SFB Lighting Project Final Draft.pdf

DMA-ITB-341-SFB Lighting Project

Invitation to Bid

Saint Francis Barracks (SFB) Lighting Project

Saint Francis Barracks

82 Marine Street

Saint Augustine, FL 32084

Contact Information

John D. Connor, Purchasing Director

John.D.Connor2.nfg@mail.mil (904) 823-0241

Neal Newton, Project Manager FCCM

Neal.newton@dma.fl.gov (904) 823-0243

82 Marine Street

St. Augustine, FL 32084 mailto:John.D.Connor2.nfg@mail.mil mailto:Neal.newton@dma.fl.gov

STATE OF FLORIDA

DEPARTMENT OF MILITARY AFFAIRS

DMA-ITB-341

BID LIST REGISTRATION

Item(s) for BID SFB Lighting Project

Potential proposal/bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to neal.newton@dma.fl.gov or john.d.connor2.nfg@army.mil or mail to the address below:

State of Florida

Department of Military Affairs

State Quartermaster – P&C

82 Marine Street

P. O. Box 1008

St. Augustine, Florida 32085-1008

Note: Completion/Submission of this form is for informational purposes only. No information will be provided as a result of submission. All available documentation and solicitation information will be available on the Florida Contractor Bid System unless otherwise noted.

The Solicitation document is subject to change. Notice of changes (addenda) will be posted on the Florida Contractor Bid System at https://vendor.myfloridamarketplace.com . It is the responsibility of all potential proposal/bidders to monitor this site for any changing information prior to submitting your proposal/bid.

Company Name

Address

City, State & Zip

Attn:

Fed ID #

Telephone ( )

FAX No. ( )

Email Address

For further information on this process, you may telephone (904) 823-0243/0241.

mailto:neal.newton@dma.fl.gov mailto:john.d.connor2.nfg@army.mil https://vendor.myfloridamarketplace.com/

CALENDAR OF EVENTS

The following time schedule will be strictly adhered to in all actions relative to the ITB, unless modified by the Department by addendum to this ITB.

Date Time Action Location

April 1, 2025

C.O.B.

Release of Solicitation

MyFlorida.com web site, Vendor Bid System at https://vendor.myfloridamarket place.com

April 11, 2025

10:00 AM

Mandatory Site Visit Mandatory Site Visit begins at

10:00 AM EST on April 11, 2025, at Saint Francis Barracks, 82 Marine Street, St. Augustine, FL 32084

April 15, 2025

2:00 PM

Final date and time for written question submission.

Questions may be submitted earlier.

Send to:

John.D.Connor2.nfg@mail.mil and

Neal.newton@dma.fl.gov

April 17, 2025

Anticipated date that questions and response will be posted on the vendor bid system.

MyFlorida.com web site, Vendor

Bid System at https://vendor.myfloridamarket place.com

April 17, 2025

Anticipated date that solicitation amendment may be posted as a result of questions submissions, omissions, changes or clarifications.

MyFlorida.com web site, Vendor Bid System at https://vendor.myfloridama rketplace.com

April 24, 2025

2:00 PM

All Proposals/Bids Due in Purchasing Office – for Proposal/Bid

Opening

Opening location will be at:

Saint Francis Barracks, Purchasing Office, 82 Marine St., St. Augustine, FL

32084.

April 25, 2025

Anticipated Date of

Posting Bid Tab & Notice of Intended Award

MyFlorida.com web site, Vendor Bid System at https://vendor.myfloridamarket place.com

C.O.B –By Close of Business, All times are Eastern Time, unless otherwise stated.

*Times in Bold Print Public Meetings mailto:John.D.Connor2.nfg@mail.mil mailto:Neal.newton@dma.fl.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Table of Contents

