Custom-Imprinted Lockable Medication Bags

Agency:	University of Florida
State:	Florida
Type of Government:	State & Local
NAICS Category:	541890 - Other Services Related to Advertising
Posted Date:	Mar 17, 2023
Due Date:	Mar 31, 2023
Solicitation No:	ITB23KL-131
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SUBMIT BID TO:

PROCUREMENT SERVICES

UNIVERSITY OF FLORIDA

971 ELMORE DRIVE

PO Box 115250

GAINESVILLE, FL 32611-5250

Phone: (352) 392-1331 - FAX: (352) 392-8837

Web Address: https://procurement.ufl.edu/

INVITATION TO BID

Commodity

Acknowledgment Form

Page 1 of 12 pages

DATE: 03/17/2023

VENDOR NAME

BID WILL BE CLOSED: March 31st, 2023 at 3:00 PM local time and may not be

withdrawn within 90 days after such date and time. Questions are due by March 24th,

2023 before the close of business (5:00 PM EST).

BID NO.: ITB23KL-131

PROCUREMENT AGENT:

Kyle Lautenschlager

BID TITLE: Custom-Imprinted Lockable Medication Bags

VENDOR MAILING ADDRESS

REASON FOR NOT SUBMITTING BID

CITY - STATE - ZIP CODE

AREA CODE TELEPHONE NO.

FAX NO.

WEB ADDRESS

EMAIL ADDRESS

POSTING OF BID TABULATIONS

Bid tabulations with intended award(s) will be posted electronically for

review by interested parties at https://procurement.ufl.edu/ and will remain

posted for a period of 72 hours excluding Saturdays, Sundays, or state

holidays. Failure to file a protest in accordance with Board of Governors

(BOG) Regulation 18.002 or failure to post the bond or other security as

required in the BOG regulations 18.002 and 18.003(3), shall constitute a

waiver of protest proceedings.

I certify that this bid is made without prior understanding, agreement, or connection

with any corporation, firm or person submitting a bid for the same materials,

supplies, or equipment and is in all respects fair and without collusion or fraud. I

agree to abide by all conditions of this bid and certify that I am authorized to sign

this bid for the vendor and that the vendor is in compliance with all the requirements

of the Invitation to Bid, including but not limited to, certification requirements. In

submitting a bid on behalf of the Board of Trustees, hereinafter known as the

University, the vendor offers and agrees that if the bid is accepted the vendor will

convey, sell, assign, or transfer to the University all rights, title and interest in and

to all causes of action it may now or hereafter acquire under the Anti-trust laws of

the United States and the University for price fixing relating to the particular

commodities or services purchased or acquired by the University. At the

University’s discretion, such assignment shall be made and become effective at

the time the purchasing agency tenders final payment to the vendor.

AUTHORIZED SIGNATURE (MANUAL)

NAME AND TITLE (TYPED)

GENERAL CONDITIONS

SEALED BIDS: All bid sheets and this form must be executed and submitted in a

sealed envelope. (DO NOT INCLUDE MORE THAN ONE BID PER ENVELOPE.) The

schedule, bid prices, extensions, and all instructions pertaining to supplies and

face of the envelope shall contain, in addition to the above address, the date, and time

services. Failure to do so will be at vendor's risk. In case of a mistake in extensions the

of the bid opening and the bid number. Bids not submitted on the attached bid form

unit price will govern.

shall be rejected. All bids are subject to the conditions specified herein. Those which

(d) INVOICING AND PAYMENT: Payment will be made by the University of Florida

do not comply with these conditions are subject to rejection.

after the items awarded to a vendor have been received, inspected, and found to

comply with award specifications, free of damage or defect and properly invoiced. All

1. EXECUTION OF BID: Bid must contain an original manual signature of authorized

invoices shall bear the purchase order number. Payment for partial shipments shall not

representative in the space provided above. Bid must be typed or printed in ink. Use of

be made unless specified. An original invoice shall be submitted. Failure to follow these

erasable ink is not permitted. All corrections to prices made by vendor must be initialed.

instructions may result in delay in processing invoices for payment. Payment shall be

made in accordance with Section 215.422 (1) (2) F.S. VENDOR OMBUDSMAN: The

2. NO BID: If not submitting a bid, respond by returning only this vendor

University’s vendor ombudsman, whose duties include acting as an advocate for

acknowledgment form, marking it "NO BID", and explain the reason in the space

vendors may be experiencing problems in obtaining payment from the University, may

provided above. Failure to respond to a procurement solicitation without giving

be contacted at 352-392-1241.

