STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF MEDICAL QUALITY ASSURANCE. BUREAU OF LICENSING and AUDITING SERVICES DOH INVITATION TO BID FOR

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1 STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF MEDICAL QUALITY ASSURANCE BUREAU OF LICENSING and AUDITING SERVICES DOH INVITATION TO BID FOR SPECIALIZED LICENSE PAPER Vendor Name Vendor Mailing Address City-State-Zip Telephone Number Address Federal Employer Identification Number (FEID) Authorized Signature (Manual) Authorized Signature (Typed) and Title Page 1 of 41

2 TABLE OF CONTENTS TITLE PAGE... 1 TABLE OF CONTENTS PAGE... 2 TIMELINE... 3 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001)... 4 SECTION 2.0 GENERAL TERMS AND CONDITIONS (PUR 1000)... 4 SECTION 3.0 INTRODUCTORY MATERIALS... 4 SECTION 4.0 TECHNICAL SPECIFICATIONS... 5 SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS... 7 SECTION 6.0 SPECIAL CONDITIONS... 9 ATTACHMENTS ATTACHMENT I SPECIFICATIONS ATTACHMENT II PRICE PAGE ATTACHMENT III REFERENCES ATTACHMENT IV MANUFACTURING SERCURITY MINIMUM ATTACHMENT V REQUIRED CERTIFICATIONS ATTACHMENT VI DOH REPORTING OF SUBCONTRACTOR EXPENDITURES ATTACHMENT VII PURCHASE ORDER TERMS AND CONDITIONS ATTACHMENT VIII STANDARD CONTRACT ATTACHMENT IX HIPPA AGREEMENT...36 Page 2 of 41

3 DOH SPECIALIZED LICENSE PAPER EVENT DUE DATE LOCATION ITB Advertised - Released February 26, 2013 Vendor Bid System: Mandatory Pre-bid Conference March 11, 3:00 P.M. EST Florida Department of Health 4052 Esplanade Way, Room 310L, Tallahassee, Florida Questions submitted in writing. March 19, 2013 Prior to 5:00 PM EST Submit to: Florida Department of Health Purchasing Voncelia Smith, Suite Bald Cypress Way, Bin B07 Tallahassee, Florida Fax: (850) voncelia_smith@doh.state.fl.us Answers to Questions March 22, 2013 Prior to 5:00 PM EST Posted electronically via the following Internet site: Sealed Bids Due and Opened Must be received PRIOR to: April 4, P.M. EST Florida Department of Health Purchasing Voncelia Smith, Suite Bald Cypress Way, Bin B07 Tallahassee, Florida Anticipated Posting of Intent to Award April 9, 2013 Vendor bid system: Page 3 of 41

4 SECTION 1.0: GENERAL INSTRUCTION TO RESPONDENT (PUR1001) 1.0 This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. Attachment: 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 with your bid response. SECTION 2.0: GENERAL TERMS AND CONDITIONS (PUR1000) 2.0 This section explains the General Contract Conditions (PUR 1000) of the solicitation process. Attachment: 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 with your bid response. SECTION 3.0: INTRODUCTORY MATERIALS 3.1 Statement of Purpose The Florida Department of Health s Bureau of Operations, Licensure and Auditing Services Unit in accordance with Section (2), Florida Statutes requires the Department of Health, Division of Medical Quality Assurance to issue a license to any person certified by the appropriate board, or its designee, as having met the license requirements imposed by law or rule. Each license must consist of a wallet sized identification card and a wall card. The Department will also provide a licensee notification in the categories of retired, suspended, and inactive in the form of a specialized certificate of receipt. The purpose of this Invitation to Bid (ITB) is to obtain competitive bid prices for specialized license paper for required licenses enacted by statute in accordance with the specifications provided in this ITB. 3.2 Definitions The following definitions and acronyms shall apply to this Invitation to Bid: Department The Florida Department of Health Division The Division of Medical Quality Assurance License any permit, registration, certificate, or license, including a provisional license, issued by the department. MQA Medical Quality Assurance A division within the Department that develops policies and regulates medical professional licenses. Response The document submitted by the respondent in response to the Invitation to Bid. The response is intended to constitute a material part of any contract which may result from this Invitation to Bid. Page 4 of 41

