The State of Florida. Department of Management Services

Transcription

1 The State of Florida Department of Management Services INVITATION TO BID ITB No: A MOTOR VEHICLES

2 TABLE OF CONTENTS Section 1 Introduction... 4 Section 2 Instructions to Bidders Section 3 Scope of Work Motor Vehicles 2 Page

3 Section 4 Attachments Motor Vehicles 3 Page

4 Section 1 Introduction Bid The State of Florida Department of Management Services, Division of State Purchasing (Department) is issuing an Invitation to Bid (ITB) to replace the current State Term Contract (STC) for Motor Vehicles, No The Department intends to solicit for, and enter into contracts with, responsive and responsible Contractors according to the criteria defined herein, for the provision of Commodities and contractual services described within this solicitation under the authority and criteria established by section , Florida Statutes. This solicitation shall be administered using the MyFloridaMarketPlace (MFMP) Sourcing Application. Bidders interested in submitting a response or bid should comply with all of the terms and conditions described in this ITB. Information about submitting a response or bid can be found in Instructions to Bidders, section 2 of this solicitation. Solicitation Overview The current STC for motor vehicles has an estimated average annual spend volume of approximately $42 million dollars for State Agencies. Estimated spending volume is for informational purposes only and must not be construed as representing actual, guaranteed, or minimum purposes under any new contract. Definitions Definitions contained in section , Florida Statutes, Rule 60A-1.001, Florida Administrative Code, General Contract Conditions and PUR 1001 are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense. Accessories A subordinate or supplementary part, object, or the like, used mainly for convenience, attractiveness, safety, etc. to improve capability. Bidder The entity supplying a bid to this solicitation. Commodity(ies) As defined in section Florida Statutes. Commodity Code(s) The State of Florida specified numeric code for classifying Commodities and contractual services which meet specific requirements, specifications, terms, and conditions herein. Florida has adopted the United Nations Standard Products and Services Code (UNSPSC) for classifying commodities and services. Component, Feature or Configuration An element, piece, part, module, package, element group, piece group, parts group, module group, or package group of a Commodity, Representative Model, OEM Option, Identified Aftermarket Option, or Representative Standard Model Vehicle Motor Vehicles 4 Page

5 Confidential Information Any portion of a Bidder s documents, data, or records disclosed relating to its response that the Bidder claims is confidential and not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority that is clearly marked Confidential. Contract The agreement that results from this competitive procurement between the Department and the Contractor. Contractor(s) The Vendor that has been awarded and contracts to provide motor vehicles, which meet the requirements, specifications, terms, and conditions herein, to State Agencies and Eligible Users. Customer(s) The ordering entity; includes State Agencies and Eligible Users. Dealer(s) A Manufacturer s certified representative authorized by the Manufacturer to market, sell, provide, and service the Commodities and services of the Manufacturer responsive to this solicitation. Dealers may be Contractor owned and controlled, in whole or in part. Eligible User As defined in Rule 60A-1.001, Florida Administrative Code. EPA / Industry Class The U.S. Environmental Protection Agency s categorization of vehicles. The size class for cars is based on interior passenger and cargo volumes (Cu. Ft.). The size class for trucks is defined by the gross vehicle weight rating (GVWR), which is the weight of the vehicle and its carrying capacity. Group A series of Commodities with applicable Commodity Codes which are described in Section 3.2, Commodity Specifications and Standards. Identified Aftermarket Option(s) A new and unused component, feature, or configuration specified by the Department as equipment for the Standard Vehicle Representative Model specification, that is intended for the specific Vehicle and meets the requirements, specifications, terms, and conditions herein, and is installed to or uninstalled from the Standard Vehicle Representative Model by the awarded Contractor. Implements A tool, utensil, or other piece of equipment, especially used for a particular purpose. Manufacturer/ Brand The original producer or provider of Motor Vehicles responsive to this solicitation Motor Vehicles 5 Page

