2122-02 RFP CS_Final.pdf

Failure to file a protest within the time prescribed in section 120.57(3), F.S., 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, F.S.

State of Florida

Department of Financial Services

Request for Proposals (RFP) Number: 2122-02 RFP CS

Holocaust Restitution Claims

Procurement Officer:

Rebecca D. Hale

Government Analyst II Department of Financial Services

Office of Purchasing and Contractual Services 200 E. Gaines Street, Larson Building

Tallahassee, FL 32399-0347 Email: DFSpurchasing@myfloridacfo.com

RFP # 2122-02 RFP CS

Rev. 06/15/18

Table of Contents

Section 1. Introduction

1.1 Purpose

1.2 Solicitation Objective

1.3 Background

1.4 Term

1.5 Definitions

1.6 Procurement Officer

1.7 Special Accommodations

1.8 Cooperation with Inspector General

1.9 Commitment to Diversity in Government Contracting

1.10 Convicted Vendor List

1.11 Discriminatory Vendor List

1.13 Antitrust Violator Vendor List

1.14 Supporting Information

SECTION 2. RFP Process

2.1 Overview of the RFP

2.2 Timeline

2.3 Pre-Response Conference

2.4 Question And Answer Period

2.5 Public Response Opening

2.6 Addenda to the RFP

2.7 Contract Formation

SECTION 3. Response Instructions

3.1 Instructions to Respondents

3.2 Mandatory Responsiveness Requirements

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3.3 Contents of Response

3.3.3 Volume 3: Mandatory Responsiveness Requirements

3.4 How to Submit a Response

3.5 Disclosure Of Response Contents

3.6 Confidential Response Materials and Redacted Submissions

3.6.1 Redacted Submissions

3.7 Withdrawal and Modification of Responses

3.8 Minor Irregularities

3.9 Additional Information

SECTION 4. Selection Methodology

4.1 Mandatory Criteria

4.2 Evaluation Team

4.3 Evaluation Criteria

4.3.1 Evaluation of Technical Response

4.3.2 Evaluation of Price Response

SECTION 5. Award

5.1 Basis of Award

5.2 Award Preferences for Identical Evaluations of Responses

5.3 The Department’s Recommendation of Award

5.4 Chief Financial Officer’s Approval

5.5 Agency Decision

5.6 MyFloridaMarketplace (MFMP) Registration

5.7 Execution of Contract

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Attachments

# Name Attachment Sub-components If Any

Attached for

Reference

To Be Completed and Returned

A

Standard Contract Contract Signature Page

Attachment 1, Standard Terms and Conditions – Competitively Procured

Attachment 2, Statement of Work

Attachment 3, Price Response

Attachment 4, Specific Allocation

Attachment 5, PUR

Attachment 6, Quarterly Report Form

Addendum A, Public Records Requirements

Addendum B, Relevant Portions of Contractor’s Response (This document is not yet available.)

B Mandatory Criteria Certification Form C Evaluator Score Sheet

D Award Preferences Form

SECTION 1. INTRODUCTION

1.1 PURPOSE

The Department of Financial Services (Department), an agency of the state of Florida (State), is issuing this Request for Proposals (RFP) to establish a contract with one or more qualified Respondents from different geographic areas throughout the State of Florida interested in undertaking restitution assistance by experienced and qualified case managers for Holocaust Victims and their heirs and beneficiaries. The Department is requesting Responses from qualified respondents to provide assistance in identifying Holocaust era insurance, financial, and property claims victims, and their heirs and beneficiaries, who may be eligible to claim, and assist in the filing of such claims, as stated in the Holocaust Victims Assistance Act, section 626.9543, Florida Statutes (F.S.). Respondents shall provide Holocaust Victims and their families assistance in the filing and payment of their rightful claims and in addressing the effects of the

Rev. 06/15/18 nonpayment of claims or non-return of confiscated assets and property of the Holocaust Victims, including assistance with gaining access to funding provided to address such effects. The solicitation will be administered through the Vendor Information Portal (VIP), the State internet-based vendor information system at https://vendor.myfloridamarketplace.com/. The submitted Response must comply with the terms and conditions stated in this RFP.

1.2 SOLICITATION OBJECTIVE

The Department intends to enter into a contract, as more fully outlined in Attachment 2, Statement of Work, using the Attachment A, Standard Contract, hereby incorporated by reference. The Department intends to make regional awards; however, the Department reserves the right to award to one Respondent or multiple Respondents by region, as permitted by section 287.042(13), F.S., or to make no award, as determined to be in the best interest of the State. If more than one contract is awarded, then the use of the terms “Contract,” “Contractor,” “Response,” and “Respondent,” includes the plural when applicable.

1.3 BACKGROUND

The Department has determined that the identification and filing of Holocaust era financial claims for aging Holocaust Victims can best be accomplished in the geographic location where they live or, if necessary, in the home environment. The Department is interested in obtaining competitive sealed Responses from Respondents from multiple locations throughout the State. Respondents shall possess experience providing social services and restitution to Holocaust Victims and their heirs and beneficiaries.