5 3.3 Term The contract resulting from this Invitation to Bid will be for three (3) years from purchase order issue date or date of the contract execution, whichever is first. SECTION 4.0: TECHNICAL SPECIFICATIONS 4.1 General Statement The bidder will provide specialized license paper services as specified in this ITB. 4.2 Specifications Detailed specifications for this solicitation are provided as Attachment I to this ITB 4.3 Mandatory Samples The bidder shall provide twenty (20) samples of each type of paper requested in the Attachment I with the bid response. The samples are a mandatory requirement. 4.4 Delivery The specialized license paper should be distributed to the delivery location at a maximum of four (4) weeks after the receipt of the purchase order. Delivery of the requested specialized license paper shall be ordered on an as needed basis in quantities of 50, ,000 for active license paper, 3,000-10,000 for inactive license paper, and 3,000 for test paper. Delivery is to occur no later than 5:00 p.m. Monday through Friday. The bidder shall provide with each shipment a packing listing of each shipment that includes the number of cartons by type of paper and the starting and ending certificate numbers in each carton. Payment of the invoice will be made upon acceptable documentation of receipt and acceptance of the specialized license paper by the Department. Delivery shall be made via secure truck or courier service. No other items shall be included on this truck at the time of delivery. The Department s current vendor that will be receiving the paper delivery is: Image API 2002 Old St. Augustine Road Tallahassee, Florida The specifications on how the boxes should be delivered are: Pallets - standard pallet size; industrial standards: W x 48 L x 5 5 H (no higher) Pallets are required to be shrink wrapped Unit Price must include inside delivery, shipping and handling cost, FOB destination. Maximum truck size the delivery site can accommodate is 28 feet in length. Truck with lift gate is required. Page 5 of 41

6 4.5 Required Documentation The following documentation shall be submitted by bidders participating in this solicitation: Title Page Mandatory Samples - Section 4.3 Attachment II - Price Page Attachment III - Reference Form Attachment IV- Manufacturing Security Minimum Attachment V- Required Certifications 4.6 Recycled Content Vendors shall certify in writing, the amount of recycled material used for printing (or that no recycled material was used). See Attachment II Price Page. 4.7 Responsive and Responsible The Bidder shall complete and submit the following mandatory information or documentation as a part of the Bid Package. Any response which does not contain the information below shall be deemed non-responsive. Title Page Mandatory Samples - Section 4.3 Attachment II - Price Page Attachment III - Reference Form Attachment IV- Manufacturing Security Minimum Attachment V- Required Certifications Bidders are also required to attend the mandatory pre-bid conference as specified in Section Records and Documentation To the extent that information is utilized in the performance of the resulting contract or generated as a result of it, and to the extent that information meets the definition of public record as defined in subsection (1), F.S., said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any person upon request as provided in Article I, Section 24, FL Constitution and Chapter 119, F.S. It is expressly understood that any state contractor s refusal to comply with these provisions of law shall constitute an immediate breach of the contract resulting from this ITB entitling the department to unilaterally terminate the contract. The successful bidder will be required to notify the department of any requests made for public records. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB shall be retained by the successful respondent for a period of six years after the termination of the resulting contract or longer as may be required by any renewal or extension of the contract. During this period, the successful bidder shall provide any documents requested by the Department in its standard word processing format (currently Microsoft Word 6.0). If this standard should change, the successful vendor shall adopt the new Page 6 of 41

7 standard at no cost to the department. Data files will be provided in a format directed by the department. The successful bidder agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful bidder further agrees to hold the department harmless from any claim or damage including reasonable attorney s fees and costs or from any fine or penalty imposed as a result of failure to comply with the public records law or an improper disclosure of confidential information and promises to defend the department against the same at its expense. The successful bidder shall maintain all records required to be maintained pursuant to the resulting contract in such manner as to be accessible by the department upon demand. Where permitted under applicable law, access by the public shall be permitted without delay. SECTION 5.0: SPECIAL INSTRUCTIONS TO RESPONDENTS The following Special Instructions shall take precedence over Section 1.0 General Instructions to Respondents PUR1001 unless a statutorily required provision in the PUR 1001 supersedes. 5.1 Instructions for Bid Submittal Bids may be sent by U.S. Mail, Courier, Overnight, or Hand Delivered to the location indicated in the Timeline. Electronic submission of bids will not be accepted for the Invitation to Bid. This Special Instruction takes precedence over General Instruction #3, in PUR1001 All bids must be submitted in a sealed envelope/package and shall be clearly marked on the outside with the bid number, date and time of bid opening for which bid is intended. The Florida Department of Health is not responsible for the opening of any envelope which is not properly marked. It is the bidder s responsibility to assure their bid submittal is delivered at the proper place and time as stipulated in the Invitation to Bid. Late bids will not be accepted. Bidders are required to complete, sign, and return the Title Page with their bid submittal. Bidders shall submit all mandatory, technical, and pricing data in the formats specified in the Invitation to Bid. Submit one (1) original bid (1) one hard copy and one electronic copy of the bid on either CD or disk. The electronic version shall be a copy of the bid as submitted, including all supporting documents. Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response. 5.2 Public Records and Trade Secrets Notwithstanding any provisions to the contrary, public records shall be made available pursuant to the provisions of the Public Records Act. If the respondent considers any portion of its response to this solicitation to be confidential, exempt, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the respondent must segregate and clearly mark the document(s) as CONFIDENTIAL. Simultaneously, the Respondent will provide the Department with a separate redacted paper and electronic copy of its response with the claimed protected information redacted and briefly Page 7 of 41