6 Manufacturer s Last Order Date The Manufacturer s Last Order Date is the final date on which the Manufacturer stops producing the model year of a Vehicle which meets the requirements, specifications, terms, and conditions of the Contract. MSRP An acronym for the Manufacturer s Suggested Retail Price (MSRP). It represents the Manufacturer s recommended retail selling price, list price, catalog price, distributor price, published price, or other usual and/or customary price that would be paid by the purchaser for specific commodities or equipment models, and contractual services without benefit of a contract resulting from the solicitation, if awarded. MSRPs shall be formally published by the Manufacturer, publicly listed and available, and verifiable by the Department. If two or more prices fit this definition for a pertinent commodity, equipment model or contractual service, the Bidder will supply the lowest price as the MSRP. MSRP List The Manufacturer s Suggested Retail Price List, a collection of MSRPs and related information broken down by specific commodities or equipment models. In the priority listed below, only the following are acceptable sources of current MSRPs and MSRP Lists for use under the solicitation and resulting Contract, if awarded: Manufacturer s Annual U.S. Price Book, Manufacturer s official website, and Autodata, Inc. d/b/a Chrome Data s TM Carbook Pro Fleet Edition. Net Price The final price after deducting all discounts and rebates. Non-Identified Aftermarket Option(s) An optional new and unused component not specified, not featured, or not configured in the Standard Representative Vehicle Model specifications or options identified by the Department, but may be installed to or uninstalled from the State of Florida Representative Standard Model Vehicle by the Manufacturer, Dealer, Port, or Eligible User, if ordered by the Eligible User. OEM or Manufacturer(s) The Original Equipment Manufacturer or original producer of a Commodity and/or service. OEM Option(s) A Motor Vehicle Manufacturer s new and unused optional component, feature, or configuration not specified by the Department as standard on the Representative Model, and which is intended for the specific Representative Model. Equipment which meets the requirements, specifications, terms, and conditions herein, and may be installed to, uninstalled from, or provided with or separately from the Standard Equipment by the Manufacturer, Port or Dealer, as is specified, ordered, legal, customary, reasonable, and prudent in the industry or specified by the Manufacturer. OEM Options MSRP Credit A price of the OEM Option that will result in a negative number Motor Vehicles 6 Page

7 Replacement Parts A Motor Vehicle Manufacturer s new and unused component substituted to replace a defective component. Representative Model, Standard Model(s), Standard Vehicle(s), Motor Vehicle(s), or Vehicle(s) A Department specified commodity, that may include Manufacturer s name, trade name, brand name, make name, model name, model number, catalog number, or other information listed by the Department herein which meets the requirements, specifications, terms, and conditions herein, and may include components, features, and configurations different than those provided by a Manufacturer, Port, and Dealer on their standard version of the Commodity. State Term Contract (STC) A term contract that is competitively procured by the Department pursuant to section , Florida Statutes, and that is used by agencies and Eligible Users pursuant to section , Florida Statutes. Sub-Group A specific series of equipment within a Group which are described in Attachment D, Price Sheet. UNSPSC An acronym for the United Nations Standard Products and Services Code. Vendor(s) An entity that is in the business of providing a Commodity or service similar to those listed within this solicitation. Also known as manufacturers, dealers, distributors or wholesalers. All Bidders must have a current and active registration with the Department of State. Term The initial term of the Contract shall be two (2) years with the option of renewal for a period that may not exceed 2 years or the term of the contract, whichever period is longer. The contract may be renewed in whole or in part for a period that shall not exceed the renewal years, at the renewal pricing outlined in section Contract Objective The Department intends to enter into a contract with the awarded Bidder(s) pursuant to section 2.6, Basis of Award. The Contract shall be composed of the following: This solicitation, General Contract Conditions, PUR 1001, a final executed Standard Contract, Scope of Work, Price Sheet(s) (format approved by the Department) submitted by the Contractor, and any additional documentation (as required). Timeline of Events Bidders shall become familiar with the Timeline of Events, Attachment A. The dates and times within the Timeline of Events may be subject to change. It is the responsibility of the Bidder to check for any changes. All changes to the Timeline of Events shall be made through an addenda 2017 Motor Vehicles 7 Page

8 to the solicitation and noticed on the Vendor Bid System and within the MFMP Sourcing Application. DO NOT RELY ON THE MYFLORIDAMARKETPLACE SOURCING APPLICATION S TIME REMAINING CLOCK. THE OFFICIAL SOLICITATION CLOSING TIME AND RESPONSE DEADLINES SHOULD BE AS REFLECTED IN THE TIMELINE. The MyFloridaMarketPlace Sourcing Application s time remaining clock is not the official submission date and time deadline, it is intended only to approximate the solicitation closing and may require periodic adjustments. It is strongly recommended to submit your bid as early as possible. You should allow time to receive any requested assistance and to receive verification of your submittal; waiting until the last hours of the solicitation could impact the timely submittal of your bid. Order of Precedence for Solicitation In the event of conflict, the conflict may be resolved in the following order of priority (highest to lowest): 1. Addenda to Solicitation, if used (in reverse order of issuance) 2. Scope of Work (Section 3 of the ITB) 3. Price Sheet(s) 4. General Contract Conditions 5. PUR 1001, General Instructions to Bidders 6. ITB and ITB Attachments (not incorporated in addenda) Procurement Officer The Procurement Officer is the sole point of contact for information regarding this solicitation from the date of release of the solicitation until the contract award is made and on the VBS. The Procurement Officer and contact information is listed below. Procurement Officer for this ITB is: Ashley Balkcom Associate Category Manager Florida Department of Management Services Division of State Purchasing 4050 Esplanade Way, Suite 360 Tallahassee, FL Phone: (850) Ashley.Balkcom@dms.myflorida.com ****PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL S TO THE PROCUREMENT OFFICER**** Limitation on Contact with Government Personnel (section (23), Florida Statutes) Between the release of this solicitation and the end of the 72-hour period following the Department posting the Notice of Intended Award, excluding Saturdays, Sundays, and State holidays (section , Florida Statutes), Bidders to this solicitation or persons acting on their behalf may not contact any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response Motor Vehicles 8 Page