1.4 TERM

The initial term of the Contract, as defined below, will be five (5) years beginning on the date of execution of the Contract. The Contract may be renewed, in whole or in part, for up to five (5) years in accordance with section 287.057(14), F.S., and the Standard Contract’s Contract Signature Page. Renewal(s) will be made at the renewal pricing specified in the Contract.

1.5 DEFINITIONS

The following definitions apply to this RFP document:

Business Days – Monday through Friday, inclusive, except for State government holidays.

Confidential Information – any documents, data, or records that are confidential and not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution, or any other authority.

Contract – the agreement that results from this competitive procurement, if any, between the Department and the Respondent identified as providing the Response that is determined to be the most advantageous to the State.

Contractor – the Respondent that is awarded a Contract pursuant to this solicitation.

Holocaust Victim(s) – Any person who lost his or her life or property as result of discriminatory laws, policies, or actions targeted against discrete groups of persons between 1920 and 1945, inclusive, in Nazi Germany, areas occupied by Nazi Germany, or countries allied with Nazi Germany.

Participants – the persons seeking information or eligibility for services as Holocaust survivors or as Holocaust Victims, their heirs or beneficiaries being served by the Contractor.

Proceeds – Means the face or other payout value of policies, annuities, or other financial instruments or assets, plus reasonable interest to the date of payment without diminution for wartime or immediate postwar currency devaluation.

Respondent – an entity that submits a Response to this RFP.

Response – a formal response to this RFP.

https://vendor.myfloridamarketplace.com/

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1.6 PROCUREMENT OFFICER

Pursuant to section 287.057(25), F.S., the Department’s Procurement Officer is the sole point of contact for this solicitation.

The Procurement Officer is:

Rebecca D. Hale Government Analyst II Office of Purchasing and Contractual Services Department of Financial Services Email: DFSpurchasing@myfloridacfo.com

***PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL EMAILS TO THE

PROCUREMENT OFFICER.***

Please note that questions will NOT be answered by telephone. All inquiries must be directed to the Procurement Officer in writing. For expediency, the Procurement Officer at her sole discretion may initiate phone calls to Respondents to resolve procedural or administrative issues.

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 solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Response.

Any such contact by any person with a relevant business relationship with a Respondent or an existing or prospective subcontractor to a Respondent is assumed to be contact on behalf of a Respondent unless shown otherwise.

1.7 SPECIAL ACCOMMODATIONS

Any person requiring a special accommodation due to a disability should contact the Department’s Procurement Officer (Procurement Officer). Requests for accommodations for meetings must be made at least five (5) Business Days prior to the meeting. A person who is hearing or speech impaired can contact the Procurement Officer by using the Florida Relay Service at (800) 955-8771 (TDD).

1.8 COOPERATION WITH INSPECTOR GENERAL

By providing a Response to this solicitation, the Respondent understands its duty, pursuant to section 20.055(5), F.S., to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing, in the event Respondent is awarded the Contract. The Respondent will comply with this duty and ensure that subcontracts issued under the Contract, if any, impose this requirement, in writing, on its subcontractors.

1.9 COMMITMENT TO DIVERSITY IN GOVERNMENT CONTRACTING

The State is committed to supporting its diverse business industry and population through ensuring participation by woman-, veteran-, and minority-owned business enterprises in the economic life of the State. The State of Florida Mentor Protégé Program connects certified business enterprises with private corporations for business development mentoring. We strongly encourage firms doing business with the State to consider participating in this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915 or osdinfo@dms.myflorida.com.

mailto:osdinfo@dms.myflorida.com

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The Department supports diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity.

The award of subcontracts should reflect the vast array of citizens in the State. The Contractor can contact the Office of Supplier Diversity at (850) 487-0915 for information on certified business enterprises that may be considered for subcontracting opportunities.

1.10 CONVICTED VENDOR LIST

Pursuant to section 287.133(2)(a), F.S., “[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, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies 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, F.S.

for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.”

1.11 DISCRIMINATORY VENDOR LIST

Pursuant to section 287.134(2)(a), F.S., “[a]n entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies 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.”

1.13 ANTITRUST VIOLATOR VENDOR LIST

Pursuant to section 287.137(2)(a), F.S., “[a] person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity;

may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.”

1.14 SUPPORTING INFORMATION

The Holocaust Victims Assistance Act website online at www.MyFloridaCFO.com/Division/Consumers/Holocaust/ is provided as background information for Respondents. The website has a link to section 626.9543, F.S., (the Holocaust Victims Assistance Act) and Rule 69J-137.010, Florida Administrative Code (F.A.C.).

