HomeMy WebLinkAboutSpecial InstructionsSection 1.0 Special Instructions
1.01 Purpose and Scope:
The State of Florida, Department of Management Services, invites interested Bidders, including
authorized dealers/resellers and manufacturers, to submit proposals in accordance with the solicitation
documents. The purpose of this solicitation is to establish an eighteen month (18) State Term Contract
for the purchase of Boat Motors with the potential option for renewals as allowed by Chapter 287,
Florida Statutes,
The intent is to obtain the most cost effective Boat Motors for the State while maximizing the quality
and level of service. Qualified companies must have the capability to provide the Boat Motors in all
respects in accordance with the solicitation documents.
The contract term is anticipated to begin March 1, 2005 and to end August 31, 2006.
State Purchasing Specialist Conducting Solicitation:
Rob Butler
Purchasing Specialist, State Purchasing
Department of Management Services
4050 Esplanade Way, Suite 370
Tallahassee, FL 32399-0950
(850) 488-7540
(850) 488-5498 (facsimile)
butlerr tc dms.state.fl.us
1.02 Event Calendar:
Bidders should review and become familiar with the Event Calendar and the solicitation documents.
The Event Calendar included in Section 5.0 gives the date and time (where applicable) for major
activities in the solicitation.
1.03 MyFloridaMarketPlace Sourcing Tool Training:
This solicitation will be conducted using the MyFloridaMarketPlace Sourcing tool. Training materials
can be found at:
http://marketplace.myflorida.com/vendor/vendor_soli citation_help.htm.
Download and review the document titled ITB Event User Guide.
• For all technical questions about the Sourcing tool, vendors should contact the
MyFloridaMarketPlace Customer Service Desk at (866) FLA-EPRO, (866) 352-3776 or:
vendorhelp@myfloridamarketplace.com.
• For additional information / assistance on using the Sourcing tool, please visit the
MyFloridaMarketPlace website at the following link:
http://marketplace.myflorida.com/vendor/vendor solicitation help.htm.
This site includes:
a. Solicitation User Guides
b. OnDemand web -based Sourcing training link
c. WinZip FAQs
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d. Vendor FAQs
1.04 Sourcing Tool Tips:
When working in the Sourcing tool, be aware of the twenty minute time-out function in the tool. This
means that you should save your work (click the SAVE button) at intervals of less than twenty minutes
to insure your entries, since you last saved, are not lost.
Please note that clicking the SAVE button within the Sourcing tool only saves your bid responses. The
SAVE button does not transmit your bid response to the State. In order to transmit your bid
response to the State, you must click the SUBMIT button on the SUMMARY page of the bid response.
After clicking the SUBMIT button, it is your responsibility to check your submitted bid response
within the Sourcing tool to verify that your response is accurately and completely captured within the
Sourcing tool. You must do this while there is time remaining in the bidding period in case you
discover an error and need to resubmit a revised bid response.
To validate your bid response, you should do the following before the bidding period ends:
1. Go to the "My Bids / My Responses" tab within the Sourcing tool after you submitted your bid
response
2. Click on the Bid ID number of your last submitted bid response
3. Review entire bid response to make sure all responses are complete, accurate and as you
intended to submit.
Minimum areas to check are:
A Text boxes — Is your entire answer viewable?
> Yes / No questions - Is the displayed answer correct?
> All uploaded document files / scanned documents - Can you open attached document and
clearly view entire content?
➢ Offline electronic backup copy sent to the State (if applicable) - Can you open attached
document and clearly view entire content? Does content of this file match your bid
response within the tool (e.g., not an earlier version or working copy)?
➢ Pricing Information - Are all prices you intended to submit visible and accurately captured
within the Sourcing tool?
➢ Required Items - Are all items listed on Bid Preparation Checklist completed as required
within the Sourcing tool?
Due to the very large size of the download, it is strongly recommended not to wait until the last
minute and to validate your bid response.
1.05 Email Notification:
Vendors are reminded that the Sourcing tool's email notifications are an option provided to bidders as
a courtesy. The State of Florida is not under any obligation and does not guarantee that bidders will
receive email notifications concerning the posting, amendment or close of solicitations. Vendors are
responsible to check the MvFloridaMarketPlace Sourcing tool and / or the Vendor Bid System
for information and updates concerning solicitations.
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1.06 Order of Precedence
Potential respondents to the solicitation are encouraged to carefully review all the materials contained
herein and prepare responses accordingly. In the event any conflict exists between the Special and
General Instructions, those instructions specified in the Special Instructions shall prevail.