9 Must, Shall, Should, Will and Is Required Although this solicitation uses terms such as must, shall, should, will, and is required, and may define certain items as requirements, the Department reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Department determines that it is in the best interest of the state to do so. However, failure to provide requested information may result in the rejection of a bid. There is no guarantee that the Department will waive an omission or deviation, or that any Bidder with a bid containing a deviation or omission will be considered for award of this procurement. The Department may reject any bid not submitted in the manner specified by this solicitation. Special Accommodations Any person requiring a special accommodation due to a disability shall contact the Department s Americans with Disabilities Act (ADA) Coordinator at (850) Accommodation requests for meetings shall be made at least five workdays prior to the meeting. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) (TDD). The telephone numbers are supplied for notice purposes only. ITB Process The ITB is a method of competitively soliciting a commodity or contractual service pursuant to section (1) (a), F. S. The Department posts an ITB on the Vendor Bid System (VBS) to initiate the process and also posts the solicitation in the MFMP Sourcing Application. Bidders must submit questions in writing to the Procurement Officer via the MFMP Sourcing Application by the deadline listed in Attachment A, Timeline of Events. The Department will hold a public bid opening at the date, time and location listed in Attachment A. In accordance with the Timeline of Events, the Department will post an Agency Decision on the VBS. Non-Mandatory Pre-Bid Conference/MFMP Training Event A non-mandatory Pre-Bid Conference/MFMP training event will be held to discuss how to view and respond to solicitations in MFMP Sourcing. The Non-Mandatory Pre-Bid Conference/MFMP training event will be held at the date and time specified in the Timeline of Events. Attendance is optional, but encouraged. Bidders may attend the webinar from their computer, tablet, or smartphone by clicking the link found in the Timeline of Events at the time of the training. A PDF of the presentation is available here. If a Bidder is unable to attend the training, the MFMP team offers many other training resources, including recorded, online training and job aids that can be viewed on the MFMP for Vendors website. Public meetings conducted during the course of this solicitation are open to members of the general public, current contractors, potential contractors and all interested persons. Question Submission The Department invites interested and registered bidders to submit written questions regarding the solicitation through the MFMP Sourcing Application. In order to submit a question, Bidders shall be registered in the MFMP Sourcing Application and have access to the Messages tab in the solicitation dashboard. For information about registering with the MFMP Sourcing Application, please see section 2.2, Special Instructions. Bidders who have Joined the MFMP Sourcing Application event are able to submit questions using the MFMP Sourcing Application Messages tab (referred to as the Q&A Board in PUR 1001). Questions can be submitted in the MFMP Sourcing Application until the Question 2017 Motor Vehicles 9 Page

10 Submission Deadline listed in the Timeline of Events. Questions will not constitute formal protest of the specifications of the solicitation. All questions submitted will be published and answered in a manner that all proposers will be able to view. Addenda to the ITB The Department reserves the right to modify this solicitation by issuing addenda. Addenda may modify any aspect of this solicitation. Addenda issued will be posted on the VBS. It is the Bidder s responsibility to check for any changes to a solicitation prior to submitting a bid. Protest of Terms, Conditions, and Specifications With respect to a protest of the terms, conditions and specifications contained in this solicitation, including any provisions governing the methods for evaluating bids, awarding contracts, or modifying or amending any contract, a notice of protest should be filed in writing with the Agency Clerk, Department of Management Services, 4050 Esplanade Way, Tallahassee, FL 32399, within seventy-two (72) hours after the posting of the solicitation. Please copy the Procurement Officer on such filings. For purposes of this provision, the term the solicitation includes this solicitation document, any addendum, response to written questions, clarification or other document concerning the terms, conditions and specifications of the solicitation. The protestor must post a bond with the formal protest that is equal to one percent (1%) of the Department s estimated contract amount. The estimated contract amount is not subject to protest. Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Public Opening Bids will be publicly opened on the date, time, and at the location indicated in the Timeline of Events (Attachment A). Bidders are encouraged, but not required, to attend. Electronic Posting of Notice of Agency Decision The Department electronically posts a Notice of Agency Decision on the VBS and the MFMP Sourcing Application for review by interested parties at the time and location specified in the Timeline of Events. The Notice of Agency Decision remains posted for a period of seventy-two hours, not including weekends or State observed holidays. If the Notice of Award is delayed, in lieu of posting the Notice of Agency Decision, the Department may post a notice of delay and a revised date for posting the Notice of Agency Decision. Protest of Notice of Agency Decision Any Bidder desiring to protest the Notice of Agency Decision shall file a notice of protest and any subsequent formal written protest with the Agency Clerk, Department of Management Services, 4050 Esplanade Way, Tallahassee, FL 32399, within the time prescribed in section (3) Florida Statutes and Chapter , Florida Administrative Code. The Procurement Officer should be copied on such filings. Failure to file a notice of 2017 Motor Vehicles 10 Page

