Title Page STATE OF FLORIDA DEPARTMENT OF HEALTH DOH09-034 INVITATION TO BID FOR AIR CONDITIONING MAINTENANCE AGREEMENT Issued by: Broward County Health Department 780 SW 24th Street Fort Lauderdale, Florida 33315 Vendor Name__________________________________________________________ Vendor Mailing Address__________________________________________________ City-State-Zip__________________________________________________________ Telephone Number______________________________________________________ Email Address__________________________________________________________ Federal Employer Identification Number (FEID)________________________________ Authorized Signature (Manual)_____________________________________________ Authorized Signature (Typed) and Title______________________________________ INVITATION TO BID Timeline DOH09-034 EVENT DUE DATE LOCATION ITB Advertised to be Released October 14,2009 Vendor Bid System: http://vbs.dms.state.fl.us/vbs/main_menu Questions submitted in writing. October 20, 2009 Submit to: Florida Department of Health Broward County Health Department 780 SW 24th Street Fort Lauderdale FL 33315 E-mail: Marcia_Jones@doh.state.fl.us Mandatory Site Visit October 22, 2009 @ 1:00pm Broward County Health Department 780 SW 24th Street Fort Lauderdale FL 33315 Answers to Questions October 26, 2009 By COB 5:00 pm Posted electronically via the following Internet site: http://vbs.dms.state.fl.us/vbs/main_menu Sealed Bids/Propo sals/Replie s Due and Opened Must be received PRIOR to: 3:00 PM EST November 2, 2009 Broward County Health Department Purchasing Department Attn: Marcia Jones 780 SW 24th Street Fort Lauderdale, FL 33315 Anticipated Posting of Intent to Award November 5,2009 Vendor bid system: http://vbs.dms.state.fl.us/vbs/main_menu 2 TABLE OF CONTENTS SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001)............................5 SECTION 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000).............................................5 SECTION 3.0 INTRODUCTORY MATERIALS..............................................................................5 3.1 STATEMENT OF PURPOSE ........................................................................................................5 3.2 TERM...............................................................................................................................................5 SECTION 4.0 TECHNICAL SPECIFICATIONS.............................................................................5 4.1 GENERAL STATEMENT..............................................................................................................5 4.2 SPECIFICATIONS.........................................................................................................................5 4.3 NON-SMOKING FACILITY .........................................................................................................5 4.4 LOCAL PRESENCE .......................................................................................................................5 4.5 WARRANTY...................................................................................................................................5 4.6 BUSINESS HOURS SERVICE/MAINTENANCE AGREEMENT............................................6 SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS..................................................6 5.1 INSTRUCTIONS FOR BID SUBMITTAL...................................................................................6 5.2 BIDDER INQUIRIES......................................................................................................................6 5.3 MANDATORY SITE VISIT...........................................................................................................7 5.4 SPECIAL ACCOMMODATIONS.................................................................................................7 5.5 PRICE PAGE ..................................................................................................................................7 5.6 REFERENCES................................................................................................................................7 5.7 PUBLIC RECORDS AND TRADE SECRETS ............................................................................7 SECTION 6.0 SPECIAL CONDITIONS............................................................................................7 6.1 ADDITIONAL QUANTITIES........................................................................................................7 3 6.2 RENEWAL ......................................................................................................................................8 6.3 COST OF BID PREPARATION....................................................................................................8 6.4 VENDOR REGISTRATION ..........................................................................................................8 6.5 VERBAL INSTRUCTIONS PROCEDURE .................................................................................8 6.6 ADDENDA.......................................................................................................................................8 6.7 UNAUTHORIZED ALIENS...........................................................................................................8 6.8 CERTIFICATE OF AUTHORITY................................................................................................9 6.9 MINORITY AND SERVICE-DISABLED VETERAN BUSINESS - PARTICIPATION........9 6.10 BID EVALUATION ........................................................................................................................9 6.11 BASIS OF AWARD .........................................................................................................................9 6.12 IDENTICAL TIE BIDS...................................................................................................................9 6.13 SUBCONTRACTOR .......................................................................................................................9 6.14 CONFLICT OF INTEREST...........................................................................................................9 6.15 COMMERCIAL GENERAL LIABILITY INSURANCE .........................................................10 6.16 STANDARD CONTRACT/PURCHASE ORDER .....................................................................10 6.17 TERMINATION ............................................................................................................................10 Attachment I- Specifications…………………………………………………………………………11 Attachment II- Price Page…………………………………………………………………………….14 Attachment III- References……………………………………………………………………………15 Attachment IV- Subcontractors………………………………………………………………………16 Attachment V- Required Certifications……………………………………………………………..18 Attachment VI- Standard Contract…………………………………………………………………..19 Attachment VII- Purchase Order Terms and Conditions………………………………………..27 4 SECTION 1.0 GENERAL instructions to respondents (pur1001) This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document back to the Department of Health. http://dms.myflorida.com/content/download/2934/11780 SECTION 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document back to the Department of Health. http://dms.myflorida.com/content/download/2933/11777 SECTION 3.0 INTRODUCTORY MATERIALS 3.1 Statement of Purpose The purpose of this Invitation to Bid is to obtain competitive prices to establish a contract for maintenance service agreement for three years for an Air Conditioning system for the Broward County Health Department. 3.2 Term It is anticipated that the contract resulting from this Invitation to Bid will be for a period beginning November 1, 2009 to September 30, 2012 (See Attachment I, specifications). SECTION 4.0 TECHNICAL SPECIFICATIONS 4.1 General Statement The purpose of this invitation to Bid is to obtain competitive prices to establish a contract for a maintenance service agreement for three years for an Air Conditioning system for the Broward County Health Department. 4.2 Specifications Detailed specifications for this solicitation are provided as (Attachment I) to this ITB. 4.3 Non-Smoking Facility Smoking is prohibited 24 hours per day in all Department of Health institutions and buildings. 4.4 Local Presence Bidder must have an office at the time of bid opening within a sixty-(60) mile radius of the service area. This office must be maintained during the life of the contract. 4.5 Warranty A warranty is required on all equipment against defective material, workmanship, and failure to perform in accordance with required performance criteria for a period not less than (3) years from the date of installation. Replacement of all parts found defective within the warranty period shall be made without cost to the State of Florida Department of Health. The warranty shall apply to all equipment purchased under the provisions of this bid. Warranties submitted with bid responses, either appearing separately or included in pre-printed literature of less than three (3) year are not acceptable and provisions here in take precedence. This warranty shall not cover adjustment, repair, or parts replacement required because of purchaser’s negligence or misuse. 