School Safety Products and Services RFP.docx

Request for Proposal

Safety and Security Products and Services

Proposals Due: September 12, 2023 No later than 3:00 p.m. CT

RFP #24-01

REQUEST FOR PROPOSAL

Safety and Security Products and Services

RFP #24-01

Florida Buy State Cooperative Purchasing

RFP closing date – September 12, 2023 @ 3:00PM CT

It is the intention of the Florida Buy State Cooperative Purchasing program to establish a contract available for school districts and all other public sector and non-profit agencies for Safety and Security Products and Services. This is a Request for Proposal (RFP) for a variety of vendors to provide the products and/or services outlined in the Scope and Specifications. Multiple awards will be considered during the evaluation and award process.

Failure to meet the following requirements will invalidate the RFP submission.

Deadline for Proposals: One (1) original, three (3) copies and one electronic copy (flash drive) shall be received by September 12, 2023, by 3:00 pm, CT. RFPs will be opened as soon as possible following the deadline at Florida Buy State Cooperative Purchasing in Chipley, Florida. RFPs may be hand-delivered, mailed, or delivered by commercial means to the address below in a sealed envelope marked “Sealed RFP for, Safety and Security Products and Services, RFP #24-01 attn. Tori Baxley”.

Address: PAEC attn.: Tori Baxley 753 West Blvd Chipley, Florida 32428

RFPs will be accepted up to but no later than the time indicated on the RFP. All proposals received after the time stated in the RFP will not be considered and will be returned to the Respondent unopened. The Respondent assumes the risk of any delay in the U.S. Mail or any other commercial carriers. The Respondent assumes responsibility for having the RFP deposited on time at the place specified. The official clock for determining time shall be the time utilized by PAEC at the place the RFP is received.

All Questions concerning this RFP shall be directed only to:

No telephone correspondence is permitted. Please send questions via email.

IMPORTANT: Proposals shall be typed utilizing TIMES NEW ROMAN, 12-Point Font. Handwritten proposals will NOT be accepted.

Table of Contents

Section 1 - Background and Project Overview

Section 2 - Definition of Terms

Section 3 - Terms and Conditions

Section 4 - Vendor Profile and Experience Requirements

Section 5 - Scope/Statement of Work

Section 6 - Specifications

Section 7 - General Conditions

Section 8 - Additional Terms and Conditions

Section 9 - Warranty

Section 10 - Pricing

Section 11 - Agreement to Participate in Florida Buy State Cooperative Purchasing Program

Section 12 - Method of Evaluation and Selection

Section 13 - Florida Buy State Cooperative Purchasing Rights to Withdraw

Section 14 - Additional Information

Section 15 - Proposal Format

Section 16 - Cancellation for Non-Performance or Contractor Deficiency/Standard Cancellation

Section 17 - Timetable for Response

Attachments

Attachment 1 - Proposal Checklist Attachment 2 - Quality Requirement Form

Attachment 3 - Reference Sheet

Attachment 4 - Florida Buy State Cooperative Purchasing Membership Acknowledgement Form

Attachment 5 - Pricing Sheet

Attachment 6 - Questionnaire

Attachment 7 - Contract Offer and Award Letter Attachment 8 – Interlocal Agreement Attachment 9 - Evaluation Matrix Attachment 10 - Affidavit of Non-Collusion Attachment 11 - EDGAR Form Attachment 12 - Deviations from Section 6 (Specifications) Attachment 13 – Company Information Sheet

Section 1 – Background and Project Overview

A. The Panhandle Area Educational Consortium (PAEC) is an organization created by Florida statutes to serve the small, rural school districts in the Florida Panhandle. The Consortium is governed by the 14 school superintendents in Calhoun, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Liberty, Madison, Taylor, Wakulla, Walton, Washington, and FAMU Developmental Research School. Washington County School District in Florida is the fiscal agent for the consortium. The consortium works with the districts on several initiatives including purchasing and does so through the Florida Buy State Cooperative Purchasing program. The program was created exclusively to serve the needs of member and participating school districts which include all 67 school districts in Florida as well as all public, private, and charter schools. The services and the commodities awarded through the program are also made available to public colleges, universities, cities, counties, state agencies, non-profit organizations as well as other eligible entities in other states.

B. In 2016, the Florida Legislature recognized the authority of “Cooperative State Purchasing Programs managed through Regional Consortium Service Organizations” to serve as an option for the purchase of “commodities and contractual services” for district school boards and the Florida College System. This law, F.S. 1010.04 (1) (b) requires such institutions “to review pricing through state term contracts” or “use the cooperative state purchasing programs managed through the regional consortium service organizations”.