11 protest and a formal protest within the time prescribed in section (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. The protestor must post a bond with the formal protest that is equal to one percent (1%) of the Department s estimated contract amount. The estimated contract amount is not subject to protest. Firm Response The Department intends to award a contract within sixty (60) days after the date of the bid opening, during which period bids shall remain firm and shall not be withdrawn. If an award is not made within sixty (60) days, all bid responses shall remain firm until either the Department awards the Contract or the Department receives from the Bidder written notice that the response is withdrawn. Bid responses that express a shorter duration may, in the Department's sole discretion, be accepted or rejected. Modification or Withdrawal of Bid Bidders are responsible for the content and accuracy of their bid. Bidders may modify or withdraw their bid at any time prior to the bid due date in accordance with the Timeline of Events. Cost of Response Preparation & Independent Preparation The costs related to the development and submission of a response to this ITB is the full responsibility of the Bidder and is not chargeable to the Department. A Bidder shall not, directly or indirectly, collude, consult, communicate or agree with any other Bidder as to any matter related to the response each is submitting. Additionally, a Bidder shall not induce any other Bidder to modify, withdraw, submit or not submit a response. Taxes The State does not pay Federal excise or sales taxes on purchases of equipment. The State shall not pay for any personal property taxes levied on the Contractor or for any taxes levied on employees wages. Any exceptions to this paragraph shall be explicitly noted by the Department in the Contract. Contract Formation The Department may issue a Notice of Intended Award, to successful Bidder(s), however, no Contract shall be formed between a Bidder and the Department until the Department signs the contract. The Department shall not be liable for any purchase of Commodities, work performed, or costs incurred by Bidder for any work performed before the Contract is effective. The Department intends to enter into a contract(s) with Bidder(s) pursuant to the Basis of Award section of this solicitation. No additional documents submitted by a Bidder shall be incorporated in the Contract unless it is specifically identified, incorporated by reference, and approved by the Department. If any additional documents are submitted by the Bidder, the additional documents shall not be considered for the Basis for Award; however, these documents remain subject to the Return of Bid Contents section of this solicitation. The General Contract Conditions (PUR 1000, 10/06) are incorporated by reference and can be accessed at: 2017 Motor Vehicles 11 Page

12 s_resources/purchasing_forms The terms of the PUR 1000, 10/06, are replaced in their entirety with the General Contract Conditions contained in Attachment P of this ITB. Balance of page intentionally left blank 2017 Motor Vehicles 12 Page

13 Section 2 Instructions to Bidders This section contains instructions to Bidders on how to submit a Bid. The instructions come in two parts; General Instructions and Special Instructions. General Instructions The PUR 1001, the General Instructions to Bidders, is incorporated by reference and provided via the link below: In the event any conflict exists between the Special Instructions and General Instructions to Bidders, the Special Instructions shall prevail. Special Instructions Section 5 of the PUR 1001 is superseded and replaced in its entirety with the following language: Section 5. Questions. Questions must be submitted via the Q&A Board within MFMP Sourcing and must be RECEIVED NO LATER THAN the time and date reflected on the Timeline of Events. Questions shall be answered in accordance with the Timeline of Events. All questions submitted will be published and answered in a manner that all proposers will be able to view. Proposers shall not contact any other employee of the Department or the State for information with respect to this solicitation. Each Bidder is responsible for monitoring the Vendor Bid System for new or changing information. The Customer shall not be bound by any verbal information or by any written information that is not contained in the solicitation documents or formally noticed and issued by the Department's contracting personnel. Questions to the Procurement Officer or to any Department personnel shall not constitute a formal protest of the specifications or the solicitation. Section 9 of the PUR 1001 is superseded and replaced in its entirety with the following language: Section 9. Respondent s Representation and Authorization In submitting a response, each respondent understands, represents, and acknowledges the following: The respondent is not currently under suspension or debarment by the State or any other governmental authority. To the best of the knowledge of the person signing the response, the respondent, its affiliates, subsidiaries, directors, officers, and employees are not currently under investigation by any governmental authority and have not in the last ten (10) years been convicted or found liable for any act prohibited by law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. Respondent currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other contract Motor Vehicles 13 Page