All responses are subject to the terms of the following sections of this ITB, which, in case of conflict,
shall have the order of precedence listed:
o Technical Specification, (Section 2.0)
o Special Instructions, (Section 1.0)
o Special Conditions, (Section 3.0)
o General Contract Conditions (PUR 1000)
o General Instruction to Respondents (PUR 1001)
o Forms, (Section 5.0)
o Price Sheets, (Section 4.0)
1.07 Who May Bid:
The Department will accept bids from Boat Motor manufacturers, dealers / representatives and
certified representatives satisfying the Technical Specifications (Section 2.0), Special Conditions
(Section 3.0), and Price Sheets (Section 4.0).
By submitting a bid, each bidder certifies that it satisfies the following criteria, in addition to any other
specified in the solicitation documents. Failure to supply this information if requested may result in
disqualification of your bid.
In furtherance of the One Florida Initiative, bidders are encouraged to seek the participation of certified
minority business enterprises (CMBE). Information on the One Florida Initiative and CMBEs is
available from the Office of Supplier Diversity at http://osd.dms.state.fl.us.
1.08 Execution of Bid:
The bid shall include all appropriate forms located within the MyFloridaMarketPlace Sourcing tool
RFX Info Section. Requested question responses, location choices and pricing shall be entered
electronically in the MyFloridaMarketPlace Sourcing tool during this solicitation as indicated. Failure
to provide all requested information within the bid package may result in rejection of the bid.
1.09 Submittal of Bid:
Respondents will submit their offer via the MyFloridaMarketPlace Sourcing tool in the System. The
current Manufacturer's Standard Price List, Technical Documentation and Warranties shall be mailed
to the attention of:
Rob Butler
State Purchasing
Florida Department of Management Services
4050 Esplanade Way, Suite 370
Tallahassee, FL 32399-0950
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Outer packaging shall clearly state Bid Title, Bid (solicitation) Number, Bid Opening Date and Time!
In the event a bidder submits more than one response in the MyFloridaMarketPlace Sourcing Tool,
only the last response received by the system shall be considered for award. Previous bids will not be
visible to the State of Florida. Bids not submitted within the System shall be rejected. Each bidder is
responsible for ensuring that its bid is submitted at the proper time. The Department shall not consider
late offers and the System will NOT accept offers after the due date and time specified in the Event
Calendar or as amended by the Department. The System will require Bidders to review the Bid
Preparation Checklist and confirm that they have completed all required activities before accepting
offer. The Bid Preparation Checklist does not relieve the Bidder of responsibility for ensuring that all
requirements of the ITB are included with the bid submittal. OFFERS MUST BE SUBMITTED IN
THE MYFLORIDAMARKETPLACE SOURCING TOOL BY THE DATE AND TIME
SPECIFIED ON THE EVENT CALENDAR.
Offers not submitted within the System shall be rejected. Each Bidder is responsible for ensuring that
the offer is submitted before the submittal deadline noted on the Event Calendar.
1.10 Alternate Bids:
A bidder may not submit more than one bid. (Such as a separate bid for different models). The
Department seeks each bidder's single -best response.
1.11 Eligible Customers of Contract:
All Florida government entities are considered Eligible Customers of the contract. This includes, but
is not limited to Executive Branch, Legislative Branch, Judicial Branch, K-12, universities, community
colleges, counties, cities, and other entities approved by the Department of Management Services.
With the consent of the successful bidder(s), purchases may be made under the terms and conditions of
this solicitation by governmental entities located outside the State of Florida. Appropriate
governmental entities' purchasing laws, rules and regulations shall apply to purchases made under this
contract. Also, with the consent of the successful bidder(s), purchases may be made under the terms
and conditions of this solicitation by vendors providing commodities and contractual services to
Eligible Customers, under the condition that Boat Motors are being used in the delivery of
commodities and contractual services to Eligible Customers.
1.12 Amendments to the Solicitation Documents:
The Department reserves the right to issue amendments to the solicitation. Notice of any amendment
will be posted within MyFloridaMarketPlace using the message board and the Vendor Bid System.
Such notice, if required, will contain the appropriate details for identifying and/or reviewing the formal
changes to the solicitation. Each bidder is responsible for monitoring the sites for new or changing
information concerning this solicitation.
1.13 Bid Evaluation Criteria:
The Department shall evaluate eligible responsive bids. Bids that do not meet all contract
requirements of this solicitation or fail to provide all required information, documents, or materials will
be rejected as non -responsive. Bidders whose bids, past performance, or current status do not reflect
the capability, integrity or reliability to fully and in good faith perform the requirements of the
Contract may be rejected as non -responsible. The Department reserves the right to determine which
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bids meet the contract requirements of this solicitation, and which Bidders are responsive and
responsible.
1.14 Ordering Instructions:
On the Ordering Instructions form included in these solicitation documents, bidders shall identify
persons responsible for answering questions about the bid and administering the Contract and shall
provide information necessary for placing orders under the Contract.
1.15 Estimated Quantities:
To assist bidders in the bid process, gross estimated historical annual spend is provided. Spend is
based on FY 03 / 04 data. This figure should not be construed as commitments.
