023-DW-0125_Employee_Benefits_Consultant_Services_ITN.pdf

The School Board of Polk County, Florida 023-DW-0125, Employee Benefits Consultant Services ITN

Polk County Public Schools P.O. Box 391 1915 S. Floral Avenue Bartow, FL 33831-0391 Bartow, FL 33830-7124

Purchasing Department www.polkschoolfl.net phone: 863-534-0576

023-DW-0125, Employee Benefits Consultant Services

ITN (Invitation To Negotiate)

All solicitations and supporting documents will be posted at www.myvendorlink.com. It is the sole responsibility of interested parties to monitor www.myvendorlink.com for solicitation opportunities and updates. It is the responsibility of the contractor to be certain that all pages of the solicitation, all attachments thereto and all addenda released are received prior to submitting a proposal without regard to how a copy of the solicitation was obtained. All proposals are subject to the conditions specified in the solicitation documents and on any addenda issued thereto.

Further, it is the responsibility of every vendor to register and maintain their current contact information at www.myvendorlink.com.

http://www.polkschoolfl.net/ http://www.myvendorlink.com/

PROPOSAL ACKNOWLEDGEMENT

I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this PROPOSAL ACKNOWLEDGEMENT, I further certify full, complete and unconditional acceptance of the contents of this solicitation, all Attachments, Worksheets, Appendices, Supplemental Materials, and the contents of any Addendum released hereto except as otherwise noted in this proposal.

*SIGNATURE OF AUTHORIZED REPRESENTATIVE:

SIGN HERE

PRINT NAME OF AUTHORIZED REPRESENTATIVE:

TITLE: DATE:

PROPOSER (Legal name of firm):

STREET ADDRESS:

CITY & STATE:

CONTACT PERSON:

CONTACT PERSON'S ADDRESS:

TELEPHONE: FAX:

TOLL FREE: E-MAIL ADDRESS:

PROPOSER TAXPAYER IDENTIFICATION NUMBER:

Section 1: Purpose and Overview

1.1. Purpose:

The School Board of Polk County, Florida (“BOARD”) on behalf of Polk County Public Schools (“DISTRICT”) is requesting replies for the provision of Employee Benefits Consultant Services.

1.2. Overview and Background Information:

In January of 2025, the School Board of Polk County will transition the third-party administration of its Polk County Health Plan away from Florida Blue after twenty-one years. In 2012, the BOARD opened an employee health center with HealthStat to address the deficit of primary care services in the northeast section of the county. In 2016 an additional flagship center was opened in south Lakeland.

The centers offer free primary care, lab, x-ray (Lakeland only), physical and massage therapy, health coaching and a dietician, and a mental health counselor that shares hours, and dispensary with limited generic medications.

The BOARD currently offers a free PPO plan with a very low seven-tier contribution structure for dependent coverage, as well as retirees not eligible for Medicare. The BOARD has contributed millions of additional dollars over the past five years to fiscally support and shore up the health plan.

The goal of the 2024 Health Plan RFP was to find flexible partners for our benefit plan(s) that would allow us to design a program to meet the evolving needs of our members and the BOARD. The RFP resulted in a change from a major carrier to a Third-Party Administrator for the medical plan and a mid-market Pharmacy Benefit Manager for the prescription drug plan. These changes will allow the BOARD to implement innovative point solutions as needs and opportunities are identified.

The School Board takes pride in maintaining a rich, free health plan. However, in 2026, funding will likely become an issue again, and creative ideas will have to be developed to address the financial solvency of the health plan.

The School Board has struggled since pre-pandemic to re-introduce wellness and modify its wellness program, and get employees engaged in their health. No matter what we do with our contracts, if we don’t get employees engaged in their health, we will continue to struggle with benefit costs. In addition, our union contracts require us to negotiate every change in copay, making it challenging to change benefits. We are also exploring how we can look at negotiating with local vendors for local network discounts. In addition, we need to explore how we can expand our popular health centers to offer primary care centers throughout Polk County to our growing population (4 or 5 centers instead of 2). We will be seeking a partner to help us address these issues in creative ways.

1.3. About the District:

The District office is located in Bartow, Florida.

There are over 115 K-12 schools located throughout the District. The District currently operates 17 high schools, 4 middle-senior high schools, 19 middle schools, 76 elementary and K-8 schools and various alternative education sites.

The current PreK-12 student population is approximately 96,000 making the Polk District the eighth largest District in the State of Florida, in terms of student population. There are 67 school Districts within the state. There are approximately 12,000 employees currently employed by the school District.

The County measures 1,823 square miles, making it one of the larger counties in the state.