14 The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive response. The prices and amounts have been arrived at independently and without consultation, communication, or agreement with any other respondent or potential respondent; neither the prices nor amounts, actual or approximate, have been disclosed to any respondent or potential respondent, and they will not be disclosed before the solicitation opening. The respondent has fully informed the Customer in writing of all convictions of the firm, its affiliates (as defined in section (1)(a) of the Florida Statutes), and all directors, officers, and employees of the firm and its affiliates for violation of state or federal antitrust laws with respect to a public contract for violation of any state or federal law involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect to a public contract. This includes disclosure of the names of current employees who were convicted of contract crimes while in the employ of another company. Neither the respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or position involving the administration of federal funds: o o Has within the preceding three years been convicted of or had a civil judgment rendered against them or is presently indicted for or otherwise criminally or civilly charged for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or Has within a three-year period preceding this certification had one or more federal, state, or local government contracts terminated for cause or default. The product offered by the respondent will conform to the specifications without exception. The respondent has read and understands the Contract terms and conditions, and the submission is made in conformance with those terms and conditions. If an award is made to the respondent, the respondent agrees that it intends to be legally bound to the Contract that is formed with the State. The respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the response, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with any of the statements and representations made in the response. The respondent shall indemnify, defend, and hold harmless the Customer and its employees against any cost, damage, or expense which may be incurred or be caused by any error in the respondent s preparation of its bid Motor Vehicles 14 Page

15 All information provided by, and representations made by, the respondent are material and important and will be relied upon by the Customer in awarding the Contract. Any misstatement shall be treated as fraudulent concealment from the Customer of the true facts relating to submission of the bid. A misrepresentation shall be punishable under law, including, but not limited to, Chapter 817 of the Florida Statutes. MFMP Sourcing Application Since July 1, 2003, the Department has used the online e-procurement system known as MyFloridaMarketPlace (MFMP). This solicitation will be administered using MFMP Sourcing. The MFMP Sourcing may be accessed using the following link: MFMP Sourcing Application. MFMP Registration To participate within MFMP Sourcing, a Bidder must be a registered bidder in the MFMP Vendor Information Portal (VIP). Registered Bidders should log into MFMP VIP to ensure contact information and commodity code registrations are correct and to ensure the option to participate in electronic solicitations in MFMP Sourcing is selected. Bidders not currently registered with MFMP VIP must: a) Create an account through the MFMP VIP. The MFMP VIP can be accessed via this link: b) Within MFMP VIP, indicate on the Solicitations page that the wish to participate in electronic solicitations. c) Within MFMP VIP, in the Commodity Selections section, select the commodity codes for the goods and services that the bidder would like to provide to the state. Bidders will not receive notifications for commodities codes that are not selected. Note: VBS and MFMP Sourcing Application provide automated notifications to the bidder community, as a courtesy, based on commodity codes that are tied to a bidder s registration in the MFMP VIP. Bidders with a commodity code that matches the commodity code of the MFMP Sourcing Application event will be able to Join the MFMP Sourcing Application event. If a bidder does not have a matching commodity code, VBS and MFMP Sourcing Application will not provide a courtesy notification and the bidder will not be able to Join the MFMP Sourcing Application event. Bidders have the ability to access and update their registration in VIP by adding commodity codes to their business profile. Changes made in MFMP VIP, including new registrations, may take 48 hours to take effect. The MFMP VIP can be accessed via this link: The Department strongly recommends bidders set MS Internet Explorer browser to compatibility mode while using MFMP applications. More information regarding recommended internet browser settings can be found by clicking here. In order to Join the MFMP Sourcing Application event bidders must: a) Have a current MFMP bidder registration within the MFMP VIP; and b) Select Yes to participate in electronic sourcing events in MFMP Sourcing Application Motor Vehicles 15 Page

16 The MFMP Sourcing Application may be accessed using the following link: MFMP Sourcing Application MFMP Sourcing Posting Phase A solicitation formally begins when the Department posts a Notice in VBS and publishes an MFMP Sourcing event. Solicitations conducted in MFMP Sourcing exist in the following statuses: Preview Status A solicitation is published as a Public Event in MFMP Sourcing and is initially in Preview status. When the solicitation is in Preview status, Bidders can view and download all information related to the solicitation and pose questions to the Procurement Officer in the Messages tab of the event. The solicitation remains in Preview status until the Open status begins Open Status The solicitation enters Open status on the date listed on the Timeline of Events. When a solicitation is in Open status, all Bidders who accepted the Bidders Agreement in MFMP Sourcing may submit bids until the Bid Due Date listed in the Timeline of Events. The solicitation remains in Open status until the Bid Due Date & Time listed in the Timeline of Events Pending Selection Status The solicitation enters Pending Selection status on the date listed on the Timeline of Events. When a solicitation is in Pending Selection status, bidders are no longer able to submit bids in accordance with the Timeline of Events Completed/Awarded Status The solicitation enters Completed/Awarded status after the Notice of Intent to Award has been published to the Vendor Bid System, in accordance with the Timeline of Events. This status indicates the MFMP Sourcing event has been completed and the term Award in MFMP Sourcing refers solely to system function. MFMP Training MFMP University offers bidder training materials on the Department s website at: MFMP University provides access to recorded online trainings on a variety of topics, including Bidder Registration and Selecting Commodity Codes. MFMP Assistance Bidders that need assistance using MFMP may contact the MFMP Customer Service Desk at VendorHelp@myfloridamarketplace.com or (866) Who May Respond Bidders who have a current and active registration with the Florida Department of State, Division of Corporations; meet the qualifications, terms, and conditions of the Scope of Work; and possess the financial capability, experience, and personnel resources to 2017 Motor Vehicles 16 Page