THE REMAINDER OF THIS PAGE INTENTIONALLY BLANK

http://www.myfloridacfo.com/Division/Consumers/Holocaust/

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SECTION 2. RFP PROCESS

2.1 OVERVIEW OF THE RFP

The RFP is a method of competitively soliciting a commodity or contractual service under chapter 287, F.S.

Under this RFP, there will not be a pre-Response conference. Vendors may submit questions regarding this RFP to the Department during the Question and Answer Period.

Respondents must submit Responses by the deadline listed in Section 2.2, Timeline. The Department will open the Responses at a public opening. After the public opening, the Procurement Officer will review Responses in accordance with Section 4.1, Review of Mandatory Responsiveness Requirements. Responses that the Procurement Officer determines are responsive to the RFP will be evaluated by the evaluation team.

After evaluation, the Procurement Officer will compile the final evaluation scores and add the points awarded for price, as further detailed below. The Department will award the Contract to the responsible and responsive Respondent whose Response is deemed the most advantageous offer to the State based on points awarded, in consideration of price and the other evaluation criteria specified in this RFP.

This section is only intended to be an overview. Read the solicitation in its entirety for further details. In the event of a conflict between this overview and another section of this RFP document, the other section of the RFP document will control.

2.2 TIMELINE

The following schedule will be strictly adhered to in all actions relative to this solicitation. The Department reserves the right to make adjustments to this schedule and will notify participants in the solicitation by posting an addendum on VIP. It is the responsibility of the Respondent to check VIP on a regular basis for such updates.

Event Event Time Eastern Time

(ET)

Event Date

RFP posted on the VIP. N/A May 13, 2022

Deadline to submit questions to Procurement Officer. 5:00 P.M. May 19, 2022

Anticipated date to post answers to Respondents’ questions on VIP. 5:00 P.M. May 26, 2022

Deadline to submit Responses and all required documents to the Department. 4:00 P.M. June 8, 2022

Public Response opening.

Department of Financial Services 200 E. Gaines Street, Larson Building Room 116 Tallahassee, FL

NOTE: The public opening will also be conducted via Conference Call. To attend the public opening call 888-585-9008 and when prompted use Conference Room No. 819-252-704. Attendance at this public opening is not required.

4:15 P.M. June 8, 2022

Anticipated date to post Notice of Intent to Award on VIP. June 27, 2022

2.3 PRE-RESPONSE CONFERENCE

The Department will not hold a pre-Response conference.

2.4 QUESTION AND ANSWER PERIOD

Vendors may submit written questions to the Procurement Officer by the deadline listed in Section 2.2, Timeline. Questions may include requests for clarification regarding the terms, conditions, and requirements of the RFP and its attachments, and any processes described in those documents. If terms included in Attachment A, Standard Contract, are impractical or, for legal or operational reasons, impossible, vendors are encouraged to submit questions regarding the Department’s acceptance of specified alternative terms.

***PLACE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF ALL EMAILS

CONTAINING QUESTIONS.***

The Department requests that vendors submit questions in the following format:

Question # Respondent RFP Section RFP Page # Question

Questions do not constitute a formal protest of the specifications or of the solicitation.

The Department will provide an answer to all questions that are timely submitted through an addendum that is posted on the VIP. If modifications are made to the RFP document or attachments, the Department will post the changes in an addendum on the VIP.

2.5 PUBLIC RESPONSE OPENING

The Department will open the Responses in a public opening at the date, time, and location noted in Section 2.2, Timeline.

2.6 ADDENDA TO THE RFP

The Department reserves the right to modify this RFP by posting addenda on the VIP. It is the Respondent’s responsibility to check for any posted addenda on the VIP.

2.7 CONTRACT FORMATION

The Department will enter into a Contract with each Respondent awarded pursuant to Section 5, Award.

The Contract will consist of the of the documents listed under Attachment A, Standard Contract, in this RFP document’s Attachments Table.

The Respondent shall bring any perceived inconsistencies among any of the provisions of the RFP and its attachments to the attention of the Department prior to the submission of its Response. At any time during the solicitation, the Department may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

Anticipated Contract start date. July 8, 2022

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SECTION 3. RESPONSE INSTRUCTIONS

3.1 INSTRUCTIONS TO RESPONDENTS

This section contains the General Instructions (PUR 1001) and Special Instructions to Respondents. The PUR 1001 can be accessed at http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/ purchasing_forms.

The Special Instructions are in the remainder of Section 3 of this RFP document. In accordance with Rule 60A-1.002, F.A.C., in the event any conflict exists between the Special Instructions and General Instructions, the Special Instructions will prevail.

Section 3, 5, and 9 of the PUR 1001 are inapplicable and are replaced with the following:

Section 3. Electronic Submission of Responses Responses shall be submitted in accordance with Section 3.4, How to Submit a Response, of the RFP document.

Section 5. Questions Questions shall be submitted in accordance with Section 2.4, Question and Answer Period, of the RFP document.

