STATE OF FLORIDA DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES. February 3, 2016

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1 STATE OF FLORIDA DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES February 3, 2016 With this sheet you have received solicitation documents for the following: Solicitation Number: Number of Addenda (as of above date): Title of Bid (items solicited): Commodity Code: Date and Time Bids are Due: ITB None Florida Highway Patrol Vehicle Cargo Storage Boxes Defense and Law Enforcement and Security and Safety Equipment and Supplies Shelving and Storage Containers and Storage Storage Chests and Cabinets and Trunks Storage and Handling Equipment and Supplies Storage Cabinets Fabricated Structural Assemblies March 2, 2016, no later than 3 p.m. Eastern Time Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Room B412, Mail Station Apalachee Parkway Tallahassee, Florida It is important that Bidders monitor the Vendor Bid System (VBS) for any changes to this solicitation. It is the responsibility of the Bidder to check the VBS for new or changing information. To receive information on DHSMV solicitations 24 hours a day, 7 days a week, visit the Vendor Bid System at

2 TABLE OF CONTENTS 1.0 PURPOSE AND GENERAL OVERVIEW PURPOSE DEFINITIONS PROCUREMENT OFFICER TERM ITB PROCESS OVERVIEW GENERAL OVERVIEW BIDDER QUESTIONS VALUE ANALYSIS AND CHANGES TO SPECIFICATIONS BID OPENING CALENDAR OF EVENTS PROTEST OF TERMS, CONDITIONS AND SPECIFICATIONS ADDENDA DISCLOSURE OF BID CONTENTS MODIFICATION OR WITHDRAWAL OF BID DIVERSITY NON EXCLUSIVE RIGHTS BID TENURE ACCESSIBILITY FOR DISABLED PERSONS DISCUSSIONS SOLICITATION CONFLICTS AND ORDER OF PRECEDENCE SCOPE OF SERVICES GENERAL DESCRIPTION OF SERVICES TECHNICAL SPECIFICATIONS A. Cargo Storage Box #1 for FHP SUV B. Cargo Storage Box #2 for FHP SUV Patrol C. Cargo Storage Box #3 w/scale Rack Boxes for FHP SUV CVE D. Storage Box Lock Mechanisms E. Mounting F. Hinges and/or Slides G. Partition H. Spare Tire Access Plate I. Current FHP Vehicles Utilized J. Fitment of Boxes K. Estimated Quantities L. Warranty M. Contractor s FHP Vehicle Research PACKING, SHIPPING AND DELIVERY SILENCE OF SPECIFICATIONS MINORITY AND SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE REPORT CONTRACTOR S STAFF/EMPLOYEES Page 2 of 38

3 3.7 ADDITIONS/DELETIONS DEPARTMENT RESPONSIBILITIES DELIVERABLES PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES MONITORING CORRECTIVE ACTION PLAN (CAP) COMMUNICATIONS BID INSTRUCTIONS INTRODUCTION BIDDER QUALIFICATION QUESTIONS MYFLORIDAMARKETPLACE TRANSACTION FEE MYFLORIDAMARKETPLACE REGISTRATION PREFERRED PRICING COMPLIANCE FLORIDA DEPARTMENT OF STATE REGISTRATION FLORIDA SUBSTITUTE FORM W-9 PROCESS SCRUTINIZED COMPANIES PRICE SHEET INSTRUCTIONS MANDATORY REQUIREMENTS MINOR BID EXCEPTIONS NON RESPONSIVE BIDS, NON RESPONSIBLE BIDDERS SUBCONTRACTS BID SUBMISSION INSTRUCTIONS BID SUBMISSION CONTENTS BID SUBMISSION DELIVERY OF BID SUBMISSION BID GUARANTEE REDACTED SUBMISSIONS AWARD METHODOLOGY BASIS OF AWARD FLORIDA PREFERENCE POSTING OF AGENCY DECISION IDENTICAL BIDS PROTESTS TIME LIMITS FOR FILING PROTESTS BOND MUST ACCOMPANY PROTEST RESULTANT CONTRACT SPECIAL PROVISIONS GENERAL CONTRACT CONDITIONS (PUR 1000) CONTRACTUAL SUBMISSIONS CONTRACTOR RESPONSIBILITY SUBCONTRACTING AFTER CONTRACT EXECUTION RESULTANT CONTRACT DOCUMENTS AND ORDER OF PRECEDENCE CONTRACT MANAGEMENT Page 3 of 38

4 Forms and Exhibits: FORM 1 BIDDER CONTACT INFORMATION FORM 2 BIDDER QUALIFICATION QUESTIONS FORM 3 PRICE SHEET Exhibit 1 Cargo Storage Box and Partition Illustrations Exhibit 2 Wheel Load Scales WL101 Operators Manual THIS SPACE INTENTIONALLY LEFT BLANK. Page 4 of 38