C. The North East Florida Educational Consortium (NEFEC), which consists of the school districts in Baker, Bradford, Columbia, Dixie, Flagler, Gilchrist, Hamilton, Lafayette, Levy, Nassau, Putnam, Suwannee, Union, P.K. Yonge DRS, and the Florida School for the Deaf and Blind, and Heartland Educational Consortium (HEC), which consists of the school districts in DeSoto, Glades, Hardee, Hendry, Highlands, and Okeechobee, partner with the Florida Buy program to extend the discounted products and services to schools, school districts, and other eligible entities in their regional educational consortiums.

D. The Florida Buy State Cooperative Purchasing program is seeking to receive proposals from companies that provide products to enhance building and facility security, safety related technology and services, training services and resources and other products and services to enhance safety and address safety and security concerns in a K-12 educational environment and beyond.

E. Florida Buy State Cooperative Purchasing is seeking a comprehensive and competitively solicited master agreement that offers products and services to public agencies and other eligible entities in Florida as well as other states where appropriate. It does not, however, constitute an offer to purchase products by the Florida Buy State Cooperative Purchasing program. The objective is to achieve cost savings through a single competitive solicitation process that eliminates the need for multiple proposals while combining the purchasing power of multiple sources and reducing the administrative costs to both vendor/partners and eligible buyers.

Section 2- Definition of Terms

A. PAEC (Panhandle Area Educational Consortium): A regional educational consortium legislatively created by Florida Statute and governed by the school superintendents from districts that comprise the consortium. PAEC manages many initiatives for the consortium, including the Florida Buy State Cooperative Purchasing program.

B. Florida Buy State Cooperative Purchasing: The program managed by PAEC to secure cooperative purchasing agreements on behalf of Florida schools and other eligible entities.

C. Respondent: The entity responding to this solicitation and ultimately placed under contract with an eligible entity electing to utilize the contract.

D. RFP: A request for proposal is a document that an organization provides to announce a new project opportunity through a bidding process to interested parties and is often used when agency is seeking solutions for needed products and services.

E. Buyer: The eligible entity choosing to utilize the contract and agreement with the Respondent.

F. Intergovernmental Cooperative Purchasing Agreement: An agreement entered by Florida Buy State Cooperative Purchasing and other eligible purchasing cooperatives or state purchasing agencies to expand the use of the awarded contract to other regions nationally and within the state of Florida.

G. Awardee: Respondent/s selected by the evaluation committee to be awarded a contract based on the responses provided in the RFP

H. Published List Price: The current pricing advertised or offered by the Respondent to general customers.

I. Performance and Payment Bond: An agreement that promises you will follow through with your commitments. They are required in contracts over $35,000 with the Federal Government and must be 100% of the contract value. They are often required in conjunction with performance bonds.

J. Catalog Response: A commercially available catalog of the products and services sought in the solicitation that covers the entirety of the products and services offered by the respondent. A catalog of products and services may change due to discontinued items or new items added that is relevant to the Scope of the RFP. A Catalog Response is generally offered with a percentage discount off the inventory listed in the catalog either by item or category.

K. Purpose of DUNS: A DUNS number is a unique nine-character number used to identify your organization. The federal government uses the DUNS number to track how federal money is allocated.

L. SAM: System for Award Management

Section 3 – Terms and Conditions

A. Delivery Date: Written responses shall be delivered no later than 3:00 p.m. Central Time on September 12, 2023. The Respondent(s) will provide an electronic copy, one (1) original, and three (3) copies to:

Panhandle Area Education Consortium 753 West Blvd

B. Mailing of Proposals: All proposals submitted in response to the solicitation shall be clearly identified as listed below with the solicitation number, title, name, and address of the company responding. All packages shall be clearly identified as listed below, sealed, and delivered to the Panhandle Area Educational Consortium office no later than the submittal deadline assigned for this solicitation. Proposals received after this date will be rejected.

From_____________________________________________________ Company Address __ City, State, Zip _____________________________________________ Solicitation Name and Number ___________

C. Questions regarding this RFP will be submitted in writing to Tori Baxley at tori.baxley@paec.org. The last day for questions will be no later than 3:00 PM CT on September 1, 2023. The questions along with responses will be compiled and maintained under this announcement on the Florida Buy State Cooperative Purchasing website at www.floridabuy.org.

D. Duration: The term of the agreement will be for 3 years with the option to renew for two additional 12-month terms.

E. The Respondent shall provide evidence that their company has the financial resources and capacity to effectively perform the Scope of Work and provide the services outlined in this RFP.