8 describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Solicitation name, number, and the name of the respondent on the cover, and shall be clearly titled REDACTED COPY. The Redacted Copy shall be provided to the Department at the same time the respondent submits its response and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, the respondent shall protect, defend, and indemnify the Department for any and all claims arising from or relating to the determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the respondent fails to submit a redacted copy with its response, all records submitted are public records and the Department shall produce all documents, data or records submitted by the respondent in answer to a public records request. 5.3 Bidder Inquiries This Special Instruction takes precedence over General Instruction #5 in PUR Questions related to this ITB must be received, in writing (either via U.S. Mail, courier, , fax, or hand-delivery), by the contact person listed below, within the time indicated in the Timeline. Oral inquiries or those submitted after the period specified in the Timeline will not be addressed. Answers to questions submitted in accordance with the ITB Timeline and/or during a pre-bid conference, if applicable (see Section 5.4) will be posted on the Vendor Bid System web site: All inquiries must be submitted to: Florida Department of Health Attention: Voncelia Smith 4052 Bald Cypress Way, Room 310 Tallahassee, FL Fax: Administrative lead, voncelia_smith@doh.state.fl.us NOTE: FLORIDA LAW: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Section (23), Florida Statutes 5.4 Mandatory Pre-Bid Conference A mandatory pre-bid conference will be held at the time and location indicated in the Timeline. This provides the vendors with an opportunity to view the specialized license paper and to ask questions and seek clarifications about the bid. Answers to the written questions submitted in accordance with the ITB Timeline will be answered at the mandatory pre-bid conference. The Page 8 of 41

9 Department may answer any additional questions at the pre-bid conference or defer them to a later date identified in the Timeline. This is the only forum available during the competitive bid process for answering questions and making clarifications. Attendance at the mandatory pre-bid conference is a prerequisite for the acceptance of a bid response. Only vendors that complete the attendance sheet for the mandatory pre-bid conference will be considered responsive. 5.5 Special Accommodations Any person requiring special accommodations at DOH Purchasing because of a disability should call DOH Purchasing at (850) at least five (5) work days prior to any pre-bid conference, bid opening, or meeting. If you are hearing or speech impaired, please contact Purchasing by using the Florida Relay Service, which can be reached at (TDD). 5.6 Price Page (Mandatory Requirement) The Price Page is Attachment II of this ITB. It must be filled out as indicated, signed, and returned with the bid response. 5.7 References and Minimum Experience (Mandatory Requirement) Vendors are required to submit with their bid, three (3) references that have been provided for services of a similar size and parameters of those requested in this solicitation. Vendors shall use Attachment III, Bidder References of this ITB to provide the required reference information. The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge. Vendors must have been engaged in providing services of a similar size and parameter of those requrested in this solicitation for a minimum of three (3) years. SECTION 6.0 SPECIAL CONDITIONS The following Special Conditions shall take precedence over Section 2.0 General Contract Conditions PUR1000 unless a statutorily required provision in the PUR 1000 supersedes: 6.1 Additional Quantities This Special Condition takes precedence over General Conditions #5 in PUR1000. The Department reserves the right to purchase additional quantities of the items requested in this ITB, for the duration of the 36 month contract and during any renewal period, on an as-needed basis up to the monetary amount of the bid, but not o exceed the amount listed in F.S (2) for Category 2 purchases Cost of Bid Preparation Neither the Department of Health nor the State is liable for any costs incurred by a bidder in responding to this Invitation to Bid Vendor Registration Each vendor doing business with the State for the sale of commodities or contractual services as defined in Section F.S., shall register in the MyFloridaMarketPlace system, unless exempted under subsection 60A-1.032, F.A.C. Also, an agency shall not enter into an agreement for the sale of commodities or contractual services as defined in Section F.S. with any vendor not registered in the My Florida Market Place system, unless exempted by rule. A vendor Page 9 of 41