Section 9. Respondent’s Representation and Authorization

(a) In submitting its Response, the Respondent understands, represents, and acknowledges the following:

• The Respondent is not currently under suspension or debarment by the state of Florida or any other governmental authority.

• The Response is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive response.

• The prices and amounts have been arrived at independently and without consultation, communication, or agreement with any other Respondent or potential Respondent; neither the prices nor amounts, actual or approximate, have been disclosed (and will not be disclosed prior to the solicitation opening) to any Respondent or potential Respondent.

• The Respondent will conform to the terms and conditions of the Standard Contract without exception, or, where an exception is made by Respondent, will provide an alternative that is equivalent to or exceeds the Department’s terms and conditions.

• If an award is made to the Respondent, the Respondent agrees that it intends to be legally bound to the Contract that is formed with the Department.

• The Respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the Response, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act, or other conduct inconsistent with any of the statements and representations made in the Response.

• The Respondent shall indemnify, defend, and hold harmless the Department and its employees against any cost, damage, or expense which may be incurred or be caused by any error in the Respondent’s preparation of its Response.

• All information provided by, and representations made by, the Respondent may be considered material and may be relied upon by the Department in awarding the Contract.

Any misstatement may be treated as fraudulent concealment from the Department of the http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms

Rev. 06/15/18 true facts relating to submission of the Response. A misrepresentation shall be punishable under law, including, but not limited to, chapter 817, F.S.

(b) In submitting a Response, the Respondent understands, represents, and acknowledges the following (NOTE: If the Respondent cannot certify to any of following, the Respondent shall submit with its Response a written explanation of why it cannot do so. The Respondent’s explanations may result in the Respondent being found to not be a responsible or responsive vendor as defined in sections 287.012(25) and (27), F.S.):

• To the best of the knowledge of the person signing the Response, the Respondent, its affiliates, subsidiaries, directors, officers, and employees are not currently under investigation by any governmental authority and have not in the last ten (10) years been convicted or found liable for any act prohibited by law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

• Respondent currently has no delinquent obligations to the state of Florida, including a claim by the state of Florida for liquidated damages under any other contract.

• The Respondent has fully informed the Department in writing of all convictions of the firm, its affiliates (as defined in section 287.133(1)(a), F.S.), and all directors, officers, and employees of the firm and its affiliates for violation of state or federal antitrust laws with respect to a public contract and for violation of any state or federal law involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect to a public contract. This includes disclosure of the names of current employees who were convicted of contract crimes while in the employ of another company.

• Neither the Respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or position involving the administration of federal funds:

o Has within the preceding three years been convicted of or had a civil judgment rendered against them or is presently indicted for or otherwise criminally or civilly charged for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or o Has within a three-year period preceding this certification had one or more federal, state, or local government contracts terminated for cause or default.

3.2 MANDATORY RESPONSIVENESS REQUIREMENTS

A Respondent whose Response does not meet the mandatory responsiveness requirements listed below will be deemed non-responsive and will not be considered for contract award.

The mandatory responsiveness requirements are as follows:

1. The Response must include a completed Attachment 3, Price Response.

2. The Response must include an Attachment B, Mandatory Criteria Certification Form, that meets the requirements provided in Section 3.3.3(A), Mandatory Criteria Certification.

The Department will not evaluate a Response from a Respondent that does not meet the mandatory responsiveness requirements. A Response that meets the mandatory responsiveness requirements listed above is presumed to conform in all material respects to the solicitation. The Department reserves the right to re-evaluate its responsiveness determination at any time during the solicitation.

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3.3 CONTENTS OF RESPONSE

Each Respondent shall organize its Response in volumes as provided below. See Sections 4.2-4.3 of this RFP for how Responses will be evaluated during the evaluation phase.

3.3.1 Volume 1: General Information

The Department requests that the Respondent:

A. Cover Letter.

Submit a cover letter on the Respondent’s letterhead that contains the following information:

1. The name and principal place of business of the Respondent;

2. The Respondent’s Federal Employer Identification Number (FEIN); and

3. The name, title, mailing address, telephone number, and e-mail address of the Respondent’s contact person for purposes of the RFP and, if available, an alternate contact person.

B. Responses or Disclosures Required by the PUR1001.

1. Submit any disclosures required by Section 6 of the PUR 1001.

2. Submit any disclosures required by Section 9 of the PUR 1001, as modified by Section 3.1 of this RFP. If unable to certify to any of the provisions of part (b) of Section 9 of the PUR 1001, as modified by Section 3.1 of this RFP, submit a written explanation of why the Respondent cannot do so. The Respondent’s explanations may result in the Department finding the Respondent not to be a responsible or responsive vendor as defined in sections 287.012(25) and (27), F.S. No exceptions to part (a) of Section 9 of the PUR 1001, as modified by Section

3.1 of this RFP document, will be accepted.