17 provide products and services described in this ITB, may respond to this bid. Please Note: There should be only one bid per bidder. Commitment to Diversity in Government Contracting The State of Florida is committed to supporting its diverse business industry and population through ensuring participation by woman-, veteran-, and minority-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects certified business enterprises with private corporations for business development mentoring. The Department strongly encourages firms doing business with the State of Florida to consider participating in this initiative. More information on the Mentor Protégé Program may be obtained by contacting the Office of Supplier Diversity at (850) or The Department supports diversity in its Procurement Program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. The Bidder can contact the Office of Supplier Diversity at (850) for information on certified business enterprises that may be considered for subcontracting opportunities. How to Submit a Bid Bidders will submit their bids electronically via MFMP Sourcing and enter all required attachments and documents electronically in the MFMP Sourcing application during this solicitation as indicated. The Department will only review bids submitted using MFMP Sourcing. Bidders that fail to submit all required information in MFMP Sourcing may not be deemed responsive. Bidders are responsible for submitting their bids in MFMP Sourcing by the date and time specified in the Timeline of Events of this solicitation. The Department will not consider late bids. Uploading Documentation Bidders must upload an electronic copy of all required documentation via the MFMP Sourcing Application. The following conditions apply: In the case where the Department provides an attachment that is able to be filled in, Bidders are to download the attachment, complete it, and submit as requested. 1. Please note: For attachments in.pdf form, they can be edited by selecting View, Tools then fill and sign option. 2. In the case of original or signed documentation, Bidders may attach scanned copies of original documents Motor Vehicles 17 Page

18 3. In the case where multiple original or signed items are requested as part of a single requirement, please combine multiple scanned items into a single pdf attachment. Each link in MFMP will only accept a single attachment. 4. MFMP accepts files up to 20 megabytes (MB) in size. Contents of Bid Submit all required attachments and documentation via the MFMP Sourcing application. Failure to submit all of the required attachments and documentation may result in a determination of Bidder non-responsiveness. Attachments submitted in MFMP Sourcing should be named similarly to the following file naming conventions: Example: JohnDoeLLC_ExecutiveSummary.pdf JohnDoeLLC_Attachment_A.pdf JohnDoeLLC_Attachment_B.pdf JohnDoeLLC_Attachment_C.pdf JohnDoeLLC_Attachment_D.pdf JohnDoeLLC_PriceSheet Excel (.xlsx) Contents of Bid Mandatory Responsiveness Requirements Please refer to Attachment H for all mandatory requirements. The Department will not consider Bids from Bidders that do not meet the minimum requirements. By submitting a bid, Bidder certifies that it agrees to and satisfies all criteria specified in the ITB. The Department may request, and Bidder should provide, additional supporting information or documentation. Failure to supply supporting information in MFMP Sourcing by the date and time specified in the Timeline of Events or documentation as required and requested may result in disqualification of the bid. The Department will not consider late bids. Mass produced general information/promotional material about the Bidder that is prepared/printed for general distribution is not permitted. The emphasis of each Bidder s bid should be on completeness and clarity of content, prepared simply and economically, providing a straightforward, concise delineation of the Bidder s capabilities to satisfy the requirements of this solicitation. Completed Attachments to be submitted with a Bid Attachment B: Bidder Information Form Attachment C: Responsible Bidder Review Form Attachment D: Price Sheet (D.1 D.6) Attachment E: State of Florida Drug-Free Workplace Certification (if applicable) Attachment H: Mandatory Requirements Attachment I: MSRP Certification Price Sheets (Attachments D.1 D.6) Bidders shall download Attachments D.1 D.6 Price Sheets, complete and upload in Excel via the MFMP Sourcing Application. Each of the Commodity Code Groups 2017 Motor Vehicles 18 Page