5 SOLICITATION INTRODUCTION Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles. a. Read the entire document. Note critical items such as: mandatory requirements; bond(s) requirements (bid, performance and/or damages); sample(s) required; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.). b. Note the Procurement Officer's name, address, phone number(s) and address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have. c. Attend the pre-bid conference, if one is scheduled. See Section 2.5, Calendar of Events. Pre-bid conferences are scheduled as-needed. d. Take advantage of the question and answer period. Submit your questions to the Procurement Officer by the due date listed in Section 2.5 CALENDAR OF EVENTS, and view the answers given in the formal addenda issued for the solicitation. Also see Section 2.7 ADDENDA. e. Follow the format required in the Solicitation when preparing your response. Provide point-bypoint responses to the required sections in a clear and concise manner and do not skip or miss sections. f. Provide complete answers/descriptions. Read and answer all questions and requirements. Don t assume the Department or evaluation committee (if applicable) will know what your company s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The bids are reviewed based solely on the information and materials provided in your response. g. Use the forms provided. For example: Certification forms; Price Bid forms; Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation. h. Review and read the solicitation document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. At least one copy must bear an original signature. i. Submit your response on time. Note all of the dates and times listed in the Calendar of Events and within the document, and be sure to submit all required items on time. Faxed, ed or late bid responses are never accepted. Page 5 of 38

6 1.0 PURPOSE AND GENERAL OVERVIEW 1.1 PURPOSE The Department of Highway Safety and Motor Vehicles (Department) is issuing this Invitation to Bid (ITB) to establish a contract for the supply and fabrication of cargo storage boxes with related parts and accessories for the Florida Highway Patrol s (FHP) sport utility vehicles (SUV). The Contract resulting from this solicitation will require, but not be limited to, fabrication of vehicle cargo storage boxes with a code locking weapons storage drawer to secure a shotgun and rifle in order to prevent theft and enhance public safety, and partitions to function within multivehicle platforms to properly fit and be secured in any FHP vehicle. 1.2 DEFINITIONS A. Authorized Representative: The owner, corporate officer, or director of the Vendor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the bid submission, if signed by other than the Authorized Representative. B. Bid: All information and materials submitted by a Bidder in response to this solicitation. C. Cargo Storage Box: A fabricated box installed within FHP vehicles utilized to safely and securely store equipment, gear and weapons. D. Contract: The formal written agreement executed by the Successful Bidder and the Department containing all terms and conditions applicable to any purchase to be made as a result of this ITB. (The terms contract and purchase order are intended to be used interchangeably herein.) E. CVE: Commercial Vehicle Enforcement; a division within the Florida Highway Patrol. F. Contractor: The Bidder who is awarded a contract by the Department as a result of this solicitation. G. Day: A calendar day, unless otherwise specified. H. Department: Department of Highway Safety and Motor Vehicles. I. Equipment Failure: A malfunction in equipment maintained by the vendor that delays or prevents the State s productive use of said equipment for the purposes for which the equipment was installed. J. Fabricate: To design, create and manufacture to specification. K. FHP: Florida Highway Patrol; a division within the Department. L. ITB: Invitation to Bid. M. Materials: Items utilized to create and manufacture a product. For the purposes of this solicitation, reference to materials shall be the materials utilized in manufacture of cargo storage boxes. Page 6 of 38

7 N. Number of Verbs or Nouns: Throughout this solicitation, the singular may be read as the plural and the plural as the singular. O. Purchase Order: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eprocurement system. See PUR Form 1000, paragraph 2. (Note: The terms Purchase Order and Contract are intended to be utilized interchangeably herein, although a purchase order is not executed by the parties.) P. State: State shall be synonymous with the Department of Highway Safety and Motor Vehicles. Q. Subcontractor: Any person, other than an employee of the contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted. R. SUV: Sport Utility Vehicle. S. Vendor: Any firm or person who submits a bid to the Department in response to this solicitation. (NOTE: The terms Bidder, Vendor and Contractor may be utilized herein interchangeably.) T. Weapon: A thing designed or used for inflicting bodily harm or physical damage. For the purposes of this solicitation, reference to weapon means rifle or shotgun. Gun is typically interpreted as a handgun. (NOTE: The words gun or weapon may be used interchangeably.) Also see links provided in this solicitation for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph PROCUREMENT OFFICER The Procurement Officer, acting on the behalf of the Department, is the sole point-of-contact with regard to all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to: Christina Espinosa Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Room B412, Mail Station Apalachee Parkway Tallahassee, Florida christinaespinosa@flhsmv.gov Subsection (23), Florida Statutes (Fla. Stat.), requires that respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting of the notice of intended award (excluding Saturdays, Sundays, and state holidays), any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a bid response. Also see Section 2.14 DISCUSSIONS. Page 7 of 38