1.0 Invitation & General Information

2.0 General Conditions: PUR 1001-General Instructions to Respondents

3.0 General Conditions: PUR 1000-General Contract Conditions

4.0 Special Conditions

5.0 Statement of Work

6.0 Bid Submittal

Expanded Contents

1.0 Invitation and General Information 1.1 Invitation

1.2 Purchasing Director

1.3 Contract Administrator

1.4 Project Manager

2.0 2.0 General Conditions PUR 1001 - General Instructions to Respondents

3.0 3.0 General Conditions PUR 1000 - General Contract Conditions

4.0 4.0 Special Conditions 4.1 MyFloridaMarketPlace

4.2 Minority Business Enterprise (MBE) Utilization

4.3 Communications, Bid Questions & Answers

4.4 Estimated Expenditures

4.5 Qualifications

4.6 Department Reservations and Responsiveness of Bids

4.7 Vendor’s Contractual Obligations

4.8 Intellectual Property

4.9 Copyrighted Materials

4.10 Costs Incurred in Responding

4.11 Bid Submission

4.12 Bid Opening

4.13 Identical Evaluation of Responses

4.14 Posting of Intended Award

4.15 Award of Contract

5.0 Statement of Work 5.1 Introduction

5.2 Scope of Work

5.3 Mandatory Site Visit

5.4 Vendor Responsibilities and Deliverables

5.5 Performance and Consequences

5.6 Invoicing & Payment

5.7 Special Considerations

6.0 Bid Submittal 6.1 Price Sheet

6.2 References

6.3 Drug Free Workplace

6.4 Required Certifications

6.5 Vendor Check List

Attachments A Price Sheet

B Vendor References

C Certification of Drug-Free Workplace

D Minimum Qualifications Statement

E Vendor Certification Scrutinized Companies

F Vendor Check List

1.0 Invitation and General Information:

1.1 Invitation: The Department of Military Affairs (“DMA”) intends to hire an individual or firm

(“Contractor”) to provide the services described in this Invitation to Bid (“ITB”). Persons interested in submitting a response to this ITB (“Proposal”) should carefully review this ITB for instructions on how to respond and for the applicable contractual terms. The purpose of this ITB is to seek cost proposals for installation of a new LED Lighting System for St. Francis Barracks, National Guard Headquarters.

Vendors submitting a proposal/bid must be registered in MyFloridaMarketPlace prior to contract award. (see NEW REGISTRATION REQUIRED FOR FLORIDA VENDORS section, 4.1).

A vendor shall not be considered for an award if not registered in MyFloridaMarketPlace.

1.2 Purchasing Director: The Purchasing Director, acting on the behalf of the Department of

Military Affairs, is the sole point of contact with regard to all procurement matters relating to the

ITB, from the date of release until the Department's Notice of Agency Decision.

John Connor, Purchasing Director

State Quartermaster – P&C

P. O. Box 1008

St. Augustine, Florida 32085-1008

Telephone No. (904) 823-0241

Email: john.d.connor2.nfg@army.mil

Alternate Physical Address: Department of Military Affairs, State Quartermaster, 82 Marine Street, St Augustine, Florida 32084

1.3 Contract Administrator and Project Manager: The DMA employee identified below is designated as Contract Administrator and shall act on behalf of the Department of Military

Affairs for contractual matters and is responsible for maintaining the contract file, certifying invoices and financial information, final acceptance of all deliverables and serves as a liaison with the Project Managers.

Neal Newton, Contract Administrator FCCM

State Quartermaster – P&C

82 Marine Street

St. Augustine, Florida 32084

Telephone No. (904) 823-0243

Email: neal.newton@dma.fl.gov

1.4 Project Manager: The DMA employees identified below are designated as Project

Managers and shall act on behalf of the Department of Military Affairs. The Project

Managers are responsible for enforcing performance of the contract terms and conditions and serves as a liaison with the vendor after the Notice of Agency Decision has been completed and the Contracts are executed. Project Manager:

Donald “Joe” Jones, District Construction Manager

82 Marine Street

St. Augustine, Florida 32084

Telephone No. (904)-823-0225

Email: donald.j.jones68.nfg@army.mil

1.5 Project Consultant

William “Bill” Brennan, Project Consultant

Brennan Lighting, LLC

303-B Anastasia Blvd. #2560

St. Augustine, FL 32084

Telephone No. 619-249-7336

Email: billbrennan@justlighting.com

2.0 General Conditions: General Instructions to Respondents (PUR1001)

This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return the document to the Department of

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

Exception: Item 3- DMA does not currently accept Electronic Submission of Responses.

