quality and Reliability, Tab 7, Mission Management, Tab 8, Resource Tracking, and Tab 9, Reports.

B. Volume Three (Attachment B, Price Proposal) One (1) unredacted and bound paper copy of the Price Proposal as outlined below:

Volume Three, Price Proposal:

Tab 1, Attachment B, Price Proposal.

C. Electronic File One (1) electronic file of the entire Proposal (Technical and Price) on a USB “thumb drive.” The electronic file should be labeled with the Respondent’s name and formatted as follows:

• Volume One - 1 PDF copy of entire volume (does not need to be tab separated).

• Volume Two - 1 PDF copy of entire volume (does not need to be tab separated)

• Volume Three Price Proposal - 1 copy of entire volume in Microsoft Excel.

• Scanned redacted copy - 1 scanned redacted copy of applicable volumes (See 3.9 Public Records & Respondent Confidential Information).

The electronic file must be non-restricted, meaning they can be saved and shared for retention and evaluation purposes. If an electronic copy is restricted, and therefore unable to be saved, shared, or distributed to committee members, the response shall be deemed non-responsive. All electronic documents must be fully searchable.

The Respondent is responsible for ensuring that all metadata contained in the electronic, redacted copy is removed from it.

If mathematical error(s) in a Respondent’s Price Proposal calculations are identified by the Agency, unit prices submitted by the Respondent may be used to determine the total price for that Respondent. Price(s) will be finalized based on a confirmed attempt to clarify by the Agency to the vendor and, if applicable, corrected Price Proposal.

Vendors pricing shall be all inclusive including: airfare, meals, lodging, rental vehicles, fuel, parking, tolls, and other directly related costs.

Failure by the Vendor to provide pricing as described shall result in the Proposal being deemed non-responsive and therefore, the Proposal shall be rejected.

Footnotes, notations, additions, and exceptions made in reference to or on the Attachment B, Price Proposal will not be considered.

Proposals that fail to submit all required information may be deemed non-responsive. Proposals should be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Proposal shall be on completeness and clarity of content.

Additional details of Volume requirements are outlined below in sections 3.4, 3.5, and 3.6.

3.4 Technical Proposal - Volume One Requirements

Vendors should utilize individual section tabs in their proposal as outlined below:

Volume One - Administrative Qualification Documents Layout

Tab 1

Complete and submit the required Forms, below:

1. Form 1 – Vendor Acknowledgement

2. Form 2 – Vendor Certification Form (PUR7801)

3. Form 3 – Foreign Countries of Concern Attestation (PUR1355)

4. Form 4 – Use of Coercion Forced Labor (PUR2024)

5. Form 5 – Common Carrier or Contracted Carrier Attestation

(PUR1808)

6. Form 6 – Subcontracting (use one per each subcontractor)

7. Form 7 – Addenda Acknowledgement (if applicable)

8. Any Additional Certifications (if applicable)

3.5 Technical Proposal - Volume Two Requirements

Vendors should utilize individual section tabs in their proposal as outlined below:

Volume Two - Introduction Layout

Tab 1

Proposal Cover Letter A cover letter on the Respondent’s letterhead with the following information:

Company Name, physical address, primary point of contact, and Federal Employer Identification Number (FEID/N).

Tab 2

Company Background Include a brief narrative on the background of the company that outlines the details of the firm’s size, date established, ownership, total number of employees, and total number of personnel engaged in activities relevant to this RFP.

Tab 3

Organization Chart Submit an organization chart displaying lines of authorities and assigned responsibilities within the Vendor’s organization relative to the performance and administration of the requested services and assets. The organization chart must include names, position/job titles, contact information, and a description of each member’s responsibilities.

Awarded Vendors are responsible for notifying the Contract Manager immediately by email if the organization chart changes.

Tab 4 Attachment C, Vendor Resources Vendors are to utilize Attachment C, Vendor Resources form(s), to list all of the Vendor’s owned assets. Identify what assets are subcontracted and list the companies that will operate as subcontractors. Vendors should also include a

*Do not utilize your own forms or alter these forms in any way.

Tab 2 Proof of Ability to Obtain a Performance Bond Provide proof of the ability to obtain a Performance Bond on letterhead from a bonding agency. See Section 3.9.