8 1.4 TERM The contract term shall be for a period of five (5) years from the date of issuance of the purchase order, unless terminated earlier by the Department under the terms provided herein, with the option to renew for a period of up to five (5) years. Renewal may be structured as a single five (5) year term, five (5) one (1) year terms, or any combination totaling no more than five (5) years. Exercise of the renewal option is at the Department s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the State Legislature (See, subsection (13), Fla. Stat.). The Department will issue a purchase order to the successful Bidder in order to enter the purchase into the state s accounting and purchasing databases. The Department may also require the successful Bidder to execute a formal contract document that will be incorporated in and attached to the purchase order. 2.0 ITB PROCESS OVERVIEW 2.1 GENERAL OVERVIEW The ITB is a method of competitively soliciting a commodity or contractual service under paragraph (1)(a) Fla. Stat., and awarding a contract to the bidder submitting the lowest (cost) responsive and responsible bid. The Department posts an ITB on the Vendor Bid System (VBS) to initiate the process. 2.2 BIDDER QUESTIONS Questions related to this ITB must be received in writing, via , by the Procurement Officer listed in Section 1.3 PROCUREMENT OFFICER above, within the time indicated in Section 2.5 CALENDAR OF EVENTS. Questions must reference DHSMV ITB in the subject line of the . Responses to questions will be posted on the Vendor Bid System (VBS) on or about the date referenced in Section 2.5 CALENDAR OF EVENTS. Also see Section 2.7 ADDENDA. 2.3 VALUE ANALYSIS AND CHANGES TO SPECIFICATIONS The Department is always interested in reducing product/service costs while preserving or improving the usefulness of the product/service for its intended purpose. Bidders are encouraged, but not required, to perform a process of value analysis of the item(s) bid, and to offer suggestions for changes to product/service specifications or contract terms and conditions. In analyzing an item or service, the following steps are suggested: List the materials and processes involved in manufacture, packaging and delivery. For each material or process, consider: Does its use contribute to value? Is its cost proportionate to its usefulness? Does it need all of its features? Is a lower cost alternative of adequate quality available? Page 8 of 38

9 Bidders are encouraged to present their suggestions for changes to the solicitation as early as possible before the bid submittal date, so that suggestions may be fully considered and, if appropriate, addenda modifying the solicitation may be timely issued to all prospective Bidders. Suggested change(s) to specifications, terms, or conditions should be clearly stated, along with an assessment of the impact of the change(s) on the usefulness of the product/services, production or delivery cost(s), use costs, and appropriateness of the terms and conditions in protecting the rights of the parties. Include pros and cons. The Department reserves the right to reject any and all suggested changes without explanation, and/or to accept any suggested change(s) which meet(s) the Department s needs at an anticipated lower cost of production, delivery, or use than the original specifications, terms and conditions would otherwise provide. 2.4 BID OPENING The Department will hold a public opening of the bids at the date, time and location indicated in Section 2.5 CALENDAR OF EVENTS. 2.5 CALENDAR OF EVENTS The table below contains the Calendar of Events for this solicitation. Bidders should become familiar with the Calendar of Events. The dates and times within the Calendar of Events may be subject to change. It is the Bidder s responsibility to check for any changes. All changes to the Calendar of Events will be through an addendum to the solicitation. Bidders are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time). The Department will not consider late documents. DATE TIME ACTIVITY 02/03/16 Solicitation issued. 02/17/16 3:00 p.m. All questions and/or proposed changes to the solicitation must be submitted in writing to the Procurement Officer. 02/24/16 Anticipated date that responses to written inquiries and proposed changes, if required, will be posted on the VBS. 03/02/16 3:00 p.m. Bids are due. 03/02/16 3:30 p.m. Public Bid Opening Location Florida Department of Highway Safety and Motor Vehicles Bureau of Purchasing and Contracts 2900 Apalachee Parkway, MS 31 Tallahassee, Florida /22/16 Anticipated date of posting of Intent to Award. 04/01/16 Anticipated contract start date. Page 9 of 38

10 2.6 PROTEST OF TERMS, CONDITIONS AND SPECIFICATIONS With respect to a protest of the terms, conditions, or specifications contained in this solicitation, including any provisions governing the methods of awarding contracts, or modifying or amending any contract, a notice of intent to protest shall be filed in writing within seventy-two (72) hours after the posting of the solicitation. (See, section , Fla. Stat.) For purposes of this provision, the term the solicitation includes this ITB, any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. 2.7 ADDENDA If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, it will be posted on the Vendor Bid System at: Written answers to questions received by the Department will become part of this solicitation. It is the responsibility of the Bidder to check the VBS for new or changing information. 2.8 DISCLOSURE OF BID CONTENTS All documentation produced as part of the ITB will become the exclusive property of the Department and will not be returned to the Bidder unless it is withdrawn prior to the bid opening in accordance with Section 2.9 MODIFICATION OR WITHDRAWAL OF BID. The Department shall have the right to use any and all ideas or adaptations of ideas contained in any bid received in response to this solicitation. Selection or rejection of the bid will not affect this right. 2.9 MODIFICATION OR WITHDRAWAL OF BID Bidders may modify a bid at any time prior to the bid due date by sending the modified response to the Procurement Officer. A bid may be withdrawn by notifying the Procurement Officer in writing before the bid opening DIVERSITY The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Bidders doing business with the State is central to the Department s efforts. To this end, small minority, veteran-owned, and women-owned business enterprises are encouraged to participate in the State s procurement process as both prime Bidders and subcontractors under prime contracts NON EXCLUSIVE RIGHTS The right to provide the commodities or services, which will be granted under the resultant Contract shall not be exclusive. The Department reserves the right to contract for and purchase commodities or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract. Page 10 of 38

