RFP DMS-2526-098 - Lawn Care Tallahassee & Tampa.pdf

4050 Esplanade Way Tallahassee, FL 32399-0950

Ron DeSantis, Governor

Tom Berger, Secretary

REQUEST FOR PROPOSAL (RFP)

FOR

LAWN CARE SERVICES

RFP NO: DMS-25/26-098

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

Refer ALL inquiries to:

Procurement Officer:

Jessica Lewis

Departmental Purchasing Florida Department of Management Services

4050 Esplanade Way, Suite 260 Tallahassee, FL 32399-0950

Email: DMS.Purchasing@dms.fl.gov

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

Any protest concerning an agency decision or intended decision must be filed timely with the Agency Clerk.

Protests may be filed by courier, hand delivery, or regular mail at: Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, Florida 32399-0950. Protests may also be filed by fax at 850-922-6312, or by email at agencyclerk@dms.fl.gov. It is the filing party's responsibility to meet all filing deadlines.

NOTICE PURSUANT TO SUBSECTION 287.057(25), F.S.

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.

mailto:DMS.Purchasing@dms.fl.gov mailto:agencyclerk@dms.fl.gov.

DMS-25/26-098

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Solicitation Overview

1.2 Background Information

1.3 Term

1.4 Definitions

1.5 Timeline of Events

1.6 Special Accommodations

1.7 Procurement Officer

1.8 Order of Precedence for Solicitation

SECTION 2. SOLICITATION PROCESS

2.1 Questions and Answers

2.2 Addenda to the Solicitation

2.3 Public Opening

2.4 Respondents Mandatory Responsiveness Requirements

2.5 Intent to Award and Contract Formation

2.6 Other Requirements Following Award

2.7 Office of Supplier Development

SECTION 3. GENERAL INSTRUCTIONS

3.1 General Instructions

3.2 Special Instructions

3.3 How to Access the Sourcing Event in MyFloridaMarketPlace

3.4 Contents of Proposal

3.5 Redacted Submissions

3.6 Subcontracting

3.7 Additional Information

3.8 Modification or Withdrawal of Proposal

3.9 Cost of Proposal Preparation

3.10 Independent Preparation

3.11 False or Erroneous Information

SECTION 4. SELECTION METHODOLOGY

4.1 Determination of Proposals Responsiveness for Evaluation

4.2 Evaluation Process – General Overview

4.3 Evaluation of the Proposal

SECTION 5. AWARD

5.1 Award Selection

5.2 Rights for Award

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5.3 Basis of Award

5.4 Department’s Rights to Reject Proposals

5.5 Equal Responses

5.6 Agency Decision

Attachments:

Attachment A – Statement of Work Attachment B – Monthly Summary Report Attachment C – Price Sheet Attachment D – Performance Standards and Guarantees Attachment E – Responsiveness Technical Questionnaire Attachment F – Technical Response Attachment G – Facility & Equipment Checklist Attachment H – Equipment List Attachment I – PUR 7801, Vendor Certification Form Attachment J – PUR 2024, Use of Coercion for Labor and Services Attachment K – Draft Contract

Forms:

Contact Information Form Notice of No Conflict-of-Interest Non-Collusion Affidavit Statement of No Involvement Subcontracting Form Mandatory Responsiveness Requirements Form

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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SECTION 1. INTRODUCTION

1.1 Solicitation Overview

The State of Florida, Department of Management Services (Department or DMS), Division of Real Estate Development and Management is issuing this Request for Proposals (RFP) to establish a Contract(s) for lawn care services for Facilities identified in the table below.

This solicitation will be administered through the Business Network within MyFloridaMarketPlace (MFMP) and the Vendor Information Portal (VIP). Vendors interested in submitting a Proposal must register for a Business Network account and comply with all solicitation terms and conditions. The Department intends to award to multiple Respondents in each Region (Pensacola, Tallahassee and Tampa). However, the Department reserves the right to award to only one Respondent per Facility Group, make a single award for all Regions, or to make no award, as determined to be in the best interest of the State. A subsequent Purchase Order may be issued for each Facility Group a Vendor is selected to perform services for. A Contract award does not guarantee a Purchase Order will be issued to the Vendor.