10 not currently registered in the MyFloridaMarketPlace system shall do so within 5 days after posting of intent to award. Registration may be completed at: Those lacking Internet access may request assistance from the My Florida Market Place Customer Service at or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL The State of Florida, Department of Financial Services requires vendors doing business with the State to submit a Substitute Form W-9 electronically. Vendors who do not have a verified Substitute Form W-9 on file will experience delays in processing contracts or payments from the State of Florida. For more information go to: Verbal Instructions Procedure The vendor shall not initiate or execute any negotiation, decision, or action arising from any verbal discussion with any State employee. Only written communications from the Department s Purchasing Office may be considered a duly authorized expression on behalf of the State. Additionally, only written communications from vendors are recognized as duly authorized expressions on behalf of the vendor Addenda If the Department of Health finds it necessary to supplement, modify or interpret any portion of the bidding specifications or documents during the bidding period a written addenda will posted on the MyFlorida.com Vendor Bid System, It is the responsibility of the bidder to be aware of any addenda that might affect the submitted bid Unauthorized Aliens The employment of unauthorized aliens by any bidder is considered a violation of section 274A(e) of the Immigration and Nationality Act. If the bidder knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the resulting contract Certificate of Authority All corporations, limited liability companies, corporations not for profit, and partnerships seeking to conduct business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapter 607, 608, 617, and 620, Florida Statutes, respectively Bid Evaluation Bids that do not meet the requirements specified in this ITB will be considered non-responsive. The Department reserves the right to accept or reject any and all responses, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State s best interests. The Department may reject any response not submitted in the manner specified by the solicitation documents. Bidders are cautioned to make no assumptions unless their bid has been deemed responsive. Page 10 of 41

11 6. 9 Basis of Award DOH A single award will be made to the responsive, responsible bidder offering the lowest grand total for the item(s) being requested in this Invitation to Bid. Unit Price must include set-up cost, inside delivery, shipping and handling cost, FOB destination. Bidders must quote each line where a price is requested Identical Tie Bids When evaluating vendor responses to solicitations where there is identical pricing or scoring from multiple vendors, the department shall determine the order of award in accordance with Rule 60A F.A.C Minority and Service-Disabled Veteran Business - Participation The Department of Health encourages minority and women-owned business (MWBE) and servicedisabled veteran business enterprise (SDVBE) participation in all its solicitations. Bidders are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for information on becoming a certified MWBE or SDVBE or for names of existing businesses that may be available for subcontracting or supplier opportunities Subcontractor The successful bidder may, only with prior written approval of the Department, enter into written subcontracts for performance of specific services under the contract resulting from this solicitation. Anticipated subcontract agreements known at the time of bid submission and the amount of the subcontract must be identified in the bid. If a subcontract has been identified at the time of bid submission, a copy of the proposed subcontract must be submitted to the department. No subcontract that the bidder enters into with respect to performance under the contract shall in any way relieve the bidder of any responsibility for performance of its contract responsibilities with the department. The department reserves the right to request and review information in conjunction with its determination regarding a subcontract request. The successful bidder shall provide a monthly Subcontract Report (Attachment VI) summarizing all subcontracting/material suppliers performed during the prospective contract period. This report shall include the name and address, Federal Employment Identification number and dollar amount expended for any subcontractor. A copy of this form shall be submitted to the Department s Contract Manager. The Department of Health encourages the use of MWBE and SDVBE vendors for subcontracting opportunities. For assistance locating a certified MWBE or a SDVBE, contact the Department of Health s Minority Coordinator ( ) or the Office of Supplier Diversity ( ), as needed. In accordance with Executive Order , The provider agrees to utilize the U.S. Department of Homeland Security s E-Verify system, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Contractors meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision. Page 11 of 41

12 6.13 Conflict of Interest Section (18), Florida Statutes, provides, A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. Acknowledge acceptance on Required Certifications, Attachment V Standard Contract/Purchase Order Each respondent shall review and become familiar with the department s Standard Contract and/or Purchase Order which contains administrative, financial and non-programmatic terms and conditions mandated by federal or state statute and policy of the Department of Financial Services. Use of one of these documents is mandatory for departmental contracts as they contain the basic clauses required by law. The terms and conditions contained in the Standard Contract or Purchase Order are non-negotiable. The terms covered by the DEPARTMENT APPROVED MODIFICATIONS AND ADDITIONS FOR STATE UNIVERSITY SYSTEM CONTRACTS are hereby incorporated by reference. The standard contract/purchase order terms and conditions are Attachment VII and Attachment VIII. Acknowledge acceptance on Required Certifications, Attachment V Termination This Invitation to Bid Special Condition takes precedence over General Condition #22 and #23 in PUR1000. Termination shall be in accordance with Department of Health Standard Contract, Attachment VIII, Section III B or Department of Health Purchase Order Terms and Conditions, Attachment VII Conflict of Law and Controlling Provisions Any contract resulting from this ITB, plus any conflict of law issue, shall be governed by the laws of the State of Florida E-Verify In accordance with Executive Order , The provider agrees to utilize the U.S. Department of Homeland Security s E-Verify system, to verify the employment eligibility of all new employees hired during the contract term by the Provider. The Provider shall also include a requirement in subcontracts that the subcontractor shall utilize the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Contractors meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision. Page 12 of 41