Additional District information is available at https://polkschoolsfl.com

END OF SECTION 1

Section 2: General Instructions to Respondents

2.1 Restrictions on Contacting the District:

Upon the issuance of this solicitation, all contact with the DISTRICT must be made through the designated contact person noted below. The Proposer must limit communication with the designated contact to the means specified in this document. Other DISTRICT employees, https://polkschoolsfl.com/ representatives of the DISTRICT and members of the Evaluation Committee are instructed not to answer questions regarding the solicitation or otherwise discuss the contents of the solicitation with the proposers or their representatives. Any contacts made with other District employees, representatives of the DISTRICT or members of the Evaluation Committee will be reported to the Purchasing Department. Proposers shall not, under the penalty of law, offer any gratuities, favors or anything of monetary value to any officer or employee of the DISTRICT or representative of the DISTRICT in connection with this competitive procurement.

Procurement Contact, Email: Denise Whitaker, denise.whitaker@polk-fl.net.

A cone of silence is hereby established for all competitive selection processes for the provision of goods and services. The cone of silence is designed to protect the integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award.

Pursuant to School Board Policy 6324, the cone of silence shall be imposed after advertisement of same. All provisions of School Board Policy 6324 are applicable to this solicitation. The cone of silence terminates at the time the written recommendation from the purchasing department or facilities department regarding contract award is either presented to the Superintendent for approval or the BOARD for action; provided, however, that communications are permitted when the BOARD receives public comment at the meeting when the recommendation is presented.

2.2 Clarification/Interpretation/Additional Information: Written questions concerning clarification, interpretation, or additional information must be submitted at www.myvendorlink.com where this solicitation is posted no later than the deadline listed in this document, anticipated schedule of events section. It is the sole responsibility of the bidder at its own risk to ensure that written questions, however submitted, will be received by the deadline indicated above.

2.3 Addendum:

The issuance of a written addendum is the only official method by which interpretation, clarification or additional information can be given. If it becomes necessary to revise or amend any part of this bid, an addendum will be posted to the same website where this solicitation is posted, at www.myvendorlink.com. See the Anticipated Schedule of Events for specific information.

The DISTRICT may modify the solicitation at any time prior to proposal submission deadline by issuance of a written addendum. Addenda shall be numbered consecutively and initiated by the Purchasing Director, or designee. No other person shall be authorized to make changes verbally or in writing.

Any such addenda will be posted to the same website where this solicitation is posted, at www.myvendorlink.com. It shall be the responsibility of the proposer to be sure they receive all addenda.

No addendum will be issued later than 5 (five) calendar days prior to proposal submission deadline except an addendum withdrawing the solicitation or one which postpones the proposal submission deadline.

No verbal or written information which is obtained other than by information in this document or by addendum to this document will be binding on the District.

2.4 Proposal Electronic Submission:

All submissions must be transmitted electronically at www.myvendorlink.com. It is the sole responsibility of the vendor to ensure that their proposal response is submitted no later than the deadline in this document, anticipated schedule of events section or as amended in the form of an addendum issued by the Purchasing Department. The vendor is responsible for allowing adequate time to upload their submittal on VendorLink. Technical questions may be submitted to support@evendorlink.com. Polk County Public Schools shall not be responsible for delays caused in any occurrence. Submittals sent by mail, facsimile, electronic mail, telephone or any other means not specified herein will not be accepted.

Acceptable file formats for upload are Microsoft Excel (.xls or .xlsx), .pdf or .ZIP file formats. Printing must http://www.myvendorlink.com/ http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:support@evendorlink.com be enabled on all files submitted. Provide one (1) original proposal, along with a redacted copy (if applicable)

2.5 Anticipated Schedule of Events: (subject to change as conditions may dictate) Activity Date

Broadcast ITN at www.myvendorlink.com 11/01/2024 Non-mandatory pre-proposal conference n/a Question submission deadline at www.myvendorlink.com 11/06/2024, 4:00 PM Response to questions posted at www.myvendorlink.com 11/07/2024 Proposal submission deadline at www.myvendorlink.com 11/14/2024, 3:00 PM Proposal opening, evaluation committee introduction 11/14/2024, 3:00 PM Phase I – required submittals (verified by purchasing or evaluation team) 11/18/2024 Evaluation Committee Meeting, review proposals, District Office 12/03/2024, 9:00

AM

Phase II – scoring criteria (entered by evaluation team) Phase III – cost (entered by purchasing or evaluation team) 12/03/2024, 5:00PM Finalist presentations, if necessary. District Office 12/09/2024, 9:00

AM

Evaluation Committee Meeting, recommend award 12/09/2024, 5:00 PM Post Notice of Recommendation of Award (on or about) 12/17/2024 Board approval of recommendation of award 01/28/2025 Post award meeting, District Office 02/04/2025 Contract Start 02/04/2025

*Evaluation Committee meetings and oral presentations will be posted as a public notice at www.myvendorlink.com

Public Meetings such as proposal opening occur at the District Office at 1915 S. Floral Avenue, Bartow, Florida 33830. Only names of respondents will be provided at bid opening. Pricing and other contents of bid responses will be disclosed as noted in Section 119.071(1)(b), F.S. and Section 286.0113, F.S. Individuals interested in attending, must register in person, present a photo id, and will be issued a district badge. For ADA assistance, contact the Office of Equity and Compliance, 863-534-0781 at least 3 business days before the meeting.