1.1 Facilities to be Serviced

Region 1 (Tallahassee)

Facility Group Address Facility Manager

Capitol Circle Office Complex and

First District Court of Appeal

4050 Esplanade Way Tallahassee, Florida

2000 Drayton Drive

Charles Marschka

Florida Department of Revenue and

Florida Emergency Operations Center

2450 Shumard Oak Boulevard

2555 Shumard Oak Boulevard

Charles Marschka

Marjorie Stoneman Douglas Building and

Marjorie Carr Building

3900 Commonwealth Boulevard Tallahassee, Florida

3900 Commonwealth Boulevard Tallahassee, Florida

Christopher Nazworth

Robert R. Dempsey Florida Department of Law Enforcement Facility and

Bob Martinez Center (Twin Towers Building)

2331 Phillips Road

2600 Blair Stone Road

David Eastman

Christopher Nazworth

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Region 2 (Tampa)

Facility Group Address Facility Manager

Mary Grizzle Building 11351 Ulmerton Road Largo, Florida

Randall Brownlie

Harold Hargrett Building and

Park Trammell Building and

Tampa Bay Regional Operations Center

2002 East 26th Avenue Tampa, Florida

1313 North Tampa Street

4211 North Lois Avenue

Randall Brownlie

Region 3 (Pensacola)

Facility Group Address Facility Manager

James Building 160 Governmental Center, Pensacola, Florida

Thomas Long

1.2 Background Information

The Department currently has contracts to provide Lawn Care Services at the Facilities listed in Attachment A – Statement of Work. The historic annual spend for Lawn Care Services at these Facilities is approximately $1,050,000.00. Historical spending is provided for informational purposes only and should not be construed as representing actual, guaranteed, or minimum spend under a new Contract.

1.3 Term

The term of the Contract(s) will be in accordance with section 2, Term, of Attachment K - Draft Contract.

1.4 Definitions

The following definitions apply to this RFP, in addition to the definitions in the PUR 1000 and PUR 1001. Additional definitions may be found in Attachment A – Statement of Work and Attachment K – Draft Contract. In the event of a conflict in definitions, the definitions listed in this section supersede the incorporated definitions for the purposes of this RFP document. All definitions apply in both their singular and plural sense.

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Business Day – Monday through Friday, inclusive, except for those holidays specified in section 110.117, F.S., from 7:00 a.m. to 5:00 p.m., Eastern Time.

Commodity Code – The State’s numeric code for classifying commodities and contractual services which meet specific requirements, specifications, terms, and conditions herein.

Florida has adopted the United Nations Standard Products and Services Code (UNSPSC) for classifying commodities and services.

Confidential Information – Information or material which (i) meets the definition of “Trade Secret” in section 812.081(1)(f), Florida Statutes.; or (ii) is otherwise exempt from the disclosure of public records required by Article I, Section 24, Florida Constitution (exemptions may be found in Chapter 119, F.S., other Florida laws, and preempting Federal laws or regulations).

Contract – The binding agreement(s) that results from this competitive procurement, if any, between the Department and a Respondent(s).

Contractor – The awarded Vendor that enters into a Contract as a result of this solicitation.

Department – The Florida Department of Management Services or its designee.

Facility – The location of buildings managed by the Department of Management Services as provided in Attachment A – Statement of Work, and any additional locations added in accordance with section 17, Additions and Deletions, of Attachment A – Statement of Work.

MyFloridaMarketPlace (MFMP) – The State’s eProcurement system, MyFloridaMarketPlace, is accessible at:

MyFloridaMarketPlace / State Purchasing / Business Operations - Florida Department of Management Services

Portfolio – The Respondent’s written Technical Reply in response to Attachment F – Technical Response.

Proposal – The document(s) submitted by a Respondent in response to this RFP. The term Proposal is used interchangeably with response.

Region – A geographic area within the State.

Request for Proposals (RFP) – Reference to RFP number DMS-25/26-098 for Lawn Care Services – Multiple Locations , including all attachments and addenda.

Respondent – A Vendor who submits a Proposal in response to this solicitation.

Services – The services to be performed by the Contractor in accordance with Attachment A, Statement of Work, pursuant to a Contract, if any, resulting from this solicitation.

State – The State of Florida.

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

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

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Vendor Information Portal (VIP) – The State’s bidding system developed in accordance with section 287.042(3)(b)2., F.S. VIP is accessible at: MyFloridaMarketPlace Vendor Information Portal

1.5 Timeline of Events

The table below contains the anticipated Timeline of Events for this RFP. The dates and times within the Timeline of Events are subject to change. It is the Respondent’s responsibility to check for any changes on the Vendor Information Portal (VIP). The Respondent is responsible for ensuring the Department receives all required documentation by the dates and times (Eastern Time) specified below (or as revised by addenda).