C. Award Preferences Form Submit a completed Attachment D, Award Preferences Form. Refer to Section 5.2, Award Preferences for Identical Evaluations of Responses, for further information on how this form will be used. A Respondent who fails to submit a completed Attachment D, Award Preferences Form, as part of its Response will be considered to have no Award Preference if the Department’s evaluation results in two or more Responses receiving an identical highest score.

D. Description of Contract Disputes The Respondent must identify all contract disputes the Respondent (including its affiliates, subcontractors, agents, etc.) has had with any customer(s) within the last five (5) years related to contracts under which the Respondent provided(s) commodities and/or services in the United States on an organizational or enterprise level that may impact or has impacted the Respondent’s ability to provide the services described in this solicitation. The term “contract disputes” means any circumstance involving the performance or non-performance of a contractual obligation that resulted in any of the following actions:

1. Identification by the contract customer that the Respondent was in default or breach of a duty or performance under the contract;

2. An issuance of a notice of default or breach;

3. The institution of any judicial or quasi-judicial action against the Respondent as a result of the alleged default or defect in performance; or

4. The assessment of any fines or direct, consequential, or liquidated damages under such contracts.

For each dispute, the Respondent shall list the following information:

• Identify the contract to which the dispute related;

• Explain what the dispute related to; and

• Explain whether and how the dispute was resolved.

If there are no such contract disputes, the Respondent shall submit a statement confirming this fact under this title in its Response.

3.3.2 Volume 2: Respondent’s Technical Response

NOTE: Volume 2 is the only volume the evaluators will evaluate during the evaluation process referenced in Section 4.2-4.3 of the RFP. Information provided in volumes 1 and 3 will not be reviewed by the evaluators.

The Respondent should provide the following information:

A. Narrative on experience and ability

Respondent will provide a narrative on experience and ability to provide quality restitution assistance to Holocaust Victims and their heirs and beneficiaries in Florida to include the following:

1. Furnish a narrative on its prior relevant experience and ability to provide this or similar services;

2. Demonstrate knowledge about the current needs and challenges of the Holocaust Victim population in the Respondent’s geographic area and how the Respondent has been able to provide assistance to this population in the past;

3. Demonstrate knowledge about the number of Holocaust Victims population in the geographic area(s) the Respondent proposes to serve;

4. The Respondent should demonstrate its ability to reach this population to increase awareness of the new, and existing, Holocaust restitution programs for which Participants are eligible to submit claims; and

5. Respondent should demonstrate knowledge and a detailed description of the Holocaust Survivor Restitution Program assistance being offered in the Respondent’s geographical area.

B. Respondent’s Proposed Solution

Respondent will describe its effectiveness in providing Holocaust era restitution assistance for the Holocaust Survivor Restitution Program as stated in Attachment 2, Statement of Work, the Respondent’s Attachment 3, Price Response, and how the services will meet the requirements of section 626.9543, F.S. The Respondent must state:

1. All geographic regions in which services can be provided;

2. A detailed description of the restitution assistance being offered to Holocaust Victims and their heirs and beneficiaries in these geographic areas;

3. Specific illustrative information necessary to describe the services the program(s) would provide, and its effectiveness;

4. Provide a detailed plan of how the Respondent will provide qualified case managers to answer inquiries of Participants, in seeking to acquire assets from Holocaust settlement funds. Identify the Respondent’s qualified case managers who will perform the services, if awarded;

5. Describe planned coordination with Holocaust Victim Restitution and Social Welfare Funding Sources. The Respondent shall fully describe how it will collaborate with European settlement funds to assist through the education and case management to assist in the mitigation of the

Rev. 06/15/18 effects of the nonpayment of claims or nonreturn of property on Holocaust Victims and their heirs and beneficiaries in appropriate languages to assist in pursuing restitution from other countries that have Holocaust era settlement funds for which the Participant might be eligible;

6. Describe how the Respondent will provide assistance to Participants in completing application and follow-up correspondence for the purposes of acquiring assets from Holocaust settlement funds. Respondent shall also describe how they will conduct home visits or provide assistance at the location of the Respondent;

7. Describe how Respondent will provide outreach to educate this Holocaust Victim population to increase awareness of new and existing Holocaust restitution funds in its geographic area, and;

8. Provide a summarization of the specific services offered by the Respondent to meet the State’s needs, the approach to providing the services, the benefits that the State will derive from receiving the services, and documentation as to why the Respondent is best qualified to perform the services.

3.3.3 Volume 3: Mandatory Responsiveness Requirements

The Respondent shall:

A. Mandatory Criteria Certification.

Submit an Attachment B, Mandatory Criteria Certification Form, that provides a “Yes” Certification Answer for each Certification Question. A Respondent’s failure to provide a “Yes” Certification Answer for each Certification Question will result in the Respondent being deemed non-responsive.

B. Price Response.

Submit a completed Attachment 3, Price Response.