11 2.12 BID TENURE All bids are binding for one hundred eighty (180) days following the bid opening date ACCESSIBILITY FOR DISABLED PERSONS If special accommodations are needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at no later than five (5) business days prior to the event DISCUSSIONS Prior to the Department determining whether bids have been submitted in accordance with the requirements of this solicitation, any discussion by the Bidder with an employee or authorized representative of the Department involving cost information will result in rejection of said Bidder s response. No negotiations, decisions, or actions shall be initiated or executed by a Bidder as a result of any discussion with any state employee. Only those communications which are in writing from the Bureau of Purchasing and Contracts may be considered as a duly authorized expression on behalf of the Department SOLICITATION CONFLICTS AND ORDER OF PRECEDENCE All bids are subject to the terms of the following sections of this ITB which, in case of conflict, shall have the following order of precedence: A. Addenda, in reverse order of issuance B. Invitation to Bid, including attachments C. General Contract Conditions (Form PUR 1000) (Section 8.1) D. General Instructions to Respondents (Form PUR 1001) (Section 4.1) 3.0 SCOPE OF SERVICES 3.1 GENERAL DESCRIPTION OF SERVICES The Contractor will provide the Department cargo storage boxes meeting all specifications of this solicitation with related parts and accessories for FHP SUV s. The cargo storage boxes will be utilized in all vehicles supporting the Patrol and the Commercial Vehicle Enforcement (CVE) unit. 3.2 TECHNICAL SPECIFICATIONS See Exhibit 1 for Cargo Storage Box Illustrations. These illustrations are part of the technical specification requirements. Note: The word plate referenced on each cargo storage box illustration should not be confused with the spare tire access plate. Also, the words gun or weapon may be used interchangeably. Gun is typically interpreted as a handgun. For this solicitation, weapon means rifle or shotgun. All cargo storage boxes shall meet or exceed the specifications described in this section. Before the Contractor fabricates a cargo storage box, the Contractor shall the Contract Manager the measurements and all other applicable specifications relating to parts, accessories, or materials, and Page 11 of 38

12 brand (where applicable), for review and approval within ten (10) days of purchase order issuance. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days. A. Cargo Storage Box #1 for FHP SUV 1) At a minimum, materials to be utilized, include, but are not limited to, the following: a. Made of.80 Aluminum b. Simplex Push Button Locks (or equal or better quality) c. CamLocker Keyed T-Handle Locks d. Weapon Foam in Top Drawer e. Commercial or automotive grade carpet in bottom drawers f. Powder-coated matte black 2) Design Specifications Cargo storage box overall dimensions: 40 w x 23 D x 20 H. a. An electronics and storage basket shall be located on top of the weapon storage drawer. b. The electronics and storage basket must have a removable plate covering 2/3 for electronic equipment located on the left side of the basket. Dimensions: 27 W x 23 D. c. The top drawer shall be a weapon(s) storage drawer with a push button lock (see Section 3.2 TECHNICAL SPECIFICATIONS, Item D). Dimensions: 43 W x 23 D x 6 H. Weapon form (see Section 3.2 TECHNICAL SPECIFICATIONS, Item A., 1., d.) shall be sized to fit the entire dimensions of the drawer. d. The bottom two (2) drawers are for storage with keyed locks (see Section 3.2 TECHNICAL SPECIFICATIONS, Item D.). Drawers must be removable. Dimensions: 20 W x 23 D x 10 H (each drawer). e. Drawer locking handles: Austin Hardware EMC SSR Lock U-Cam Water seal with H545 (equivalent or better would be accepted). f. Drawer Slides: Austin Hardware HT (equivalent or better would be accepted). g. The cargo storage box shall be powdered-coated matte black on the outside, at a minimum. B. Cargo Storage Box #2 for FHP SUV Patrol 1) At a minimum, materials to be utilized, include, but are not limited to, the following: a. Made of.80 Aluminum b. Simplex Push Button Locks (or equal or better quality) c. CamLocker Keyed T-Handle Locks d. Weapon Foam in Top Drawer e. Commercial or automotive grade carpet in bottom drawers f. Powder-coated matte black Page 12 of 38

13 2) Design Specifications Cargo storage box overall dimensions: 40 w x 23 D x 26 H. a. An electronics and storage basket shall be located on top of the weapon storage drawer. b. The electronics and storage basket must have a removable plate covering 2/3 for electronic equipment located on the left side of the basket. Dimensions: 27 W x 23 D c. The top drawer shall be a weapon storage drawer with a push button lock. Dimensions: 43 W x 23 D x 6 H. Weapon form (see Section 3.2 TECHNICAL SPECIFICATIONS, Item B., 1., d.) shall be sized to fit the entire dimensions of the drawer. d. The bottom two (2) drawers are for storage with keyed locks (see Section 3.2 TECHNICAL SPECIFICATIONS, Item D.). Drawers must be removable. Dimensions: 20 W x 23 D x 10 H (each drawer). e. Open storage area under bottom drawers for storage. Dimensions: 40 W x 23 D x 6 H. There shall be a 2 lip at the bottom of the storage area to prevent items from sliding out during motion. f. Drawer locking handles: Austin Hardware EMC SSR Lock U-Cam Water seal with H545 (equivalent or better would be accepted). g. Drawer slides: Austin Hardware HT (equivalent or better would be accepted). h. The cargo storage box shall be powered-coated matte black on the outside, at a minimum. i. The cargo storage box will have a spare tire access plate to replace the original equipment manufacturer spare tire panel (see Section 3.2 TECHNICAL SPECIFICATIONS, Item H.). C. Cargo Storage Box #3 w/scale Rack Boxes for FHP SUV CVE 1) At a minimum, materials to be utilized, include, but are not limited to, the following: a. Made of.80 Aluminum b. Simplex Push Button Locks (or equal or better quality) c. CamLocker Keyed T-Handle Locks d. Weapon Foam in Top Drawer e. Commercial or automotive grade carpet in bottom drawers f. Powder-coated matte black 2) Design Specifications Cargo storage box overall dimensions: 40 w x 23 D x 28 H. a. An electronics and storage basket shall be located on top of the weapon storage drawer. b. The basket on top has plate covering 2/3 for electronic equipment. Page 13 of 38

