ADDENDUM ACKNOWLEDGEMENT FORM A D D E N D U M # 1 DEPARTMENT OF CORRECTIONS 501 South Calhoun Street Tallahassee, FL 32399-2500 BID NO.: BID TITLE: Inmate Toothpaste OPENING DATE/TIME: 12/9/14 ADDENDUM NO.: One (1) DATE: 11/26/14 PLEASE BE ADVISED THAT THE FOLLOWING CHANGES ARE APPLICABLE TO THE ORIGINAL SPECIFICATIONS OF THE ABOVE-REFERENCED ITB. This addendum includes the following: 1. Written Responses to Written Inquires 2. Revision to Timeline (Revised Page 4 of 26) 3. Exhibits A and B THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL ITB. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or o ther security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Page 1 of 5 Addendum # 1
Responses to Written Inquiries Inmate Toothpaste All written inquiries are reproduced in the same format as submitted by the Proposer. Question #1 Are the bid tabs from the last Inmate Toothpaste Bid public? Answer #1 Yes, please see attached bid tabulation, Exhibit A. Question #2 Answer #2 Question #3 Answer #3 Question #4 Regarding the bid for Inmate Toothpaste, can you please advise who was awarded this item before and at what price? American Amenities was awarded the bid at 0.0637 per ounce. Please see attached bid tabulation, Exhibit A.. We recently bid on toothpaste for Inmates. Has this been re-issued or is it something new? That bid has been cancelled and this is a new bid. Could you please provide me with the previous bid tabulations from the latest award of these products? Answer #4 Yes, please see attached bid tabulation, Exhibit A. Question #5 Can you please confirm if their is a bid tabulation for this commodity on the current/previous bid for this item. Answer #5 Yes, please see attached bid tabulation, Exhibit A. Question #6 Would you please provide ICS Jail Supplies, Inc. with previous pricing for the above mentioned solicitation? Answer #6 Yes, please see attached bid tabulation, Exhibit A. Question #7 We would like to request of the previous bid tabulation and awarded Vendor's pricing and have some questions below as well. Answer #7 Please see attached bid tabulation, Exhibit A. Question #8 Answer #8 Question #9 Answer #9 Can others bid on Toothpaste from China since it has been banned for a long time due to DEG? The Department of Corrections will accept no toothpaste that contains diethylene glycol (DEG) or any other harmful substance. The Department reserves the right to obtain a list of all ingredients. Can you let us know what happened to the previous contract that someone just recently won and how come it is out for rebid again? The previous Contract has been cancelled. Page 2 of 5 Addendum # 1
Question #10 Please tell me how to obtain last bid results and tabulation sheets for toothpaste from DC ITB-13-030? Answer #10 Please see attached bid tabulation, Exhibit A. Question #11 What was the current vendor, cost, and type of toothpaste currently being purchased by the Dept. of Corrections? Answer #11 Question #12 American Amenities was awarded the bid at 0.0637 per ounce,0.191 tube, $27.50/case of 144 (3 ounce tubes). The brand of toothpaste was Mega Fresh. Would you grant a request extension of time for submission of the toothpaste samples due to the Thanksgiving holiday and short notice to December 15 th 2014? Or allow the bid to be submitted on December 2 nd and samples submitted on December 15 th? Answer #12 Please note the bid due date and submission of samples has been changed from Dec. 2, 2014 to Dec. 9, 2014. Question #13 Answer #13 Would it be accepted that the samples submitted show clear toothpaste with the proper requested labeling/packaging but ingredients are not toothpaste for sampling only? No, the samples should contain the toothpaste being bid. Question #14 In the documents on pg. 15 it states: A vendor whose principal place of business is located outside of the state of Florida, must accompany their bid response documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences granted by that state to its own business entities in the letting of public contracts. The written document must identify either the preference granted or a statement that no preferences are granted. There was no form attached with the bid that required a lawyer s signature, and I was wondering if you have the form we needed to fill out since we are located in Buffalo, NY? Answer #14 Question #15 Answer #15 Question #16 Answer #16 Question #17 The Department does not provide a form. We re interested in bidding for the Inmate Toothpaste ITB that was released on November 10 th. However, we notice one of the requirements is to send 5 sample tubes of the product with the bid before December 2 nd. I am working quickly to get a clear tube from our tube suppliers, but we may not be able to meet the deadline with the clear tube. Are we able to submit the proper toothpaste in a different tube and include a note that the finished product, when ordered, would be in a clear tube? No, samples must be in clear tubes. Please note the bid due date has been changed from Dec. 2, 2014 to Dec. 9, 2014. Also, what lead time will we have from the awarding of the bid to the first orders requested delivery date. Please see Section 4.8, Delivery; Product(s) shall be shipped FOB; destination within thirty (30) days after receipt of an order. Orders may be issued the same day as execution of contract. Do all 55 separate locations order each month? Page 3 of 5 Addendum # 1
Answer #17 Question #18 Answer #18 Question #19 Answer #19 Question #20 Answer #20 The Regional offices typically order on a monthly basis, with deliveries made directly to the institutions. Region III combines some institution s deliveries to be made to one location. See Exhibit B, which shows typical delivery locations for Region III. Your stated minimum order is 1,440 tubes which, by the standard institutional packaging of 144 tubes per case, is only 10 cases. Is this small quantity correct? Yes. Are you looking for a clear gel toothpaste in a clear tube? A clear tube is required, clear toothpaste is optional. Can we charge freight at all? No. Please see Section 4.8, Delivery; Product(s) shall be shipped FOB; destination within thirty (30) days after receipt of an order. Page 4 of 5 Addendum # 1
TIMELINE (Revised 11/25/2014) EVENT DUE DATE LOCATION ITB Advertised Released 11/10/14 Vendor Bid System: Questions submitted in writing. 11/18/14 Prior to 5:00 PM E.T. Submit to: Florida Department of Corrections Procurement Jessie C. Moseley 501 S. Calhoun Street, Ste. 311B-5 Tallahassee, Fl 32399 Fax: (850) 488-7189 E-mail: moseley.jessie@mail.dc.state.fl.us Answers to Questions Anticipated 11/21/14 Posted electronically via the following Internet site: Sealed Bids Due and Opened 12/2/14 12/9/14 Must be received PRIOR to: 2:00 PM E.T. Florida Department of Corrections Attn: Procurement Jessie C. Moseley 501 S. Calhoun Street, Ste. 311C Tallahassee, Fl 32399 Anticipated Posting of Intent to Award 12/9/14 12/16/14 Vendor bid system: Rev. Page 5 of 26 DC-ITB-14-056 Page 5 of 5 Addendum # 1