5 4.6 Business Hours Service/Maintenance Agreement The Department requires a three (3) year Business Hours Service/Maintenance Agreement for each multiplex suspension array analysis workstation requested in this ITB. This three (3) year agreement will become effective on November 1, 2009. Because of funding restrictions, purchase orders for this agreement will be issued annually. This agreement is to be priced separately on Table A, Price Page of this ITB and shall include the following: • Business Hours – 8:00 am – 5:00 pm, Monday – Friday • Unlimited telephone support (for technical support and troubleshooting) • Preventive maintenance visits (at least 2 visits annually) • 3 hour response time (when on-site service is required) • All parts and labor materials • All labor (including travel) SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS Special Instructions taking precedence over PUR1001 will be identified accordingly in the section below. Unless the conflicting instruction is statutorily required, in which case the instruction contained in the PUR 1001 form shall take precedence. 5.1 Instructions for Bid Submittal Electronic submission of bids is not required and will not be accepted for the Invitation to Bid. This Special Instruction takes precedence over General Instruction #3. • Bids may be sent by U.S. Mail, Courier, Overnight, or Hand Delivered to the location indicated in the Timeline. • All bids must be submitted in a sealed envelope/package and shall be clearly marked on the outside with the bid number, date and time of bid opening for which bid is intended. The Florida Department of Health is not responsible for the opening of any envelope which is not properly marked. • It is the bidder’s responsibility to assure their bid submittal is delivered at the proper place and time as stipulated in the Invitation to Bid. • Late bids will not be accepted. • Bidders are required to complete, sign, and return the “Title Page” with their bid submittal. • Bidders shall submit all mandatory, technical, and pricing data in the formats specified in the Invitation to Bid. • Submit one (1) original bid and one electronic copy of the bid on either CD or disk, containing all supporting documents. 5.2 Bidder Inquiries This Invitation to Bid Special Instructions takes precedence over General Instruction #5. Questions related to this ITB must be received in writing by the contact person listed below by the time indicated in the Timeline. The questions may be sent US mail, courier, e-mail, fax, or hand- delivered to the location indicated in the Timeline. During an active competitive solicitation, communications are restricted to those submitted in writing during the period identified in the ITB’s Timeline. These questions will be answered at the mandatory pre-bid conference. The Department may answer any additional questions at the pre-bid conference or defer them to a later date identified in the Timeline. Inquiries submitted after the period specified in the Timeline will not be addressed. Answers to questions submitted in accordance with the Timeline will be posted on the MyFlorida.com Vendor Bid System web site, http://vbs.dms.state.fl.us/vbs/main_menu. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this 6 solicitation, except in writing to the procurement officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Broward County Health Department Attention: Marcia Jones 780 SW 24th Street Fort Lauderdale, Florida 33315 Fax: (954) 847-3588 Email: Marcia_Jones@doh.state.fl.us 5.3 Mandatory Site Visit A mandatory site visit and pre-bid conference will be held at the time and location indicated in the Timeline. A tour of the facilities will be provided at this time. The pre-bid conference is the only forum available during this competitive bid process for answering questions and making clarifications. Attendance at the mandatory site visit is a prerequisite for the Department’s acceptance of bid response. Only vendors that complete the attendance sheet for the mandatory site visit will be considered responsive. Vendors currently providing the services being sought, or those that have provided it within the past three years are not required to attend the mandatory site visit. 5.4 Special Accommodations Any person requiring special accommodations at DOH Purchasing because of a disability should call DOH Purchasing at (954) 467-4361 at least five (5) work days prior to any pre-bid conference, bid opening, or meeting. If you are hearing or speech impaired, please contact Purchasing by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD). 5.5 Price Page The Price Page is Attachment II of this ITB. It must be filled out as indicated, signed, and returned with the bid response. 5.6 References Vendors are required to submit with their bid, three (3) references that have been provided for services of a similar size and parameters of those requested in this solicitation. Vendors shall use Attachment III, Reference Form of this ITB to provide the required reference information. The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge. 5.7 Public Records and Trade Secrets Article I, Section 24, Florida Constitution, guarantees every person access to all public records, and Section 119.011, Florida Statutes, provides a broad definition of public record. As such, all responses to a competitive solicitation are public records unless exempt by law. Any vendor claiming that its response contains information that is exempt from the public records law shall clearly segregate and mark that information “CONFIDENTIAL” and provide the specific statutory citation for such exemption. Failure to comply with this section will result in the complete disclosure of all submitted materials not in compliance with this section. SECTION 6.0 SPECIAL CONDITIONS These “Special Conditions” shall take precedence over form PUR 1000 unless the conflicting term in PUR 1000 is statutorily required, in which case the term contained in the form PUR 1000 shall take precedence. 6.1 Additional Quantities This Invitation to Bid Special Condition takes precedence over General Conditions #5. 7 The Department reserves the right to purchase additional quantities of the items requested in this ITB for twelve (12) months from date of award on an as needed basis up to the amount shown on the bid but not to exceed the threshold for Category Two at the prices bid in this solicitation. 6.2 Renewal This Special Condition takes precedence over General Conditions #27 in PUR1000 of this solicitation. The contract resulting from this solicitation may be renewed, in whole or in part, for a period that may not exceed 3 years or the term of the original contract, whichever period is longer. For each renewal period of this ITB, after the original contract period or after the first year of the original contract period , a negotiated annual price increase of up to five percent (5%) may be allowed by the Department. If the Department and Contractor are in agreement, the Contractor will be required to submit a letter to the Department stating the new price agreed upon. The renewal shall be in writing and subject to the same terms and conditions set forth in the original contract. The renewal shall be contingent upon satisfactory performance evaluations by the agency and subject to the availability of funds. The renewal may not include any compensation for costs associated with the renewal. 6.3 Cost of Bid Preparation Neither the Department of Health nor the State is liable for any costs incurred by a bidder in responding to this Invitation to Bid. 6.4 Vendor Registration Each vendor doing business with the State for the sale of commodities or contractual services as defined in Section 287.012. F.S., shall register in the MyFloridaMarketPlace system, unless exempted under subsection 60A-1.032, F.A.C. Also, an agency shall not enter into an agreement for the sale of commodities or contractual services as defined in Section 287.012 F.S. with any vendor not registered in the MyFloridaMarketplace system, unless exempted by rule. A vendor not currently registered in the MyFloridaMarketPlace system shall do so within 5 days after posting of intent to award. Information about the registration is available, and registration may be completed, at http://dms.myflorida.com/business_operations/state_purchasing/myflorida_marketplace/vendors. Those lacking Internet access may request assistance from the MyFlorida MarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399. For vendors located outside of the United States, please contact Vendor Registration Customer Service at 866-352-3776 (8:00 AM - 5:30 PM Eastern Time) to register. 6.5 Verbal Instructions Procedure No negotiations, decision, or actions shall be initiated or executed by the bidder as a result of any DISCUSSIONS WITH ANY State employee. Only those communications, which are in writing from the Department of Health’s Purchasing Office, may be considered as a duly authorized expression on behalf of the State. Also, only communications from bidders in writing will be recognized by the State as duly, authorized expressions on behalf of the bidder. 