justifiable reason for such failure, nonconformance to contract conditions, or other

(e) ANNUAL APPROPRIATIONS: The University’s performance and obligation to

pertinent factors deemed reasonable and valid shall be cause for removal of the

pay under any contract awarded is contingent upon an annual appropriation by the

supplier’s name from the bid mailing list. NOTE: To qualify as a respondent, vendor

Legislature.

must submit a "NO BID", and it must be received no later than the stated bid opening

(f) CONDITION AND PACKAGING: It is understood and agreed that any item offered

date and hour.

or shipped as a result of this bid shall be a new, current standard production model

available at the time of this bid. All containers shall be suitable for storage or shipment,

3. BID OPENING: Shall be public, on the date, location and the time specified on

and all prices shall include standard commercial packaging.

the bid form. It is the vendor's responsibility to assure that the bid is delivered at the

(g) SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured

proper time and place of the bid opening. Bids which for any reason are not so delivered

items and fabricated assemblies shall comply with applicable requirements of

will not be considered. A bid may not be altered after opening of the bids. NOTE: Bid

Occupational Safety and Health Act and any standards hereunder.

tabulations will be posted electronically at https://procurement.ufl.edu/. Bid tabulations

will not be provided by telephone.

5. CONFLICT OF INTEREST: The award hereunder is subject to the provisions of

Chapter 112, F.S. All vendors must disclose with their bid the name of any officer,

4. PRICES, TERMS AND PAYMENT: Firm prices shall be bid and will include all

director, or agent who is also an employee of the University of Florida. Further, all

packing, handling, shipping charges, and delivery to the destination shown herein.

vendors must disclose the name of any University employee who owns, directly or

(a) TAXES: The University does not pay Federal Excise and Sales taxes on direct

indirectly, an interest of five percent (5%) or more in the vendor's firm or any of its

purchases of tangible personal property or services. The Florida Tax Exempt Number

branches.

is 85-8012646174C-8. This exemption does not apply to purchases of tangible personal

property or services made by vendors who use the tangible personal property or

6. AWARDS: As the best interest of the University may require, the right is reserved

services in the performance of contracts for the improvement of University-owned real

to make award(s) by individual item, group of items, all or none or a combination

property as defined in Chapter 192, F.S.

thereof; to reject any and all bids or waive any minor irregularity or technicality in bids

(b) DISCOUNTS: Vendors are encouraged to reflect trade discounts in the unit prices

received. When it is determined there is no competition to the lowest responsible

quoted; however, vendors may offer a discount for prompt payment. Prompt payment

vendor, evaluation of other bids are not required. Vendors are cautioned to make no

discounts will not be considered in the bid award. However, every effort will be made

assumptions unless their bid has been evaluated as being responsive.

to take the discount within the time offered.

NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.

Rev.2/21

7. INTERPRETATIONS/DISPUTES: Any questions concerning conditions or

specifications shall be directed in writing to the Procurement Department. Inquiries

must reference the date of bid opening and bid number. No interpretations shall be

considered binding unless provided in writing by the University in response to requests

in full compliance with this provision.

8 NOTICE OF BID PROTEST BONDING REQUIREMENT; Any person or entity who

files an action protesting a decision or an intended decision pertaining to a competitive

solicitation shall at the time of filing the formal protest, post with the University a bond

payable to the University in an amount equal to: 10% of the estimated value of the

protestor’s bid or proposal; 10% of the estimated expenditure during the contract term;

$10,000.00; or whichever is less. The bond shall be conditioned upon the payment of

all costs which may be adjudged against the person or entity filing the protest action. In

lieu of a bond, the University may accept a cashier’s check, bank official check or

money order in the amount of the bond. FAILURE OF THE PROTESTING PERSON

OR ENTITY TO FILE THE REQUIRED BOND, CASHIER’S CHECK, BANK OFFICIAL

CHECK OR MONEY ORDER AT THE TIME OF THE FILING THE FORMAL PROTEST

SHALL RESULT IN DENIAL OF THE PROTEST.

9. GOVERNMENTAL RESTRICTIONS: In the event any governmental restrictions

may be imposed which would necessitate alteration of the material, quality,

workmanship or performance of the items offered in this bid prior to their delivery, it

shall be the responsibility of the successful vendor to notify the purchaser at once,

indicating in writing the specific regulation which requires an alteration. The University

reserves the right to accept any such alteration, including any price adjustments

occasioned thereby, or to cancel the contract at no expense to the University.