F. Florida Buy State Cooperative Purchasing does not guarantee usage of this contract. Usage will depend on the actual needs or desires of eligible users of the contract and the value offered by the proposer.

G. Florida Buy State Cooperative Purchasing reserves the right to offer multiple awards under this solicitation.

Section 4 – Vendor Profile and Experience Requirements

A. Provide a cover letter and narrative outlining the specific experience and qualifications listed below:

1. Experience in providing Safety and Security Products and Services to schools, governmental entities, and non-profit organizations.

2. Experience in evaluating, consulting, and providing appropriate product recommendations to meet customer needs and expectations.

3. Experienced staff with appropriate licensing and credentials to perform all work associated with the scope.

4. Experience in management of large-scale projects.

5. Provide a copy of all current licenses, registrations and certifications issued by federal, state, and local agencies, and any other licenses, registrations, or certifications from any other governmental entity with jurisdiction, allowing Respondents to perform the covered services.

6. Provide a copy of SAM certificate of active exclusion record.

B. The Respondent will provide a minimum of three references from schools, school districts, colleges, universities, or other eligible entities that have utilized services provided by the Respondent. Please use Attachment 3 provided with this solicitation.

C. Include in the cover letter to your response a statement that you have read and understood the RFP and are able to provide the services and products requested. Your letter should note any exceptions and must be signed by the individual who will have overall responsibility and accountability for all services to be provided. Provide a brief description of your company and its capabilities. Complete the questionnaire in Attachment 6.

D. Respondent shall provide a summary with examples of verifiable documentation of their history of meeting the delivery and installation timelines and describe situations where projects were delayed or ahead of schedule.

Section 5 – Scope/Statement of Work A. The Respondent may offer its products/services to educational, other public sector agencies, and non-profit organizations in other states who allow its agencies and public institutions to utilize the purchasing contract.

B. The Respondent will provide sales and marketing representatives that can educate, introduce, and demonstrate products and services to customers that are eligible to utilize the purchasing agreement established through the RFP.

C. Respondent demonstrates that they possess the necessary resources to, and agrees to, provide a comprehensive training and support program on the operation, and use of the Florida Buy State Cooperative Purchasing contract.

D. Respondent agrees to provide current and updated prices to Florida Buy State Cooperative Purchasing routinely and to contract customers upon their request.

E. New products may be added at the established discounts. Discontinued products may be removed from the catalog.

F. The Proposal shall be submitted in the form of a firm-fixed percentage discount to be deducted from the current preprinted catalog, electronic catalog, or manufacturer prices and shall include all delivery, freight, unloading and/or shipping and handling costs to the ordering location unless otherwise noted on the bid. Only Manufacturer’s issued price lists will be accepted. The discount offered shall be higher than 0% for all components except shipping. Shipping costs shall not exceed the actual cost.

G. Even though catalog prices may change throughout the year, the percentage discount shall remain firm for the entire contract period. The fixed percentage discount for the awarded vendor shall apply to the catalog price list of all catalog items. The awarded vendors are free to offer greater discounts for individual transactions and offer better discounts throughout the term of the awarded contract.

H. The percentage discount may be offered for the entire catalog or broken down into categories.

Section-6 - Specifications

A. The Respondent shall check either the “Comply” or “Deviate” box for each specification item. All deviations shall be noted and explained on the attached form entitled “Deviations” at the end of this solicitation package to be considered. (See Attachment 12: Deviations from Section 6)

Section 7- General Conditions

A. Respondent agrees to provide a spreadsheet containing all the items under contract, when requested, with up-to-date pricing for verification of current published list price.

B. The successful Respondent/s shall be responsible for providing all necessary personnel, materials, equipment, supervision, insurance, and services, as outlined to accomplish the work in accordance with the specifications contained in this RFP.

C. By submission of this proposal, the Respondent certifies the following:

1. The prices in this RFP have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices, with any other bidder or with any competitor.

2. Unless otherwise required by law, the prices which have been quoted in this RFP have not been knowingly disclosed by the Respondent and will not knowingly be disclosed by the Respondent prior to opening, directly or indirectly to any other Respondent or to any competitor.

3. No attempt has been made or should be made by the Respondent to induce any other person or bidder to submit or not to submit a proposal for the purpose of restricting competition.

4. As required by state or local law, Respondent shall, at the receipt of a Buyer purchase order, furnish the Buyer on whose behalf the purchase order is issued, a corporate surety bond in the full amount of the purchase order for the faithful performance of the contract, as conditioned below. The surety shall be authorized to do business in the State of Florida and be satisfactory to Buyer. Each bond shall be in the form required by the State of Florida.