Exception: Item 5 - Refer to Section 4.3

3.0 General Conditions: General Contract Conditions (PUR 1000)

This section explains the General Contract Conditions (PUR 1000) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2933/11777

4.0 SPECIAL CONDITIONS

4.1 MyFloridaMarketPlace

Since July 1, 2003, the Department has been using the State of Florida's web-based electronic procurement system, MyFloridaMarketPlace. BIDDERS MUST BE REGISTERED IN THE

STATE OF FLORIDA'S MYFLORIDAMARKETPLACE SYSTEM BY DATE OF

CONTRACT AWARD OR THEY WILL BE CONSIDERED NON-RESPONSIVE. All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com to complete on-line registration or call 1-866-352-3776 for assisted registration.

4.2 Minority Business Enterprise (MBE) Utilization

DMA encourages the recruitment and utilization of certified and non-certified minority mailto:donald.j.jones68.nfg@army.mil mailto:billbrennan@justlighting.com http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2933/11777 businesses. DMA, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the DMA in a nondiscriminatory environment.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the

Internet at:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

4.3 Communications, Bid Questions and Answers

No negotiations, decisions or actions shall be initiated or executed by a vendor as a result of any discussion with any State employee. Only those communications that are in writing from the office of Purchasing & Contracts may be considered as duly authorized expressions on behalf of this Department.

Any questions arising from this ITB must be forwarded, in writing, to the procurement official designated in Sections 1.2 or 1.3 above. DMA’s written response to written inquiries submitted timely by bidders will be posted on the Florida Vendor Bid System at:

https://vendor.myfloridamarketplace.com, click on "Search Advertisements", under this invitation to bid number to view questions and answers. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid/proposal.

It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid/proposal.

Only written inquiries from vendors, which are signed by persons authorized to contractually bind that company, will be recognized by the Department as duly authorized expressions on behalf of the vendor.

4.4 Qualifications

4.4.1 General: The Vendor must prove to the satisfaction of DMA that their company has actively and normally been engaged in business for the services/items being procured under this solicitation for at least three (3) years of continuous operation. (This shall be demonstrated through references which have been in place at least one (1) continuous year). The Bidder shall have available, under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

4.4.2 Bidder Qualifications: When submitting the bid, each bidder must submit a written statement, detailing their qualifications that demonstrate they meet the minimum qualifications contained in 4.5.1. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

4.4.3 Authorized to do Business in the State of Florida: In accordance with sections

607.1501, 608.501, and 620.169, Florida Statutes, foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of

Florida. Such authorization should be obtained by the bid due date and time, but in any case, https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State

Tallahassee, Florida 32399

(850) 245-6051

4.4.4 License to conduct services in the State of Florida: If the services being provided require that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation

Tallahassee, Florida 32399

(850) 487-1395

4.5 Department Reservations and Responsiveness of Bids

4.5.1 Valid Proposal: A responsive offer in full compliance with the Invitation to Bid specifications and conditions by a responsible person or firm. The responsiveness of a bid/proposal shall be determined based on the documents submitted with the proposal and attendance at the mandatory briefing. Vendors shall submit the original and two (2) copies of the bid/proposal. The responsiveness of the bid/proposal is the responsibility of the Offeror and will be determined during the evaluation process.

a. Responsive offer means a person or firm that has submitted a bid/proposal and conforms in all material respects to the Invitation to Bid.

b. Responsible or qualified Offeror means a person or firm with the capability in all respects to perform fully the Contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in response to a condition of a bid/proposal requiring information may be cause for such bid/proposal to be rejected.

4.5.2 General: DMA reserves the right to accept or reject any or all bids/proposals received and reserves the right to make an award without further discussion of the bids submitted.

Therefore, the bidder should make sure that the bid package submitted is complete and accurate and ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of DMA's official file, without obligation to DMA.

4.5.3 Responsiveness of Bids: Proposals/bids will not be considered if not received by DMA on or before the date and time specified as the due date for submission. All proposals/bids must be typed or printed in ink. Offers by facsimile or email are not acceptable. A responsive proposal/bid is an offer to perform the scope of services called for in this ITB in accordance with all requirements of this ITB. Proposals/bids found to be non-responsive will not be considered.

Proposals/bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal/bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. All bid/proposal prices shown on the price sheets submitted are final and mistakes will be at proposer/bidder’s risk.

4.5.4 Other Conditions: Other conditions which may cause rejection of bids include, evidence of collusion among bidders, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the United States Comptroller General's List of

Ineligible Contractors for Federally Financed or Assisted Projects.