6.6 Addenda If the Department of Health finds it necessary to supplement, modify or interpret any portion of the bidding specifications or documents during the bidding period a written addenda will posted on the MyFlorida.com Vendor Bid System, http://vbs.dms.state.fl.us/vbs/main_menu. It is the responsibility of the bidder to be aware of any addenda that might have bearing on their bid. 6.7 Unauthorized Aliens The employment of unauthorized aliens by any bidder is considered a violation of section 274A(e) of the Immigration and Nationality Act. If the bidder knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this contract. 8 6.8 Certificate of Authority All corporations, limited liability companies, corporations not for profit, and partnerships seeking to do business with Florida be registered with the Florida Department of State in accordance with the provisions of Chapter 607, 608, 617, and 620, Florida Statutes, respectively. 6.9 Minority and Service-Disabled Veteran Business - Participation The Department of Health encourages minority and women-owned business (MWBE) and service-disabled veteran business enterprise (SDVBE) participation in all its solicitations. Bidders are encouraged to contact the Office of Supplier Diversity at 850/487-0915 or visit their website at http://osd.dms.state.fl.us for information on becoming a certified MWBE or SDVBE or for names of existing businesses who may be available for subcontracting or supplier opportunities. 6.10 Bid Evaluation Bids that do not meet the requirements specified in this ITB will be considered non- responsive. In the best interest of the State, the Department reserves the right to reject any and all bids or waive any minor irregularity or technicality in bids received. Bidders are cautioned to make no assumptions unless their bid has been deemed responsive. 6.11 Basis of Award A single award will be made to the responsive, responsible bidder offering the lowest three year total for the items requested. 6.12 Identical Tie Bids When evaluating vendor responses to solicitations where there is identical pricing or scoring from multiple vendors, the department shall determine the order of award in accordance with Rule 60A 1.011 F.A.C. 6.13 Subcontractor The successful bidder may, only with prior written approval of the department, enter into written subcontracts for performance of specific services under the contract resulting from this solicitation. Anticipated subcontract agreements known at the time of proposal submission and the amount of the subcontract must be identified in the proposal. If a subcontract has been identified at the time of proposal submission, a copy of the proposed subcontract must be submitted to the department. No subcontract that the bidder enters into with respect to performance under the contract shall in any way relieve the bidder of any responsibility for performance of its contract responsibilities with the department. The department reserves the right to request and review information in conjunction with its determination regarding a subcontract request. The successful bidder shall provide a monthly Subcontract Report (Attachment IV) summarizing all subcontracting/material suppliers performed during the prospective contract period. This report shall include the name and address, Federal Employment Identification number and dollar amount expended for any subcontractor. A copy of this form shall be submitted to the DOH Contract Manager of the Department of Health. The Department of Health encourages the use of MWBE and SDVBE vendors for subcontracting opportunities. For assistance locating a certified MWBE or a SDVBE, contact the Department of Health’s Minority Coordinator (850-245-4198) or the Office of Supplier Diversity (850-487-0915), as needed. 6.14 Conflict of Interest Section 287.057(18), Florida Statutes, provides, “A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information form being eligible to contract with an agency.” The Department of Health considers participation through decision, approval, 9 disapproval, recommendation, preparation of any part of a purchase request, influencing the contact of any specification or procurement standard, rendering of advice investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. 6.15 Commercial General Liability Insurance This Invitation to Bid Special Condition takes precedence over General Conditions #34 (if applicable). The contractor shall secure and maintain, at its sole expense and for the duration of the contract, term insurance policies to protect himself, any subcontractor(s), and the State of Florida. The contractor shall save and hold harmless and indemnify the purchaser against any and all liability, claims, judgments or costs of whatsoever kind of nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Contractor, his subcontractor, or any of the employees, agents, or representatives of the contractor or subcontractor. A. Worker’s Compensation in accordance with applicable state laws and regulations and Employer’s Liability Insurance with a limit of not less than $100,000. B. Comprehensive General Liability Insurance covering all operations and services under the contract with limits of bodily injury and property damage coverage of not less than $1,000,000 combined single limit issued on a per occurrence basis. C. Comprehensive Automobile Liability Insurance, including owner, non-owned and hired vehicle coverage of not less than $300,000 combined single limit, issued on a per occurrence basis, if operations and services under the contract involve the use of operation of automotive vehicles on the Purchaser’s premises. Certificates of insurance coverage described above shall be furnished by the awarded vendor within five (5) days after notice of award. Failure, by the awarded vendor to furnish the required certificates within the time designated, shall cause the Department to withdraw the award and proceed with the next lowest responsive vendor. No insurance will be acceptable unless written by a company licensed by the State of Florida Insurance Department to do business in Florida, where the work is to be performed at the time policy is issued. 6.16 Standard Contract/Purchase Order Each respondent shall review and become familiar with the department’s Standard Contract and/or Purchase Order which contains administrative, financial and non-programmatic terms and conditions mandated by federal or state statute and policy of the Department of Financial Services. Use of one of these documents is mandatory for departmental contracts as they contain the basic clauses required by law. The terms and conditions contained in the Standard Contract or Purchase Order are non-negotiable. The terms covered by the “DEPARTMENT APPROVED MODIFICATIONS AND ADDITIONS FOR STATE UNIVERSITY SYSTEM CONTRACTS” are hereby incorporated by reference. The standard contract is Attachment VI and the purchase order terms and conditions is attachment VII. 6.17 Termination This Invitation to Bid Special Condition takes precedence over General Condition #22 and #23 in PUR1000. Termination shall be in accordance with Department of Health Standard Contract, Attachment VI, Section III B or Department of Health Purchase Order Terms and Conditions, Attachment VII. 10 ATTACHMENT I SPECIFICATIONS Open Purchase: Maintenance of Air Conditioning System, Vendor shall: Regular Monthly Maintenance Service Program 1. Vendor must provide routine monthly maintenance inspections throughout the year, as per agreed maintenance schedule, except in the month when a quarterly inspection is conducted. Major Inspection Program 2. Vendor services must include quarterly comprehensive inspections of all listed equipment, as per agreed schedule. Quarterly inspections must include maintaining current version of Tracer Summit DDC Control System. It is incumbent upon the Contractor to advise the Project Manager of any future requirements noted during the inspections. Emergency Calls 3. Vendor coverage must include all emergency calls between inspections as required for the purpose of troubleshooting adjustments and resetting controls. Dependability and Consistency of: 4. Assigned Service Team: Vendor warrants that technician will act professional at all times and must be state HVAC licensed for at least 5 years and have an understanding of controls, heating, refrigeration and airside systems. 