14 Dimensions: 27 W x 23 D x 4 H. The top drawer is a weapon storage drawer with a push button lock (see Section 3.2 TECHNICAL SPECIFICATIONS, Item D.). Dimensions: 43 W x 23 D x 6 H. Weapon form (see Section 3.2 TECHNICAL SPECIFICATIONS, Item C., 1., d.) shall be sized to fit the entire dimensions of the drawer. c. The bottom two (2) drawers are for storage with keyed locks (see Section 3.2 TECHNICAL SPECIFICATIONS, Item D.). Dimensions: 20 W x 23 D x 10 H each drawer and drawers must be removable. d. Weight scale storage (four (4) scales) under bottom drawers Dimensions: 17 W x 23 D x 4 H. Extending slides to hold scales, four (4) scale compartments e. Drawer Locking Handles: Austin Hardware EMC SSR Lock U-Cam Water seal with H545 (equivalent or better would be accepted). f. Drawer Slides: Austin Hardware HT (equivalent or better would be accepted). g. The cargo storage box shall be powered-coated matte black on the outside, at a minimum. 3) Scale Dimensions a. Length and width is from end to end and side to side b. Height is at the handle end 15.5 W x 38 L x 3 H c. See Exhibit 2 for the Operator s Manual for further details. D. Storage Box Lock Mechanisms In addition to Section 3.2 TECHNICAL SPECIFICATIONS, the Contractor shall provide the following for each cargo storage box: 1) Drawer Keys Two (2) sets of keys for each key lock handle on each drawer. All drawer locks are to be keyed alike for each cargo box, but each cargo box s key locks will be different and unique from other cargo boxes. The Contractor shall tape the drawer keys inside a cargo storage box drawer. 2) Push Button Code Locks The Contractor shall deliver cargo storage boxes unlocked with written instructions on how to program the mechanism. E. Mounting The Contractor shall fabricate predrilled mounting brackets or mounting solution parts which utilize the vehicles manufacturer s existing cargo tie-down mounts or hardware and structure points. If a specific vehicle will not allow for this requirement, a mounting solution must be provided that includes ease of installation and ensures drilling points will be clear of vehicle areas of wiring, fuel systems, lighting and safety equipment. Page 14 of 38

15 Before the Contractor fabricates the mounting solution parts, the Contractor shall the Contract Manager the measurements and any other applicable specifications for review and approval within ten (10) days of purchase order issuance. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days. F. Hinges and/or Slides The drawer hinges and/or slides contained within each cargo storage box must support a minimum weight of 125 lbs. The slides must be rated heavy duty or commercial grade in order to support the weight carried inside each drawer and to prevent drawer sag when fully extended. The drawers, when fully loaded, must not scrape the drawer frame and must move freely during opening and closing. Hinges and slides must be cable of 50,000 opening/closing cycles with a 125 lbs., before slide failure. G. Partition The Contractor shall fabricate a partition for each cargo storage box. Bidders are herein notified that partitions may not be ordered with each storage box order placed, but may be ordered as an accessory which can be added at any time after the purchase by bolt on method by attaching the partition to the back of the cargo storage box. The partition must be specific in design to align and conform to the interior (roof and quarter panels) of each vehicle being utilized by the FHP. See Exhibit 1 Cargo Storage Box and Partitions Illustrations, for sample design. 1) Materials to be utilized to fabricate the partition: a. Made of.80 Aluminum b. Powder-coated matte black Before the Contractor fabricates partitions, the Contractor shall the Contract Manager the measurements and any other applicable specifications herein for review and approval within ten (10) days of purchase order issuance. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days. H. Spare Tire Access Plate The Contractor shall fabricate a spare tire access plate for cargo storage box #2 only, as indicated in Section 3.2 TECHNICAL SPECIFICATIONS, Item B. The cargo storage box must not interfere with access or use of the spare tire equipment in any vehicles in which the cargo storage boxes are installed. Special attention should be paid to the Ford Utility Police Interceptor. The spare tire access plate will be attached and hinged to the lower bottom lip of the box, taking the place of the manufacturer s spare tire floor cover. The spare tire access plate must support 125 lbs., at a minimum. See Exhibit 1 Cargo Storage Box and Partition Illustrations. 1) Materials to be utilized to fabricate the spare tire access plate: a. Made of.80 Aluminum or other metal capable of supporting 125 lbs. b. Powder-coated matte black Before the Contractor fabricates the spare tire access plate, the Contractor shall the Contract Manager the measurements and any other applicable specifications for review and Page 15 of 38