FY 03104 Estimated $3.0 million
The above figures reflect estimated spend generated by State Agencies and by Eligible Customers as
defined in Section 1.11.
1.16 Basis for Award:
The Department shall make a multiple award, on a statewide basis, to the lowest responsive and
responsible bidders by manufacturer's brand, with price being the controlling criterion. If more than
one bidder offers the same manufacturer's brand product, only the lowest bid shall be considered for
award for that brand. All Equipment shall be FOB Destination.
The lowest responsive and responsible Bidders per manufacturer's brand will be determined by the
lowest total net discounted price of all models (2-stroke, 4-stroke, etc.) listed by horsepower (hp)
classification for outboards between 70 hp and 150 hp. Outboard motors shall include both propeller
driven and jet drive models. The discounted prices shall be a percent off the current Manufacturer's
Standard Price List.
For each manufacturer's brand bid, state the percent discount range to be applied to the current
Manufacturer's Standard Price List for each Boat Motor classification listed on the Price Sheets
included in Section 4.0. The percent discount range stated on the Price Sheets shall be used by the
bidder to determine the bid prices for all motors listed in their current Manufacturer's Standard Price
List. Bidders must submit a copy of the current Manufacturer's Standard Price List for each
manufacturer represented in their bid, including the Price List Number and Effective Date(s) of each,
against which the discounts apply.
In addition to submitting the current Manufacturer's Standard Price List(s), bidders must submit a
Price List with models, descriptions, discounts and the net discounted prices from the submitted
published current Manufacturer's Standard Price List. This Price List contains the net delivered price
Customers will pay for Boat Motors under the Contract. This Price List shall contain every Boat
Motor available to the State for purchase as identified in their current Manufacturer's Standard Price
List.
The award will be based on the Total Bid, Item 1, of each manufacturer's models by horsepower (hp)
classification for outboards between 70 hp and 150 hp. Complete technical documentation is required
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for all Boat Motors offered in their current Manufacturer's Standard Price List. Bidders are solely
responsible for submitting the appropriate forms with their bid. To assist bidders, a bid preparation
checklist is included in Section 5.0.
For each manufacturer's brand bid, Bidders shall submit price list(s) with a percentage discount range
for attachments, accessories and parts. This discount must be bid in order for the Bidder to be deemed
responsive; however this will not be part of the basis of award. Price Sheets are included in Section
4.0.
The Department reserves the right to accept or reject any and all bids, or separable portions, and to
waive any minor irregularity, technicality, or omission if the Department determines that doing so will
serve the State's best interest.
1.17 State Objectives (rev. 07/28/04)
Within thirty (30) calendar days following award of the contract, the successful bidder shall submit
plans addressing each of the State's five (5) objectives listed below, to the extent applicable to the
items/services covered by this solicitation.
1) One Florida Initiative: Florida is a state rich in its diversity. Governor Bush's One Florida
Initiative is dedicated to fostering the continued development and economic growth of small and
minority and women -owned businesses. Central to this initiative is the participation of a diverse group
of vendors doing business with the state.
To this end, it is vital that minority and women -owned business enterprises participate in the State's
procurement process as both prime contractors and subcontractors under prime contracts. Small and
minority and women -owned businesses are strongly encouraged to submit replies to this solicitation.
To track the success of the One Florida Initiative, which has achieved substantial gains in extending
opportunity to minority- and women -owned businesses, the State of Florida maintains data to establish
benchmarks from which to measure supplier diversity in State contracting. Vendors who contract with
the state are obligated to provide information related to the use of minority- and women -owned
businesses and subcontractors.
The Contractor shall submit documentation addressing the Governor's One Florida Initiative and
describing the efforts being made to encourage the participation of small and minority and women -
owned businesses. Please refer to the Governor's "Equity in Contracting Plan" when preparing this
documentation:
http://www.oneflorida.org/myflorida/government/governorinitiatives/one_florida/equity contracting.ht
ml
Equity in Contracting documentation should identify any participation by diverse contractors and
suppliers as prime contractors, sub -contractors, vendors, resellers, distributors, or such other
participation as the parties may agree. Equity in Contracting documentation shall include the timely
reporting of spending with certified and other minority business enterprises. Such reports must be
submitted at least quarterly and include the period covered, the name, minority code and Federal
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Employer Identification Number of each minority vendor utilized during the period, commodities and
services provided by the minority business enterprise, and the amount paid to each minority vendor on
behalf of each purchasing agency ordering under the terms of this contract.