4.6 Vendor’s Contractual Obligations

The Vendor will be required to ensure that each individual, partnership, firm, corporation or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

4.6.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S.

Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the

E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify.

The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

4.6.2 Unauthorized Aliens: The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act (8 U.S.C.

1324a). If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

4.6.3 Vendor Certification Regarding Scrutinized Companies: Section 287.135, Florida

Statutes prohibits agencies from contracting with companies, for goods or services over

$1,000,000.00 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List. Both lists are created pursuant to section 215.473 Florida Statutes. The lists are updated quarterly and can be viewed at:

https://www.sbafla.com/media/5rjltjyy/2024_12_17_web_update_pfia_prohibited_list.pdf https://www.sbafla.com/media/5rjltjyy/2024_12_17_web_update_pfia_prohibited_list.pdf

4.6.4 Liability Insurance: The Vendor shall not commence any work until they have obtained the following types of insurance. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida

Department of Military Affairs, Procurement Office, Attention: Neal Newton, 82 Marine

Street, St. Augustine, Florida 32084 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least

$100,000.00 each occurrence, for the services to be rendered in accordance with this contract.

All insurance policies shall be with insurers qualified and licensed to do business in the state of

Florida. Such policies shall provide that the insurance is not cancelable except upon thirty (30) days prior written notice to DMA.

DMA shall be exempt from, and in no way is liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

4.6.5 Preferred Price: The Vendor agrees to submit to the Department at least annually an affidavit from an authorized representative attesting that the Vendor is in compliance with the preferred pricing provision of Section 4(b) of form PUR 1000.

4.6.6 Public Records: The Vendor shall comply with Chapter 119, Florida Statutes.

Specifically, the Vendor shall:

(1) Keep and maintain public records required by the Department to perform the service.

(2) Upon request from the Department’s custodian of public records, or his designee, provide the Department with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law.

(3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Contract term and following completion of the Contract if the

Vendor does not transfer the records to the Department.

(4) Upon completion of the Agreement, transfer, at no cost, to the Department, all public records in possession of the Vendor or keep and maintain public records required by the Department to perform the service. If the Vendor transfers all public records to the Department upon completion of the contract, the Vendor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Vendor keeps and maintains public records upon completion of the Contract, the Vendor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the

Department, upon request from the Department’s custodian of records, or his designee, in a format that is compatible with the information technology systems of the

Department.

If the Vendor has questions regarding the application of Chapter 119, Florida Statutes, to the Vendor’s duty to provide public records relating to this Contract, contact the Custodian of Public Records at:

Florida Department of Military Affairs Attn: John Connor 82 Marine Street Saint Augustine, FL 32084 John.D.Connor2.nfg@mail.mil

(904) 823-0241

4.6.7 Inspector General Requirements: In accordance with 20.055(5), “It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section. Beginning July 1, 2015, each contract, bid, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or person understands and will comply with this subsection.”

4.7 Intellectual Property

The parties do not anticipate that any intellectual property will be developed as a result of this solicitation. However, any pre-existing software, or other work of authorship used by the

Vendor, to create a deliverable but which exists as a work independently of the deliverable, shall remain the property of the Vendor.

4.8 Copyrighted Materials

Copyrighted material will be accepted as part of a proposal/bid only if accompanied by a waiver that will allow DMA to make paper and electronic copies necessary for the use of DMA staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter

119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

4.9 Costs Incurred in Responding

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

4.10 Bid Submission

mailto:John.D.Connor2.nfg@mail.mil

4.10.1 GENERAL: Sealed Proposals/bids will be received until (2:00 PM), local time, on April

24, 2025. Proposals/bids must be in the Purchasing Office by 2:00 PM, and any received after that time and date will not be considered. By submitting a proposal/bid, the bidder represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided. The bidder must use the attached "Bid Sheet" to submit their Proposal/bid. All proposals/bids and associated forms must be signed and dated in ink by a duly authorized representative of the bidder. Each bidder must fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation. Bidder shall submit the original and two (2) copies of the bid/proposal. The ITB number, opening date and time should appear on the envelope of the proposal/bid. DMA does not currently accept electronic submissions.