Tab 3

Certifications If the following documents do not apply to your company, Respondent may leave blank. Otherwise, provide the following documentation, if applicable:

1. Certification of Women and Minority Business.

2. Certification of Wartime or Service-Disabled Veteran.

3. Evidence of MyFloridaMarketPlace registration.

https://vendor.myfloridamarketplace.com/

4. Evidence of completion of an electronic Substitute Form W-9.

https://flvendor.myfloridacfo.com/

5. Evidence of a current and active registration with the Department of

State or a Florida Certificate of Authority pursuant to section 607.1503, Florida Statutes.

https://flvendor.myfloridacfo.com/ printout report of the US DOT Company Snapshot found on the Federal Motor Carrier Safety Administration website.

https://safer.fmcsa.dot.gov/CompanySnapshot.aspx

Tab 5

Relevant Experience and Ability Describe your company’s number of years’ experience providing similar assets/services. Describe your management plan to include qualified staffing, flexibility, and commitment to fulfil the scope of work requirements.

The Respondent must provide information on a minimum of three (3) separate and verifiable contracts where they provided emergency fuels and logistics support similar as those outlined in the scope of work. These examples may be with governmental entities or private sector organizations (only one can be related to FDEM) and must individually exceed one million ($1,000,000) and/or demonstrate having a minimum of three (3) years’ experience.

Each example must include, but is not limited to: Entity name, contact information, contract amount or total spend information, specific dates, locations, who the customer was, number of resources provided by the Vendor, total number of fuel transactions, volume of fuels dispensed, type of fuels dispensed, and the nature of the incidents for which you have provided the same types of services. The incidents must have occurred in the past 10 years.

Relevant Experience and Ability Evaluation Criteria Points No demonstrated experience providing similar assets/services.

No management plan or examples provided or provided no response.

Some demonstrated experience providing similar assets/services. Imprecise management plan and/or examples.

Adequately demonstrated experience providing similar assets/services. Provided a well thought out management plan and examples.

Exceptionally demonstrated experience providing similar assets/ services. Provided a detailed and thorough management plan and provided several examples.

Tab 6

Demonstrate your company’s ability to offer quality and reliable assets/services.

Describe your company’s experience resolving problems or unexpected errors related to requested services, use specific examples of providing these services.

Respondents should describe how their company handles the possible lack of requested assets or services during a disaster. Describe how you will keep up with requested assets, and how your company will handle high demands coming from multiple customers during a disaster.

Do you have prepositioned materials or equipment? Describe how your company plans to preposition assets in or near Florida in order to respond quickly to a no notice or short notice event.

Quality and Reliability Evaluation Criteria Points Did not demonstrate the ability to offer quality and reliable assets/services. Does not have a plan to preposition commodities or provided no response.

Poorly demonstrated ability to offer quality and reliable assets/services and/or plan to preposition goods.

Adequately demonstrated ability to offer quality and reliable assets/ services and includes an adequate plan to preposition commodities in or near Florida.

Exceptionally demonstrated ability to offer quality and reliable assets/services and/or provided a plan that will quickly and thoroughly pre-position assets in or near Florida.

Tab 7

Mission Management Describe your company’s experience using mission management tools from various customers. Describe your experience in handling multiple missions.

Describe how you will relay messages from customer to personnel including in areas with limited cell services or other possible limitations.

Mission Management Evaluation Criteria Points Did not demonstrate the ability to manage multiple missions. 0

Poorly demonstrated ability to manage multiple missions. 10

Adequately demonstrated ability to manage multiple missions. 20

Exceptionally demonstrated ability to manage multiple missions and work collaboratively for planning and mission completion.

Tab 8

Resource Tracking Describe how your company will track resources including location and status.

Provide options for frequency of refreshed information. Describe your company’s experience providing Resource Tracking as described in the SOW (Task H) and how you track resources through GIS systems (GeoJSON format).

Resource Tracking Evaluation Criteria Points No resource tracking capabilities or provided no response. 0

Poorly described resource tracking capabilities. 5

Adequately described resource tracking capabilities. 15

Exceptionally described resource tracking capabilities. 25

Tab 9

Reports Describe your company’s reporting capabilities and frequency of reports.

Describe your company’s ability to quickly provide the Daily Roll Up and Resource Status Report in Attachment F. Demonstrate your company’s ability to provide accurate customized report and provide sample report(s) or screen shot(s) of reporting tools.

Reports Evaluation Criteria Points No reporting capabilities or provided no response. 0

Poorly described reporting capabilities. 10

Adequately described reporting capabilities. 20

Exceptionally described reporting capabilities and the ability to provide additional ad hoc reporting.

Failure of the Respondent to provide any information required in the Technical Proposal portion of their Response may result in a score of zero for that element of the evaluation.