16 approval within ten (10) days of purchase order issuance. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days. Dependent on future vehicle acquisitions, and manufacturer vehicle design changes, should a spare tire access plate be required for cargo storage box #1, it will be handled in accordance with Section 3.7 ADDITIONS/DELETIONS. I. Current FHP Vehicles Utilized Below is a list of current vehicles utilized by the Department. Bidders are hereby notified that changes in the Department s fleet complement may occur at any time and this list is subject to change during the initial term and subsequent years of the Contract. (See, Section 3.7 ADDITIONS/DELETIONS.) 1) 2016 or Newer Ford Utility Police Interceptor 2) 2016 or Newer Ford Expedition 3) 2015 or Newer Chevy Tahoe Dependent on present and future vehicle acquisitions, the Department will identify the vehicle type(s) on all orders placed for cargo storage boxes in order to assist the Contractor in meeting the requirements of Section 3.2 TECHNICAL SPECIFICATIONS, Item M. J. Fitment of Boxes The Contractor shall ensure proper and correct fitment of the cargo storage boxes into the cargo area of all three (3) vehicles currently being utilized by the FHP. The measurements identified in each example cargo storage box illustration are only to serve as a guide based on the Department s research and should not be considered exact or finite measurements. The overall height of the cargo storage boxes should be as close to the illustrations as possible, as the intent is not to impede line of sight out of the back window. The width of the cargo storage boxes should be as close to the illustrations as possible as the intent is to be able to place the cargo storage boxes between the wheel wells of each vehicle currently being utilized by the FHP. The placement on top and width of 43 for the weapon storage is to allow the box to be wide enough to accommodate the Remington 870 Shotgun and the AR15 Rifle. The depth of the cargo storage boxes should be as close to the illustrations as possible, as the intent is to be able to place the box into the cargo area in a manner that will not interfere with access to the spare tire compartment. The spare tire cover should secure to the box and extend towards the lift gate covering the spare tire opening in a manner equal to the manufacturer s cover. K. Estimated Quantities The Contractor shall provide the Department approximately one hundred fifteen (115) cargo storage boxes during the initial year of the Contract. Specific models and corresponding models are indicated below: #1 FHP SUV Ford Expeditions w/o spare tire access plate 35 #2 FHP SUV Patrol Ford Utility Police Interceptor w/spare tire access plate 55 #3 FHP SUV CVE Chevrolet Tahoes w/scale rack boxes 25 Total cargo storage boxes 115 Bolt On Partitions 56 Page 16 of 38

17 This estimated quantity is subject to change for the initial year depending on the legislatively approved budget, and may require increased or decreased quantities in order to support vehicle acquisitions. L. Warranty Warranty against defects in manufacturing for each fabricated cargo storage box, or any of its related parts, accessories, or materials, will be for a minimum of five (5) years from the receipt of delivery. Warranty against broken or faulty aluminum welding will be for a minimum of five (5) years from the receipt of delivery. Warranty for defective drawer slides, locking handles, and weapons storage drawer locks will be a minimum of five (5) years from the receipt of delivery. Due to the nature of use with operational equipment placed inside and the installation of the cargo storage boxes into the vehicles, the Department may request the Contractor to make repairs to cargo storage box, or any of its related parts, accessories, or materials, at the applicable field FHP troop location at no expense to the Department, due to the sensitive nature of the operational equipment and the need to secure the vehicle at all times. Sublet repair may only be approved by the Contract Manager. M. Contractor s FHP Vehicle Research The Contractor shall be responsible for researching FHP vehicle specifications prior to fabricating any cargo storage boxes, mounting solutions, partitions, or any other related parts or accessories to ensure no damage or interference occurs to other vehicle specifications or functionality during installation. Should the Contractor find a potential vehicle specification and/or functionality issue with the fabrication or installation as mentioned above, the Contractor shall provide the Contract Manager its findings for review, with proposed solutions in writing. The Contract Manager will provide its approval or suggested revisions within five (5) days. If the Contractor fails to timely advise the Contractor Manager of any potential damage or interference issues discovered, the Contractor shall be responsible for the vehicle damage/repairs associated with the installation of the fabricated items. 3.3 PACKING, SHIPPING AND DELIVERY A. The Contractor shall be responsible for properly packing shipments. Packing materials consist of items utilized to securely and properly pack tangible products for shipment, storage and stocking. B. Upon issuance of the purchase order, the Contractor must deliver a minimum of twenty (20) fully-assembled cargo storage boxes with associated parts and accessories, as applicable, per week, until the order is fulfilled in its entirety. The Contractor shall notify the Department s Contract Manager within five (5) days of purchase order issuance of any potential delays. Page 17 of 38