Section 8- Additional Terms and Conditions A. All terms and conditions may be modified and revised by Florida Buy State Cooperative Purchasing with the written consent of both the Cooperative and the Awardee.

B. Florida Buy State Cooperative Purchasing, at its discretion, may offer the use of the awarded agreement to governmental entities such as state agency purchasing programs, to extend the use of the contract to eligible users. This option will be referred to as an Interlocal Agreement. Please complete Attachment 8. Under such conditions, the participating agency may, with written consent from the Awardee, modify and revise the terms and conditions of the master agreement.

C. Other state and public agency purchasing program agreements may require additional administrative fees, associated with sales, to be paid by the Awardee for the management of the contract. The Awardee will be notified in writing and will have the option of accepting or rejecting the Interlocal Agreement program fees.

D. If the original Vendor/Respondent sells or transfers all assets and interests or the entire portion of the assets used to perform this Contract, a successor in interest shall guarantee to fulfil all obligations under this Contract.

E. Florida Buy State Cooperative Purchasing reserves the right to reject the acquiring person or entity as a Vendor/Awardee. A change of name agreement will not change the contractual obligations of the Vendor/Awardee.

F. The Awardee, may, upon entering negotiations with qualified buyers, amend their prices to offer volume discounts below the lowest unit rates established in the pricing portion of this agreement.

G. The Respondent shall endeavor to provide a safe, healthful, and productive work environment for its employees by supporting maintenance of a Drug-Free Workplace as defined by the Florida Drug-Free Workplace Act, Florida Statute 112.0455.

H. The Respondent shall comply with all Occupational Health and Safety Administration (OSHA) standards.

I. The Respondent shall assure that its employees have received the necessary safety equipment required for the work described by the Contract Document. Personnel shall be trained in the hazards associated with installation products.

J. The Respondent shall always maintain a copy of all current Material Safety Data Sheet (MSDS) documentation and safety certifications at the site, as well as comply with all other site documentation requirements of the OSHA programs and this specification.

K. The Respondent shall adequately protect the client's property and shall be responsible for the cost arising out of any damage or injury due to neglect.

L. Employees, installers, or any other personnel involved with the project, while working on school campuses, will be subject to and shall comply with the Jessica Lunsford Act as described in Florida Statutes 1012.465.

M. The Respondent must provide insurance certifications reflecting coverage for worker’s compensation, applicable to the state law, commercial general liability for bodily injury and property damage with limits not less than $1,000,000 single limit per occurrence or required by entities utilizing the Florida Buy State Cooperative Purchasing contract. The certifications should also provide evidence of coverage for not less than $1,000,000 automobile liability for bodily injury and property damage.

N. Individual entities utilizing the contract may request verification of insurance amounts exceeding those contained in the documents submitted. If requested, these documents are required to be submitted prior to the commencement of work.

O. The Respondent will not discriminate against any employee or applicant for employment because of race, creed, color, religion ancestry, sex, national origin, affection preference, disability, age, marital status, or status regarding public assistance or as a disabled veteran.

Section 9- Warranty

A. All products and services shall carry a minimum industry standard warranty that includes materials and labor. The Respondent has the primary responsibility to submit product specific warranty as required and accepted by industry standards. Respondent agrees to assist the purchaser in reaching a solution in a dispute over warranty terms with the manufacturer.

B. Additional Warrants: The Respondent warrants that all products/equipment and related services furnished hereunder will be free from liens and encumbrances; defects in design, materials, and workmanship; and will conform in all respects to the terms of this RFP including any specifications or standards. In addition, the Respondent warrants the products/equipment and related services are suitable for and will perform in accordance with the ordinary use for which they are intended.

Section 10- Pricing

A. A separate pricing sheet is attached and should be completed by the Respondent. The Respondent shall submit a percentage discount from catalog pricing. Attachment 5 must be completed. It is understood that percentage discounts may vary based on manufacturers cost to the Respondent. If so, please indicate on the pricing sheet such variations. It is also acceptable to list categories instead of individual items if the percentage discount is included on the worksheet. You may list each item individually or as categories. The percentage discount, however, will be for the entire category.

B. As pricing is updated, an excel spreadsheet indicating current list price, contract pricing showing the discount, and the savings will be submitted to Florida Buy and eligible entities, if requested, wishing to utilize the contract for purchases.

C. The pricing offered under this award shall be compatible with the lowest unit rates available under any other cooperative agreement utilized by the awardee.