5. Priority Response: Provide to Broward County Health Department preferential services. Priority Emergency Response must be within 3 hours on receipt of call and must be provided on a 24-hour, 7day a week basis. Repair Labor 6. Contract must include all labor to diagnose, repair or replace failed components of the equipment covered under the provisions of these agreements. Replacement Parts and Components 7. Vendor should use authorized replacement parts. Vendor must replace parts, refrigerant, oil and any other component materials to complete repairs furnished under this agreement at no additional cost to Department of Health. Written Reports 8. Vendor must provide written reports for services rendered. Contract Fee 9. Contract fee is set at the agreed per annual rate and is payable monthly. There shall be no additional fee or charge of whatever kind for any of the services rendered above. Equipment 10. The equipment listed will be serviced. Submission of Invoices 11. Submit payment application at the end of each month, showing the Direct Order number and amounts listed as per the Bid price page. 11 Attachment I Annual A/C Maintenance Equipment (A) Quantity Buildings Equipment Manufacturer Description 1 Administrative Center 780 SW 24th Street Ft Lauderdale, Fl 33315 Rotary Air Cooled Chiller Trane RTAC-155 2 Same as above Chilled water pump Taco CHWP-1,&2 1 Same as above Tracer summit workstation IBM n/a 1 Same as above Tracer Summit Building control unit Trane BCU-1 6 Same as above Programmable control Modules Trane PCM-1 thru 6 1 Same as above Thermostat control Modules Trane TCM-1 Lot Same as above Control End Devices(Sensors, switches, relay etc) Various n/a 6 Same as above Air Handling unit Trane AHU 1-1, 1-2, 1-3, 2-1, 2-2, 3-1 6 Same as above Variable frequency drive Various (B) 1 Reception Ctr. 780 SW 24th Street Fort Lauderdale Fl. 33315 Stand alone building behind Air Condition Cooler system Good delivery center Services should include: • AC maintenance inspections • Condenser coil cleaning for air-cooled chiller. • Filter changed for air handlers to be done during inspection. • Inspection or repair of VAV boxes and their temperature sensors. • Oil removal and 100% refrigerant replacement, when necessary; insulation when required. A detailed procedure that identifies the steps for safety, parts materials, tools and sequence for execution. • Steps for safety, quality control, work validation, and environmental compliance • Written report of any uncorrected deficiencies • Power wiring, disconnect switches and circuit breakers. • Removal of hazardous waste materials from the job site. • Mitigation of coil efficiency variances causing increased energy consumption • Notification and prior approval of all other equipment manufactured (OEM) replacement parts. 12 • Replacement of parts due to corrosion and erosion damage • Provision of Tracer Summit DDC Control system with current upgrades • Check, and calibrate as necessary, all zone controls and thermostats • Clear all condensation drains of scum and debris and add preventive chemical as required to drain pans • Spot check all supply and Return vents for visible problems and temperature differential readings • Ensure appropriate CFM air flow through air handler and/or take corrective measures to ensure same(i.e. clean coils, change filters, etc) • Analyze the condensing unit for appropriate TD output and take corrective measures to ensure same (i.e., clean coils, remove scum, etc Locations Items (A) in Air Conditioning Maintenance Equipment Table on page 13 are located at the Broward county Health Department Administrative Center 780 SW 24th Street Fort Lauderdale Florida 33315. Item (B) in Air Conditioning Maintenance Equipment Table on page 13 is located at the Reception Center stand alone building (behind the Administrative Center) 780 SW 24th Street Fort Lauderdale Florida 33315. 13 ATTACHMENT II PRICE PAGE A single award will be made to the responsive, responsible bidder offering the lowest three year total for the items requested. Locations Monthly Price Yearly Price 3 Year Price Broward County Health Department Administrative Center 780 SW 24th Street Fort Lauderdale Fl 33315 $____________ X 12 months = $____________ X 36 months = $____________ Central Reception Center 780 SW 24th Street Fort Lauderdale Fl 33315 $____________ X 12 months = $____________ X 36 months = $____________ TOTALS $____________ $____________ BY AFFIXING MY SIGNATURE ON THIS BID, I HEREBY STATE THAT I HAVE READ ALL BID TERMS, CONDITIONS AND SPECIFICATIONS AND AGREE TO ALL TERMS, AND CONDITIONS, PROVISIONS AND SPECIFICATIONS. I CERTIFY THAT I WILL PROVIDE AND DELIVER TO THE LOCATIONS SPECIFIED IN THIS BID. AUTHORIZED REPRESENTATIVE: ________ ___________________________________ (Signature) NAME AND TITLE: ___________________________________________________________ (Print or Type) COMPANY: _____________________________________________________________ EMAIL ADDRESS: __________________________________________________________ FAX NUMBER: _______________________________________________________________ 14 ATTACHMENT III Reference Form Bidder’s Name: _______________________________________________ Vendors are required to submit with their bid, three (3) references that have been provided for services of a similar size and parameters of those requested in this solicitation. Vendors shall use Attachment III, Reference Form of this ITB to provide the required reference information. The department reserves the right to contact any and all references in the course of this solicitation evaluation and make a fitness determination, not subject to review or challenge. 1.) Name of Company/Agency: Contact Person: Phone Number: Address: Email Address: 2.) Name of Company/Agency: Contact Person: Phone Number: Address: Email Address: 3.) Name of Company/Agency: Contact Person: Phone Number: Address: Email Address: Signature of Authorized Representative 15 ATTACHMENT IV DEPARTMENT OF HEALTH REPORTING OF SUBCONTRACTOR EXPENDITURES PRIME CONTRACTORS SHALL REPORT ALL SUBCONTRACTING EXPENDITURES REGARDLESS OF VENDOR DESIGNATION (SEE PAGE 2 FOR TYPES OF DESIGNATIONS) PLEASE COMPLETE AND REMIT THIS REPORT TO YOUR DOH CONTRACT MANAGER. COMPANY NAME: ______________________________________________________________________ DEPARTMENT OF HEALTH CONTRACT NUMBER: _______________________________________ REPORTING PERIOD-FROM: _______________________ TO: ___________________________ SUBCONTRACTOR’S/VENDORNAME & ADDRESS FEID NO. EXPENDITURE AMOUNT NOTE: YOU MAY USE A SEPARATE SHEET DOH USE ONLY - REPORTING ENTITY (DIVISION, OFFICE, CHD, ETC.): PLEASE SUBMIT ALL SUBCONTRACT FORMS TO: JODI BAILEY, MBE COORDINATOR, BUREAU OF GENERAL SERVICES, 4052 BALD CYPRESS WAY, STE. 310, TALLAHASSEE, FL. 32399-1734 16 1. DESIGNATIONS: MINORITY PERSON as defined by Section 288.703 FS; means a lawful, permanent resident of Florida who is, one of the following: (A) AN AFRICAN AMERICAN, a person having origins in any of the racial groups of the African Diaspora. (B) A HISPANIC AMERICAN, a person of Spanish or Portuguese cultures with origins in Spain, Portugal, Mexico, South America, Central America or the Caribbean regardless of race. (C) AN ASIAN AMERICAN, a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands, including the Hawaiian Islands prior to 1778. (D) A NATIVE AMERICAN, a person who has origins in any of the Indian Tribes of North America prior to 1835, upon presentation of proper documentation thereof as established by rule of the Department of Management Services (E) AN AMERICAN WOMAN. CERTIFIED MINORITY BUSINESS ENTERPRISE as defined by Section 288.703 FS, means a small business which is at least 51 percent owned and operated by a minority person(s), which has been certified by the certifying organization or jurisdiction in accordance with Section 287.0943(1). SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE: As defined by Section 295.187, FS, means an Independently owned and operated business that employees 200 or fewer permanent full-time employees; Is organized to engage in commercial transactions; Is domiciled in Florida; Is at least 51% owned by one or more service-disabled veterans; and, who’s management and daily business operations of which are controlled by one or more service- disabled veterans or, for a service-disabled veteran with a permanent and total disability, by the spouse or permanent caregiver of the veteran. CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE as defined by Section 295.187, FS means a business that has been certified by the Department of Management Services to be a service-disabled veteran business enterprise SMALL BUSINESS means an independently owned and operated business concern that employs 100 or fewer permanent full-time employees and has a net worth of not more than $3,000,000 and an average net income, after federal income taxes, of not more than $2,000,000. NON-CERTIFIED MINORITY BUSINESS means a small business which is at least 51 percent owned and operated by a minority person(s). MINORITY NON-PROFIT ORGANIZATION means a not-for-profit organization that has at least 51 percent minority board of directors, at least 51 percent minority officers, or at least 51 percent minority community served. II. INSTRUCTIONS TO PRIME CONTRACTORS: A) ENTER THE COMPANY NAME AS IT APPEARS ON YOUR DOH CONTRACT. B) ENTER THE DOH CONTRACT NUMBER. C) ENTER THE TIME PERIOD THAT YOUR CURRENT INVOICE COVERS. D) ENTER THE CMBE SUBCONTRACTOR’S NAME and ADDRESS. E) ENTER THE SUBCONTRACTOR’S FEDERAL EMPLOYMENT IDENTIFICATION NUMBER. THE SUBCONTRACTOR CAN PROVIDE YOU WITH THIS NUMBER F) ENTER THE AMOUNT EXPENDED WITH THE SUBCONTRACTOR FOR THE TIME PERIOD COVERED BY THE INVOICE. G) ENCLOSE THIS FORM AND SEND TO YOUR DOH CONTRACT MANAGER 17 Attachment V REQUIRED CERTIFICATIONS ACCEPTANCE OF TERMS AND CONDITIONS I hereby certify that should my company be awarded this contract, it will comply with all the terms and conditions specified in the ITB and contained in the Standard Contract/Purchase Order attached. (Attachment IV, Attachment V). _______________________ Signature of Authorized Official Date STATEMENT OF NO INVOLVEMENT CONFLICT OF INTEREST STATEMENT (NON-COLLUSION) I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant proposal or offer. This proposal or offer is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Department of Health. I certify I have full authority to legally bind the Respondent or Offeror to the provisions of this proposal or offer. Signature of Authorized Official Date *An authorized official is an officer of the vendor’s organization who has legal authority to bind the organization to the provisions of the proposals. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the proposal if signed by other than the President, Chairman or owner. 18 ATTACHMENT VI Standard Contract Client Non-Client CSFA No.DEPARTMENT OF HEALTH CFDA No. STATE OF FLORIDA Multi-County STANDARD CONTRACT THIS CONTRACT is entered into between the State of Florida, Department of Health, hereinafter referred to as the department, and hereinafter referred to as the provider. THE PARTIES AGREE: I. THE PROVIDER AGREES: A. To provide services in accordance with the conditions specified in Attachment I. B. Requirements of §287.058, Florida Statutes (FS) To provide units of deliverables, including reports, findings, and drafts as specified in Attachment I, to be received and accepted by the contract manager prior to payment. To comply with the criteria and final date by which such criteria must be met for completion of this contract as specified in Section III, Paragraph A. of this contract. To submit bills for fees or other compensation for services or expenses in sufficient detail for a proper pre-audit and post-audit thereof. Where applicable, to submit bills for any travel expenses in accordance with §112.061, FS. The department may, if specified in Attachment I, establish rates lower than the maximum provided in §112.061, FS. To allow public access to all documents, papers, letters, or other materials subject to the provisions of Chapter 119, FS, made or received by the provider in conjunction with this contract. It is expressly understood that the provider’s refusal to comply with this provision shall constitute an immediate breach of contract. C. To the Following Governing Law 1. State of Florida Law This contract is executed and entered into in the State of Florida, and shall be construed, performed, and enforced in all respects in accordance with the laws, rules, and regulations of the State of Florida. Each party shall perform its obligations herein in accordance with the terms and conditions of the contract. 2. Federal Law a. If this contract contains federal funds, the provider shall comply with the provisions of 45 CFR, Part 74, and/or 45 CFR, Part 92, and other applicable regulations as specified in Attachment I. b. If this contract contains federal funds and is over $100,000, the provider shall comply with all applicable standards, orders, or regulations issued under §306 of the Clean Air Act, as amended (42 U.S.C. 1857(h) et seq.), §508 of the Clean Water Act, as amended (33 U.S.C. 1368 et seq.), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR Part 15). The provider shall report any violations of the above to the department. c. If this contract contains federal funding in excess of $100,000, the provider must, prior to contract execution, complete the Certification Regarding Lobbying form, Attachment . If a Disclosure of Lobbying Activities form, Standard Form LLL, is required, it may be obtained from the contract manager. All disclosure forms as required by the Certification Regarding Lobbying form must be completed and returned to the contract manager. d. Not to employ unauthorized aliens. The department shall consider employment of unauthorized aliens a violation of §§274A(e) of the Immigration and Naturalization Act (8 U.S.C. 1324 a) and section 101 of the Immigration Reform and Control Act of 1986. Such violation shall be cause for unilateral cancellation of this contract by the department. e. The provider and any subcontractors agree to comply with Pro-Children Act of 1994, Public Law 103277, which requires that smoking not be permitted in any portion of any indoor facility used for the provision of federally funded services including health, day care, early childhood development, education or library services on a routine or regular basis, to children up to age 18. Failure to comply with the provisions of the law may result in the imposition of civil monetary penalty of up to $1,000 for each violation and/or the imposition of an administrative compliance order on the responsible entity. f. HIPAA: Where applicable, the provider will comply with the Health Insurance Portability Accountability Act as well as all regulations promulgated thereunder (45CFR Parts 160, 162, and 164). 19 D. Audits, Records, and Records Retention 1. To establish and maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds provided by the department under this contract. 2. To retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this contract for a period of six (6) years after termination of the contract, or if an audit has been initiated and audit findings have not been resolved at the end of six (6) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this contract. 3. Upon completion or termination of the contract and at the request of the department, the provider will cooperate with the department to facilitate the duplication and transfer of any said records or documents during the required retention period as specified in Section I, paragraph D.2. above. 4. To assure that these records shall be subject at all reasonable times to inspection, review, or audit by Federal, state, or other personnel duly authorized by the department. 5. Persons duly authorized by the department and Federal auditors, pursuant to 45 CFR, Part 92.36(i)(10), shall have full access to and the right to examine any of provider’s contract and related records and documents, regardless of the form in which kept, at all reasonable times for as long as records are retained. 6. To provide a financial and compliance audit to the department as specified in Attachment and to ensure that all related party transactions are disclosed to the auditor. 7. To include these aforementioned audit and record keeping requirements in all approved subcontracts and assignments. 8. If Exhibit 2 of this contract indicates that the provider is a recipient or subrecipient, the provider will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, and/or section 215.97 Florida Statutes, as applicable and conform to the following requirements: a. Documentation. To maintain separate accounting of revenues and expenditures of funds under this contract and each CSFA or CFDA number identified on Exhibit 1 attached hereto in accordance with generally accepted accounting practices and procedures. Expenditures which support provider activities not solely authorized under this contract must be allocated in accordance with applicable laws, rules and regulations, and the allocation methodology must be documented and supported by competent evidence. Provider must maintain sufficient documentation of all expenditures incurred (e.g. invoices, canceled checks, payroll detail, bank statements, etc.) under this contract which evidences that expenditures are: 1) allowable under the contract and applicable laws, rules and regulations; 2) reasonable; and 3) necessary in order for the recipient or subrecipient to fulfill its obligations under this contract. The aforementioned documentation is subject to review by the Department and/or the State Chief Financial Officer and the provider will timely comply with any requests for documentation. b. Financial Report. To submit an annual financial report stating, by line item, all expenditures made as a direct result of services provided through the funding of this contract to the Department within 45 days of the end of the contract. If this is a multi–year contract, the provider is required to submit a report within 45 days of the end of each year of the contract. Each report must be accompanied by a statement signed by an individual with legal authority to bind recipient or subrecipient by certifying that these expenditures are true, accurate and directly related to this contract. To ensure that funding received under this contract in excess of expenditures is remitted to the Department within 45 days of the earlier of the expiration of, or termination of, this contract. E. Monitoring by the Department To permit persons duly authorized by the department to inspect any records, papers, documents, facilities, goods, and services of the provider, which are relevant to this contract, and interview any clients and employees of the provider to assure the department of satisfactory performance of the terms and conditions of this contract. Following such evaluation the department will deliver to the provider a written report of its findings and will include written recommendations with regard to the provider’s performance of the terms and conditions of this contract. The provider will correct all noted deficiencies identified by the department within the specified period of time set forth in the recommendations. The provider’s failure to correct noted deficiencies may, at the sole and exclusive discretion of the department, result in any one or any combination of the following: (1) the provider being deemed in breach or default of this contract; (2) the withholding of payments to the provider by the department; and (3) the termination of this contract for cause. 20 F. Indemnification NOTE: Paragraph I.F.1. and I.F.2. are not applicable to contracts executed between state agencies or subdivisions, as defined in §768.28, FS. 1. The provider shall be liable for and shall indemnify, defend, and hold harmless the department and all of its officers, agents, and employees from all claims, suits, judgments, or damages, consequential or otherwise and including attorneys’ fees and costs, arising out of any act, actions, neglect, or omissions by the provider, its agents, or employees during the performance or operation of this contract or any subsequent modifications thereof, whether direct or indirect, and whether to any person or tangible or intangible property. 