STATE OF FLORIDA ITB #1303 FLORIDA DEPARTMENT OF LAW ENFORCEMENT Solicitation Number: Item(s) of Bid: Number of Addenda as of above date: ITB Promega Plexor HY Quantification System Kits None Commodity Code: 490-640 Date and Time Due: August 13, 2012, no later than 2:00 PM EST Office of General Services 2331 Phillips Road Tallahassee, Florida 32308 It is the respondent s responsibility to monitor the Vendor Bid System (VBS) for any changes to this solicitation. To receive information on FDLE solicitations 24 hours a day, 7 days a week, register with the Vendor Bid System at: http://myflorida.com/apps/vbs/vbs_www.main_menu. COMPANY NAME: FEDERAL TAX IDENTIFICATION NUMBER: ADDRESS: CITY: STATE: ZIP RESPONDENT: TITLE: AUTHORIZED SIGNATURE: DATE PHONE: EMAIL: For additional information on the solicitation process, you may telephone the Office of General Services at (850) 410-7300. 1
PURPOSE AND GENERAL CONDITIONS INTRODUCTION The, hereinafter referred to as the Department, is interested in obtaining competitive sealed bids from qualified vendors for an estimated range of 150 kits of the Promega Plexor HY Quantification System kits (800 reactions). These kits are used in the forensic DNA testing process for the quantification of DNA. This process is known as real time polymerase chain reaction. The winning bidder must provide the Promega Plexor HY Quantification System kits (800 reactions) only. These kits have been internally validated and performance tested for optimized use in all FDLE DNA Regional Forensic labs. NO SUBSTITUTES OR SIMILAR PRODUCTS WILL BE ACCEPTED. This bid is for a one year time period with an option for a second year renewal. GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001) The State of Florida General Instructions to Respondents (PUR 1001) are hereby referenced and incorporated in their entirety into this ITB. This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. Potential respondents to the solicitation are encouraged to carefully review all materials contained herein and prepare responses accordingly. There is no need to return this document to the Department of Law Enforcement. http://dms.myflorida.com/index.php/content/download/2934/11780/version/6/file/1001.pdf GENERAL CONTRACT CONDITIONS (PUR 1000) The State of Florida General Terms and Conditions (PUR 1000) are hereby referenced and incorporated in their entirety into this ITB. This section explains the General Contract Conditions (PUR 1000) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. Potential respondents to the solicitation are encouraged to carefully review all materials contained herein and prepare responses accordingly. There is no need to return this document to the Department of Law Enforcement. http://dms.myflorida.com/index.php/content/download/2933/11777/version/6/file/1000.pdf ADDITIONAL REQUIREMENTS The State of Florida General Terms and Conditions (PUR 1000) and the General Instructions to Respondents (PUR 1001) are hereby referenced and incorporated in their entirety into this ITN. FDLE's Special Conditions modifies and shall take precedence over the State of Florida Form PUR 1001, General Instructions to Respondents. The currently does not utilize the State of Florida's MyFloridaMarketPlace (MFMP) e-procurement system for competitive solicitations such as this ITN. Respondents are to manually submit their responses to this ITN to FDLE (See ITN PACKAGING AND SUBMISSION REQUIREMENTS). Specific references to MFMP usage for this ITN stated in the State of Florida Form PUR1001, General Instructions to Respondents, are not applicable. 2
SPECIAL ACCOMMODATIONS Any person with a qualified disability shall not be denied equal access and effective communication regarding any ITB documents or the attendance at any related meeting or ITB opening. If accommodations are needed because of a disability, please contact the FDLE Purchasing Office at (850) 410-7300. MANDATORY REQUIREMENT The State has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition from which a material deviation may not be waived by the State. A deviation is material if, in the State s sole discretion, the deficient response is not in substantial accord with the ITB requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the State. Material deviations cannot be waived. The words should or may in this ITB indicate desirable attributes or conditions, but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a bid. MYFLORIDAMARKETPLACE (MFMP) REGISTRATION 60A-1.030 MyFloridaMarketPlace Vendor Registration. Each vendor desiring to sell commodities or contractual services as defined in Section 287.012, F.S., to the State through the on-line procurement system is prequalified to do so and shall register in the MFMP system, unless exempted under subsection 60A-1.030(3), F.A.C. Information about the registration process is available, and registration may be completed, at the MFMP website (link under Business on the State portal at www.myflorida.com). Interested persons lacking Internet access may request assistance from the MyFloridaMarketPlace Customer Service at (866) FLA-EPRO (866/ 352-3776) or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399. A vendor not currently registered in the MFMP system shall do so within 5 days after posting of intent to award. MFMP TRANSACTION FEE The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eprocurement system. Pursuant to Section 287.057(22), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the vendor shall pay to the State. For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the vendor. If automatic deduction is not possible, the vendor shall pay the Transaction Fee pursuant to subsection 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, vendor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee The vendor shall receive a credit for any Transaction Fee paid by the vendor for the purchase of any item(s) if such item(s) are returned to the vendor through no fault, act, or omission of the vendor. Notwithstanding 3