Event Time

(Eastern Time)

Date

Solicitation posted on VIP - July 29, 2026

Deadline to submit questions to Procurement Officer 3:00 p.m. August 05, 2026

Department’s anticipated posting of answers to Respondent questions on VIP

- August 12, 2026

Deadline to submit Proposal and all required documents in the MyFloridaMarketPlace

1:30 p.m. August 19, 2026

Public Opening:

Conference Room 101 4050 Esplanade Way, Tallahassee, Florida 32399-0950

2:00 p.m. August 19, 2026

Anticipated Evaluation Period - August 25, 2026 – September 9, 2026

Anticipated date to post Notice of Intent to Award on VIP - September 16, Anticipated Contract start date - TBD

1.6 Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535 or ADA.Coordinator@dms.fl.gov at least five (5) Business Days prior to the scheduled event. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

1.7 Procurement Officer

The Procurement Officer is the sole point of contact for this procurement. Direct all contact with the Department to the Procurement Officer in writing by email.

Jessica Lewis Florida Department of Management Services 4050 Esplanade Way, Suite 260 Tallahassee, FL 32399-0950 Email: DMS.Purchasing@dms.fl.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:ADA.Coordinator@dms.fl.gov mailto:DMS.Purchasing@dms.fl.gov

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***ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE RFP NUMBER

IN THE SUBJECT LINE OF THE EMAIL. ***

If a Respondent claims that any portion of an email is trade secret under Section 812.081, F.S., or otherwise confidential under Florida or Federal Law, the Respondent must place the word “Confidential” in the subject line.

1.8 Order of Precedence for Solicitation

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

a) Addenda to RFP, if issued (in reverse order of issuance);

b) Attachment A – Statement of Work

c) Attachment C – Price Sheet

d) Attachment D – Performance Standards and Guarantees

e) Attachment F – Technical Response

f) Attachment K – Draft Contract

g) This RFP document

h) Other RFP Attachments

SECTION 2. SOLICITATION PROCESS

2.1 Questions and Answers

Respondents will submit all questions during the Questions and Answers period in writing to the Procurement Officer via email. Questions submitted by telephone, postal mail, hand delivery, or fax will not be accepted. The deadline for submission of questions is reflected in the Timeline of Events.

The Department requests that all questions have the RFP number in the subject line of the email.

Questions should be submitted in the following format:

Question # Vendor Name RFP Section RFP Page # Question

Questions and answers will not constitute a basis for formal protest of the specifications of the RFP.

The Department’s answers to written questions will be posted in MFMP and VIP. The Department will not be bound by, and Respondents shall not rely on any representations outside of this Questions and Answers process.

2.2 Addenda to the Solicitation

The Department reserves the right to modify this RFP by issuing one or more addenda posted on the VIP. It is the responsibility of the Respondent to check the VIP for information and updates.

2.3 Public Opening

Proposals will be opened, and the names of Respondents will be announced at a public meeting on the date and at the location indicated in Timeline of Events, of this solicitation. Respondents https://vendor.myfloridamarketplace.com/

Lawn Care Services – Multiple Locations Page 9 of 30 are not required to attend. The Department does not announce prices or release other materials at this public meeting, in accordance with section 119.071(1)(b), F.S.

2.4 Respondents Mandatory Responsiveness Requirements

The Department will not review Proposals from Respondents who do not meet the mandatory responsiveness requirements listed in the Mandatory Responsiveness Requirements Form.

The Department will perform an initial responsiveness check. Proposals found to be non-responsive will not be evaluated nor considered for award. The Department reserves the right to act upon information discovered during and after the initial responsiveness check impacting the responsibility or responsiveness of the Proposal or Respondent. The Department reserves the right to reject any and all Proposals and re-solicit if in the best interest of the Department.

2.5 Intent to Award and Contract Formation

The Department may issue a Notice of Intent to Award to award the Contract(s) to the successful Respondent(s). However, no contract shall be formed between a Respondent and the Department until both parties sign the Contract. The Department shall not be liable for payment for any work performed before the Contract is effective.

The Department intends to enter into the Contract(s) with a Respondent(s) pursuant to subsection 5.3, Basis of Award, of this RFP. No additional documents submitted by a Respondent shall be incorporated in the Contract unless they are specifically identified, incorporated by reference, and approved by the Department. If any additional documents are submitted by the Respondent, the additional documents will not be considered for the Basis for Award.

The Contract will consist of Attachment A – Statement of Work, Attachment C – Price Sheet, Attachment D – Performance Standards and Guarantees, the PUR 1000, and Attachment I, PUR 7801. No additional documents submitted by a Respondent will be incorporated in the Contract unless they are specifically identified, incorporated by reference, and approved by the Department.