D. List any other contracts and the pricing formulas for any other contracts you possess with other purchasing cooperatives or agencies. (See Attachment 6, number 20.)

E. Pricing will be based on a percentage discount from a Published List Price or standard list pricing and cover the cost of both materials, installation, maintenance, and cleanup. The Respondent shall provide verifiable evidence to support the discount compared to list pricing.

F. Catalog pricing allows for other products that have yet to be developed to be added to the catalog once they become available. Conversely, it allows for items to be removed once obsolete.

G. Shipping may be priced separately but should be at cost with no mark up.

Section 11- Agreement to Participate in the Florida Buy State Cooperative Purchasing Program

A. The Awardee(s) agrees to sign a contract acknowledgement form with the Florida Buy State Cooperative Purchasing and pay an administrative fee for sales and services generated from this contract. This fee is not to be added to the invoice of any entity choosing to use this agreement and will be equal to 2% of the invoice and be paid to Florida Buy State Cooperative Purchasing on a quarterly basis. The Awardee will be provided with a template for reporting sales, and it will include the entity using the contract, the date of service, and the savings to the school district and other eligible users. Florida Buy State Cooperative Purchasing extends the authority for the Awardee to use the contract for eligible entities outside of Florida provided 2% administrative fee is paid.

B. The Florida Buy State Cooperative Purchasing program will promote the products and services consistent with all other entities enrolled and contracted through the program and provide information on www.floridabuy.org which will contain general information about the services performed along with contact information of the awardee.

C. The Awardee will provide any state, county, special district, local government, school district, private K-12 school, charter school, technical or vocational school, higher education institution, (including community colleges, colleges and universities, both public and private), other government agencies, non-profit organizations, and other eligible entities under contract to perform services on behalf of an eligible entity that is required contractually to follow state procurement regulations, with the option to purchase at the same terms, conditions, and pricing submitted with this proposal. It is further understood that Florida Buy State Cooperative Purchasing, as the awarder, hereby grants the utilization of this agreement, as permitted by applicable law, to any of the aforementioned entities.

D. The Awardee shall sign an acknowledgement form (Attachment 4) stating full understanding of the relationship between the Awardee and the Florida Buy State Cooperative Purchasing program.

Section 12- Method of Evaluation and Selection

A. Responses will be weighed on the experience and references provided.

B. The Respondent will be evaluated on the capacity in which the scope of work and specifications can be performed as well as the quality and quantity of the workers who perform the work.

C. The Respondent will be evaluated based on warranty information.

D. The Respondent will be evaluated based on certifications and compliance with national standards.

E. The Respondent will be evaluated based on the variety and volume of products/services offered.

F. The Respondent will be evaluated by the lowest prices offered based on the standards established in the scope of work and the greatest discounts offered.

G. The Respondent will be evaluated to the extent that the products and services offered can be extended statewide or in other states, where appropriate and law allows.

H. The Respondent will be evaluated on adherence to the specifications and scope of the RFP.

I. The RFP will be opened as soon as possible following the deadline. The award will be based on the aggregate on the number of points that are submitted by each independent evaluator.

J. Handwritten responses will not be evaluated.

Section 13- Florida Buy State Cooperative Purchasing Rights to Withdraw

A. Florida Buy State Cooperative Purchasing reserves the right to withdraw this RFP notwithstanding anything contained herein to the contrary; to find that any or all the Respondents are unqualified to provide the services; to reject any or all Responses, in whole or in part; to refrain from awarding any contract for services; and/or to exclude any or all Respondents from inclusion in this RFP.

B. Florida Buy State Cooperative Purchasing reserves the right to request clarification on any response to the RFP.

Section 14-Additional Information

A. Florida Buy State Cooperative Purchasing reserves the right to accept modification and clarifications of the responses when determined such action would be in the best interest of Florida Buy State Cooperative Purchasing and further reserves the right to waive any non-conformity in a response.

B. Florida Buy State Cooperative Purchasing reserves the right to award multiple vendors.

C. Questions regarding the RFP should be address to Tori Baxley at tori.baxley@paec.org. The last day for questions will be September 1, 2023. In the subject line, please write: Questions regarding RFP #24-01. Responses will be posted along with questions on the Florida Buy State Cooperative Purchasing website: www.floridabuy.org.

D. Florida Buy State Cooperative Purchasing prohibits harassment and discrimination on a basis of race, color, religious creed, age, marital status, or veteran status, national origin, sex, ancestry, sexual orientation, or past or present physical or mental disability in accordance with Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments Act of 1973, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1991, and all applicable state laws.