13 6.18 Scrutinized Companies DOH In accordance with Section , Florida Statutes, agencies are prohibited 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 which have been combined to one PFIA List of Prohibited Companies which is updated quarterly. This list is created pursuant to section , Florida Statutes which provides that false certification may subject company to civil penalties, attorney s fees, and/or costs W9 Initiative The State of Florida, Department of Financial Services requires vendors doing business with the State to submit a Substitute Form W-9 electronically. Vendors who do not have a verified Substitute Form W-9 on file will experience delays in processing contracts or payments from the State of Florida. For more information go to: Florida Preference An award shall be made to the responsive, responsible bidder offering the lowest cost for the items requested in this solicitation. Section , Florida Statutes, is applicable to this procurement: Preference to Florida businesses. (1)(a) When an agency, university, college, school district, or other political subdivision of the state is required to make purchases of personal property through competitive solicitation and the lowest responsible and responsive bid, proposal, or reply is by a vendor whose principal place of business is in a state or political subdivision thereof which grants a preference for the purchase of such personal property to a person whose principal place of business is in such state, then the agency, university, college, school district, or other political subdivision of this state shall award a preference to the lowest responsible and responsive vendor having a principal place of business within this state, which preference is equal to the preference granted by the state or political subdivision thereof in which the lowest responsible and responsive vendor has its principal place of business. In a competitive solicitation in which the lowest bid is submitted by a vendor whose principal place of business is located outside the state and that state does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest responsible and responsive vendor having a principal place of business in this state shall be 5 percent. (b) Paragraph (a) does not apply to transportation projects for which federal aid funds are available. (c) As used in this section, the term other political subdivision of this state does not include counties or municipalities. (2) A vendor whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts. Page 13 of 41

14 (3)(a) A vendor whose principal place of business is in this state may not be precluded from being an authorized reseller of information technology commodities of a state contractor as long as the vendor demonstrates that it employs an internationally recognized quality management system, such as ISO 9001 or its equivalent, and provides a warranty on the information technology commodities which is, at a minimum, of equal scope and length as that of the contract. (b) This subsection applies to any renewal of any state contract executed on or after July 1, Page 14 of 41

15 ATTACHMENT I Specifications The Department of Health, Licensing and Auditing Unit requires the following specialized license paper. The estimated quantities for 3 years are 2,050,000 sheets of for Active Licenses and 30,000 sheets of for Retired, Suspended and Inactive Licenses. The bidder must be capable of providing sample forms to the Department of Health as well as meeting all specifications contained in this ITB. The Department requests the option to purchase 5000 pieces of license paper per year with full printing and perforations for testing and print specification approval in addition to the contracted amount of license paper. Forms will be securely destroyed on premises under supervision. In the event of an error on the part of the vendor, the vendor will schedule a secure pick-up and destruction and work to replace 100% of the error order within 5 five business days, at their cost. In the event that the vendor experiences any production changes that will affect the printing of Department licenses, written notification must be provided within 3 to 5 business days. Notification must describe the expected timeframe delays related to production and delivery times. (IE: Change of production facility location or supplier delivery delays, etc.) Category I for Active License Paper: For Active license type, the paper shall be 9.5" x 14" pressure seal eccentric Z-fold cut sheet. The forms will utilize 91 pound, white tag non post-consumer security paper, printed 1/1 in PMS 290 ink, two full and one partial horizontal perforations, five full and one partial vertical perforations. The license will have ½ of an inch top, left and right margin with cohesive bars on the edge of the paper. Form will contain standard fold perforations at 4 ¾, 9 ½, 10 and 10 ½ inches. There should also be a ½ margin with cohesive bars on the edge of the paper between the 9 ½ inches and 10 inch standard fold perforation. The paper will have full coverage toner retention treatment applied at least to front of paper, which will become the face of the document, to deter mechanical alteration of laser printed data, such as scraping, lifting with tape, flaking off or folding. The toner retention agent must not retard or impede the chemical sensitization in the paper. Vendor shall maintain an adequate supply of the printable paper for 70 cartons of paper on hand at all times. Vendor shall maintain an adequate supply of the Thermo-chromatic ink on hand for 70 cartons of paper. The specialized license paper must contain the following Security Features: 1. The top portion of the paper shall contain a hidden word VOID feature on the continuous face that will become immediately and visibly evident when copies are made on a black and white, color, digital copier or scanners. A partial coverage, marble-look background pantograph pattern using printing with PMS 290. This effect is required on the wall card which has a width of 6 ½ inches and height of 4 ¾ inches and the pocket card which has a width of 2 ¼ inch and height of 3 ¼ inch. 2. The face of the paper shall contain two red seven (7) digit consecutive control numbers should be printed in PMS 185. One printed control number at the upper left corner of the wall card 5/8 of an inch from the vertical perforation and one printed at a right angle on the upper right section of the paper. The size of the numbers should be approximately ¼ inch in height. There will be no duplicated or missing numbers. The consecutive control numbers to be determined by the Department once the contract is awarded. Page 15 of 41