The General Contract Conditions (PUR 1000, 2024 version) are also incorporated into the Contract by reference and can be accessed at:

https://www.dms.myflorida.com/content/download/1906/file/PUR%201000%20General%20Contr act%20Conditions.doc

By submitting a Proposal, the Respondent acknowledges its understanding and acceptance of all terms and conditions of the documents identified above that will form the Contract.

2.6 Other Requirements Following Award

2.6.1 Registration with the Florida Department of State

If awarded a Contract, and prior to execution of a Contract, the Respondent shall provide a PDF file of its current and active registration with the Florida Department of State or, if exempt from registration, the Respondent shall provide a statement to that effect noting the basis for the exemption. Respondents should note that foreign entities are required to obtain a Florida Certificate of Authorization pursuant to applicable Florida Statutes from the Florida Department of State, Division of Corporations, to transact business in the State of Florida.

For additional information, please visit https://dos.myflorida.com/sunbiz/.

https://www.dms.myflorida.com/content/download/1906/file/PUR%201000%20General%20Contract%20Conditions.doc https://www.dms.myflorida.com/content/download/1906/file/PUR%201000%20General%20Contract%20Conditions.doc https://dos.myflorida.com/sunbiz/

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2.6.2 Florida Substitute Form W-9

It is the responsibility of the awarded Respondent to complete a Florida Substitute Form W- 9 prior to execution of a Contract. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit https://flvendor.myfloridacfo.com/.

2.6.3 PUR 7801 Vendor Certification Form

It is the responsibility of the awarded Respondent to provide a completed Attachment I - PUR 7801 Vendor Certification Form prior to Contract execution and annually thereafter throughout the term of the Contract. A completed Attachment I - PUR 7801 Vendor Certification Form includes any required forms referenced therein.

2.7 Office of Supplier Development

The State of Florida supports its business community by creating opportunities for business enterprises to participate in procurements and contracts. The Department encourages supplier development through certain certifications and provides advocacy, outreach, and networking through regional business events. For additional information, please contact the Office of Supplier Development (OSD) at OSDhelp@dms.fl.gov.

SECTION 3. GENERAL INSTRUCTIONS

3.1 General Instructions

In accordance with Rule 60A-1.002(7), F.A.C., Form PUR 1001, General Instructions to Respondents, is incorporated by reference into this RFP and can be accessed at: State of Florida (ccplatform.net).

3.2 Special Instructions

The following special instructions modify the general instructions provided in the incorporated PUR 1001.

Paragraphs 8 and 13 of the PUR 1001 are deleted in their entirety.

Paragraphs 3, 4, 5, 7, 9, 14, 15, 19, and 20 of the PUR 1001 are deleted and are replaced as follows:

3. Electronic Submission of Proposals.

Proposals shall be submitted in accordance with Section 3 of this RFP, Responding to the

RFP.

4. Terms and Conditions.

All Proposals are subject to the terms of this RFP, which, in case of conflict, shall have the order of precedence listed in subsection 1.8 of this RFP, Order of Precedence for Solicitation.

The Department shall not accept any unrequested terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Respondent’s Proposal. In submitting its Proposal, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

https://flvendor.myfloridacfo.com/ mailto:OSDhelp@dms.fl.gov https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf

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5. Questions.

Questions shall be submitted in accordance with subsection 2.1 of this RFP, Questions and Answers.

7. Convicted Vendor, Discriminatory Vendor, and Antitrust Violator Vendor Lists.

a. Convicted Vendor List.

Pursuant to section 287.133, F.S., 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 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, F.S., 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, F.S., 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.

d. Forced Labor Vendor List Pursuant to section 287.1346, F.S., a company placed on the Forced Labor Vendor List may not submit a bid, proposal, or reply on a contract to provide commodities to an agency; be awarded a contract or perform work as a contractor, supplier, subcontractor, or consultant with an agency for the provision of commodities; or transact business for the provision of commodities with an agency. Additionally, an agency may not accept a bid, proposal, or reply from; award a contract to; or transact business pertaining to the provision of commodities with a company on the forced labor vendor list, or an entity under the control of such company, for a period of 365 days after the date the company was placed on the list unless the company is removed from the list pursuant to section 287.1346(5)(d), F.S.

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9. Respondent’s Representation and Authorization.

In submitting a Proposal, the Respondent certifies that it understands, represents, and acknowledges the following:

• The Respondent is not currently under suspension or debarment by the State or any other governmental authority.

• The Respondent currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other contract.

• The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any entity or person to submit a complementary or other noncompetitive Proposal.

• The prices and amounts have been arrived at independently and without consultation, communication, or agreement with any other Respondent or potential Respondent; neither the prices nor amounts, actual or approximate, have been disclosed to any other Respondent or potential Respondent, and they will not be disclosed before the solicitation opening.