4.10.2 Deliver Proposals/Bids to: (DO NOT EMAIL)

Florida Department of Military Affairs

DMA-ITB-341 SFB Lighting Project

Attention: Neal Newton

82 Marine Street

Saint Augustine, Florida 32084

4.10.3 Modifications, Re-submittal and Withdrawal: Bidders may modify submitted proposals/bids at any time prior to the due date. Requests for modification of a submitted proposal/bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire proposal/bid will be returned to the bidder and not considered unless resubmitted by the due date and time. Bidders may also send a change in a sealed envelope to be opened at the same time as the bid. The ITB number, opening date and time should appear on the envelope of the modified proposal/bid.

4.10.4 Attachment to ITB Submittal – Confidential Material: The Bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Attachment to Request for Proposal, Number DMA-ITB

-341-Confidential Material". The Bidder must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Bidder asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Bidder upon submission, effective after opening.

4.11 Bid Opening

The sealed bids will be opened by the DMA’s Purchasing Office personnel at Saint Francis

Barricks, 82 Marine Street, Saint Augustine, Florida 32084 on April 24, 2025, at 2:00 PM. All bid openings are open to the public, if you plan on attending the opening, please plan accordingly as it may take a few minutes to clear the Security Guard desk at the main entrance.

4.12 Identical Evaluation (Tied Score) of Responses

In the event the evaluation/bid process results in identical scores, DMA will select a respondent based on the criteria identified in Rule 60A-1.011 F.A.C. and applicable Florida Law.

4.13 Posting of Intended Award

4.13.1 General: DMA's decision will be posted on the Florida Vendor Bid System at https://vendor.myfloridamarketplace.com on or about April 25, 2025, and will remain posted for a period of seventy-two (72) hours. Any bidder who is adversely affected by the DMA's recommended award or intended decision must file protest in accordance with Florida Statute

Section 120.57(3).

4.13.2 Inability to Post: If DMA is unable to post as defined above, DMA will notify all bidders by electronic notification on the Florida Vendor Bid System or by email.

4.13.3 Request to Withdraw Bid: Requests for withdrawal will be considered if received by

DMA, in writing, within seventy-two (72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

4.14 Award of the Contract

Services will be authorized to begin when the Vendor receives a written document incorporating the terms and conditions of the solicitation, the vendor’s proposal/bid indicating the encumbrance of funds and award of the contract. DMA may elect to make award for individual locations based on funding availability.

5.0 Statement of Work

DMA is seeking proposals from companies that are qualified and capable of installation and testing, of state-of-the-art LED fixtures and control solutions, that will illuminate the National

Guard Command Center Offices, Conference Room, and Cedar Room Event Center, sufficient to satisfy requirements for the LED fixtures. The LED Lighting designs are complete and the light plots with fixture schedules will be provided to bidders at Mandatory Meeting by the Project

Consultant, with fixture order codes and Combi Wireless Control information.

The successful respondent will work as directed by and to the satisfaction of DMA Project

Manager.

The services sought under this ITB are generally described as follows:

1. Removal and disposal of existing lighting fixtures and all unnecessary electric infrastructure as directed by DMA Project Manager and Project Consultant.

2. Rework existing wiring for the new light fixtures/systems. All wire no longer in use to feed the new lighting system will be removed back to the panel, any breakers not being reused will be re-labeled as SPARE.

3. All unused conduits and junction boxes will be removed above the ceiling or in accessible locations. All unused conduits in walls will remain, unused switch boxes will be blanked off and any remaining junction boxes will have box covers installed.

4. Furnishing fixtures for the Command Center, Cedar Room and Conference Room.

5. Install new specified light fixtures and control system as shown on drawings provided by

Consultant. No alternate fixtures are acceptable. The new fixtures will be installed in exact locations shown on drawings provided by the Consultant.

6. Test lighting fixtures and associate electrical/control components on the existing support structures to meet requirements set forth in this ITB.

7. Provide project management and commissioning services throughout the scope of project to completion.

8. Provide all necessary vehicles and equipment for delivery, transport, mounting hardware, installation, and workplace safety.

9. Provide all Required Licensing, Permitting and OSHA Safety Certifications.

10. Establish and maintain a Material and Equipment Staging Area at the discretion and direction of DMA Project Manager.

11. No removed lamps will be left on-site, contractor will provide for proper disposal of lamp with removal of any hazardous waste prior to disposal. Verification of proper disposal is required prior to payments issued.