the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the vendor s failure to perform or comply with specifications or requirements of the agreement. Failure to comply with these requirements shall constitute grounds for declaring the vendor in default and recovering reprocurement costs from the vendor in addition to all outstanding fees. VENDORS DELINQUENT IN PAYING TRANSACTION FEES SHALL BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE. E-VERIFY As required by State of Florida Executive Order Number 11-02, the successful bidder is required to utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment eligibility of all persons employed during the contract term by the contractor to perform employment duties within Florida and all persons (including subcontractors) assigned by the contractor to perform work pursuant to the contract with the Department. Refer to http://www.uscis.gov/e-verify for more information. COOPERATIVE PURCHASING Pursuant to their own governing laws, and subject to the agreement of the Contractor, other entities may be permitted to make purchases at the terms and conditions contained herein. Non-Customer purchases are independent of the agreement between Customer and Contract, and Customer shall not be a party to any transaction between the Contract and any other purchaser. In accordance with s. 287.042(16) (a), F.S., the Department of Management Services intends to approve the contract resulting from this bid as an Alternate Contract Source for use by all eligible users (including but not limited to, any state agency, county or municipality) in accordance with Rule 60A-1.005, FAC. SUBMISSION OF MANDATORY FORMS The Cost Proposal Sheet (Attachment A) shall be completed, signed by a representative who is authorized to contractually bind the Bidder, and returned in a separate envelope from the required documentation for vendor qualification. The Drug Free Workplace Certificate (Attachment B) shall be completed and signed by a representative who is authorized to contractually bind the Bidder and returned with the offeror s proposal. Any addenda supplied by the State to participating Bidders shall include an Addenda Acknowledgment Form. The form(s) shall be signed by an authorized representative, dated, and returned with the offeror s proposal FDLE has provided an ITB CHECKLIST (Attachment C) which provides guidance to the Bidder in assuring that all mandatory information and documents are included. FAILURE TO INCLUDE ANY INFORMATION OR DOCUMENTATION REQUESTED WITHIN THIS ITB MAY LEAD TO REJECTION OF THE ITB FOR NON-RESPONSIVENESS. IF YOU ARE UNSURE OF THE REQUIRED INFORMATION OR DOCUMENTATION, ASK FDLE. DO NOT MAKE ASSUMPTIONS. 4
PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statue 287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. DELIVERY REQUIREMENTS AND LOCATIONS Prices shall include all charges for packing, handling, freight, distribution and inside delivery. Tallahassee Regional Crime Laboratory 2729 Ft. Knox Boulevard, Bldg. 2, Ste. 1100 Tallahassee, Florida 32308 Contact: Tom Davis 850/410-7448 or Sherri Ferrante 850/617-1307 Tampa Bay Regional Operations Center 4211 N. Lois Ave. Tampa, Florida 33614 Contact: Susan Henry 813/878-7304 or Melissa Suddeth 813/878-7258 Pensacola Regional Operations Center 1301 N. Palafox St. Pensacola, Florida 32501 Contact: Lyndora Steward 850/595-2143 or Jay Kelchak 850/595-2132 Fort Myers Regional Operations Center 4700 Terminal Dr., Ste. 1 Fort Myers, Florida 33907 Contact: Mary Christofano 239/278-7080 or Roshale Gaytmenn 239/278-7170 Jacksonville Regional Operations Center 921 N. Davis St., Bldg. E Jacksonville, Florida 32309 Contact: Dave Senkowski 904/360-7103 Orlando Regional Operations Center 500 W. Robinson St. Contact: Veronica Richer 407/540-3825 or Harry Hopkins 407/650-5150 Orlando, Florida 32801 5
DELIVERY INSTRUCTIONS Orders may be placed either by telephone, facsimile, electronic mail or by mail. Upon receipt of a Purchase Order, each shipment must be received within fifteen (15) days, unless other arrangements have been made and agreed upon by both manufacturer and FDLE. ORDERS WILL BE PLACED ON AN AS NEEDED BASIS. FDLE reserves the right to adjust this quantitative figure as the demand of the product dictates as well as availability of funds. DISCUSSIONS No negotiations, decisions or actions shall be initiated or executed by the bidder as a result of any discussions with any state employee prior to opening of bids. Prior to opening of bids, bidders are not to divulge bid costs to any employee or representative of the State. Further, bids/proposals submitted to the Department will remain unopened until the time for opening bid/proposal at the Department s Office of General Services. During this period, any