• The Respondent has fully informed the Department in writing of all convictions of the Respondent, its affiliates (as defined in section 287.133(1)(a), F.S.), and all directors, officers, and employees of the Respondent and its affiliates for violation of state or federal antitrust laws with respect to a public contract, and for violation of any state or federal law involving a public entity crime (as defined in section 287.133(1)(g), F.S.) including but not limited to crimes involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect to a public contract. This written disclosure requirement includes disclosure of the names of current employees who were convicted of contract crimes while in the employ of another company.

• Neither the Respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or in a position involving the administration of federal funds:

• Is presently indicted or, within the preceding three years, has been convicted or found guilty of, or found civilly liable for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or

• Has within a three-year period preceding this certification had one or more federal, state, or local government contracts terminated for cause or default.

• The products and/or services offered by the Respondent will conform to the specifications contained herein without exception.

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• The Respondent has read and understands the terms and conditions listed in the Attachment K - Draft Contract, and the submission is made in conformance with those terms and conditions.

• If an award is made to the Respondent, the Respondent agrees that it will execute the Attachment K - Draft Contract.

• The Respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the Proposal, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act, or other conduct inconsistent with any of the statements and representations made in the Proposal.

• The Respondent shall indemnify, defend, and hold harmless the Department and their employees against any cost, damage, or expense which may be incurred or be caused by any error in the Respondent’s preparation of its Proposal.

• All information provided by, and representations made by, the Respondent are material and important and will be relied upon by the Department in awarding the Contract. Any misstatement may be treated as fraudulent concealment from the Department of the true facts relating to submission of the Proposal. A misrepresentation may be punishable under law.

• By submitting its Proposal, the Respondent agrees to waive any objections to requirements contained in the solicitation, including any addenda thereto.

The Department reserves the right to deem the Respondent non-responsive or non-responsible based on any information provided in, or omitted from, the Respondent’s Proposal related to the certifications of this section.

14. Firm Response.

The Department may make an award within 120 days after the date of the opening, during which period Proposals shall remain firm and shall not be withdrawn. If an award is not made within 120 days, the Proposal shall remain firm until the Department enters into a Contract or the Department receives from the Respondent written notice that the Proposal is withdrawn.

15. Clarifying Information.

The Department may request, and Respondent shall provide, clarifying information or documentation. Failure to supply the information or documentation as requested may result in the Proposal being deemed non-responsive.

19. Public Records.

Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and section 119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Proposals are public records and are subject to disclosure unless exempt from disclosure by law. If the Respondent considers any portion of its Proposal to be Confidential Information, the Respondent is to mark the document as “confidential” and simultaneously provide the Department with a separate, redacted copy of its Proposal.

For each redacted portion, the Respondent is to briefly describe in writing the grounds for

Lawn Care Services – Multiple Locations Page 14 of 30 claiming an exemption from disclosure, including the specific statutory citation for such exemption. On the cover of the redacted copy, the Respondent is to provide its name, the name and number of this solicitation, and clearly title it, “Redacted Copy.” Only portions of material that the Respondent claims are Confidential Information are to be redacted.

In accordance with section 119.0701, F.S., Proposals are exempt from production in response to public records requests until such time as the Department provides notice of an intended decision or until 30 days after opening the Proposals, whichever is earlier.

After that time, the Department will provide the redacted copy, if any, in response to a public records request.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as “confidential” are responsive, the Department will provide the redacted copy to the requestor. If a requestor asserts a right to the redacted Confidential Information, the Department will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to take the appropriate legal action to assert that the information in question is exempt from disclosure under Chapter 119, F.S., or other applicable law.

If the Department becomes subject to a demand for discovery or disclosure of documents that are marked as “confidential” in a legal proceeding, the Department will give the Respondent notice of the demand or request. It will be the Respondent’s responsibility to take the appropriate legal action in response to the demand and to defend its claims of confidentiality. If the Respondent fails to take appropriate and timely action to protect the materials it has designated as Confidential Information, the Department will provide the unredacted materials to the requester.

By submitting a Proposal, the Respondent agrees to protect, defend, and indemnify the Department for all claims arising from or relating to the Respondent’s determination that the redacted portions of its Proposal are Confidential Information. If a Respondent fails to submit a redacted copy in accordance with this section, of information it claims is Confidential Information, the Department is authorized to produce the entire material submitted to the Department in response to a public records request for, or demand for discovery or disclosure of, these records.