If the time allotted to make the selection of contractors as stated above proves to be insufficient, the posting of the Notice of Recommended Bid Award and the approval date could both slip.

Monitor www.myvendorlink.com or contact the purchasing department for updates as to when the notice will be posted.

END OF SECTION 2

Section 3: Scope of Services The DISTRICT is seeking a qualified Employee Benefits Insurance Consulting firm to work cooperatively and collaboratively with DISTRICT and its employees in the purchasing of insurance products that are offered by the DISTRICT. The DISTRICT anticipates that compensation for these services will be on fee-for-service basis. The focus of the consultant should be promoting products that serve the best interest of the DISTRICT and its employees.

3.1 Contractor Experience:

3.1.1 Applicants must have a minimum of five (5) years of experience in successfully providing consultation services to both public and private employers of similar size.

3.1.2 Preference will be given to consulting groups that have experience with large self-funded health insurance plans and have knowledge and experience in negotiating benefits offered in Central Florida.

3.1.3 Applicants not meeting this requirement will not be eligible for further evaluation of their proposal.

http://www.myvendorlink.com/ http://www.myvendorlink.com/

3.2 Licenses & Certifications:

Contractor must have the Florida 2-15 Insurance License and must maintain this license throughout the term of the contract.

3.3 Service Requirements:

3.3.1. Assist in the development, market research, and evaluation of RFP (Request for Proposal) for the benefits contained in the Benefits Guide.

3.3.2. Work with the DISTRICT to negotiate contracts with the selected providers that are cost efficient and in the best interest of the DISTRICT.

3.3.3. Assist the DISTRICT with compliance and interpretation of plan coverage and eligibility issues.

3.3.4. Work with DISTRICT administration and the collective bargaining units representing DISTRICT employees.

3.3.5. Work with DISTRICT to develop premiums and benefit coverage for health insurance plan(s).

3.3.6. Provide DISTRICT with sound documentation for the rates and plan changes that are recommended.

3.3.7. Assist with drafting the carrier(s) contract in coordination with DISTRICT.

3.3.8. Assist DISTRICT in interpreting health plan benefits including eligibility and benefit intent.

3.3.9. Attend DISTRICT meetings including the Superintendent’s Quarterly Insurance Committee Meeting, Health Insurance Strategy Meetings (quarterly or more frequently as needed), weekly telephonic administrative meetings and other meetings and provide data and input as requested.

3.3.10. Work with the DISTRICT Wellness Department for development of strategies for employee benefit Survey. The survey will be conducted at least every other year noting trends and making recommendations based on data and product designs that promote prevention and individual responsibility.

3.3.11. Work with the DISTRICT to jointly consider cost savings projects that includes a cost savings model acceptable to both parties and approved by the BOARD.

3.3.12. Assist in resolving disputes with benefits contractors when services rendered by those contractors are not within acceptable standards or the services do not comply with State or Federal regulations.

3.3.13. Assist DISTRICT in keeping informed about changes in benefits compliance and changes in law that affect benefits offered.

3.3.14. Work with DISTRICT, their Third Party Administrators and DISTRICT contracted healthcare attorney to resolve grievances and appeals for healthcare services. Including facilitation of grievances and appeals, contacting all parties concerned, holding grievance hearings, full investigation, notifying member of outcomes, and provide quarterly reporting.

3.3.15 Work with DISTRICT to determine the feasibility of purchasing stop loss coverage.

3.4 Programs and Participation Levels (as of 10/1/2024):

Coverage Line Carrier Actives Retirees Board Spouses Medical Plan BCBSFL 11650 305 5 Coverage Line Carrier Actives Retirees Grandfather Retirees Health Clinic Marathon 15029 290 40 Coverage Line Carrier Employee Count Basic Life/AD&D The Standard 12316 Additional Life/AD&D The Standard 4227 Child Dependent Life The Standard 1785 Spouse Dependent Life The Standard 1462 Grandfathered Retiree Life The Standard 667 Retiree Life The Standard 424 Grandfather Transamerica Life/AD&D - Employee Life The Standard 30 Grandfather Transamerica Life/AD&D - Child Life The Standard 9 Grandfather Transamerica Life/AD&D - Spouse Life The Standard 20 LTD The Standard 2919 STD 14 Day The Standard 1050

STD 30 Day The Standard 1075 STD 7 Day The Standard 923

DCAP TASC 72

Health FSA TASC 1509 Coverage Line Carrier Actives Retirees Dental High Plan Delta Dental 2388 99 Dental Middle Plan Delta Dental 4200 133 Dental Low Plan Delta Dental 2128 42 Vision High Plan Avesis 1818 17 Vision Low Plan Avesis 5830 222

END OF SECTION 3

Section 4: Deliverables Financial / Plan Performance:

1. Prepare monthly medical plan financial analysis, including cost, large claimant activity, trend, and utilization analyses.