E. Respondents and staff will be required to comply with Florida laws (Jessica Lunsford Act under Section 1012.465, 1012.467, and 1012.468 Florida Statutes) requiring background checks for workers performing tasks on school campuses.

F. Small and minority businesses and women’s business enterprises are encouraged to participate in this solicitation.

G. Sign the Contract Offer and Award Letter (Attachment 7) and include it with your response. The Respondent must sign and have notarized the Affidavit of Non-collusion found in Attachment 10.

H. Certification regarding debarment, suspension, ineligibility, and voluntary exclusion. Federal money may potentially be used to pay for all or part of the work under the Contract, therefore the Respondent certifies that it complies with federal requirements on debarment, suspension, ineligibility, and voluntary exclusion specified in the solicitation document implementing Executive Order 12549. The Respondents’ certification is a material representation upon which the Contract award will be based.

Section 15-Proposal Format

A. Responses should be provided in a three-ring binder using 8.5 x 11 paper clearly identified with the name of the Respondent’s company and the solicitation name and number on both the outside front cover and vertical spine. Type set should be Times New Roman 12pt. Handwritten responses will NOT be evaluated. All responses should be delivered using standard carriers or hand delivered. No electronic submissions (e-mail) will be accepted.

B. Include a copy of the entire RFP document that you are responding to, prior to your tabulated response. Tabs should be used to separate the proposal into sections. Respondents must include an electronic version of your response on a flash drive.

Section 16- Cancellation for Non-Performance or Contractor Deficiency/Standard Cancellation

A. Florida Buy State Cooperative Purchasing may terminate the agreement with the awarded Respondent/s if the awardee/s have not utilized the contract, or if purchase volume is determined to be of low volume in any 12-month period. Furthermore, Florida Buy State Cooperative Purchasing reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term, or condition of the contract.

B. Either party may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of the final purchase order.

Section 17- Timetable for Response

A. Florida Buy State Cooperative Purchasing anticipates proceeding in a manner consistent with the following timetable. The timetable is subject to change at Florida Buy State Cooperative Purchasing’s sole discretion.

1. RFP advertised and released August 21, 2023

2. Last day for questions: September 1, 2023, by 3:00 pm CT

3. Response deadline: September 12, 2023, by 3:00 pm CT

Award information will be made available to school districts and municipalities as soon as possible after the review, evaluation, and award via the Florida Buy State Cooperative Purchasing web page at www.floridabuy.org.

Attachments

Attachment 1 Florida Buy State Cooperative Purchasing Agency

PROPOSAL CHECKLIST

The following items/submittals are required to be qualified as a Respondent to the RFP. The Respondent shall submit an electronic version (flash drive) of their proposal as well as one (1) original copy, and three (3) copies by the due date and time listed in the RFP by standard mail (USPS, FedEx, UPS, or in person). Written submissions shall follow the format listed in the RFP which is 12-point Times New Roman font. Submission made via email will be rejected.

Please review the checklist and indicate WITH A MARK (√) that all the required documents have been included with your submission.

Your proposal should include the following:

______________NARRATIVE: The Narrative should outline capabilities, experience in providing safety and security products and services with complete information relative to and addressing the scope and specifications.

______________Information regarding current licenses, registrations and certifications issued by federal, state, and local agencies.

______________Liability and Worker’s Compensation Certificates

______________Description of which regions (state and national) your company can service.

______________Attachment 1- Proposal Checklist

______________Attachment 2- Quality Requirement Form

______________Attachment 3- Reference Sheet

______________Attachment 4- Membership Acknowledgement Form

______________Attachment 5- Pricing Sheet

______________Attachment 6- Questionnaire

______________Attachment 7- Contract Offer and Award

______________Attachment 8- Interlocal Agreement

______________Attachment 10- Signed Non-Collusion Affidavit

______________Attachment 11- Signed EDGAR form

______________Attachment 12-Deviations from Section 6 (Specifications)

______________Attachment 13-Company Information Sheet

Attachment 2

QUALITY REQUIREMENT FORM

Quality Requirements, or basic business requirements, are the minimum set of standards that an entity must meet and certify to be considered responsible and responsive. The completed Quality Requirement form MUST be submitted with your response.

Quality Requirements

Yes

No

Attachment 3

REFERENCE FORM

Respondent: _________________________________________________________________

Provide references from no less than three (3) schools, school districts, or other eligible entities.