20. Protests

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 Department of Management Services’ Agency Clerk listed at: http://www.dms.myflorida.com/agency_administration/general_counsel

3.3 How to Access the Sourcing Event in MyFloridaMarketPlace

3.3.1 VIP and Business Network Registration Requirements

A Vendor must be registered in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) to submit its intent to participate in this solicitation from the Advertisements Dashboard in VIP. A Vendor must also be registered in the Business Network (formerly known as Ariba Network) to submit questions and respond to this solicitation event.

3.3.1.1 To Participate in this solicitation, a Vendor must:

http://www.dms.myflorida.com/agency_administration/general_counsel

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a. Create an account through VIP at https://vendor.myfloridamarketplace.com, if not already registered. For information on how to register in VIP, access MFMP training materials using the link in subsection 3.3.2, MFMP Training, below.

b. Once registered in VIP and logged into your company’s VIP account, search for this solicitation from the Advertisements Dashboard and click “Intends to Participate.”

c. The Vendor’s solicitation contact, as listed in Vendor’s VIP account, will receive an invitation to participate in the solicitation via email. This email will give the option to register the Vendor’s company on the Business Network or to log into the Business Network using the Vendor’s credentials if the Vendor already has a Business Network account.

3.3.1.2 If a Vendor is NOT registered in the Business Network, the Vendor must:

a. Register in the Business Network using the provided link received after selecting “Intends to Participate” in VIP. The Vendor must follow the registration wizard to fill in all required sections, read, and agree to the MFMP terms of use by checking the box, and click “Register” to complete the registration process.

b. The Vendor’s contact will receive an email from the Business Network confirming the registration of the Vendor’s account. To activate the Vendor’s account, select the “Click here to activate your Ariba account” link. This will direct the Vendor to the Business Network welcome page.

3.3.1.3 If a Vendor is registered in the Business Network and has selected it Intends to Participate in this solicitation:

3.3.1.3.1 Login using the login credentials to gain access to the Business Network home page.

3.3.1.3.2 To navigate to different tools, select the “Business Network” drop down menu at the top left-hand corner of the screen. To access sourcing (solicitation) events select “Ariba Proposals & Questionnaires” and review the “Events” list.

3.3.1.3.3 Review the “Events” list for the title of this solicitation’s sourcing event.

1) The sourcing event will either be displayed in the “Open” or

“Preview” status.

2) A sourcing event can appear in various statuses based on where the solicitation is in the solicitation process. The possible statuses are defined below:

• Preview – The sourcing event has not yet been opened to receive responses, but the details of the solicitation can be viewed by registered Vendors.

• Open – The sourcing event is currently open for viewing and registered Vendors may respond to the solicitation.

• Pending Selection – The sourcing event is no longer receiving submissions for the solicitation, but an agency decision has not yet been posted on VIP.

• Completed - The sourcing event is no longer receiving submissions for the solicitation and an agency decision has been posted on VIP.

3.3.1.3.4 Click the sourcing event title to review the details of the event.

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3.3.1.3.5 In the Event Details page, there is a “Checklist” of steps which must completed before a Vendor can respond to this solicitation, including accepting the Ariba Network’s Respondent’s Agreement.

For more information on reviewing and submitting a response, access MFMP training materials using the link in Section 3.3.2, MFMP Training, below.

ALL VENDORS MUST SELECT ‘INTENDS TO PARTICIPATE’ IN VIP AND SUBMIT

THEIR RESPONSE AND ALL REQUIRED DOCUMENTS IN THE BUSINESS NETWORK

BY THE TIME AND DATE LISTED IN THE TIMELINE OF EVENTS IN ORDER TO

PARTICIPATE IN THIS SOLICITATION.

NOTE: Changes made in MFMP, including new registrations, may take up to 48 hours to take effect.

3.3.2 MFMP Training

MFMP University offers Vendor training materials on the Department’s MFMP Vendor Training website. To access the MFMP Vendor Guide for information on VIP registration, commodity codes, and respond to solicitations in the Business Network, visit:

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketpla c e/mfmp_university/mfmp_u_for_vendors

3.3.3 MFMP Assistance

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com. The MFMP Customer Service Desk cannot answer questions about the RFP content. All solicitation questions must be submitted in accordance with Section 2.1, Questions and Answers.

3.4 Contents of Proposal

Respondents shall submit all items in each tab below or the Respondent may be deemed non-responsive. The Respondent’s Proposal may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Proposal. The only recognized changes to this RFP prior to the opening of Proposals will be via written addenda issued by the Department.

Each form and attachment shall be included as a standalone document in the applicable Tab stated below. Respondents shall submit provided documents in the file format they are received and shall not alter any portion of the documents except as necessary to provide the requested information.