2. The provider’s inability to evaluate liability or its evaluation of liability shall not excuse the provider’s duty to defend and indemnify within seven (7) days after such notice by the department is given by certified mail. Only adjudication or judgment after highest appeal is exhausted specifically finding the provider not liable shall excuse performance of this provision. The provider shall pay all costs and fees related to this obligation and its enforcement by the department. The department’s failure to notify the provider of a claim shall not release the provider of the above duty to defend. G. Insurance To provide adequate liability insurance coverage on a comprehensive basis and to hold such liability insurance at all times during the existence of this contract and any renewal(s) and extension(s) of it. Upon execution of this contract, unless it is a state agency or subdivision as defined by §768.28, FS, the provider accepts full responsibility for identifying and determining the type(s) and extent of liability insurance necessary to provide reasonable financial protections for the provider and the clients to be served under this contract. The limits of coverage under each policy maintained by the provider do not limit the provider’s liability and obligations under this contract. Upon the execution of this contract, the provider shall furnish the department written verification supporting both the determination and existence of such insurance coverage. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The department reserves the right to require additional insurance as specified in Attachment I where appropriate. H. Safeguarding Information Not to use or disclose any information concerning a recipient of services under this contract for any purpose not in conformity with state and federal law or regulations except upon written consent of the recipient, or his responsible parent or guardian when authorized by law. I. Assignments and Subcontracts 1. To neither assign the responsibility of this contract to another party nor subcontract for any of the work contemplated under this contract without prior written approval of the department, which shall not be unreasonably withheld. Any sub-license, assignment, or transfer otherwise occurring shall be null and void. 2. The provider shall be responsible for all work performed and all expenses incurred with the project. If the department permits the provider to subcontract all or part of the work contemplated under this contract, including entering into subcontracts with vendors for services and commodities, it is understood by the provider that the department shall not be liable to the subcontractor for any expenses or liabilities incurred under the subcontract and the provider shall be solely liable to the subcontractor for all expenses and liabilities incurred under the subcontract. The provider, at its expense, will defend the department against such claims. 3. The State of Florida shall at all times be entitled to assign or transfer, in whole or part, its rights, duties, or obligations under this contract to another governmental agency in the State of Florida, upon giving prior written notice to the provider. In the event the State of Florida approves transfer of the provider’s obligations, the provider remains responsible for all work performed and all expenses incurred in connection with the contract. In addition, this contract shall bind the successors, assigns, and legal representatives of the provider and of any legal entity that succeeds to the obligations of the State of Florida. 4. The contractor shall provide a monthly Minority Business Enterprise report summarizing the participation of certified and non-certified minority subcontractors/material suppliers for the current month, and project to date. The report shall include the names, addresses, and dollar amount of each certified and non-certified MBE participant, and a copy must be forwarded to the Contract Manager of the Department of Health. The Office of Supplier Diversity (850-487-0915) will assist in furnishing names of qualified minorities. The Department of Health, Minority Coordinator (850-245-4199) will assist with questions and answers. 5. Unless otherwise stated in the contract between the provider and subcontractor, payments made by the provider to the subcontractor must be within seven (7) working days after receipt of full or partial payments from the department in accordance with §§287.0585, FS. Failure to pay within seven (7) working days will result in a penalty charged against the provider and paid by the provider to the subcontractor in the amount of one-half of one (1) percent of the amount due per day from the expiration of the period allowed herein for payment. Such penalty shall be in addition to actual payments owed and shall not exceed fifteen (15) percent of the outstanding balance due. 21 J. Return of Funds To return to the department any overpayments due to unearned funds or funds disallowed and any interest attributable to such funds pursuant to the terms of this contract that were disbursed to the provider by the department. In the event that the provider or its independent auditor discovers that overpayment has been made, the provider shall repay said overpayment within 40 calendar days without prior notification from the department. In the event that the department first discovers an overpayment has been made, the department will notify the provider by letter of such a finding. Should repayment not be made in a timely manner, the department will charge interest of one (1) percent per month compounded on the outstanding balance after 40 calendar days after the date of notification or discovery. K. Incident Reporting Abuse, Neglect, and Exploitation Reporting In compliance with Chapter 415, FS, an employee of the provider who knows or has reasonable cause to suspect that a child, aged person, or disabled adult is or has been abused, neglected, or exploited shall immediately report such knowledge or suspicion to the Florida Abuse Hotline on the single statewide toll-free telephone number (1-800-96ABUSE). L. Transportation Disadvantaged If clients are to be transported under this contract, the provider will comply with the provisions of Chapter 427, FS, and Rule Chapter 41-2, FAC. The provider shall submit to the department the reports required pursuant to Volume 10, Chapter 27, DOH Accounting Procedures Manual. M. Purchasing 1. It is agreed that any articles which are the subject of, or are required to carry out this contract shall be purchased from Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE) identified under Chapter 946, FS, in the same manner and under the procedures set forth in §§946.515(2) and (4), FS. For purposes of this contract, the provider shall be deemed to be substituted for the department insofar as dealings with PRIDE. This clause is not applicable to subcontractors unless otherwise required by law. An abbreviated list of products/services available from PRIDE may be obtained by contacting PRIDE, 1-800-643-8459. 2. Procurement of Materials with Recycled Content It is expressly understood and agreed that any products or materials which are the subject of, or are required to carry out this contract shall be procured in accordance with the provisions of §403.7065, and §287.045, FS. 3. MyFloridaMarketPlace Vendor Registration Each vendor doing business with the State of Florida for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, shall register in the MyFloridaMarketPlace system, unless exempted under Florida Administrative Code Rule 60A-1.030(3) (F.A.C.). 4. MyFloridaMarketPlace Transaction Fee The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to section 287.057(23), Florida Statutes (2008), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the Provider 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 Rule 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 Provider shall receive a credit for any Transaction Fee paid by the Provider for the purchase of any item(s) if such item(s) are returned to the Provider through no fault, act, or omission of the Provider. Notwithstanding 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. Providers delinquent in paying transaction fees may be excluded from conducting future business with the State. N. Civil Rights Requirements Civil Rights Certification: The provider will comply with applicable provisions of DOH publication, “Methods of Administration, Equal Opportunity in Service Delivery.” O. Independent Capacity of the Contractor 1. In the performance of this contract, it is agreed between the parties that the provider is an independent contractor and that the provider is solely liable for the performance of all tasks contemplated by this contract, which are not the exclusive responsibility of the department. 