2. Provide medical plan performance summaries to present to Superintendent, School Board, Unions and Superintendent Insurance Committees.

3. Reconcile financial analysis to SAP monthly.

4. Prepare annual renewal analyses, presentations, options, and recommendations for active and retiree programs. Prepare calendar and fiscal year budget projections.

5. Review and make recommendations on premium contribution structures, plan design, and develop impact studies for potential changes.

6. Coordinate completion of annual 112.08 actuarial certification required by the State of

Florida.

7. Work with internal and external auditors to provide necessary data and oversight, as necessary.

8. Identify and act as liaison with actuarial firm for the completion of GASB-45 OPEB valuation.

9. Maintain database of all medical and pharmacy claim activity used to perform audits, utilization and cost modeling, and data facilitation when appropriate.

10. Collaborate with district staff to prepare collective bargaining proposals with required financial analysis.

Consulting Services:

1. Provide general and technical guidance on employee benefit issues to include market analysis, trends, contract and statute interpretation, and cost containment methods.

2. Ensure all contracts, plan documents and administrative procedures are in compliance with all current and emerging State and Federal regulations, including Health Care Reform, HIPAA, COBRA, Section 125, GINA, ADA, DOL, HHS, Florida Office of Insurance Regulation, and any other regulatory body.

3. Prepare presentations and attend School Board, Superintendent Insurance Committee, Health Strategy Committee, Collective Bargaining Session and Employee meetings as requested or needed. Provide an additional staff member to serve as an onsite remote person to support the department with benefit administration duties.

4. Facilitate quarterly Administrative Vendor Meetings to review performance, address administrative issues, and monitor ongoing employee satisfaction.

5. Coordinate the provisions and accuracy of the medical Summary Plan Description for the self-funded medical program.

6. Provide assistance in the operations of the PCSB Employee Health and Wellness Centers, including contracting, coordination with vendors, financial analyses, and ongoing oversight.

7. Assist with health management activities including disease management implementation and oversight; wellness evaluation reporting; and wellness strategic planning.

8. Provide assistance with the Section 125 Plan including the open enrollment process, plan administration, plan offerings, enrollment methods, and communication processes.

9. Develop and respond to market surveys and employee satisfaction surveys.

10. Assist in the development and review of communication materials written by PCSB benefit staff and participating organizations for content, appearance, compliance, and accuracy.

11. Develop an annual employee benefits guide and supplemental communication material for use in annual Open Enrollment and New Hire enrollments.

12. Act as a liaison between the District and the benefits administration system provider to ensure accurate benefit plan setup and administration.

13. Assist on a regular basis and in a timely manner to provide information, analysis, and guidance on all aspects of benefit program policy and administration.

14. Provide guidance on statute compliance, annual budgets, payroll deduction allocations, stop-loss purchases, and attachment points where applicable.

15. Conduct workflow analyses within employee benefits department to identify current administrative procedures and recommendations for process improvement opportunities.

Procurement and Contracting:

1. Develop solicitation for employee benefit plans as needed, analyze proposals received, assist with interviews, and be prepared to defend recommendations made.

2. Assist with the development, negotiations, analysis, implementation, and termination of employee benefit contracts.

3. Negotiate employee benefit renewal rates and plan modification provisions where applicable.

4. Facilitate plan implementation and transition activities, as necessary.

END OF SECTION 4

Section 5: Proposal Format and Required Content

5.1 Proposal Preparation:

To ease comparability and enhance the review process, proposals should be organized in the manner specified below. Failure to provide the required information will affect the evaluation of the proposal and may be grounds for disqualification. Responsive proposals should provide straightforward, concise information that satisfies the requirements noted within this solicitation. Emphasis should be placed on skills and experience that respond to the needs of the DISTRICT, the requirements of this solicitation and completeness and clarity of content.

5.2 Required Information and Format:

It is required that the original proposal along with a redacted copy (if applicable) in useable format (i.e. Word, Excel not PDF) be submitted. The Proposal Acknowledgement must be signed by an officer or agent of the proposing firm who is empowered to contractually bind the firm. Proposals shall be valid for 90 days following the proposal submission deadline. Failure to provide the required information will affect the evaluation of the proposal and may result in disqualification.