16 3. An image of the Great Seal of the State of Florida will be printed in the center of the wall card (2 ¼ inch in diameter) and (1/2 inch in diameter) in the center on the wallet card using Thermo-chromatic ink that will permanently fade from blue to white at the 149 F threshold of heat exposure. The exact PMS colors of the Thermochromatic will be determined by the department and awarded vendor. Full Copy Security Printing 1. Front A. Top portion- A fine prismatic color copier void pantograph background in blue PMS ink. A void pantograph which when copied either by digital or color copiers or scanners must display the VOID is continuous throughout the copy. B. Middle Portion-Printed using PMS 290 ink C. Bottom Portion-Printed using PMS 290 ink with a 1 ¼ x 3 ½ inch white space in the lower center for addressing. 2. Back A. Top and Bottom portion- shall be printed using PMS 292 with a custom pantograph of the State of Florida written a continuous script pattern in white with no spaces between the words, phrase repeating left to right, top to bottom, 8pt. capital letters, sans serif font on the top and bottom of the Z-fold cut sheet. B. Middle Portion-shall be 41/8 inches in height printed in blue PMS 290 ink with three cohesive bars across 2 inches from the standard perforation. It shall also include a 5/8 inch white space before and ½ inch white space after the blue printed area. Category II - for Retired, Suspended and Inactive License Paper: For Retired, suspended and inactive license type that shall be 9.5" x 14" pressure seal eccentric Z-fold cut sheet. This form will utilize 91 pound white tag non post-consumer paper, printed 1/1 in black ink, two full parallel perforations, and five full perpendicular perforations. The license will have a blank front with a ½ top, left and right margin with cohesive bars on the edge of the paper. Form will contain standard fold perforations at 4 ¾, 9 ½, 10 and 10 ½. There should also be a ½ margin with cohesive bars on the edge of the paper between the 9 ½ and 10 standard fold perforation. The paper will have full coverage toner retention treatment applied at least to front of paper, which will become the face of the document, to deter mechanical alteration of laser printed data, such as scraping, lifting with tape, flaking off or folding. The toner retention agent must not retard or impede the chemical sensitization in the paper. Offeror shall maintain an adequate supply of the printable paper for 3 cartons of paper on hand at all times. By maintaining the paper on hand, printing can commence upon receipt of a purchase order and licensing delays will be avoided. The specialized license paper must contain the following Security Features: 1. The face of the paper shall be blank and will contain one red six digit consecutive numbers printed using PMS 185 at the upper left corner of the paper 5/8 of an inch from the vertical perforation. The consecutive control numbers to be determined by the Department once the contract is awarded. There shall be the static prefix of AC# using PMS Cool Gray 9 printed before the red six digit control number. 2. The face copy shall be blank except for the number and the static prefix. Page 16 of 41