3.6 Price Proposal - Volume Three Requirements

3.7 Responsive Requirements

The Procurement Officer will review Proposals to determine if they are Responsive and Responsible utilizing the requirements outlined below.

a) Was the proposal received by the date and time in the Timeline of Events?

b) Did the Respondent sign and submit all required forms?

c) Did the Respondent submit an electronic file that contains all Volumes with signed forms, and a fully completed Attachment B, Price Proposal?

d) Did the Respondent submit proof of all Vendor Resources on Attachment C.

e) Did the Respondent provide proof of the ability to obtain a Performance Bond written on letterhead from a bonding agency?

Volume Three - Price Proposal

Tab 1

Attachment B

• Respondents shall download Attachment B, Price Proposal, and include pricing for all cells. Failure to provide pricing in each cell shall deem the vendors’ Price Proposal non-responsive.

3.8 Subcontracting

Subcontracting is allowed. However, the Respondent shall be fully responsible for all work performed under the Contract. Do not list your subcontractors on a separate page. Utilize one (1) Form 6 for each subcontractor that will need to be signed by the authorized participating subcontractor. Awarded Vendors shall only use those subcontractors properly and specifically identified in Form 6, Subcontracting of the Proposal, except as permitted below.

All awarded Vendors must monitor the subcontractor’s performance and of identified services; keep track of certification that the subcontractor has all licenses and county authority, as applicable, and/or has satisfied all legal requirements to provide the services to the Agency. Also, the Respondent shall certify that the subcontractor is approved by the Florida Division of State to transact business in the State of Florida. If the subcontractor is an out-of-state company, it must have a Florida Certificate of Authority from the Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit the following website: www.sunbiz.org, and have acknowledgement from the subcontractor of the Respondent’s contractual obligation to the Agency and that the subcontractor agrees to comply with all terms and conditions of the resulting Contract.

The Respondent acknowledges that it shall not be released of its contractual obligation to the Agency because of any subcontract. The Respondent is solely responsible for ensuring subcontractor performance and any required license and insurance as applicable.

Subcontracting after Contract Execution To subcontract any services to a subcontractor not originally identified in the Proposal, a Respondent shall submit Form 6 to the Agency’s Contract Manager identified in the Contract.

3.9 Ability to Obtain a Performance Bond

Proof of ability to obtain a performance bond for a minimum of $5 million shall be written on letterhead of the surety company or bonding agent that documents the Respondent’s present ability to obtain a performance bond. The letter must be current and applicable to this RFP and the State of Florida.

Awarded Vendors will be required to provide a performance bond for $5 million from a surety company or bonding agent authorized to do business in the State of Florida, no later than 30 days after the first purchase order issuance. The Agency will notify the Contractor of the required amount of the bond, which will be a percentage of the total amount of purchase orders issued within the first 30 days.

From notice of bond amount, Contractor shall deliver to the Agency's Contract Manager, the Performance Bond, or Irrevocable Letter of Credit within 45 days.

The bond or letter of credit shall be used to guarantee at least satisfactory http://www.sunbiz.org/ performance by Contractor throughout the term of the contract (including renewal years). At any time after contract execution, the Contractor's bond may be reduced, or the requirement removed, for the remainder of the term (including any renewal periods).

SECTION 4. EVALUATION CRITERIA AND SCORING

Each Proposal determined to meet all responsive requirements will be independently scored by the evaluators using the evaluation criteria and scoring outlined below (see Form 8, Evaluation Workbook).

4.1 Technical Proposal Evaluation

The Evaluation team will independently review and score the Technical Proposal(s) received from responsive and responsible Respondents using the evaluation criteria and scoring outlined in section 3.5, Tab 5 through Tab 9 (see Form 6, Evaluation Workbook).

4.2 Technical Evaluation and Criteria

A total of 150 points are available for each Technical Evaluation (Volume Two, Technical Proposal).

Evaluation Criteria Scoring (total possible points)

1. Relevant Experience and Ability 40

2. Quality and Reliability 30

3. Mission Management 25

4. Resource Tracking 25

5. Reports 30

Total Possible Score for Technical Proposal 150

4.3 Vendor Resources

Up to a total of 80 points will be assessed for Vendor Resources.

Resources will be scored via the following formula:

(X ÷ N) x Y = Z Where:

X = Vendor’s number of total resources N = Number of resources required to receive maximum points, value in table shown below Y = Maximum points (based on type of resource), value in table shown below Z = Points awarded

Resource Description Number of Resources to Receive Maximum Points

Maximum Points

Bobtail Trucks and Transport Tanker Trailers

250 70

Mobile Fueling Tanker (Station) / Trailer 10 5 High Water Vehicle 20 5

Note: All resources must be verifiable via a US DOT…