12. Provide waste removal and clean-up services daily or whenever required by DMA Project

Manager and at project completion.

5.1 Scope of Work

5.1.1 Lighting and Control Installation:

Cedar Room

*installation deadline

June 1, 2025

Command Center

*installation deadline

July 31, 2025

Conference Room

*installation deadline

July 31, 2025

• Meeting Hall 1 & 2

• Cloud panels

• Wall washes

• Column Sconces

• Entrance display

• Restroom Egress

• LED Fixtures provided

• Control provided

• (7) Offices

• (2) Wing Receptions

• Copy Room

• Main Reception

• Provide LED Fixtures specified

• Provide LED Controls specified

• Wall façades

• Conference table

• Podium and Dias area

• Provide LED Fixtures specified

• Provide LED Controls specified

1. The electrical company chosen for this project will provide a licensed Master electrician to oversee the electrical install for the Cedar room, Conference room and the Command floor areas, at all times.

2. All electrical codes, OSHA and State guidelines will be followed.

3. The electrical company will need to complete a Job Safety Analysis (JSA) prior to starting the electrical installation.

4. The electrical installation will start in the Cedar room, after completion, the Command

Conference room will follow, after completion the Command floor office areas will be the last install area.

5. Cedar room work hours; Monday thru Friday 8:00 to 17:00 hours. Weekends are optional, contractor must give notice if weekend work is requested.

6. Command Conference room work hours; Monday thru Friday 8:00 to 17:00 hours.

Weekends are optional, contractor must give notice if weekend work is requested.

7. Command floor offices work hours; Night work only, Monday thru Friday 17:00 hours to 01:00 hours. Contract employees must be signed in at the guard’s area, before starting work, Employee’s must have a driver’s license on their person for entry.

8. Project Consultant will provide to the Electrical Contractor (EC) fixture schedules, wattage and Control Zone breakdowns by area for the EC’s review.

9. Cost for the Purchase of Fixtures for the Conference Room and Command Center, will be provided by Manufacturer’s FL distributors.

10. Consultant will provide lighting control system consultation (with the project EC).

F.Y.I. *Circadian Lighting Control System will be provided for the Command Offices

Designed to include a dose of blue light using additional LED chips, they also provide the light intensity necessary to entrain the rhythms. Some systems can include the capability to tune from a higher color temperature during the day, to a lower color temperature in the afternoon and evening to provide the occupants with a visual cue regarding time of day all without sacrificing the quality of light and color rendition.

5.1.2 Repairs outside of the Contract Scope – When repairs/installations are determined by the Contractor to be outside the scope of this project and this is confirmed by the DMA Project

Manager, an estimated amount to perform the required service will be provided for consideration. The DMA Project Manager will then determine if the estimate is reasonable and within the guidelines of this procurement and have the authority to authorize the service on a case-by-case basis. In the event a unit requires replacement, or extensive service repairs the

DMA Project Manager will then take the necessary actions to ensure compliance with State procurement regulations.

5.2 MANDATORY ON-SITE INSPECTION

April 11, 2025 Mandatory Site Visit begins at 10:00 AM

EST on April 11, 2025, at Saint Francis

Barracks - Cedar Room Event Center, 82

Marine Street, St. Augustine, FL 32084

There will be a mandatory on-site inspection visit for all prospective bidders. The on-site inspection will be held on Friday April 11, 2025, at 10:00 AM EST, at the Saint Francis

Barracks – Cedar Room Event Center, 82 Marine Street, St. Augustine, Florida 32084 and will be conducted by Project Consultant and Project Manager or his designee. The prospective bidder shall visit the sites for work to become familiar with the site conditions which in any manner affects the work to be done or affects the equipment, material list, labor and services required.

Directions may be obtained by contacting Mr. Jones via email at or by calling at (904) 823-0225.

Failure to attend the mandatory on-site inspection and complete the on-site inspection form shall preclude a prospective bidder from submitting a bid for this solicitation.

Mr. Jones or his designee will NOT answer questions pertaining to this solicitation. Questions resulting from the site visit and verbal service descriptions will be addressed at the site visit.