The following sections of the Proposal shall be submitted in accordance with Section 3.3, How to Access the Sourcing Event in MFMP, of this RFP:

3.4.1 Tab 1 Cover Letter (PDF)

Upload a PDF document containing a cover letter on the Respondent’s letterhead with the information listed below as part of the Proposal.

3.4.1.1 Company name and physical address

3.4.1.2 Contact information for primary point of contact, including telephone number and email address

3.4.1.3 Federal Employer Identification Number (FEIN)

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplac http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplac http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/mfmp_u_for_vendors mailto:VendorHelp@myfloridamarketplace.com

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3.4.2 Tab 2 Completed Attachments and Forms (PDF)

Complete and upload the following forms in their entirety as individual unprotected PDF documents as part of the Proposal. Such forms shall not be scored.

3.4.2.1 Mandatory

3.4.2.1.1 Mandatory Responsiveness Requirements Form

3.4.2.1.2 Attachment J – PUR 2024, Use of Coercion for Labor and Services

3.4.2.2 Non-Mandatory

3.4.2.2.1 Contact Information Form

3.4.2.2.2 Notice of No Conflict of Interest

3.4.2.2.3 Non-Collusion Affidavit

3.4.2.2.4 Statement of No Involvement

3.4.2.2.5 Subcontracting Form

Note: All forms requiring signature may be completed by the Respondent using either electronic or wet-ink signature.

3.4.3 Tab 3 Technical Response (PDF and Excel)

The Respondent shall submit a Portfolio as part of the Proposal responding to each of the Technical Questions listed in Attachment F – Technical Response. Portfolios shall restate each Technical Question and provide the Respondent's response below the item. The Respondent shall identify in their Portfolio which Facility Group(s) the Respondent is submitting a Proposal for and shall, in detailing its “Project Team,” clearly identify the “Project Team” per Facility Group. Upload the Portfolio as an unprotected PDF as part of the Proposal.

The Respondent shall complete Attachment H – Equipment List in accordance with the instructions provided in the attachment. Submit the final electronic version of the Equipment List in its original Excel file format (.xlsx) with the Excel workbook intact.

In addition, the Respondent shall complete and upload Attachment E – Responsiveness Technical Questions as an Excel file (.xlsx), which identifies in column D the Portfolio page numbers corresponding to each Technical Question.

3.4.4 Tab 4 Financial Response (Excel)

3.4.4.1 Attachment C – Price Sheet, completed in accordance with the instructions provided in the attachment. Submit the final electronic version of the Price Sheet in its original Excel file format (.xlsx) with the Excel workbook intact. Do not add additional spreadsheets to the workbook or separate the spreadsheets to submit them as separate attachments.

3.4.5 Tab 5 Additional Information (Optional)

3.4.5.1 The Department is interested in any value-added Services or products that the Respondent can include to supplement, enhance, and complement the Services

Lawn Care Services – Multiple Locations Page 18 of 30 included in Attachment A - Statement of Work, that can be offered without additional cost. These value-added Services and products are not vital to the completion of the core Services for this RFP and are options provided in conjunction with the complement core Service offerings.

3.4.5.2 The Department reserves the right to request additional explanations or documentation of any Value-Added Services or products the Respondent proposes to provide to the Department.

3.4.5.3 The information submitted in this section will not be evaluated or scored by the Department during the evaluation phase of the RFP, nor will these items be used to determine Respondent responsiveness.

3.4.5.4 These Value-Added Services or products are intended to be at no cost to the Department.

3.4.6 Tab 6 Confidential Information (Optional)

3.4.6.1 Should any portion of the Respondent’s Proposal contain confidential information, Respondent shall submit one (1) copy of the entire Proposal with confidential information redacted. Respondents will not be penalized for failing to submit a redacted copy. However, the Department intends to respond to public records requests with redacted copies in accordance with Section 3.2.

3.5 Redacted Submissions

This section 3.5 Redacted Submission, supplements Section 19 of the PUR 1001 as modified in Section 3.2, Special Instructions, above. All materials submitted as part of this RFP will be a public record subject to the provisions of Chapter 119, F.S. A time-limited exemption from public inspection is provided for the contents of responses pursuant to subsection 119.071(1)(b), F.S.

Selection or rejection of a response does not affect the public record status of the materials.

3.6 Subcontracting

Respondents shall submit the Subcontracting Form provided with this RFP to list any intended subcontractors they intend to utilize to perform the services under any resultant Contract. The Respondent acknowledges that, if awarded a Contract under this RFP, it will submit a new Subcontracting Form to the Department’s Contract Manager for approval if proposing an alternative subcontractor than originally submitted with its Proposal.