3.4 HOW TO SUBMIT A RESPONSE

The Respondent must submit:

• One (1) original version of each volume of the Response.

o The Respondent must include the originals of any documents required to be signed as part of the Response. The Respondent must label the cover and spine of the volumes “Original

– Volume ____, Binder ____ of ____,” and include the Respondent’s name, and the RFP number.

• Three (3) copies of Volume One (General Information) and Volume Two (Technical Response).

o The Respondent must include an exact copy of the original Response. The Respondent must label the cover and spine of the volumes “Copy # _____, Volume #____, Binder____ of _____,” and include the Respondent’s name, and the RFP number.

• One (1) copy of Volume Three (Mandatory Responsive Requirements).

• One (1) scanned copy of the entire Response on a flash drive, with large files scanned as separate

.pdf files.

• One (1) REDACTED scanned copy of the Response, to include one (1) Confidential Information index, if applicable (see Section 3.8, Confidential Response Materials and Redacted Submissions) on a flash drive. The Respondent must ensure that all metadata has been removed from the files in the redacted copy.

Note: The Respondent may use an alternate method of binding other than a binder and include separate tabs or other methods of separation for the volumes of the Response in lieu of separate binders.

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Respondents must deliver the Responses in sealed packages to the Department of Financial Services at 200 East Gaines Street, Larson Building, Room 146 – Office of Purchasing and Contractual Services, Tallahassee, Florida 32399-0347, by the deadline listed in Section 2.2, Timeline. The Respondent must clearly label the outside of the sealed packages with the RFP number and Respondent’s name.

SECTION 2.2, TIMELINE, SPECIFIES THE DEADLINE AND LOCATION FOR RESPONSE

SUBMISSION. RESPONSES SUBMITTED BEYOND THE DEADLINE OR TO A DIFFERENT

LOCATION WILL NOT BE CONSIDERED.

3.5 DISCLOSURE OF RESPONSE CONTENTS

All documentation submitted as a Response to the RFP will become the exclusive property of the Department and will not be returned to the Respondent. Responses received by the Department may be disclosed pursuant to a public records request, subject to any confidentiality claims and the timeframes identified in section 119.071(1)(b), F.S. The Department has the right to use any or all ideas or adaptations of the ideas presented in any Response. Selection or rejection of a Response will not affect this right.

3.6 CONFIDENTIAL RESPONSE MATERIALS AND REDACTED SUBMISSIONS

In addition to the public records requirements of the PUR 1001, section 19, if the Respondent considers any portion of its Response to be Confidential Information or exempt from disclosure under Chapter 119, F.S., or other authority (Public Records Law), then the Respondent must simultaneously provide the Department with an unredacted version of the materials and a separate redacted electronic copy of the materials. If providing both a redacted and unredacted copy, the Respondent must mark the unredacted version of the document as “Unredacted Version – Contains Confidential Information” and place such information in an encrypted electronic form or a sealed separate envelope.

3.6.1 Redacted Submissions

If submitting a redacted version of its Response, the Respondent must mark the redacted electronic copy with the Respondent’s name, Department’s RFP name and number, and the words “Redacted Copy.” The Redacted Copy should only redact those portions of material for which a Respondent can legally support a claim that the information is Confidential Information or exempt from disclosure pursuant to Public Records Law. An entire Response should not be redacted. An entire page or paragraph which contains Confidential Information or exempt material should not be redacted unless the entire page or paragraph is wholly Confidential Information or exempt from Public Records Law. In the Redacted Copy, the Respondent shall redact and maintain in confidence any materials the Department provides or seeks regarding security of a proposed technology system or information subject to sections 119.011(14), 119.071(1)(f), and 119.071(3), F.S.

In addition, the Respondent should submit a separate index listing the Confidential Information or exempt portions of its Response. The index should briefly describe in writing the grounds for claiming exemption from the Public Records Law, including the specific statutory citation for such exemption.

The Redacted Copy will be used to fulfill public records and other disclosure requests and will be posted on the FACTS website. In addition, the Department will follow the procedures identified in the Standard Contract’s Addendum A, Public Records Requirements, if the Department receives a further request for Confidential Information or exempt material that has been clearly identified as such in writing by the Respondent.

Rev. 06/15/18

3.7 WITHDRAWAL AND MODIFICATION OF RESPONSES

The Respondent may modify its Response at any time prior to the submittal deadline by submitting a request to the Procurement Officer. A submitted Response may be withdrawn from consideration by the Department if the Respondent submits a signed, written request for withdrawal to the Procurement Officer within seventy-two (72) hours after the deadline for Response submittal.

3.8 MINOR IRREGULARITIES

The Department reserves the right to accept, reject, or waive any minor irregularity (including deviations, technicalities, or omissions) if the Department determines that doing so will serve the best interest of the State. At its option, the Department may allow a Respondent to correct any minor irregularity, but the Department is under no obligation to do so. The Department may request that a Respondent provide clarifications to correct any minor irregularity.