5.3 Response Organization:

Table of Contents Include a Table of Contents for clear identification of the material by tab number as listed below. The proposal shall include the following information and consist of the following sections labeled:

Tab 1 General Submittals PASS/FAIL. This is a compliance section and, as such, carries no evaluation points.

a. Letter of Transmittal: Proposer will submit a Letter of Transmittal listing the following:

• Proposer’s Name

• Submission date

• Primary Contact name

• Contact phone number

• Contact email address

• Proposer’s address

b. Proposal Acknowledgement: Form provided in this solicitation must be completed, signed, and included with your proposal . Any modifications or alterations to this form shall not be accepted.

c. Public Records: All responses to this solicitation are subject to release as public records consistent with Chapter 119 Florida Statutes.

• Proposers should insert a statement that all content in the proposal is releasable.

Absence of this statement all information will be considered releasable.

• Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you should specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption under this Section of Tab 1. See Section 7.5.

• Details of proposals, including confidential or proprietary information or alleged trade secrets, with the exception of a vendor’s financial statements (when such statements are required in the solicitation), may be disclosed at a public meeting.

d. Forms:

• Addendum Acknowledgment Form: Proposer shall complete, sign, date, and submit the Addendum Acknowledgement Form, if applicable. Completed form should be submitted with the proposal packet and must be on file prior to award.

• Submittals Checklist: Proposer shall complete and submit the Submittals Checklist.

• Appendix A, Statement of Affirmation and Intent: Proposer shall review, complete, sign, date, and include Appendix A, Statement of Affirmation and Intent with proposal.

• Appendix B, Conflict of Interest Statement: Proposer shall review, complete, sign, date, and include Appendix B, Conflict of Interest Statement with proposal.

• Appendix C, AD-1048 USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions Form: Proposer shall complete, sign, date, and submit Appendix C, AD-1048 USDA Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions with proposal.

• Appendix D, Drug-Free Workplace Certification Form (optional): Proposer shall sign and date, and submit, if applicable. Proposals received which are equal with respect to price, quality, and services and that have provided proper certification that a business has implemented a drug-free workplace program, shall be given preference in the award process.

• Appendix E, MWBE/LDB/VBE subcontractor participation form: Proposer shall review, complete, sign, date, and include with proposal submission.

• Appendix F, Byrd Anti Lobbying Amendment: proposer shall review, completed, sign, date and include with proposal submission.

• Appendix G, Reference Request Form: proposer shall submit completed forms with proposal submission.

• If a Florida Corporation, screenshot of “ACTIVE” status through www.sunbiz.org. If a Non-Florida Corporation, screenshot of “ACTIVE” status from the state in which the business was formed.

e. Additional Documentation:

Tab 2 Qualifications and Experience Provide at least three (3) Florida School District References or three (3) of the most comparable municipal references in the past five (5) years. The DISTRICT reserves the right to contact any http://www.sunbiz.org/ references and to obtain, without limitation, information on the proposer’s performance on the listed jobs. The DISTRICT may utilize other reference information on a proposer’s capability to determine performance history. Negative references, in the DISTRICT’s sole discretion, may be cause for disqualification of proposer. Appendix G, Reference Request Form shall be completed and included with proposal submission.

Tab 3 Response to the Statement of Work

Tab 4 Proposal Price

Category Hourly Rate Lead Consultant (Dedicated Partner) Senior Consultant Consultant

Tab 5 MWBE/LDB/VBE Participation

END OF SECTION 5

Section 6: Evaluation of Proposals

6.1 Evaluation Process:

Written proposals will be evaluated by an Evaluation Committee comprised of representatives from the District and others determined by the District. Purchasing Department personnel and others as determined by the District, will participate in an advisory capacity only.

The Evaluation Committee will assign points in the evaluation and recommendation process in accordance with the Evaluation Criteria listed in this document.

Proposers are cautioned to provide their best offer initially and should not withhold any information from the written response in anticipation of presenting the information orally, since oral presentations (presentations/interviews) may not be solicited from all proposers.

The Evaluation Committee reserves the right to interview any, all or none of the proposers and to require a formal presentation/interview with the key people who will administer and be assigned to work on the contract before recommendation of award.

The Evaluation Committee reserves the right to:

• Short list proposals for further consideration

• Request presentations/interviews from short listed proposers or from all proposers

• Ask questions during the oral presentation/interview for the purpose of clarification of information provided during the presentation/interview

Proposers providing additional information requested by the District shall not submit in their response any information that will alter or change the terms and conditions of their original proposal. A vendor’s past performance may be used in the evaluation process.

The District reserves the right to negotiate further terms and conditions, including price with the highest ranked proposer or proposers in the event of a multiple source award. If the District cannot reach a mutually beneficial agreement with the first selected proposer, the District reserves the right to enter into negotiations with the next highest ranked proposer and continue this process until agreement is reached.

Decisions on finalists and specific interview times (if necessary) will follow the dates in this document, anticipated schedule of events section.