Reference______________________________ Contact ______________________________

Address: _________________________________ Phone _____________________________

Email: ___________________________________

Description and date(s) of services provided: _______________________________________

Reference________________________________ Contact ____________________________

Address: _________________________________ Phone _____________________________

Email: ___________________________________

Description and date(s) of services provided: _______________________________________

Reference______________________________ Contact ______________________________

Address: _______________________________ Phone _______________________________

Email: ___________________________________

Description and date(s) of services provided: _______________________________________

Attachment 4

MEMBERSHIP ACKNOWLEDGEMENT FORM

I fully understand and agree that an award of the RFP requires participation in the Florida Buy State Cooperative Purchasing program and a 2% Administrative Fee for sales generated off this contract will be paid quarterly to the Panhandle Area Educational Consortium’s Florida Buy State Cooperative Purchasing program, along with a sales report (a template of which will be provided by Florida Buy State Cooperative Purchasing) for contract management, marketing, and facilitation of this agreement. The fees will be based off the actual amount invoiced to the entity utilizing the contract and the 2% fee is not to be added to the invoice or otherwise passed to any entity choosing to use this agreement.

I fully understand that the award and contract are approved by a single governmental entity, the Washington County, Florida School District as PAEC’s fiscal agent (and lead agency), and are only available for use and benefit of all entities complying with state procurement laws and regulations (public and private schools, colleges and universities, cities, counties, non-profits, all other governmental entities and other entities contractually performing work on behalf of an eligible entity provided all state and local public procurement regulations are followed).

I also understand that the contract/agreement may be utilized for eligible entities outside of the state of Florida provided it is allowed under such state’s procurement laws and under the same terms and conditions of this agreement.

Print Name____________________________________

Signature ____________________________________

Date _________________________________________

Attachment 5

RFP #24-01 Safety and Security Products and Services

PRICING SHEET

General Comparison Worksheet

Please use this worksheet or compatible worksheet to list pricing proposals. It may be expanded to add other options/products. This is for comparative analysis only. The worksheet can be substituted with an excel spreadsheet if the columns are the same.

The pricing sheet MUST contain percentage discounts per category.

Company Name:

A

B

C

D.

E.

Attachment 6

QUESTIONNAIRE

Instructions: Please complete the questionnaire below by placing your company’s answers in the correlating response column.

Responding Company’s Name:

Instructions: For those responding to the RFP, please respond to the questions below.

1. As you envision it, what is your company’s role in the partnership with Florida Buy State Cooperative Purchasing? Please include sales and marketing strategies.

2. Does your company have the capability to provide training on how to use this contract?

3. Describe the warranties on your products.

4. What is your service area? Name the Counties in Florida and other states.

5. Does your company offer online ordering?

6. Does your company have regional sites around Florida and is equipped for rapid response if desired by a customer?

7. Please explain the process of responding to a work order.

8. What are your payment terms?

9. Does your company accept payment by procurement/credit card? If so, is the member assessed a fee for purchasing with a procurement/credit card?

10. Does your company offer any prompt payment discounts? If so, please describe.

11. Does your company require a minimum order? If so, what are your minimum order requirements? If the minimum is not met, what surcharge would you assess?

12. Briefly explain your policy and the lead time required from a member placing an order to receipt of products/services.

13. Does your company assess fuel surcharges for responses? If so, what is the charge?

14. At times there can be issues with service. Please describe your process for addressing these issues.

15. State your company’s process for handling dissatisfied customers.

16. State your company’s process for introducing new products to the list of services you offer.

17. Would your company consider a dedicated inside sales representative that would be familiar with the Florida Buy State Cooperative Purchasing contract/program and our membership, be empowered to handle situations as a regular sales account representative would, and be available for quick responses to member inquiries and questions?

18. Would your company be willing to work with each of the Florida regions on sending/mailing out printed material to Cooperative members?

19. Please describe what your company envisions as a 30-day roll-out and marketing plan. Do you believe your company has enough staff that will be dedicated to the Florida Buy State Cooperative Purchasing to ensure a successful roll-out in a timely, well communicated, responsive fashion?

20. Please list the contracts your company currently holds that may compete directly with the Florida Buy State Cooperative Purchasing program and describe how you will position the Florida Buy State Cooperative Purchasing program versus other contracts. Will you lead with the Florida Buy State Cooperative Purchasing Contract, if awarded? Please answer yes or no.

If other contracts are available, is the Florida Buy State Cooperative Purchasing pricing the same or lower than pricing offered under your existing contracts?

If other contracts are available, please describe the process Florida Buy State Cooperative Purchasing would need to take to transition a current purchaser who requests to utilize our program/contract instead of their current contract.

21. How would you educate your sales representatives on the strengths of our contract?

Would sales representatives be willing to conduct on-site visits with cooperative staff to members to explain the benefits of the Florida Buy State Cooperative Purchasing Program?