19 provided in the Price Sheets contains a unique link to the specification for the Representative Models within that specific Commodity Code Group Attachment D consists of six (6) separate Commodity Code Group Price Sheets, each with individual lines (rows) for each related Representative Model (listed in alphabetical order by brand name, and then by Vehicle size/variation/configuration and divided into sub-groups for organizational purposes) and are as follows: Attachment D. 1 Police Vehicles Attachment D. 2 Automobiles or Cars Attachment D. 3 Mini-Vans or Vans Attachment D. 4 Light Trucks and Sport Utility Vehicles; this price sheet contains three separate sub-group tab: Sport Utility Vehicles, Trucks Under One Ton, and One Ton Trucks Attachment D. 5 Product and Material Transport Vehicles Attachment D. 6 Passenger Motor Vehicles Respond to as many of the provided Representative Models (with their associated fields) as you may choose to bid, but provide only one bid per Representative Model. Supply all related information for each Representative Model in the appropriate areas and formats required on the Price Sheets. Each of the six (6) separate Commodity Code Group Price Sheets should include the information below, where applicable: Sub-Group 1, EPA/ Industry Class 2, Manufacturer/ Brand 3, Line Number, Representative Model 4, Alternate Fuel Capability 5, Organization Name 6, Standard Vehicle Price ($##,###.00) 7 OEM Options Discount (##%) 8, Calculated Price 9 Note: Automatically calculated per section 2.6; Basis of Award, 2017 Motor Vehicles 19 Page

20 Estimated Lead-Time in Days (###) 10, and Up to twelve (12) Identified Aftermarket Options 11 (of various descriptions) Price ($##,###.00). Note: Aftermarket options are not authorized on all Representative Models. Fields will be blocked out where the field does not apply. Required Aftermarket Option Review and follow the Instructions and General Information as provided in the Price Sheets. The Bidder is required to supply accurate and complete information. The bright yellow cells on the Price Sheets, automatically calculate the prices (Calculated Price 9 ) for each Representative Model, OEM Options Discount, and Required Aftermarket Options, where applicable, which the Department will use in selecting Contractors for award in accordance with section 2.6; Basis of Award. The Calculated Price 9 should be displayed in orange cell corresponding with the Representative Model. The light yellow cells on the Price Sheets are where the Bidder must enter the information for: Organization Name, Estimated Lead Time in Days, Identified Aftermarket Options, and Required Aftermarket Options (if applicable) When entering a bid for a Representative Model, complete all applicable fields including OEM Options Discount, Identified Aftermarket Options, and Required Aftermarket options. If you do not wish to bid a specific Representative Model, leave the line (row) and cells untouched or blank (do not delete the row) When entering a bid for a Representative Model, enter a value of zero dollars and zero cents ( $0.00 ) where the bid does not include prices for an associated OEM Options Discount and/or prices for any associated and/or Identified Aftermarket Options, or the bid for that Representative Model may be rejected as non-responsive. Values entered for OEM Options Discount, Identified Aftermarket Options, or Required Aftermarket Options without bidding the associated Base Vehicle Price may be rejected as non-responsive Motor Vehicles 20 Page

21 All bids will be to provide the Standard Representative Models. All prices must be in U.S. Dollars, whole ($USD; e.g., $99,999.00) price ranges will not be accepted. All discounts must be a whole percentage with no decimal place (%; e.g., 15%). All numbers must be a positive in standard numerical format (e.g. ##,###). Bidder s initial bid prices shall be used for both the initial and renewal contract terms. The price for each year for which the Contract may be renewed shall be calculated using the Bidder s initial submitted bid prices and subsequent price adjustments contemplated in Section Additional Information By submitting a bid, Bidder certifies that it agrees to and satisfies all criteria specified in the ITB. The Department may request, and Bidder shall provide, additional supporting information or documentation. Failure to supply supporting information in MFMP Sourcing by the date and time specified in the Timeline of Events or documentation as required and requested may result in disqualification of the bid. Other Required Information Current Department of State Registration Form The Bidder must have a current and active registration with the Department of State which authorizes the company to do business in the state of Florida. The Bidder will submit evidence of current or active registration in.pdf format. NOTE: Pursuant to section , Florida Statutes, out-of-state corporations where required, must obtain a Florida Certificate of Authorization pursuant to section , Florida Statutes, from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. All Bidders must be eligible to do business with the State of Florida and be registered with the Department of State. Evidence of Authorization will be submitted in.pdf format. Website: Out of State Preference Letter from Attorney (if applicable) Any Bidder who states that its principal place of business is outside of this state must submit with its bid in accordance with section , Florida Statutes, a written opinion of an attorney at law, licensed to practice law in that foreign state, that contains information explaining the preferences, any or none, granted by the law of that state to its own business entities whose principal place(s) of business are in that foreign state in the letting of any or all public contracts. For the purpose of this ITB, principal place of business means the state in which the Bidder s high level officers direct, control, and coordinate the Bidder s activities Supporting Documents Submit the following Supporting Documents with a Bid: MSRP List: If the Manufacturer has not published Representative Model pricing at the time of the bid (on the sources as defined in section ), the Bidder shall provide a list(s) of vehicles to the Department that are pending price publication. With the bid, provide one (1) applicable, current, complete, and separate MSRP List (as defined under section ) by Representative Model(s) for each Group (including Sub Groups) and Manufacturer or Brand Name bid under Attachment D, Price Sheet. Therefore, multiple MSRP Lists may be required (e.g., by Group and Manufacturer or Brand Name) Motor Vehicles 21 Page