The recommendation for award will be posted for review by interested parties at The School Board of Polk County Administrative Offices, 1915 S. Floral Ave., Bartow, FL and on the Purchasing Department’s website at www.myvendorlink.com and will remain posted for a period of at least 72 hours.

The BOARD may award or reject any or all proposal(s).

6.2 Written Proposal Evaluation Criteria:

The Evaluation Committee shall score and rank responsive proposals. The evaluation factors will be limited to the criteria listed in the table below:

Evaluation Criteria-Written Proposal Point Value General Submittals (Tab 1) pass/fail Qualifications and Experience (Tab 2) 35 Response to Statement of Work (Tab 3) 40 Proposal Price (Tab 4) 25 Total Points Available 100

6.3 Calculation of Evaluation Score:

Each Selection Committee member shall determine which of the following descriptions applies to each of the foregoing Proposal evaluation criteria:

• EXCELLENT (1.0): Of the highest or finest quality; exceptional; superior; superb; exquisite;

peerless.

Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited an exceptional and superior degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative description (including all supporting documentation, diagrams, drawings, charts and schedules, etc.)

demonstrated the Proposer’s ability to perform and deliver far beyond expectation.

• VERY GOOD (0.8): To a high degree; better than or above competent and/or skillful.

Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a very high degree of understanding, skill and competency, both qualitatively and quantitatively. The facts included in the narrative description (including all supporting documentation, diagrams, drawings, charts and schedules, etc.) demonstrated the Proposer’s ability to perform and deliver beyond expectation.

• GOOD (0.6): Having positive or desirable qualities; competent; skilled; above average.

Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a skillful and above average degree of understanding, skill and competency, both qualitatively and quantitatively. The facts included in the narrative description (including all supporting documentation, diagrams, drawings, charts and schedules, etc.)

demonstrated the Proposer’s ability to perform and deliver at the expected level.

• FAIR (0.4): Average; moderate; mediocre; adequate; sufficient; satisfactory; standard.

Proposer provided information for a given criteria that satisfied the requirements and described sufficiently how and what will be accomplished in a manner that exhibited an adequate and average degree of understanding, skill and competency, both qualitatively and quantitatively. The facts included in the narrative description (including all supporting documentation, diagrams, drawings, charts and schedules, etc.)

demonstrated the Proposer’s ability to perform and deliver at a level slightly below expectation.

• POOR (0.2): Inadequate; lacking; inferior in quality; of little or less merit; substandard;

marginal.

Proposer provided information for a given criteria that did not satisfy the requirements and described in an inadequate manner how and what will be accomplished. The information provided simply reiterated a requirement, contained inaccurate statements or references, lacked adequate information, or was of inferior quality. The facts included in the narrative description (including all supporting documentation, diagrams, drawings, charts and schedules, etc.) demonstrated the Proposer’s ability to perform and deliver at a substandard and inferior level.

• UNACCEPTABLE (0.0):

Proposer failed to provide any information for a given criteria, provided information that could not be understood, or did not provide the information for a given category as requested.

Selection committee member reviews proposal for each criterion. Determine the applicable description, multiply corresponding factor by available points for related criterion resulting in points obtained for criterion. Example: criterion #1, proposal is determined to be very good.

Calculation as follows, 10 available points x 0.8 applicable description multiplier = 8 points assigned.

Calculation of the cost:

Distribution of points for evaluation of the COST will be calculated using the following formula:

Lowest COST ÷ Proposer’s COST X Total Point Value = Proposer’s points

For example, if Respondent A submits a proposal with a price of $10,000 and Respondent B submits a proposal with a price of $15,000 and Respondent C submits a proposal with price of $12,500, Respondent A would receive 100% of the possible points, Respondent B would receive 67% ($10,000/$15,000) of the possible points, and Respondent C would receive 80% ($10,000/$12,500) of the possible points.

A Selection Committee member’s total score for each Proposal shall equal the sum of the total points allocated for each evaluation criterion.

When all Selection Committee members have completed their Proposal evaluations, the individual Selection Committee members’ total scores for each Proposal will be added together to produce a final score for each Proposal.

The FACILITATOR will confirm the calculations for the final score of each Proposal, then publish a rank-ordered listing of the Proposals to the Selection Committee with the Proposal receiving the highest point score designated as the highest ranked Proposal.

6.4 Presentation/Interview Evaluation Criteria:

If the Evaluation Committee decides to interview proposer(s), the criteria and point values below will be utilized. The Evaluation Committee shall score, and rank based on the evaluation factors, which will include, but not necessarily be limited to, the criteria listed below.

The proposers who are selected for an oral presentation/interview will receive an agenda to be used in preparation for their oral presentation/interview. The Evaluation Committee members may ask questions for the purpose of clarification during the oral presentation/interview. The oral presentation/interview, based on the agenda and the responses to the Evaluation Committee’s questions, will be used in the scoring.