18 C. All cargo boxes shall be shipped and delivered directly to: Florida Highway Patrol ATTENTION: Lt. Wooster Woodward Central Install Facility 3646 CR 220 Middleburg, FL D. Any or all items delivered to the Department not meeting the specifications of this solicitation and Contract, or that are found to be defective, will not be accepted. Such items will be returned to the Contractor at the Contractor s expense for refund or replacement. Since it is impossible for the Department to inspect all items upon arrival, the Contractor shall afford a reasonable opportunity for inspection and returning of defective items. E. Deliveries shall be made between 8:30 a.m. to 4:00 p.m., Monday through Friday, excluding state holidays, unless otherwise stated on a purchase order. F. Inside warehouse door delivery is required for all shipments. The Contractor will be responsible for the following, where applicable: 1. Require freight carriers to have lift-gate capabilities; 2. Mark waybills with INSIDE DELIVERY REQUIRED ; 3. Require delivery drivers to unload all shipments; and 4. Have the necessary tools or equipment to unload pallets or boxes. Department employees will not be responsible for unloading shipments. The Department reserves the right to reject a delivery should inside delivery not be in accordance with these terms. The Contractor accepts full responsibility for the rejected delivery, and timely redelivery, within five (5) working days, in accordance with these terms. 3.4 SILENCE OF SPECIFICATIONS The apparent silence of specifications included herein on any details, or the omission from them of a detailed description, concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials and workmanship of best quality are to be used. All interpretations of this Contract shall be made upon the basis of this statement. 3.5 MINORITY AND SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE REPORT The Contractor shall provide to the Contract Manager a monthly Minority and Service-Disabled Veteran Business Enterprise Report summarizing the participation of certified and non-certified minority and service-disabled veteran subcontractors/material suppliers performing any services related to the Contract/purchase for the current month, and project-to-date. This report shall be due by the 5 th day of the following month (or next business day if the 5 th day is on a weekend day or holiday) and shall include the names, addresses and dollar amount of each certified and non-certified Minority Business Enterprise and Service-Disabled Veteran Enterprise participant. The report may be submitted by electronic copy to the Department s Contract Manager. The State of Florida s Office of Supplier Diversity may be reached at and can assist in furnishing names of qualified minorities. Page 18 of 38

19 3.6 CONTRACTOR S STAFF/EMPLOYEES The Contractor shall not permit any individual to provide services under or related to this Contract who is under the supervision or jurisdiction of any parole, probation, or correctional authority. Persons under any such supervision may work for other elements of the Contractor s organization that are independent of this the services to be provided under this Contract. The objective of this provision is to prevent any individual under any such legal constraint from having knowledge or information related to the firearm locking mechanisms. This is a potential safety risk both to Troopers and members of the public should such individual have knowledge or information of the firearm locking mechanisms such as how to dismantle the lock. 3.7 ADDITIONS/DELETIONS The Department reserves the right to delete any item from the Contract, when deemed to be in the state s best interest. It also reserves the right to add any item within the scope of the Contract, which shall include, but not be limited to, other storage boxes that may differ in dimensions or design, or spare tire access plates for cargo storage boxes that presently do not require a spare tire access plate but may do so in the future due to manufacturer vehicle design changes. Pricing shall be comparable to the amounts paid under the Contract. These additions or deletions will be incorporated via an amendment to the Contract. 3.8 DEPARTMENT RESPONSIBILITIES The Department will provide technical support and assistance to the Contractor within the resources available to the Department to assist the Contractor in meeting the requirements of this Contract. The support and assistance, or lack thereof, shall not relieve the Contractor from full performance of all contract requirements. 3.9 DELIVERABLES The Contractor shall submit all deliverables in accordance with the Deliverable Schedule below. Deliverables must be approved by the Department s Contract Manager prior to payment. Deliverable due dates may be extended upon prior written approval of the Department.. Deliverable Due Date Storage Cargo Boxes as indicated in Section 3.2 TECHINICAL SPECIFICATIONS, with associated parts and accessories, as applicable. The Contractor shall timely redeliver any shipments as indicated in Section 3.3 PACKING, SHIPPING AND DELIVERY, Item F. Upon issuance of the purchase order, the Contractor shall deliver twenty (20) cargo storage boxes weekly until the order is fulfilled in its entirety. Within five (5) days of initial delivery attempt PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES The Department has developed the following Performance Standards which shall be met by the Contractor in performance and delivery of services. The Department reserves the right to impose liquidated damages upon the Contractor for failure to comply with the performance standard requirements set forth in the chart below. Page 19 of 38

20 Performance Standard Requirement Before the Contractor fabricates a cargo storage box, the Contractor shall the Contract Manager the measurements and all other applicable specifications relating to parts, accessories, or materials, and brand (where applicable), for review and approval within ten (10) days of purchase order issuance, as indicated in Section 3.2 TECHNICAL SPECIFICATIONS. Delivery of the storage cargo boxes as indicated in Section 3.9 DELIVERABLE. The Contractor shall provide the Contract Manager specifications to the mounting solutions as indicated in Section 3.2 TECHNICAL SPECIFICATIONS, Item E. The Contractor shall provide the Contract Manager specifications to the spare tire access plate as indicated in Section 3.2 TECHNICAL SPECIFICATIONS, Item H. The Contractor shall notify the Contract Manager of any potential delivery delays within five (5) days or purchase order issuance, as indicated in Section 3.3 PACKING, SHIPPING AND DELIVERY, Item B. The Contractor shall timely redeliver any shipments within five (5) days as indicated in Section 3.3 PACKING, SHIPPING AND DELIVERY, Item F. The Contractor shall submit a monthly MINORITY AND SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE REPORT by or before the 5 th day of the following month for the entire term of the Contract/purchase order, as indicated in Section 3.5. Liquidated Damages to be Imposed Ten dollars ($10) per day for each workday beyond the due date until provided to the Department. Twenty dollars ($20) per day, per each storage cargo box ordered, for each workday beyond the due date until provided to the Department. Ten dollars ($10) per day for each workday beyond the due date until provided to the Department. Ten dollars ($10) per day for each workday beyond the due date until provided to the Department. Fifty dollars ($50) per day for each workday beyond the due date until provided to the Department. Fifty dollars ($50) per day for each workday beyond the due date until provided to the Department. Ten dollars ($10) per day for each workday beyond the due date until provided to the Department MONITORING The Department s Contract Manager or designated Department staff will perform monitoring during the term of the Contract to determine if the Contractor has met each Performance Standard identified in Section 3.10 PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES. Monitoring shall include review of compliance with contract service delivery and review of all contract requirements. Contractor shall permit persons duly authorized by the Department to inspect any records, papers, documents, facilities, goods and services of the Contractor which are relevant to this Contract. If the Department determines that the Contractor has failed to meet a Performance Standard, the Contractor will be sent a formal contract communication in accordance with Section 3.13 COMMUNICATIONS. When issues of non-compliance are identified, the Contractor shall, if requested by the Department, submit a written Corrective Action Plan (CAP) as indicated in Section 3.12 CORRECTIVE ACTION PLAN (CAP), below. NOTE: The Department is not required to request a CAP prior to assessing Liquidated Damages for failure to meet any Performance Standard. Page 20 of 38