Any questions from vendors concerning this solicitation shall be submitted in writing, identifying the submitter, to Neal Newton or John Connor at the addresses specified in

Sections 1.4 and 1.3 above or by email to neal.newton@dma.fl.gov or john.d.connor2.nfg@army.mil by 2:00 PM EST on April 15, 2025. Email inquiries are preferred; however, a hard copy is acceptable. All questions and/or changes to the solicitation will be posted on DMS Vendor Bid System (VBS). It is the prospective vendor’s responsibility to periodically check the VBS. DMA bears no responsibility for any delays, or resulting impacts, associated with a prospective vendor’s failure to obtain the information made available through the DMS Vendor Bid System.

INFORMATION WILL NOT BE PROVIDED BY TELEPHONE. Any information received via telephone shall not be binding on DMA and shall not be relied upon by any prospective bidder.

Failure by a bidder to attend or be represented at this scheduled site visit will constitute a non-responsive determination to their bid package. Bids found to be non-responsive will not be considered.

5.4 Vendor Responsibilities and Deliverables

5.4.1 The Contractor shall have three years’ experience at a minimum and the contractor along with his/her employees shall be registered with Florida Department of Professional

Regulations as an electrical contractor. The Contractor shall have adequate technically qualified personnel employed within his/her organization to perform all phases of the contract requirements. All work must be performed by qualified technicians, not trainees or helpers.

5.4.2 The Contractor shall notify the Project Manager twenty-four (24) hours in advance of any shutdowns that will affect the department occupants. Any shutdowns that will affect the operations of the departments or occupants will be performed after 5:00 PM, on the Alternate

Work Schedule (AWS) Monday or weekends.

5.4.3 DMA shall not be liable or responsible for any accidents, loss of personal property or any other damages that may arise as a result of this contract. Furthermore, the contractor shall agree to indemnify and hold harmless the DMA for any and all claims, demands, lawsuits or any other action arising from the services/labor under this contract. Any accidents while working on post must be reported immediately to the Facility Manager.

5.4.4 The Contractor and its employees shall cooperate with the DMA and shall carry out their work in a manner as not to hinder, delay or impede the work process of DMA personnel.

5.4.5 The Contractor must remain in compliance with all state and/or Federal laws currently in effect. Any new laws that may come into effect during the contractual period (including renewals) must also be complied with and incorporated into this existing contract.

5.5 Performance and Consequences:

The services shall be scheduled to begin on or about May 1, 2025. The Contractor will provide a company Point of Contact (POC) to ensure effective communications with the DMA Project

Manager or his designee. This information shall include a name, business telephone number, cell phone number, if applicable, and an email address.

On-site work activities must be pre-coordinated and approved by the DMA Project Manager or his designee prior to commencement of activities. The Contractor is required to have frequent communication and closely coordinate all work with the DMA Project Manager to ensure the quality of the work being conducted while on the property.

In the event the contractor fails to meet the minimum level of service identified in the Statement of Work, DMA will not pay invoices until the work is satisfactorily completed.

5.6 Invoicing and Payment

The contractor shall submit one invoice for each phase/location in arrears at the end of each phase/location completion. Invoices must identify services performed during the preceding phase/location. The services must be approved by DMA Project Manager, or his designee, prior to payment authorization. Payment may be withheld until such time as all scheduled services have been completed and approved by the Project Manager or his designee. The invoice shall contain the Contract number, ITB number and the appropriate vendor identification number.

Payment shall be made in accordance with 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to the Contractor due to preparation errors will result in a delay in payment.

5.7 Special Considerations

5.7.1 All submittals, meeting minutes, correspondence, and reports are to be held in the strictest confidence. The release of information (written, electronic, or verbal) pertaining to any aspect of the services is not to be released to the public without written permission from the DMA Contact

Manager.

5.7.2 Security Requirements

SFB has security and entry control procedures. Contractors will be briefed on an as needed basis concerning traffic routing/parking and work site security restrictions. Access Control Rosters for contractors are required and will be obtained prior to the contractor’s initial service date.

The names of all the contractor employees who will be working at the facility will be listed on the document, which shall be printed on the contractor’s Company letterhead and submitted to the Security Office which is located at the Security Desk inside the Main Door of the facility.

Access Control Rosters are to be approved by the Project Manager. Due to tightened security measures, submit a copy of the vehicle registration and proof of insurance for each vehicle that will be on facility, and also a copy of each individual’s driver’s license. These are required prior to beginning any type of contracted work.

PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER: Due to the instability of world events, there may be times during the performance period of this contract that the contractor might be asked to leave the base during higher threat conditions.

6.0 Bid Submittal

Vendors shall provide a brief description of their company history, which shall include but not be limited to business certifications, number of years in business and other information that may demonstrate company stability and reliability. (Attachment D)

6.1 Price Sheet: Vendors shall complete the price sheet to proposal/bid (Attachment A). Only prices submitted on the supplied price sheet will be considered. All pricing will be used in determining overall bid price. Award and renewals are contingent upon funding availability.

6.2 Reference Sheet: Vendor shall provide three references. (Attachment B)

6.3 Drug Free Workplace: Attachment “C” Drug-Free Workplace Compliance Form must be signed and returned.

6.4 Vendor Certification Regarding Scrutinized Companies Lists: Attachment E must be signed and returned

6.5 Vendor Checklist: Provided for convenience.

6.6

ATTACHMENT A

BID SHEET

DMA-ITB-341 SFB Lighting Project

Provide Bids Prices for installation of lighting in each location: Cedar Room, Command

Center, Conference Room (3). Bidders must bid on all locations to be considered.

Location

Name

Cedar Room

Materials &

Installation

Price

Command

Center

Materials &

Installation

Price

Conference Room

Materials &

Installation Price

Total

Materials &

Installation

Price

Acknowledgment: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Company Name:

FED ID#:

Street Address: _

City, State & Zip

Telephone No. _ Fax No.

Email Address:

Signature:

Date: Printed name:

ATTACHMENT B

Reference Sheet

The Respondent must list a minimum of three (3) separate and verifiable clients of the Respondent, which have been in place for at least one (1) continuous year. Any information not submitted on this attachment shall not be considered. The clients listed shall be for services similar in nature to that described in this solicitation. The same client may not be listed more than one (1) reference (for example, if the Respondent has completed one project for the

Florida Department of Transportation – District One and one project for the Florida Department of Transportation –

District Two, only one (1) of the projects may be listed because the client, the Florida Department of Transportation, is the same). Please provide at least two (2) Contact Names.

Address:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Service Dates: Dates must demonstrate at least one (1) continuous year to

Approximate Contract Value: $

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

ATTACHMENT C

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

Procurement No. DMA-ITB-341-SFB Lighting Project

1, , (Name) (Title) of , hereby certify that this firm has implemented

(Name of firm) a drug-free workplace program in accordance with the provision of Section 287.087, Florida

Statutes.

Date:

(Signature)

287.87 Preference to businesses with drug-free workplace programs. Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the

United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Attachment D

MINIMUM QUALIFICATIONS STATEMENT

How many years has your business performed the type of services being requested?

Provide a written statement detailing your company and employee qualifications:

ATTACHMENT E

VENDOR CERTIFICATIONS

Certification Regarding Scrutinized Companies Lists

Section 287.135, Florida Statutes, prohibits agencies from contracting with companies, for goods or services over $1,000,000, that are on either the Scrutinized Companies with Activities in

Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector

List. Both lists are created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the

Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with

Activities in the Iran Petroleum Energy Sector List. I understand that pursuant to section

287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certification of Employment Eligibility Verification

Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland

Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within

Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this

Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The

Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678176.shtm

I, , (Name) (Title) of, hereby certify that this firm is in compliance

(Name of firm) with the above referenced Florida Statute and Executive Order.

Date:

(Signature)

ATTACHMENT F

VENDOR CHECKLIST

For your convenience, we offer the following checklist of items that must be returned by the proposal/bidding deadline. Bidder shall submit the original and two (2) copies of the bid/proposal. This checklist does not relieve the respondent of the responsibility of ensuring that all requirements of this Bid are included with their Bid submittal.

_ _1 Attachment A – Price Sheet, signed

_ _2. Attachment B –Vendor References

_ _3. Attachment C - Certification of Drug Free Workplace, signed.

_ _ 4. Attachment D – Minimum Qualifications Statement

_ 5. Attachment E – Vendor Certifications, signed

_ 6. Attachment F – Vendor Checklist

NOTE: Address your Bid submission to the point of contact specified in section 4.11 and write the following:…