Evaluation Criteria-Presentation/Interview Point Value Oral Presentation/Interview 40 Overall ability to meet the needs of the District 60 Total Points Available 100

There is the potential final points obtained of those interviewed to include total points obtained from written proposal and presentation/interview sections

END OF SECTION 6

Section 7: General Terms, Conditions, and Information

7.1 Recommendation of Award:

Notice of Recommendation of Award will be posted for review by interested parties, at the

School Board Administrative offices at 1915 South Floral Avenue, Bartow, Florida and at www.myvendorlink.com as stated in this document, anticipated schedule of events section and will remain posted for a period of at least 72 hours.

7.2 School Board Obligations:

The DISTRICT accepts no obligation for the costs incurred in responding to this solicitation in anticipation of being awarded a contract. The DISTRICT reserves the right to select qualified responses to this solicitation without discussion of the responses with the respondents. The DISTRICT reserves the right to reject any or all submitted proposals.

7.3 Proposers Obligations:

Proposers are invited to submit proposals in accordance with the requirements outlined in this solicitation. By submitting a signed proposal, a proposer agrees that it fully understands this solicitation and must abide by the terms and conditions contained therein. The proposals are required to address all specifications in this solicitation. The DISTRICT will expect the proposer to provide the commodity/service requested in solicitation and to enter a contract on that basis at their proposed costs, if selected to perform the work. Unauthorized exceptions, amendments, or deviations will not be accepted. The decision of the DISTRICT will be final in this regard. Cost of preparation of a response to this solicitation are solely those of the proposer, and the District assumes no responsibility for any such costs incurred by the proposer.

The responsibility for determining the full extent of exposure to risk and verification of all information rests solely with the company submitting a response. Neither the DISTRICT nor its representatives shall be liable for any error or omission in this document, nor the failure on the part of the responder to determine the full extent of exposure to risk.

7.4 Lobbying:

Proposers are hereby advised that lobbying is not permitted with any District personnel, representatives of the District, BOARD Members or Evaluation Committee members related to this solicitation. All inquiries must be directed through the Purchasing Department as outlined in Section 2 General Instructions to Respondents Item 2.1 District Contact/Inquiries.

Lobbying is defined as any action taken by an individual, firm, association, venture, partnership, syndicate, corporation, and all other groups who seek to influence the governmental decision of a BOARD Member, District personnel, representatives of the District or Evaluation Committee members on the award of this contract. Any proposer or any individuals that lobby on behalf of proposer will result in rejection/disqualification of said proposal.

7.5 Public Records:

All responses to this solicitation are subject to release as public records consistent with Chapter

119 Florida Statutes. Florida law exempts trade secret information from production in response to a request for copies of government documents. If you believe any portion of your proposal response contains information that is not subject to release under Florida law, you must specifically identify the information you believe is exempt from release and the specific statutory authority that covers the asserted exemption. Place this information in your proposal under Tab 1. See also Preparation of Proposals and Required Content in this solicitation, part

d. Public Records.

Proposers should provide a redacted copy of the response within the submittal package and should note it as “Redacted Copy” on the cover.

The redacted copy should only exclude or obliterate those exact portions that are claimed to be confidential, proprietary, or trade secret. In compliance with Section 119.07(1)(e), Florida Statutes, the proposer must “state the basis for the exemption” that the proposer “contends is applicable to the record, including the statutory citation to an exemption created or afforded by statute.”

Trade Secrets/Confidential Information: The parties recognize and agree that the BOARD is subject to the provisions of the Florida Public Records Law, as codified in Chapter 119, Florida Statutes. Therefore, any claim by the company that its records or work is confidential or trade secret must be made in compliance with §§ 812.081 and 815.045 Florida Statutes. If the BOARD receives a public records request for materials the company has previously and specifically indicated in writing to the BOARD is a trade secret, then the BOARD agrees to use reasonable efforts to timely notify the company of such public records request, at which time the company may independently pursue a court order protecting the disclosure of such information. Excepting information designated by the company as a trade secret under Florida law, the foregoing shall not be deemed the BOARD’s guaranty of the non-disclosure of all information provided by the company to the BOARD pursuant to the School Board’s legal obligation to comply with a public records request. Should a request be made for disclosure of confidential records of the other party, the School District shall provide notice to the other party who may then, at its discretion, respond to the request. Should the other party not disclose the records/documents, the other party shall defend and indemnify the School District for any fees and costs which are incurred or taxed against the Polk County School District as a result of the non-disclosure.

NOTE: Details of proposals, including information cited as confidential or proprietary or alleged trade secrets, with the exception of a company’s financial statements, may be disclosed at a public meeting.

Proposers are advised to consult with their legal counsel(s) regarding any material in their proposals that the Proposers believe should not be public record. The BOARD assumes no obligation or responsibility for asserting legal arguments on behalf of potential Proposers.