17 Full Copy Security Printing 1. Front A. Top portion- shall contain one red six digit consecutive numbers printed using red PMS 185 ink at the upper left corner of the paper 5/8 of an inch from the vertical perforation with a static prefix of AC# using PMS Cool Gray 9 ink. B. Middle and Bottom Portion-Shall be completely blank. 2. Back A. Top and Bottom portion- shall be printed using PMS cool grey 11 with a custom pantograph of the State of Florida written a continuous script pattern in white with no spaces between the words, phrase repeating left to right, top to bottom, 8pt. capital letters, sans serif font on the top and bottom of the Z-fold cut sheet. B. Middle Portion-shall be 4 1/8 inches in height printed in PMS cool grey 4 ink with three cohesive bars across 2 inches from the standard perforation. It shall also include a 5/8 inch white space before and ½ inch white space after the grey printed area. 1. Bidder has the option to include additional features, but must include, at a minimum, all specified security features. 2. The bidder shall provide with each shipment a listing of each shipment (packing list) that includes the number of cartons by type of paper and the starting and ending certificate number in each case. Along with the packing list, the bidder shall provide the missing numbers list. Failure to do so at the time of delivery could result in the awarded vendor losing this ITB. Numbering: Beginning sequential number will be supplied at the time of purchase order. For subsequent orders, the beginning number will be supplied by the Department and will be sequential to the last number printed on the last order. The vendor will supply the list of sequential numbers used with the invoice. The numbering shall be continuous with no duplicate and no missing numbers. The over/under runs shall not be greater than 10%. Packing: The paper will be packed in cartons containing 1,500 sheets per carton, 5 reams per carton. Each ream shall contain 300 sheets of paper and shall be shrink-wrapped. A protective cardboard liner will be placed over the top of the first and last sheets with a cut-out over the number on the top sheet. Each carton will be clearly labeled on one side showing the form number, quantity, staring and ending numbers in the carton and the carton number. The vendor shall seal each carton with security tape. Artwork: The vendor will supply all camera-ready copies and final artwork for printing of these forms to the Department. Any cost for this service must be included in the unit cost. Any artwork used to manufacture the Great Seal of the State of Florida provided to the vendor by the Department or generated by the vendor as part of these specifications shall remain/become the property of the Department of Health and must be returned to the Department at the end of the contract term. The active and inactive license forms are currently being delivered to Image API at 2002 Old St. Augustine Road, Tallahassee, Florida as specified in this ITB. The bidder must be capable of providing sample forms to the Department of Health as well as meeting all specifications contained in this ITB. Page 17 of 41

18 ATTACHMENT II Price Page A single award will be made to the responsive, responsible bidder offering the lowest grand total for the item(s) being requested in this Invitation to Bid. Unit Price must include set-up cost, inside delivery, shipping and handling cost, FOB destination. Bidders must quote each line where a price is requested. Please certify in writing, by signing below, the amount of recycled material will be used for printing (or that no recycled material will be used). Yes, we will use- Please state the amount of recycled content No- Price per/1000 Total Description Category I for Active License 1 st year Estimated Quantity 550,000 X = $ 2 nd year Estimated Quantity 900,000 X = $ 3 rd year Estimated Quantity 600,000 X = $ Total of Category I Description Price per/1000 Total Category II- for Retired, Suspended and Inactive License 1 st year Estimated Quantity 9,000 X = $ 2 nd year Estimated Quantity 10,000 X = $ 3 rd year Estimated Quantity 11,000 X = $ Total of Category II GRAND TOTAL BY AFFIXING MY SIGNATURE ON THIS BID, I HEREBY STATE THAT I HAVE READ ALL BID TERMS, CONDITIONS AND SPECIFICATIONS AND AGREE TO ALL TERMS, AND CONDITIONS, PROVISIONS AND SPECIFICATIONS. I CERTIFY THAT I WILL PROVIDE AND DELIVER TO THE LOCATIONS SPECIFIED IN THIS BID. AUTHORIZED REPRESENTATIVE: (Signature) NAME AND TITLE: (Print or Type) COMPANY: ADDRESS: FAX NUMBER: Page 18 of 41

19 ATTACHMENT III Bidder References Bidder s Name: Vendors are required to submit with their bid, three (3) references that have been provided for services of a similar size and parameters of those requested in this solicitation. Vendors shall use Attachment III, Bidder Reference Form of this Invitation to Bid (ITB) to provide the required reference information. The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge. 1.) Name of Company/Agency: Contact Person: Phone Number: Address: Address: 2.) Name of Company/Agency: Contact Person: Phone Number: Address: Address: 3.) Name of Company/Agency: Contact Person: Phone Number: Address: Address: Signature of Authorized Representative Page 19 of 41

20 ATTACHMENT IV Manufacturing Security Minimum Security clearances and finger printing performed on all employees with access to security product. Photo film and images are maintained in locked safes in the Pre-press area. Security access is monitored 24 hours a day, 7 days a week. Secured area is provided for warehouse-finished product. Secured area is provided for the manufacturing of security product. All quality control samples and docket materials are voided, logged and filed in a locked safe. All employees wear identification badges. All outside vending and contractor employees are strictly controlled and wear identification badges. All visitors are restricted to authorized areas unless appropriate clearances are obtained for entering a restricted area. There are uniform locking devices on all outside doors and inside doors where security product is being manufactured. (Example: burglary alarm systems and managed access controls) A log must be kept for all visitors entering manufacturing area The outside and inside manufacturing areas are monitored Limited staff access to manufacturing and product areas All spoiled materials must be securely shredded by the manufacture or a secure shedding contracted service. The material must be documented on a certificate of destruction which can be used as an auditable trail of custody including the date and description of the materials being shredded. This document must be witnessed and signed by the manufacture and any secured shredding personnel if a contracted service was used. Authorized Representative: (Signature) Name and Title: (Print or Type) Company: Page 20 of 41