10. LEGAL REQUIREMENTS: Applicable provision of all Federal, State, county and

local laws, and of all ordinances, rules and regulations shall govern development,

submittal and evaluation of all bids received in response hereto and shall govern any

and all claims and disputes which may arise between person(s) submitting a bid

response hereto and the University, by and through its officers, employees and

authorized representatives, or any other person, natural or otherwise: and lack of

knowledge by any vendor shall not constitute a cognizable defense against the legal

effect thereof.

11. LOBBYING: Vendor is prohibited from using funds provided under any contract

or purchase order for the purpose of lobbying the Legislature or any official, officer,

commission, board, authority, council, committee, or department of the executive

branch or the judicial branch of state government.

12. ADVERTISING: In submitting a bid, the vendor agrees not to use the results

therefrom as a part of any commercial advertising. Vendor may not use the names,

logos, or trademarks of the University, its employees, or affiliates without the prior

written consent of the University.

13. ASSIGNMENT: Any contract or purchase order issued pursuant to this Invitation

to Bid and the monies which may become due hereunder are not assignable except

with the prior written approval of the purchaser.

14. LIABILITY: The vendor agrees to indemnify and save the University of Florida,

the State of Florida and the Florida Board of Governors, their officers, agents, and

employees harmless from any and all judgments, orders, awards, costs and expenses,

including attorney's fees, and also all claims on account of damages to property,

including loss of use thereof, or bodily injury (including death) which may be hereafter

sustained by the vendor, its employees, its subcontractors, or the University of Florida,

the State of Florida and the Florida Board of Governors, their officers, agents, or

employees, or third persons, arising out of or in connection with any contract awarded

and which are the result of the vendor's breach of contract or of the negligent acts of

the vendor, its officers, agents, and employees. This clause does not apply to contracts

between government agencies.

15. FACILITIES: The University reserves the right to inspect the vendor's facilities at

any time with prior notice.

16. ADDITIONAL QUANTITIES: For a period not exceeding ninety (90) days from

the date of acceptance of any offer by the University of Florida, the right is reserved to

acquire additional quantities up to but not exceeding those shown on bid or the bid level

at the prices bid in this invitation. If additional quantities are not acceptable, the bid

sheets must be noted "BID IS FOR SPECIFIED QUANTITY ONLY".

17. SERVICE AND WARRANTY: Unless otherwise specified, the vendor shall define

any warranty service and replacements that will be provided during and subsequent to

this contract. Vendors must explain on an attached sheet to what extent warranty and

service facilities are provided.

18. SAMPLES: Samples of items, when called for, must be furnished free of expense,

on or before bid opening time and date, and if not destroyed, may upon request, be

returned at the vendor's expense. Each individual sample must be labeled with vendor's

name, manufacturer's brand name and number, bid number and item reference.

Request for return of samples shall be accompanied by instructions which include

shipping authorization and name of carrier and must be received with the bid. If

instructions are not received within this time, the commodities shall be disposed of by

the University.

19. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be at

destination unless otherwise provided. Title and risk of loss or damage of all items shall

be the responsibility of the contract supplier until accepted by the University, unless

loss or damage results from negligence by the University. The contract supplier shall

be responsible for filing, processing and collecting all damage claims. However, to

assist him in the expeditious handling of damage claims, the University will:

(a) Record any evidence of visible damage on all copies of the delivering carrier's Bill

of Lading.

(b) Report damage (Visible or Concealed) to the carrier and contract supplier

confirming such reports in writing within 15 days of delivery, requesting that the

carrier inspect the damaged merchandise.

inspection is performed by the carrier, and disposition given by the contract

supplier.

(d) Provide the contract supplier with a copy of the carrier’s Bill of Lading and damage

inspection report.

20. PATENTS, COPYRIGHTS, TRADEMARKS, ROYALTIES and other Intellectual

Property: The vendor, without exception, shall indemnify and save harmless the

University and its employees from liability of any nature or kind, including cost and

expenses for or on account of any copyrighted, patented, or unpatented invention,

process, or article manufactured or used in the performance of the contract, including

its use by the University of Florida. If the vendor 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 costs arising from the use of

such design, device, or materials in any way involved in the work.

21. CONFLICT BETWEEN DOCUMENTS: If any terms and conditions contained

within the documents that are a part of this ITB or resulting contract are in conflict with

any other terms and conditions contained therein, then the various documents

comprising this ITB or resulting contract, as applicable, shall govern in the following

order of precedence: change order, purchase order, addenda, special conditions,

general conditions, specifications, departmental description of work, and bid.