22. Please describe your marketing plan to reach and connect with our members in Florida. Please note what touch points and connection those members have with sales representatives.

23. List any additional stipulations and/or requirements your company requests that are not covered in the RFP.

24. Districts using Federal money for purchasing will require a DUNS number.

Does your company have a DUNS number?

If so, please provide the number.

If not, are you willing to apply for one? https://fedgov.dnb.com/webform/

RFP #24-01 Safety and Security Products and Services Page 19 of 37

Attachment 7

RFP #24-01 Safety and Security Products and Services Contract Offer and Award

OFFER TO BE COMPLETED BY RESPONDENT

In compliance with the Request for Proposal, the undersigned warrants that I/we have examined the Instructions to Respondent’s and Technical Specification and being familiar with all the conditions surrounding the proposed project, hereby offer and agree to furnish all products and professional services in compliance with all terms, conditions, specifications and amendments in this solicitation and any written exceptions in the offer. Signature also certifies understanding and compliance of this proposal.

The undersigned understands that his/her competence and responsibility and that of his/her proposed subcontractors, time of completion, as well as other factors of interest to the Florida Buy State Cooperative Purchasing as stated in the evaluation section, will be a consideration in making the award.

This contract binds said vendor to all terms and conditions stated in the proposal and the award will be activated on the date signed by the Lead Agency of the Florida Buy State Cooperative Purchasing Program.

Company Name: ____________________________________________________________________ Address____________________________________ Phone Number_____________________________ City: __________________________State: ______________________Zip: ____________________ Contract Contact Person: ____________________ Email: ___________________________________ Authorized Signature: ____________________________________Date: _______________________ ACCEPTANCE OF OFFER AND CONTRACT AWARD TO BE COMPLETED ONLY BY THE LEAD AGENCY OF PAEC FLORIDA BUY STATE COOPERATIVE PURCHASING Your RFP for contracting services is hereby accepted by the PAEC fiscal agent and District of Record, the Washington County Florida School Board on __________. As Offeror, you are now bound to sell the materials and services listed by the attached RFP based upon the solicitation, including all terms, conditions, specifications, amendments as set forth in the Request for Proposal. The parties intend this contract to constitute the final and complete agreement between the Agency and Respondent, and no other agreements, oral or otherwise, regarding the subject matter of this contract, shall bind any of the parties hereto. No change or modification of this contract shall be valid unless it shall be in writing and signed by both parties to this contract. If any provision of this contract is deemed invalid or illegal by any appropriate court of law, the remained of this contract shall not be affected thereby. The term of the agreement will be for 3 years with the option to renew for two additional 12-month terms. After the first 12 months, the contract may be cancelled by either party upon receipt of a 30-day notice provided all client obligations created under the contract have been satisfied.

Awarding Agency: PAEC fiscal agent and District of Record, the Washington County Florida School Board

Agency Executive: Herbert J. Taylor, Superintendent: Signature__________________ Date _______

Agency Executive: John T. Selover, Executive Director, PAEC: Signature_____________ Date_______

PAEC BD ______________

WCSB ______________

Attachment 8

RFP #24-01 Safety and Security Products and Services

INTERLOCAL AGREEMENT

Contracting Parties

Public Entity (“Participating Entity) County-District Number (if applicable)

Florida Buy State Cooperative Purchasing County-District Number This agreement is effective and shall be automatically renewed unless either party gives sixty (60) days prior written notice of non-renewal. This agreement may be terminated with or without cause by either party upon (60) days prior written notice, or may also be terminated for cause at any time upon written notice stating the reason for and effective date of such terminations and after giving the affected party a thirty (30) day period to cure any breach.

Statement of Services to be Performed:

The PAEC “Florida Buy State Cooperative Purchasing” program is recognized by the Florida Legislature as a purchasing option under the new 2016 law, FS. 1010.04 (1)(b), requiring the use of “state term contracts” (DMS) for purchases of non-instructional products or services. It also states “Each district school board may also use the cooperative state purchasing programs managed through regional consortium service organizations pursuant to their authority under FS. 1001.451 (3).

Role of Florida Buy State Cooperative Purchasing:

and billing.

6. Fully comply with all applicable state rules and regulations related to competitive procurement and cooperative purchasing in the State of Florida.

Role of the Participating Entity:

1. Commitment to participate in the program as indicated by an authorized signature in the appropriate space below.

Florida Buy State Cooperative Purchasing.

procedures.

7. Pay vendors in a timely manner for all goods and services received.

General Provisions