21 3.12 CORRECTIVE ACTION PLAN (CAP) A. If the Department determines that the Contractor is out-of-compliance (i.e., has failed to perform or satisfactorily perform) with any of the provisions of the resulting Contract, the Department shall notify the Contractor of the compliance issue(s) in writing. B. Depending upon the nature of the deficiency(ies) noted, the Department will either indicate that the Contractor is out-of-compliance and the Department is assessing liquidated damages, or the Department may require the Contractor to respond by submitting a Corrective Action Plan (CAP) within a specified time frame. C. A CAP is an opportunity for the Contractor to address and resolve deficiencies without the Department immediately invoking more serious remedies, up to and including Contract termination. In determining whether to permit the Contractor to submit a CAP, the Department will consider the nature of the deficiency(ies), whether the Department would or could be adversely affected in any way by allowing additional time for correction, and the likelihood for successful correction by the Contractor. D. The CAP shall be timely submitted to the Department s Contract Manager who will review the CAP and: 1) determine whether the steps to be taken and timeline for each step will likely resolve the deficiency(ies) to the Department s satisfaction and approve the CAP, in writing, for implementation by the Contractor; or 2) Determine that the steps to be taken and/or timelines indicated will not likely resolve the deficiency(ies) to the Department s satisfaction and reject the CAP. E. If the Contract Manager rejects the Contractor s CAP, the reasons for rejection shall be provided in writing to the Contractor who shall have five (5) business days from receipt of the Department s rejection notice to correct/change the CAP and resubmit it. If the resubmitted CAP is similarly rejected, the Contractor shall be deemed in breach of the contract and liquidated damages of $ per day shall be imposed for each day a satisfactory CAP is not submitted to the Department. F. The Contractor shall implement the CAP only after receiving written approval from the Department s Contract Manager or other designated Department personnel. G. If the Contractor does not meet the plan for resolving deficiencies established in the CAP to the Department s satisfaction, either by not resolving all deficiencies identified or by not resolving all deficiencies within the stated time frame(s), the Contractor shall be in breach of the contract and shall be subject to liquidated damages. H. Except where otherwise specified, liquidated damages of $ per day will be imposed on the Contractor for each day that the approved CAP is not implemented to the satisfaction of the Department. Page 21 of 38

22 3.13 COMMUNICATIONS Contract communications will be in three forms: routine, informal and formal. For the purposes of the Contract, the following definitions shall apply: Routine: Informal: Formal: All normal written communications generated by either party relating to service delivery. Routine communications must be acknowledged or answered within fifteen (15) calendar days of receipt. Special written communications deemed necessary based upon either contract compliance or quality of service issues. Must be acknowledged or responded to within ten (10) calendar days of receipt. Same as informal but more limited in nature and usually reserved for significant issues such as Breach of Contract, failure to provide satisfactory performance, or contract termination. Formal communications shall also include requests for changes in the scope of the Contract and billing adjustments. Must be acknowledged upon receipt and responded to within seven (7) calendar days of receipt. The only personnel authorized to use formal contract communications are the Department s Contract Manager, Contract Administrator, and the Contractor s CEO or the individual identified for contractual purposes on FORM 1 BIDDER CONTACT INFORMATION. Designees or other persons authorized to utilize formal contract communications must be agreed upon by both parties and identified in writing within ten (10) days of execution of the Contract. Notification of any subsequent changes must be provided in writing prior to issuance of any formal communication from the changed designee or authorized representative. In addition to the personnel identified above, personnel authorized to use informal contract communications include any other persons so designated in writing by the parties. If there is an urgent administrative problem, the Department shall make contact with the Contractor and the Contractor shall verbally respond to the Contract Manager within two (2) hours. If a non-urgent administrative problem occurs, the Department will make contact with the Contractor and the Contractor shall verbally respond to the Contract Manager within forty-eight (48) hours. The Contractor acknowledges that records and documents related to Contractor s service delivery are public records as provided under Chapter 119, Fla. Stat. The Contractor shall respond to all communications by facsimile, , or hard copy mail. A date/numbering system shall be utilized for tracking of formal communications. 4.0 BID INSTRUCTIONS 4.1 INTRODUCTION This section contains the General Instructions to Respondents and Special Instructions. The General Instructions to Respondents (PUR 1001, 2006 version) are incorporated by reference and can be accessed at: es_resources/purchasing_forms Page 22 of 38