discussion by the bidder with any employee or authorized representative of the Department involving cost information will result in rejection of said bidder s response. Only those communications, which are in writing or electronically submitted from the FDLE s Office of General Services Office, may be considered as a duly authorized expression on behalf of the FDLE. Also, only communications from bidders, which are in writing and signed or electronically submitted, will be recognized by the FDLE as duly authorized expressions on behalf of the bidder. CONTRACTUAL MANDATORY A Bidder s response to this ITB shall be considered as the Bidder s formal offer. The issuance of Purchase Order(s) and/or Contract(s) for the purchase of the commodities and/or services shall constitute the Department's written acceptance of the successful bid and the signed Purchase Order(s) and/or Contract(s) will be forwarded to the successful Bidder. ADDENDA The FDLE reserves the right to modify this ITB. All addenda to this ITB will be in writing with content and number of pages described to all Bidders. Any addenda or answers to written questions supplied by the FDLE to participating Bidders shall include an Addenda Acknowledgement Form. This form shall be signed by an authorized representative of the Bidder, dated, and returned with the Bidder s response to this ITB. All addenda will be provided via the State Department of Management Services Vendor Bid System (VBS) at website: http://myflorida.com/apps/vbs/vbs_www.main_menu IT IS THE SOLE RESPONSIBILITY OF THE BIDDER TO MONITOR THE VBS FOR ANY ADDENDA ISSUED IN REFERENCE TO THIS ITB. COST PROPOSAL SHEET ATTACHMENT A Any discussion by the Bidder with any employee or representative of the Department involving cost information will result in rejection of said bidder s proposal. Cost Proposals shall be submitted in the format specified in Attachment A. 6
CERTIFICATION OF A DRUG-FREE WORKPLACE ATTACHMENT B In the event of a tie bid, preference must be given to Bidders submitting a certification with their response to this ITB certifying they have a drug-free workplace in accordance with Section 287.087, Florida Statutes. (See Attachment B) NOTICE TO CONTRACTOR A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. The State of Florida does not award publicly funded contracts to those who knowingly employ unauthorized alien workers. The Department shall consider this a violation of Section 274A(e) of the Immigration and Nationality Act. Such violation shall be cause for unilateral cancellation of this contract. As required by Section 287.134, Florida Statutes (2000) [Chapter 2000-286, Section 6, Laws of Florida], an entity or affiliate which has been placed on the discriminatory vendor list may not submit a bid or proposal on a contract to provide any goods or services to a public entity, may not submit a bid or proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. SUBCONTRACTOR The Bidder is fully responsible for all work performed under the contract and/or Purchase Order resulting from the ITB. If applicable, the Bidder may, with the consent of the Department, enter into written subcontractor(s) for performance of certain function under the contract and/or Purchase Order. The subcontractors and the amount of the subcontract shall be identified in the Bidder s response to this ITB. Any subsequent subcontracts entered into by the Bidder after award of contract and/or Purchase Order resulting from this ITB shall be approved in writing by the Department s Technical Manager prior to the effective date of any subcontract. No subcontract, which the Bidder enters into with respect to performance under the contract and/or Purchase Order resulting from this ITB, shall in any way relieve the Bidder of any responsibility for the performance of it s duties. BID INFORMATION All questions pertaining to these bid procedures, whether technical or administrative, should be addressed to Bill Spencer, email address billspencer@fdle.state.fl.us. It shall be the responsibility of each bidder to raise any questions prior to bid opening concerning the specifications or bidding procedures as written. The written interpretation of the appropriate representative of the shall prevail. 7
ALL RESPONSES MUST CLEARLY IDENTIFY THE BID NUMBER, TITLE AND OPENING DATE/ OR NO BID ON THE OUTSIDE OF THE RETURNED ENVELOPE POSTING OF TABULATIONS Bid tabulations will be posted electronically as Agency Decisions on the Department of Management Services Vendor Bid System as a Public Notice. The Agency Decisions may be viewed and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.53(3)(b), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. FAILURE TO INCLUDE ANY INFORMATION REQUESTED WITHIN THIS BID MAY LEAD TO REJECTION OF THE BID FOR NON-RESPONSIVENESS. ITB TIMELINE Listed below are the important ITB events and dates that each event will take place or must be completed by. FDLE may make changes to any of these events and/or dates, with Bidders being notified by written addendum. DATE July 23, 2012 August 13, 2012 EVENT Release ITB via State/DMS Vendor Bid System (VBS) Mandatory Advertisement Period. Bidders have 72 hours from release of this ITB to protest and/or request changes to the solicitation documents by 5:00 PM, Eastern Standard Time (EST) on July 26, 2012. Bidders responses to ITB due to FDLE. Public opening and reading of bidders responses. August 14, 2012 Time/Location: 2:00 PM EST @ FDLE/HQ Bldg., 2331 Phillips Rd, Tallahassee, Florida AWARD POSTING: FDLE s intended ITB award to selected bidder. Award posting to be on State/DMS VBS for a mandatory 72 hours beginning at 2:00 PM EST. 8