21 ATTACHMENT V Required Certifications ACCEPTANCE OF TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS BY AFFIXING MY SIGNATURE ON THIS PROPOSAL, I HEREBY STATE THAT I HAVE READ THE ENTIRE ITB TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS INCLUDING PUR 1000 AND PUR I hereby certify that my company, its employees, and its principals agree to abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and contracting process(if applicable) including those contained in the attached Standard Contract/Direct order. (Attachment VII & Attachment VIII). ** Signature of Authorized Official Date STATEMENT OF NO INVOLVEMENT CONFLICT OF INTEREST STATEMENT (NON-COLLUSION) I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant proposal or offer. This proposal or offer is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Department of Health. I certify I have full authority to legally bind the Respondent or Offeror to the provisions of this proposal or offer. Signature of Authorized Official Date *An authorized official is an officer of the vendor s organization who has legal authority to bind the organization to the provisions of the proposals. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the proposal if signed by other than the President, Chairman or owner. ** The terms and conditions contained in the Standard Contract or Direct order are non-negotiable. If a vendor fails to certify their agreement with these terms and conditions and or abide by, their response shall be deemed non-responsive Page 21 of 41

22 ATTACHMENT VI Department of Health Reporting of Subcontractor Vendors PRIME CONTRACTORS SHALL REPORT ALL SUBCONTRACTING EXPENDITURES REGARDLESS OF VENDOR DESIGNATION (SEE PAGE 2 FOR TYPES OF DESIGNATIONS) PLEASE COMPLETE AND REMIT THIS REPORT TO YOUR DOH CONTRACT MANAGER. COMPANY NAME: DEPARTMENT OF HEALTH CONTRACT NUMBER: REPORTING PERIOD-FROM: TO: SUBCONTRACTOR S/VENDORNAME & ADDRESS FEID NO. EXPENDITURE AMOUNT NOTE: YOU MAY USE A SEPARATE SHEET DOH USE ONLY - REPORTING ENTITY (DIVISION, OFFICE, CHD, ETC.): PLEASE SUBMIT ALL SUBCONTRACT FORMS TO: Maureen Livings, MBE COORDINATOR, BUREAU OF GENERAL SERVICES, 4052 BALD CYPRESS WAY, STE. 310, TALLAHASSEE, FL Page 22 of 41

23 1. DESIGNATIONS: DOH MINORITY PERSON as defined by Section FS; means a lawful, permanent resident of Florida who is, one of the following: (A) AN AFRICAN AMERICAN, a person having origins in any of the racial groups of the African Diaspora. (B) A HISPANIC AMERICAN, a person of Spanish or Portuguese cultures with origins in Spain, Portugal, Mexico, South America, Central America or the Caribbean regardless of race. (C) AN ASIAN AMERICAN, a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands, including the Hawaiian Islands prior to (D) A NATIVE AMERICAN, a person who has origins in any of the Indian Tribes of North America prior to 1835, upon presentation of proper documentation thereof as established by rule of the Department of Management Services (E) AN AMERICAN WOMAN. CERTIFIED MINORITY BUSINESS ENTERPRISE as defined by Section FS, means a small business which is at least 51 percent owned and operated by a minority person(s), which has been certified by the certifying organization or jurisdiction in accordance with Section (1). SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE: As defined by Section , FS, means an Independently owned and operated business that employees 200 or fewer permanent full-time employees; Is organized to engage in commercial transactions; Is domiciled in Florida; Is at least 51% owned by one or more service-disabled veterans; and, who s management and daily business operations of which are controlled by one or more servicedisabled veterans or, for a service-disabled veteran with a permanent and total disability, by the spouse or permanent caregiver of the veteran. CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE as defined by Section , FS means a business that has been certified by the Department of Management Services to be a service-disabled veteran business enterprise SMALL BUSINESS means an independently owned and operated business concern that employs 100 or fewer permanent full-time employees and has a net worth of not more than $3,000,000 and an average net income, after federal income taxes, of not more than $2,000,000. NON-CERTIFIED MINORITY BUSINESS means a small business which is at least 51 percent owned and operated by a minority person(s). MINORITY NON-PROFIT ORGANIZATION means a not-for-profit organization that has at least 51 percent minority board of directors, at least 51 percent minority officers, or at least 51 percent minority community served. II. INSTRUCTIONS TO PRIME CONTRACTORS: A) ENTER THE COMPANY NAME AS IT APPEARS ON YOUR DOH CONTRACT. B) ENTER THE DOH CONTRACT NUMBER. C) ENTER THE TIME PERIOD THAT YOUR CURRENT INVOICE COVERS. D) ENTER THE CMBE SUBCONTRACTOR S NAME and ADDRESS. Page 23 of 41