3.9 ADDITIONAL INFORMATION

At any time during the solicitation process, the Department may request, and the Respondent must provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the disqualification or rejection of the Response.

The Department reserves the right to seek information from outside sources regarding the Respondent and the Respondent’s offerings, capabilities, references, or performance, if the Department determines that such information is pertinent to the RFP. The Department may consider such information throughout the solicitation process including, but not limited to, when determining whether the award is ultimately in the best interest of the State. This may include, but is not limited to, the Department engaging consultants, subject matter experts, and others to ensure that the Department has a complete understanding of the information provided pursuant to the solicitation.

Rev. 06/15/18

SECTION 4. SELECTION METHODOLOGY

4.1 MANDATORY CRITERIA

The Procurement Officer will review each Response to determine whether the Response satisfies the requirements of Section 3.2, Mandatory Responsiveness Requirements. Only those Responses that meet the mandatory responsiveness requirements will be evaluated. A Respondent who submits a Response that does not satisfy the requirements of Section 3.2, Mandatory Responsiveness Requirements, will be deemed non-responsive and will not be considered for contract award.

4.2 EVALUATION TEAM

The Department’s evaluation team will consist of at least three (3) persons who collectively have experience and knowledge in the program area and service requirements for the contractual services sought under this

RFP.

4.3 EVALUATION CRITERIA

Each Response will be evaluated as set forth in the remainder of this Section 4.3. The Procurement Officer will add the Respondent’s Technical Response points (as described in Section 4.3.1) and the Respondent’s Price Response points (as described in Section 4.3.2) to determine the total points awarded to the Respondent. The total number of points available to each Respondent to this RFP is 125 points.

4.3.1 Evaluation of Technical Response

Each evaluation team member will independently evaluate each Response against the evaluation criteria set forth in Attachment C, Evaluator Score Sheet. The maximum scores for each criterion are set forth in Attachment C, Evaluator Score Sheet. Volume 2 is the only volume the evaluators will evaluate during the evaluation process referenced in Sections 4.2-4.3 of the RFP.

Information provided in volumes 1 and 3 will not be reviewed by the evaluators. See Section 3.3.2 of this RFP.

The maximum number of points available for the Technical Response is 100 points. The Procurement Officer will add the scores awarded by each evaluator for a Respondent and divide the total by the number of evaluators to determine a Respondent’s Technical Response points.

4.3.2 Evaluation of Price Response

The Procurement Officer will evaluate Attachment 3, Price Response. Evaluation will be based on the price for assisting a potential Holocaust Victim, their heirs or beneficiaries with a restitution inquiry (Deliverable 1), assisting a Holocaust Victim, heir or beneficiary with filing a restitution application, either at the Respondent’s business location or at the home of a potential Holocaust Victim, their heir or beneficiary (Deliverable 2), and educating a Holocaust Victim, heir or beneficiary (cost per survivor targeted) to increase awareness of restitution programs (Deliverable 3). Price Responses for the initial Contract term will be awarded a maximum of 15 points. Price Responses for the renewal period will be awarded a maximum of 10 points. The total number of points available for the Price Response is 25 points.

The points awarded for the Respondent’s Price Response will be determined based on the following formulas:

Initial term: (Lowest Respondent’s Price/Respondent’s Price) x (Maximum Number of Points available) = Points Awarded for Initial Term

Renewal term: (Lowest Respondent’s Price/Respondent’s Price) x (Maximum Number of Points available) = Points Awarded for Renewal Term

Rev. 06/15/18

SECTION 5. AWARD

5.1 BASIS OF AWARD

A Contract may be awarded to the responsible and responsive Respondent that the Department determines will provide the most advantageous offer to the State based on points awarded, considering price and the selection criteria in this RFP. The Department reserves the right to award regional contracts for all or for part of the work contemplated by this solicitation or to make no award under this RFP.

The Department reserves the right to determine which Responses are responsive and responsible at any time during the solicitation. Respondents whose Responses, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as not being responsible vendors as defined in section 287.012, F.S. The Department may request additional information pertaining to the Respondent’s ability and qualifications to accomplish all services described in this RFP as deemed necessary during the RFP or after contract award.

The Department reserves the right to accept or reject any or all Responses or separable portions of Responses.

5.2 AWARD PREFERENCES FOR IDENTICAL EVALUATIONS OF RESPONSES

As used in this Section, the term “Identical Respondents” means the Respondents whose Responses received identical highest scores.

If the Department’s evaluation results in two or more Responses receiving an identical highest score, the Department will apply the information submitted by the Identical Respondents in Attachment D, Award Preferences Form, to award the Contract as follows:

If no Identical Respondent has an Award Preference, the Contract will be awarded to the Identical Respondent who pulls the shortest straw.

If only one Identical Respondent has one or more Award Preference, the Contract will be awarded to the Respondent with one or more Award Preference.