7.6 Time:

All times stated in this document refer to the Eastern Time Zone (ET). The normal office hours for the District are from 8:00 AM to 5:00 PM, Monday through Friday, except BOARD holidays.

7.7 Employment Eligibility Verification (“E-Verify”):

Section 448.095, Florida Statutes. The employment of unauthorized aliens by any

Vendor/contractor or subcontractor is considered a violation of Section 274A(e) of the federal Immigration and Nationality Act. Florida law requires registration with and use of the federal employment eligibility verification (“E-Verify”) system on state contracts for goods and services. If the contractor or subcontractor knowingly employs unauthorized aliens, such violation will be cause for immediate contract termination as a matter of law. The contractor or subcontractor will be barred from any other contracts with the BOARD and may be required cover any additional costs incurred by the BOARD. The prospective bidder certifies, by signature and submission of this proposal, its compliance with the E-Verify System requirements.

7.8 Public Entity Crimes Statement and Convicted Vendor List:

In accordance with Section 287.133(2)(a), Florida Statutes, the following information is part of this solicitation. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section

287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. The prospective bidder certifies, by signature and submission of this proposal, that neither the bidder, nor its principal, its agent or its representative is presently debarred suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation in this transaction or otherwise precluded by Florida Statute 287.133 from participating in this contract.

7.9 Discriminatory Vendor List:

Per the provisions of Florida Statute 287.134(2)(a), “An entity or affiliate who has been placed on the discriminatory vendor list 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.” The prospective bidder certifies, by signature and submission of this proposal, that neither the bidder, nor its principal, its agent or its representative is presently on the discriminatory vendor list, or otherwise precluded by Florida Statute 287.134 from participating in this contract.

7.10 Preference for Drug-Free Workplace:

Whenever two or more proposals which are equal with respect to price, quality, and service are received, preference shall be given to a proposal received from a business that certifies that it has implemented a drug-free workplace program in accordance with Section 287.087, Florida Statutes. To receive preference, the completed, and signed certification of compliance must be submitted with the proposal.

7.11 Protest Procedures:

Any person who may be adversely affected by an intended decision with respect to the award of any bid, may protest such a decision by following the Bid Protest procedure as outlined in Policy #6326 of The School Board of Polk County, Florida. A copy of the procedure is posted online at https://go.boarddocs.com/fl/polk/Board.nsf/Public?open&id=policies and at the administrative offices of the School Board of Polk County, Florida. Failure to follow the requirements of the bid protest procedures established by the School Board of Polk County, Florida shall constitute a waiver of all protest rights. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

7.12 Insurance Requirements:

The awarded proposer(s) shall procure and maintain at their sole expense insurance of the types and in minimum amounts stated below:

https://go.boarddocs.com/fl/polk/Board.nsf/Public?open&id=policies

INSURANCE LIMITS

Worker’s Compensation Statutory Limits/ Florida Statutory Coverage/ $500,000 each accident Employers’ Liability

Commercial General Liability $1,000,000 each occurrence Premises-Operations: $2,000,000 annual aggregate Contractual Liability combined single limit, for bodily injury & property damage

Professional Liability $1,000,000 per claim (Errors and Omissions) $3,000,000 annual aggregate

The School Board of Polk County, Florida shall be named as a certificate holder and an additional insured under all the above Commercial General Liability coverage and as a certificate holder for automobile liability insurance. Such insurance shall be primary to all other insurance or self-insurance maintained by the BOARD. All insurance shall be written by a company or companies licensed to do business in the State of Florida and satisfactory to the BOARD. Prior to commencing any contracted services, certificates evidencing the maintenance of said insurance shall be furnished to the BOARD.

7.13 Patents and Royalties:

The Respondent, without exception shall indemnify and save harmless the District 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 District. If the Respondent uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the proposed prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work.

In addition, The District shall maintain all rights to the written documentation, electronic media and other materials provided by the Contractor in response to this proposal.

7.14 Compliance with the Jessica Lunsford Act:

Florida Statutes contain certain fingerprinting and/or screening requirements pertaining to all persons or entities entering contracts with Schools/School Boards/School Districts/Charter Schools who may have personnel who will be on school grounds when students may be present. Any individual who fails to meet the statutory requirements shall not be allowed on school grounds. Failure to comply with the statutory requirements will be considered a material default of this contract/agreement.

7.15 Non-Warranty of Specifications:

Due care and diligence have been exercised in the preparation of this solicitation, and all information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposures to risk, and verification of all information herein, shall rest solely with the proposer. Neither the District nor its representatives shall be responsible for any error or omission in this solicitation, nor for the failure on the part of the proposer to determine the full extent of the exposures.

7.16 Federal and State Tax:

The District is exempt from federal and state taxes for tangible personal property. Proposer doing business with the District will not be exempted from paying sales tax to their suppliers for materials to fulfill contractual…