22 The MSRP List shall include the Manufacturer s Model Number, Manufacturer s Item Description, and MSRP for each of the Manufacturer or Brand Name and Group s applicable Standard Equipment and Identified Aftermarket Options. The MSRP List shall include a cover page, which shall list the applicable Group, Sub-Group, Manufacturer or Brand Name, MSRP List Name, and MSRP List Date. For each Representative Model submitted with a bid, complete a MSRP Certification (Attachment I) from each Manufacturer. Bidder shall not alter, adjust, or modify a Manufacturer s MSRP when submitting the MSRP Supporting Documents. MSRPs shall be formally published by the Manufacturer, publicly listed and available, and verifiable by the Department. The Department shall be the final arbiter of MSRPs if a Bidder s pricing differs from the published MSRPs. The Supporting Documents should be uploaded to the Department with a bid. Failure to provide accurate and compliant Supporting Documents with the Response may result in the Bidder being deemed non-responsive. Additional Documentation The Bidder shall be prepared to submit the following documents if awarded a contract: Florida Substitute Form W-9 If awarded a contract and prior to contract execution, bidder must register and complete an electronic Florida Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit: Preferred Pricing Affidavit (Attachment F) If awarded a contract and prior to contract execution, the Bidder agrees to submit the completed Preferred Pricing Affidavit to the Department at least annually Savings/Price Reduction PUR 7064 (Attachment G) If awarded a contract and prior to contract execution, the Bidder agrees to submit a completed PUR 7064 to demonstrate the percent (%) savings in pricing offered compared to the MSRP List or other usual or customary prices that would be paid by the purchaser without the benefit of a contract resulting from this bid. The Bidder also agrees to submit a completed PUR 7064 within 10 business days after any price adjustment Price Quote Form (PQF) (Attachment J) If awarded a contract, the Bidder agree to submits to a Customer a price quote for the requested vehicle(s) using the Price Quote Form (Attachment J) pursuant to section 3.12 herein Motor Vehicles 22 Page

23 Contractor Acknowledgement Form (Attachment K) If awarded a contract, the Bidder agrees to provide a Customer with a completed Acknowledgement of Order Form (Attachment K) to notify the Customer of receipt of Customer s PO pursuant to section 3.13 herein Sample Price/Model Update Form (Attachment M) If awarded a contract, the Bidder agrees to provide the Department with a complete Price / Model Update Form (Attachment M) for any request for price adjustment to be reviewed by the Department pursuant to section 3.19 herein Quarterly Sales Report (Attachment N) If awarded a contract and prior to contract execution, an authorized representative of the Bidder will be required to complete and submit a Quarterly Sales Report to the Department s Contract Manager within ten business days after the close of each State Fiscal quarter (September 30, December 31, March 31, and June 30) Affidavit of No Offshoring (Attachment Q) If awarded a contract and prior to contract execution, the Bidder agrees to submit the completed Affidavit of No Offshoring to the Department at least annually pursuant to the General Contract Conditions, Attachment P. Alternate Bids Bidder may not submit more than one bid for each listed Manufacturer or Brand Name per Group (including Sub-Groups) per Representative Model. The Department seeks each Bidder s singlebest response for each Representative Model Manufacturer or Brand Name per Group. Consideration of Bids The Department shall consider responsive bids. Bids that do not meet all requirements of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. The Department reserves the right to determine which Bids meets the requirements, specifications, terms, and conditions of the solicitation, and which Bidders are responsive and responsible. Basis of Award The Contract(s) shall be awarded to the responsive, responsible Bidder(s) that submits the lowest calculated price for each individual Representative Model including, if applicable, OEM Options and Identified Aftermarket Options. Bidders may submit bids for multiple Representative Models; however, the Bidder may not submit more than one bid for each individual Representative Model. All submitted bid prices and discounts must be submitted as a definitive number; no price ranges will be accepted. The Department reserves the right to award to multiple Bidders for a Representative Model or to make no award for a Representative Model, as determined to be in the best interest of the State. Multiple awards may be made to up to three Bidders for each individual Representative Model if the calculated price of the Bidder is less than or equal to (3%) of the lowest calculated bid. The Department reserves the right to accept or reject any and all bids, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State s best interest Motor Vehicles 23 Page