2. Except where the provider is a state agency, the provider, its officers, agents, employees, subcontractors, or assignees, in performance of this contract, shall act in the capacity of an independent contractor and not as 22 an officer, employee, or agent of the State of Florida. Nor shall the provider represent to others that it has the authority to bind the department unless specifically authorized to do so. 3. Except where the provider is a state agency, neither the provider, its officers, agents, employees, subcontractors, nor assignees are entitled to state retirement or state leave benefits, or to any other compensation of state employment as a result of performing the duties and obligations of this contract. 4. The provider agrees to take such actions as may be necessary to ensure that each subcontractor of the provider will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the State of Florida. 5. Unless justified by the provider and agreed to by the department in Attachment I, the department will not furnish services of support (e.g., office space, office supplies, telephone service, secretarial, or clerical support) to the provider, or its subcontractor or assignee. 6. All deductions for social security, withholding taxes, income taxes, contributions to unemployment compensation funds, and all necessary insurance for the provider, the provider’s officers, employees, agents, subcontractors, or assignees shall be the responsibility of the provider. P. Sponsorship As required by §286.25, FS, if the provider is a non-governmental organization which sponsors a program financed wholly or in part by state funds, including any funds obtained through this contract, it shall, in publicizing, advertising, or describing the sponsorship of the program, state: Sponsored by (provider's name) and the State of Florida, Department of Health. If the sponsorship reference is in written material, the words State of Florida, Department of Health shall appear in at least the same size letters or type as the name of the organization. Q. Final Invoice To submit the final invoice for payment to the department no more than days after the contract ends or is terminated. If the provider fails to do so, all right to payment is forfeited and the department will not honor any requests submitted after the aforesaid time period. Any payment due under the terms of this contract may be withheld until all reports due from the provider and necessary adjustments thereto have been approved by the department. R. Use of Funds for Lobbying Prohibited To comply with the provisions of §216.347, FS, which prohibit the expenditure of contract funds for the purpose of lobbying the Legislature, judicial branch, or a state agency. S. Public Entity Crime and Discriminatory Vendor 1. Pursuant to §287.133, FS, the following restrictions are placed on the ability of persons convicted of public entity crimes to transact business with the department: When a person or affiliate has been placed on the convicted vendor list following a conviction for a public entity crime, he/she 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 §287.017, FS, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 2. Pursuant to §287.134, FS, the following restrictions are placed on the ability of persons convicted of discrimination to transact business with the department: When a person or affiliate has been placed on the discriminatory vendor list following a conviction for discrimination, he/she 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 §287.017, FS, for CATEGORY TWO for a period of 36 months from the date of being placed on the discriminatory vendor list. T. Patents, Copyrights, and Royalties 1. If any discovery or invention arises or is developed in the course or as a result of work or services performed under this contract, or in anyway connected herewith, the provider shall refer the discovery or invention to the department to be referred to the Department of State to determine whether patent protection will be sought in the name of the State of Florida. Any and all patent rights accruing under or in connection with the performance of this contract are hereby reserved to the State of Florida. 2. In the event that any books, manuals, films, or other copyrightable materials are produced, the provider shall notify the Department of State. Any and all copyrights accruing under or in connection with the performance under this contract are hereby reserved to the State of Florida. 3. The provider, without exception, shall indemnify and save harmless the State of Florida and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, 23 patented, or unpatented invention, process, or article manufactured by the provider. The provider has no liability when such claim is solely and exclusively due to the Department of State’s alteration of the article. The State of Florida will provide prompt written notification of claim of copyright or patent infringement. Further, if such claim is made or is pending, the provider may, at its option and expense, procure for the Department of State, the right to continue use of, replace, or modify the article to render it non-infringing. If the provider uses any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. U. Construction or Renovation of Facilities Using State Funds Any state funds provided for the purchase of or improvements to real property are contingent upon the provider granting to the state a security interest in the property at least to the amount of the state funds provided for at least (5) years from the date of purchase or the completion of the improvements or as further required by law. As a condition of a receipt of state funding for this purpose, the provider agrees that, if it disposes of the property before the department’s interest is vacated, the provider will refund the proportionate share of the state’s initial investment, as adjusted by depreciation. Electronic Fund Transfer The provider agrees to enroll in Electronic Fund Transfer, offered by the State Comptroller’s Office. Copies of Authorization form and sample bank letter are available from the Department. Questions should be directed to the EFT Section at (850) 410-9466. The previous sentence is for notice purposes only. Information Security The provider shall maintain confidentiality of all data, files, and records including client records related to the services provided pursuant to this agreement and shall comply with state and federal laws, including, but not limited to, sections 384.29, 381.004, 392.65, and 456.057, Florida Statutes. Procedures must be implemented by the provider to ensure the protection and confidentiality of all confidential matters. These procedures shall be consistent with the Department of Health Information Security Policies, as amended, which is incorporated herein by reference and the receipt of which is acknowledged by the provider, upon execution of this agreement. The provider will adhere to any amendments to the department’s security requirements provided to it during the period of this agreement. The provider must also comply with any applicable professional standards of practice with respect to client confidentiality. II. THE DEPARTMENT AGREES: A. Contract Amount To pay for contracted services according to the conditions of Attachment I in an amount not to exceed subject to the availability of funds. The State of Florida's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Legislature. The costs of services paid under any other contract or from any other source are not eligible for reimbursement under this contract. B. Contract Payment Pursuant to §215.422, FS, the department has five (5) working days to inspect and approve goods and services, unless the bid specifications, Purchase Order, or this contract specifies otherwise. With the exception of payments to health care providers for hospital, medical, or other health care services, if payment is not available within 40 days, measured from the latter of the date the invoice is received or the goods or services are received, inspected and approved, a separate interest penalty set by the Comptroller pursuant to §55.03, FS, will be due and payable in addition to the invoice amount. To obtain the applicable interest rate, contact the fiscal office/contract administrator. Payments to health care providers for hospitals, medical, or other health care services, shall be made not more than 35 days from the date eligibility for payment is determined, at the daily interest rate of 0.03333%. Invoices returned to a vendor due to preparation errors will result in a payment delay. Interest penalties less than one dollar will not be enforced unless the vendor requests payment. Invoice payment requirements do not start until a properly completed invoice is provided to the department. C. Vendor Ombudsman A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted at (850) 413-5516 or (800) 3422762, the State of Florida Chief Financial Officer’s Hotline. III. THE PROVIDER AND THE DEPARTMENT MUTUALLY AGREE A. Effective and Ending Dates This contract shall begin on or on the date on which the contract has been signed by both parties, whichever is later. It shall end on . B. Termination 1. Termination at Will 24 This contract may be terminated by either party upon no less than thirty (30) calendar days notice in writing to the other party, without cause, unless a lesser time is mutually agreed upon in writing by both parties. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. 