If two or more Identical Respondents have one or more Award Preference, and one or more of those Identical Respondents is a certified veteran business enterprise, the Contract will be awarded to the Identical Respondent with the smallest net worth.

If two or more Identical Respondents have one or more Award Preference, and none of those Identical Respondents is a certified veteran business enterprise, the Contract will be awarded to the Identical Respondent with one or more Award Preference who pulls the shortest straw.

If straws must be pulled to determine the Contract award, the Department will schedule a public meeting through an addendum on the VIP. Representatives from each Identical Respondent who may receive the Contract award as described above will pull a straw on behalf of their Identical Respondents. If a representative from an Identical Respondent who may receive the Contract award as described above is not present, a Department employee will pull a straw on that Identical Respondent’s behalf.

5.3 THE DEPARTMENT’S RECOMMENDATION OF AWARD

The Department will develop a recommendation as to the award that will result in a Contract that is most advantageous to the State based on the evaluation team’s scores and price response scores.

Rev. 06/15/18

5.4 CHIEF FINANCIAL OFFICER’S APPROVAL

The Chief Financial Officer, or designee, will make the final decision for the award after receiving the recommendation of award.

5.5 AGENCY DECISION

The Department will post a Notice of Intent to Award, stating its intent to enter into one (1) or more Contracts with the Respondent(s) identified therein, on the VIP. If the Department decides to reject all Responses at any time during the solicitation, the Department will post a notice to that effect on the VIP.

5.6 MYFLORIDAMARKETPLACE (MFMP) REGISTRATION

The awarded Respondent must have a current vendor registration in MFMP, at https://vendor.myfloridamarketplace.com/, prior to Contract execution.

The awarded Respondent will be required to pay the required transaction fees as specified in PUR 1000, section 14, unless an exemption has been requested and approved prior to the award of the contract pursuant to Rule 60A-1.031, F.A.C.

5.7 EXECUTION OF CONTRACT

The awarded Respondent must sign the Contract within 30 calendar days of receipt of the Contract for execution, unless there is an automatic stay triggered by the filing of a formal protest. If a formal protest is timely filed, the time to sign the Contract will be tolled. The Department reserves the right to withdraw its Notice of Intent to Award if the Contract is not timely signed, if it determines that it is in the best interest of the State to do so. The Department also reserves the right to award to the Respondent ranked second if the Department does not receive a timely signed Contract from the awarded Respondent.

The Contract will be posted on the Florida Accountability Contract Tracking System (FACTS) at https://facts.fldfs.com/, in accordance with section 215.985, F.S., the Transparency Florida Act.

https://vendor.myfloridamarketplace.com/ https://facts.fldfs.com/

Rev. 07/23/2021

DEPARTMENT OF FINANCIAL SERVICES

Contract Signature Page

Contract Title P.O. No. or Solicitation No., if any Contract Number Holocaust Restitution Claims 2122-02 RFP CS

1. This Contract is entered into between the parties named below, located at the addresses which follow:

The Department of Financial Services, 200 East Gaines Street, Tallahassee, FL 32399

(hereinafter called the “Department”)

[Contractor’s Name, address] (hereinafter called the “Contractor”)

2. Contract to Begin: Date of Completion: Renewals:

[insert date], or the date last signed below, whichever is later (“Effective Date”)

3. Total Price of Contract Term: Total Price of Renewal Term: Total Price of Contract Term Plus Renewal Term:

4. Performance Bond, if any: Other Bonds, if any:

5. Reference to Appropriation for Year 1 of the Contract (if the Contract is over $5 million pursuant to section 216.313, F.S.):

6. Department’s Contract Manager Contractor’s Contract Manager

Name:

Address:

Phone:

Name:

Address:

Phone:

7. The parties agree to comply with the terms and conditions of the following attachments which are hereby incorporated by reference:

Attachment 1: Standard Terms and Conditions Attachment 2: Statement of Work Attachment 3: Price Response Attachment 4: Specific Allocation Attachment 5: PUR 1000

8. The parties agree to comply with the terms and conditions of the following addenda which are hereby incorporated by reference:

Addendum A: Public Records Requirements Addendum B: Relevant Portions of Contractor’s Response

IN WITNESS WHEREOF, this Contract is being executed by the parties and will begin on the Effective Date.

CONTRACTOR

Contractor’s Name (if other than individual, state whether corporation, partnership, etc.)

By (Authorized Signature) Date Signed

Printed Name and Title of Person Signing

Department of Financial Services DEPARTMENT

By (Authorized Signature) Date Signed

Printed Name and Title of Person Signing

Attachment 1

Rev. 01/03/22

DEPARTMENT OF FINANCIAL SERVICES

Standard Terms and Conditions

(Applicable to Competitively Procured Contracts)

ATTACHMENT 1

1. Entire Contract.

This Contract, including any Attachments and Addenda referred to herein and attached hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and…