BASIS OF AWARD ITB #1303 The award shall be made to the responsive, responsible bidder meeting all of the requirements as specified in this Invitation to Bid at the lowest unit price per kit for the total of one year plus the optional second year renewal. BID TERM The term of the bid shall be for a period of twelve (12) months with another twelve (12) months option to renew. INVOICING AND PAYMENT All invoices or bills for fees, or other compensation for services, or expenses will be submitted with reasonable detail for a proper pre-audit and post-audit thereof, to comply with Section 287.058(1)(a), Florida Statues. Whenever this contract is terminated with or without cause, all amounts due will be pro-rated. The State of Florida cannot make deposits or pay for goods and/or services in advance unless approved under rules issued by the Comptroller of Florida. Therefore, payments by the Department covering goods and/or services will be due and payable within 30 days after the receipt of a proper invoice and actual receipt of goods and/or services. The Department is not authorized to pay to Contracting Party any deposit for services to be rendered or equipment to be purchased in the future. Invoices shall reference a valid contract number and be submitted to: Office of Financial Management P.O. Box 1489 Tallahassee, Florida 32302 FORMAT AND NUMBER OF COPIES Bids shall be submitted in two (2) printed copies, one of which must be marked as the Master, and contain an original signature of a company representative with the authority to contractually bind the Vendor. ITB PACKAGING AND MAILING/SUBMISSION REQUIREMENTS Bidders shall submit hard copy written bids that address each of the requirements specified in this ITB. Bidder shall provide sufficient information to enable FDLE to make a fully informed decision. The ITB package must be clearly marked as follows: ITB 1303 and addressed to: FDLE/Office of General Services ATTN: Bill Spencer ITB 1303 2331 Phillips Road Tallahassee, FL 32308 Note: If ITB package is not addressed as required above, FDLE cannot assure its timely delivery. 9
ATTACHMENT A COST PROPOSAL SHEET UNIT PRICE PRICE PER KIT AS PER BID SPECIFICATIONS FOR FIRST YEAR $ PRICE PER KIT AS PER BID SPECIFICATIONS FOR OPTIONAL SECOND YEAR $ TOTAL PRICE PER KIT FOR BOTH FIRST AND OPTIONAL SECOND YEAR $ Basis of Award: The award shall be made to the responsible/responsive bidder meeting all of the requirements as specified in this Invitation to Bid at the most competitive price. Award will be made according to the total unit price for both years. The Promega Plexor HY Quantification System kit is the only acceptable product. NO SUBSTITUTES OR SIMILAR PRODUCTS WILL BE ACCEPTED. BY AFFIXING MY SIGNATURE ON THIS BID, I HEREBY STATE THAT I HAVE READ ALL BID TERMS, CONDITIONS AND SPECIFICATIONS AND AGREE TO ALL TERMS AND CONDITIONS, PROVISIONS AND SPECIFICATIONS; AND I CERTIFY THAT I WILL DELIVER TO THE LOCATIONS SPECIFIED IN THE BID. AUTHORIZED REPRESENTATIVE: (Signature) NAME AND TITLE: (Print or type) COMPANY: ADDRESS: CITY, STATE AND ZIP: TELEPHONE NUMBER: BID PRICES TO REMAIN FIRM FOR A PERIOD OF ONE (1) YEAR FROM THE ISSUANCE OF THE INITIAL DIRECT ORDER. 10
ATTACHMENT B DRUG FREE WORKPLACE CERTIFICATE IDENTICAL TIE PROPOSALS - Preference shall be given to businesses with drug free workplace programs. Whenever two or more proposals which are equal with respect to price, quality, and services are received by the State or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: 1)Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the workplace, business s policy of maintaining a drugfree workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties, that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in subsection (1). 4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later that (5) five days after such conviction. 5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee s community, by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. VENDOR S SIGNATURE 11
CHECKLIST (Attachment C) 1. Read the entire document. Note critical items such as: mandatory requirements; bond(s) requirements (proposal, performance and/or damages) sample(s) required, supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.). 2. Note the Procurement Officer's name, address, phone numbers and e-mail 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.. 3. Use the forms provided, i.e., Cost Proposal forms (Attachment A), Certificate of Drug Free Workplace (Attachment B), ITB Checklist (Attachment C), etc. 4. Check the Vendor Bid System website for Solicitation addenda. Before submitting your response, check the Vendor Bid System website to see whether any addenda were issued for the Solicitation, some addenda require that you sign and return them with the bid. 5. 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. The copies are provided to the evaluator/evaluation committee members and will be used to score your response. 6. Submit your response on time. Note all 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, emailed or late proposal responses are never accepted. 12