2) Environmental Considerations: The State supports and encourages initiatives to protect and
preserve our environment. The Contractor shall submit as part of any proposal the Contractor's plan to
support the procurement of products and materials with recycled content, and the intent of Section
287.045, Florida Statutes, The Contractor shall also provide a plan for reducing and or handling of any
hazardous waste generated by Respondent company. Reference Rule 62-730.160, Florida
Administrative Code. It is a requirement of the Florida Department of Environmental Protection that a
generator of hazardous waste materials that exceeds a certain threshold must have a valid and current
Hazardous Waste Generator Identification Number. This identification number shall be submitted as
part of Respondent's explanation of its company's hazardous waste plan and shall explain in detail its
handling and disposal of this waste.
3) Certification of Drug -Free Workplace Program: The State supports and encourages initiatives to
keep the workplaces of Florida's suppliers and contractors drug free. Section 287.087 of the Florida
Statutes provides that, where identical tie proposals are received, preference shall be given to a
proposal received from a Respondent that certifies it has implemented a drug -free workforce program.
If applicable, Respondent shall certify that the Respondent has a drug -free workplace program. The
Contractor shall describe how it will address the implementation of a drug free workplace in offering
the items of bid.
4) Products Available from the Blind or Other Handicapped (RESPECT):
The State supports and encourages the gainful employment of citizens with disabilities. It is expressly
understood and agreed that any articles that are the subject of, or required to carry out, this contract
shall be purchased from a nonprofit agency for the blind or for the severely handicapped that is
qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures
set forth in Section 413.036(1) and (2), Florida Statutes; and for purposes of this contract the person,
firm, or other business entity carrying out the provisions of this contract shall be deemed to be
substituted for the state agency insofar as dealings with such qualified nonprofit agency are
concerned." Additional information about the designated nonprofit agency and the products it offers is
available at http://www.respectofflorida.org.
The Contractor shall describe how it will address the use of RESPECT in offering the items of bid.
5) Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE):
The State supports and encourages the use of Florida correctional work programs. It is expressly
understood and agreed that any articles which are the subject of, or required to carry out, this contract
shall be purchased from the corporation identified under Chapter 946, F.S., in the same manner and
under the same procedures set forth in Section 946.515(2), and (4), F.S.; and for purposes of this
contract the person, firm, or other business entity carrying out the provisions of this contract shall be
deemed to be substituted for this agency insofar as dealings with such corporation are concerned.
Additional information about PRIDE and the products it offers is available at http://www.pridefl.com.
The Contractor shall describe how it will address the use of PRIDE in offering the items of bid.
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1.18 Customer Sales and One Florida Reporting Summary for the Contract:
A. Quarterly Sales Summaries, Class Code: 120
• The Contractor is required to provide quarterly contract Sales Summaries to the Purchasing
Analyst within fifteen (15) days after the end of each calendar quarter. The quarters will
end on March 31, June 30, September 30, and December 31, of each year during the term of
the contract. Initiation and submission of the quarterly Sales Summaries are to be the
responsibility of the contractor without prompting or notification by the Purchasing
Analyst. Sales Summaries shall document all orders completed, and for which payment
was received, during the specified quarter. The Report shall also document the quantity and
total price for products sold differentiating between State & Political Subdivisions. Report
forms shall be distributed in electronic format to the awarded contractors upon contract
signature.
B. Minimum required reports, in electronic format, are the following:
• Fiscal Quarterly Reports (as requested by Department or Customer)
▪ Total dollar value of purchases and total number of orders
• Total value of purchases and total number of orders by Customer
• Total purchases by State of Florida Class Code
• Total purchases by Customer
• Total purchases on P.O. vs. purchasing card
• Annual Reports (as requested by Department or Customer)
• Total purchases by Customer
• Total purchases by service type and Class Code
• Total purchases paid by State P-Card
• Within 3 business days from date of request by the Department, or Customer, Contractor
will provide an electronic file that includes a minimum of type of service, six digit Class &
Group Code, YTD sales, by Customer, by agency.
C. Contractor will report monthly to Department and Customers (as requested) the percent of total
purchases, in summary and by Customer, which can be reported as One Florida spend with
minority business enterprises, as specified by the Office of Supplier Diversity.
1.19 Purchasing Card Program:
The State has implemented a purchasing card program through Bank of America, using the Visa
network. Contractors will receive payment from the purchasing card in the same manner as other Visa
purchases. Accordingly, bidders must presently have the ability to accept Visa or take whatever steps
necessary to implement the ability before the start of the Contract term.
1.20 Special Accommodation:
Any person requiring a special accommodation at State Purchasing because of a disability should call
State Purchasing at (850) 488-8440 at least five (5) workdays prior to the bid opening. If you are
hearing or speech impaired, please contact State Purchasing by using the Florida Relay Service at
(800) 955-8771 (TDD).
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1.21 Contact Information:
Bidders shall identify the person responsible for establishing and administering specific agreements
with Eligible Customers under the terms of this Contract in the Contact Person section of the
MyFloridaMarketPlace RFX Info Section.
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