22. MANUFACTURERS' NAMES AND APPROVED EQUIVALENTS: Any

manufacturer's names, trade names, brand names, information and/or catalog numbers

listed in a specification are for information and not intended to limit competition. If bids

are based on equivalent products, indicate on the bid form the manufacturer's name

and number. Vendor shall submit with the bid, cuts, sketches, and descriptive literature,

and/or complete specifications. Reference to literature submitted with a previous bid

will not satisfy this provision. The vendor shall also explain in detail the reasons why

the proposed equivalent will meet the specifications and not be considered an

exception thereto. The University of Florida reserves the right to determine acceptance

of item(s) as an approved equivalent. Bids which do not comply with these requirements

are subject to rejection. Bids lacking any written indication of intent to quote an alternate

brand will be received and considered in complete compliance with the specifications

as listed on the bid form.

23. NONCONFORMANCE TO CONTRACT CONDITIONS: Items may be tested

and/or inspected for compliance with specifications by any appropriate testing facilities.

Should the items fail, the University may require the vendor to reimburse the University

for costs incurred by the University in connection with the examination or testing. The

data derived from any tests for compliance with specifications are public records and

open to examination thereto in accordance with Chapter 119, F.S. Items delivered not

conforming to specifications may be rejected and returned at vendor's expense. These

items and items not delivered as per delivery data in bid and/or purchase order may

result in vendor being found in default in which event any and all reprocurement costs

may be charged against the defaulting vendor. Any violation of these conditions may

also result in the vendor's name being removed from the University of Florida's vendor

file.

24. PUBLIC RECORDS: Any material submitted in response to this Invitation to Bid

will become a public document pursuant to Section 119.07 F.S. This includes material

which the responding vendor might consider to be confidential or a trade secret. Any

claim of confidentiality is waived upon submission, effective after opening pursuant to

Section 119.07 F.S.

25. DELIVERY: Unless actual date of delivery is specified (or if specified delivery

cannot be met), show number of days required to make delivery after receipt of

purchase order in space provided. Delivery time may become a basis for making an

award (see Special Conditions). Delivery shall be within the normal working hours of

the University of Florida, Monday through Friday, unless otherwise specified.

26. PUBLIC PRINTING - PREFERENCE GIVEN PRINTING WITHIN THE STATE:

The University of Florida shall give preference to vendors located within the state when

awarding contracts to have materials printed, whenever such printing can be done at

no greater expense than, and at a level of quality comparable to, that obtainable from

a vendor located outside of the state.

(a) CONTRACTS NOT TO BE SUBLET: In accordance with Class B Printing Laws

and Regulations "Printing shall be awarded only to printing firms. No contract shall be

awarded to any broker, agent, or independent contractor offering printing manufactured

by other firms or persons."

(b) DISQUALIFICATION OF VENDOR: Reasonable grounds for believing that a

vendor is involved in more than one bid for the same work will be cause for rejection of

all bids in which such vendors are believed to be involved. Any or all bids will be rejected

if there is reason to believe that collusion exists between vendors. Bids in which the

prices obviously are unbalanced will be subject to rejection.

recognized unless accepted by Special Conditions or Specifications herein.

(d) COMMUNICATIONS: It is expected that all materials and proofs will be picked

up and delivered by the printer or his representative, unless otherwise specified. Upon

request, materials will be forwarded by registered mail.

(e) RETURN OF MATERIAL: All copy, photos, artwork, and other materials

supplied by the University of Florida must be handled carefully and returned in good

condition upon completion of the job. Such return is a condition of the contract and

payment will not be made until return is affected

27. E-VERIFY COMPLIANCE. Agency is obligated to comply with the provisions of

Section 448.095, Fla. Stat., "Employment Eligibility." Compliance with Section

448.095, Fla. Stat., includes, but is not limited to, utilization of the E-Verify System to

verify the work authorization status of all newly hired employees. Vendor affirms and

represents that it is registered with the E-Verify system and are using same, and will

continue to use same as required by Section 448.095, Fla. Statute.

END OF SECTION

Summary

Purpose – The University of Florida (UF) intends to make a one-time purchase of four thousand, six

hundred and twenty (4,620) custom-imprinted lockable medication bags for use by UFJPI Psychiatry

(hereafter "UF" or “the University”) to be assembled and delivered by a specific required date, in addition

to creating a three-year, multiple award contract to a pool of vendors to facilitate future purchases. The

University will award Lot 1 to the lowest responsive bidder for a one-time purchase and will award Lot 2 to

one or more vendors with the largest discounts offered on future purchases.