2. Termination Because of Lack of Funds In the event funds to finance this contract become unavailable, the department may terminate the contract upon no less than twenty-four (24) hours notice in writing to the provider. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The department shall be the final authority as to the availability and adequacy of funds. In the event of termination of this contract, the provider will be compensated for any work satisfactorily completed prior to notification of termination. 3. Termination for Breach This contract may be terminated for the provider’s non-performance upon no less than twenty-four (24) hours notice in writing to the provider. If applicable, the department may employ the default provisions in Chapter 60A1.006 (3), FAC. Waiver of breach of any provisions of this contract shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this contract. The provisions herein do not limit the department’s right to remedies at law or in equity. 4. Termination for Failure to Satisfactorily Perform Prior Agreement Failure to have performed any contractual obligations with the department in a manner satisfactory to the department will be a sufficient cause for termination. To be terminated as a provider under this provision, the provider must have: (1) previously failed to satisfactorily perform in a contract with the department, been notified by the department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the department; or (2) had a contract terminated by the department for cause. C. Renegotiation or Modification Modifications of provisions of this contract shall only be valid when they have been reduced to writing and duly signed by both parties. The rate of payment and dollar amount may be adjusted retroactively to reflect price level increases and changes in the rate of payment when these have been established through the appropriations process and subsequently identified in the department’s operating budget. D. Official Payee and Representatives (Names, Addresses and Telephone Numbers) 1. The name (provider name as shown on page 1 of this contract) and mailing address of the official payee to whom the payment shall be made is: 2. The name of the contact person and street address where financial and administrative records are maintained is: 3. The name, address, and telephone number of the contract manager for the department for this contract is: 4. The name, address, and telephone number of the provider’s representative responsible for administration of the program under this contract is: 25 5. Upon change of representatives (names, addresses, telephone numbers) by either party, notice shall be provided in writing to the other party and said notification attached to originals of this contract. E. All Terms and Conditions Included This contract and its attachments as referenced, contain all the terms and conditions agreed upon by the parties. There are no provisions, terms, conditions, or obligations other than those contained herein, and this contract shall supersede all previous communications, representations, or agreements, either verbal or written between the parties. If any term or provision of the contract is found to be illegal or unenforceable, the remainder of the contract shall remain in full force and effect and such term or provision shall be stricken. I have read the above contract and understand each section and paragraph. IN WITNESS THEREOF, the parties hereto have caused this page contract to be executed by their undersigned officials as duly authorized. PROVIDER: STATE OF FLORIDA, DEPARTMENT OF HEALTH SIGNATURE: SIGNATURE: PRINT/TYPE NAME: PRINT/TYPE NAME: TITLE: TITLE: DATE: DATE: STATE AGENCY 29-DIGIT FLAIR CODE: FEDERAL EID# (OR SSN): PROVIDER FISCAL YEAR ENDING DATE: 26 Attachment VII PURCHASE ORDER TERMS AND CONDITIONS STATE OF FLORIDA, DEPARTMENT OF HEALTH (DOH) For good and valuable consideration, received and acknowledged sufficient, the parties agree to the following in addition to terms and conditions expressed in the MyFloridaMarketPlace purchase order: 1. Vendor is an independent contractor for all purposes hereof. 2. The laws of the State of Florida shall govern this purchase order and venue for any legal actions arising herefrom is Leon County, Florida, unless issuer is a county health department, in which case, venue for any legal actions shall be the issuing county. 3. Vendor agrees to maintain appropriate insurance as required by law and the terms hereof. 4. Vendor will comply, as required, with the Health Insurance Portability and Accountability Act (42 USC & 210, et seq.) and regulations promulgated thereunder (45 CFR Parts 160, 162,and 164). 5. Vendor shall maintain confidentiality of all data, files, and records related to the services/commodities provided pursuant to this purchase order and shall comply with all state and federal laws, including, but not limited to Sections 381.004, 384.29, 392.65, and 456.057, Florida Statutes. Vendor’s confidentiality procedures shall be consistent with the most recent edition of the Department of Health Information Security Policies, Protocols, and Procedures. A copy of this policy will be made available upon request. Vendor shall also comply with any applicable professional standards of practice with respect to confidentiality of information. 6. Excluding Universities, vendor agrees to indemnify, defend, and hold the State of Florida, its officers, employees and agents harmless, to the full extent allowed by law, from all fines, claims, assessments, suits, judgments, or damages, consequential or otherwise, including court costs and attorneys’ fees, arising out of any acts, actions, breaches, neglect or omissions of Vendor, its employees and agents, related to this purchase order, as well as for any determination arising out of or related to this purchase order, that Vendor or Vendor’s employees, agents, subcontractors, assignees or delagees are not independent contractors in relation to the DOH. This purchase order does not constitute a waiver of sovereign immunity or consent by DOH or the State of Florida or its subdivisions to suit by third parties in any matter arising herefrom. 7. Excluding Universities, all patents, copyrights, and trademarks arising, developed or created in the course or as a result hereof are DOH property and nothing resulting from Vendor’s services or provided by DOH to Vendor may be reproduced, distributed, licensed, sold or otherwise transferred without prior written permission of DOH. This paragraph does not apply to DOH purchase of a license for Vendor’s intellectual property. 8. If this purchase order is for personal services by Vendor, at the discretion of DOH, Vendor and its employees, or agents, as applicable, agree to provide fingerprints and be subject to a 27 background screen conducted by the Florida Department of Law Enforcement and / or the Federal Bureau of Investigation. The cost of the background screen(s) shall be borne by the Vendor. The DOH , solely at its discretion, reserves the right to terminate this agreement if the background screen(s) reveal arrests or criminal convictions. Vendor, its employees, or agents shall have no right to challenge the DOH’s determination pursuant to this paragraph. 9. Unless otherwise prohibited by law, the DOH, at its sole discretion, may require the Vendor to furnish, without additional cost to DOH, a performance bond or negotiable irrevocable letter of credit or other form of security for the satisfactory performance of work hereunder. The type of security and amount is solely within the discretion of DOH. Should the DOH determine that a performance bond is needed to secure the agreement, it shall notify potential vendors at the time of solicitation. 10. Section 287.57(18), Florida Statutes, provides, “A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.” The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. 11. TERMINATION: This purchase order agreement may be terminated by either party upon no less than thirty (30) calendar days notice, without cause, unless a lesser time is mutually agreed upon by both parties. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. In the event funds to finance this purchase order agreement become unavailable, the department may terminate the agreement upon no less than twenty-four (24) hours notice in writing to the provider. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. The department shall be the final authority as to the availability of funds. Unless the provider’s breach is waived by the department in writing, the department may, by written notice to the provider, terminate this purchase order agreement upon no less than twenty-four (24) hours notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. If applicable, the department may employ the default provisions in Chapter 60A-1.006(4), Florida Administrative Code. Waiver of breach of any provisions of this contract shall not be deemed to be a waiver of any other breach and shall not be constructed to be a modification of the terms of this agreement. The provisions herein do not limit the departments right to remedies at law or to damages. 12. The terms of this Purchase Order will supersede the terms of any and all prior or subsequent agreements you may have with the Department with respect to this purchase. Accordingly, in the event of any conflict, the terms of this Purchase Order shall govern. 28