3.7 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Department 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.

No conditions may be applied to any aspect of the RFP by the Respondent. Any conditions placed on any aspect of a Proposal by the Respondent may result in the Proposal being rejected as a nonresponsive conditional proposal. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written Addenda issued by the Department.

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3.8 Modification or Withdrawal of Proposal

Respondents are responsible for the content and accuracy of their Proposals. A Respondent may modify or withdraw its Proposal in MFMP Sourcing at any time prior to the Proposal due date and time set forth in the Timeline of Events of this RFP.

3.9 Cost of Proposal Preparation

The costs related to the development and submission of a Proposal are the full responsibility of the Respondent and are not chargeable to the Department.

3.10 Independent Preparation

A Respondent shall not, directly, or indirectly, collude, consult, communicate, or agree with any other Respondent as to any matter related to the Proposal each is submitting. Additionally, a Respondent shall not induce any other Respondent to modify, withdraw, submit, or not submit a Proposal.

3.11 False or Erroneous Information

A Respondent who submits false or erroneous information may be deemed non-responsible, non-responsive or not awarded a Contract. If the Respondent’s Proposal is found to contain false or erroneous information after Contract award, the Contract may be terminated, and the Department may pursue any other legal action available.

SECTION 4. SELECTION METHODOLOGY

4.1 Determination of Proposals Responsiveness for Evaluation

The Department will determine which Respondents are Responsive and Responsible, and which have submitted a Responsive Proposal that meets the requirements of this RFP. The Department will perform the initial responsiveness check. Proposals found to be nonresponsive will not be evaluated. Responsive Proposals will be evaluated as described in Section 4.

4.2 Evaluation Process – General Overview

The Department will appoint an evaluation team for the evaluation and scoring of Technical Information responses. Each evaluator will be provided with a copy of each responsive and responsible Respondent’s Proposal.

Department-appointed evaluators on the evaluation team will independently review, evaluate, and score the Respondent’s Technical Response to this RFP in accordance with the criteria established in Section 4.3, Evaluation of the Proposal.

The Procurement Officer will calculate a Respondent’s total final score in accordance with Section 4.3, Evaluation of the Proposal.

4.2.1 Other Department Rights for Evaluation

The Department reserves the right at any time during the evaluation process to:

a. Redact, omit, or provide instruction to evaluators to disregard any portions of a proposed offering which the Department determines are outside of the scope of this procurement.

b. Conceal pricing information from evaluators or provide instructions to evaluators to disregard pricing information in their evaluation of a responsive Proposal.

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4.3 Evaluation of the Proposal

The evaluators will independently review and evaluate only the Technical Response, from each responsive Proposal. Using the assessment scale below, the evaluators will assign scores of zero

(0) to five (5) based on the quality of responses to the technical question contained within an evaluation section in Attachment F - Technical Response. The evaluators will only assign whole numbers (0 – 5) and no fractions or decimals thereof. In determining the quality of a Respondent’s responses, the evaluators will use the following guiding questions:

• How well does the Respondent address the technical question(s) and issue(s) presented?

• How well does the Respondent describe the requested solution, plan, or its capabilities to carry out the plan or solution and has the Respondent fully answered the technical questions?

• How well does the Respondent demonstrate its ability to provide the Services?

• How well does Respondent’s professional experience demonstrate the Respondent’s ability to provide the proposed services?

Each evaluation section may score up to five (5) total raw points. The following assessment scale will be used to evaluate the response to the technical questions within an evaluation section:

Evaluator Score

Assessment Assessment Criteria

0 Inadequate

The quality of the Proposal is inadequate when evaluated against the relevant guiding questions, as the Proposal is blank, does not demonstrate the Respondent’s ability to provide the services, does not address the question, or demonstrates vendor has no experience in performing the required services.

1 Unsatisfactory

The quality of the Proposal is unsatisfactory when evaluated against the relevant guiding questions, as the Proposal inadequately demonstrates the Respondent’s ability to provide the services, insufficiently addresses the question or demonstrates vendor has very limited experience in performing the required services.

2 Poor

The quality of the Proposal is poor when evaluated against the relevant guiding questions, as the Proposal minimally demonstrates the Respondent’s ability to provide the services, minimally addresses the question, or demonstrates vendor has limited experience in performing the required services.

3 Adequate

The quality of the Proposal is adequate when evaluated against the relevant guiding questions, as the Proposal adequately demonstrates the Respondent’s ability to provide the services, adequately addresses the question, or demonstrates vendor has sufficient experience in…