Lot 1 – Provide pricing for 4,620 custom-imprinted lockable medication bags matching the product

specifications on the Lot 1 Price Sheet, to be fully manufactured and delivered to UF Jacksonville

Physicians, Inc. as soon as possible. Submissions must include a completed copy of the Lot 1 Price Sheet

to be considered responsive.

Lot 2 – The intention of Lot 2 is to establish a multiple award contract to cover future purchases of custom-

imprinted lockable medication bags matching the product specifications on the Lot 2 Price Sheet. The

effective period of this contract will be three (3) years beginning on the date the successful bidder(s) is

awarded, with two (2) additional one-year renewals possible. Bidders wishing to respond to Lot 2 should

submit a completed copy of the Lot 2 Price Sheet with all applicable discounts and lead times filled out.

Quotations and Invoices (Lot 2) – All Quotes and Invoices pursuant to the contract awarded for Lot 2

should display both the list price and the discount the University is receiving on all goods and services. The

contract number should be noted on all Quotations and Invoices.

Schedule of Events

• Bid posting:

• Questions due:

• Bid Closing:

03/17/2023

03/24/2023 by 5:00 PM EST

03/31/2023 by 3:00 PM EST

Lot 1 Specifications and Price Sheet

Specifications

• 4,260 lockable, custom-imprinted medication bags to be manufactured and delivered to UF

Jacksonville Physicians, Inc. as soon as possible.

• Size: 9" x 12"

• Material: 14oz Canvas

• Color: Royal Blue

• Bags must be imprinted with the Lot 1 Logo file; a PDF is included with the bid documents for

reference, and an .eps file will be provided to the awarded vendor.

• Bags must open via zipper, and zippers must be secured via a combination/keyed different lock.

• Locks must be able to be opened with either a unique key or a minimum 3-digit combination

which can be set by the user.

Price Sheet

Quantity

(PCS)

4,260

Unit Price

Total

Shipping

Total Bid Price

Expected Delivery Date (Information Only):

PAYMENT TERMS: ______ % ______________DAYS (OR NET 30)

Additional discount- : ______ % ______________Days

List any product warranties offered:

PLEASE NOTE: An example of the logo to be used with Lot 1 is included as an attachment with this bid

posting. This particular logo treatment is for informational purposes only. The exact file to be used for Lot

1 will be provided to the awarded vendor for Lot 1 only in .eps form.

I have carefully prepared this Bid from contact documents described above, I have full authority to make

such statements and submit this Bid in (my) (its) (their) behalf, and all statements are true and correct.

(Signature)

(Address, City State, Zip)

(Telephone)

(Printed or typed)

(Date)

(Email)

Lot 2 Specifications and Price Sheet

Specifications

• Lockable, custom-imprinted medication bags to be quoted in the quantities laid out in the price

sheet below.

• Bags must be offered in size 9” x 12”; please include entries on the price sheet below for other

sizes if available.

• Bags must be offered in 14oz canvas material; please include entries on the price sheet below for

other materials if available.

• Bags must be offered in royal blue color; please include any other available colors on the price

sheet below for each size and material.

• Bag pricing must include a custom imprint, with graphics files to be provided in an industry-

standard vector file format for each order purchased. Please include the minimum and maximum

imprint graphic sizes (in inches) supported for each bag size on the price sheet below. Available

colors for imprints must include at least black, white, orange, and blue.

• Bags must open via zipper, and zippers must be secured via a combination/keyed different lock.

• Locks must be able to be opened with either a unique key or a minimum 3-digit combination

which can be set by the user.

• If there are more combinations of bag size and material than can fit in the price sheet below,

please include multiple copies of this price sheet as needed to include all options being bid.

Price Sheet

Part/Model No. Size

9” x 12”

Material

14oz

Canvas

Available

Colors

Royal Blue

Min and Max

Imprint Sizes

Min:

Max:

Min:

Minimum Discount

% off List Price

Max:

Min:

Max:

Min:

Max:

Min:

Max:

Lead Time and Additional Discounts by Quantity (Per Single Order)

Quantity

Additional Discount %

(PCS)

1 – 499

Expected Lead Time

(In Days)

500 – 1,499

1,500 – 4,999

5,000 – 9,999

10,000+

Bid Number	Bid Opening Date	Bid Name	Attachments	Addenda	Buyer
ITB23KL-131	March 31st, 2023 at 3:00 PM	Custom-Imprinted Lockable Medication Bags	Attachment 1	N/A	Kyle Lautenschlager

Custom-Imprinted Lockable Medication Bags

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