2526-01 ITN DRL - Complete Package.pdf

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.

State of Florida Department of Financial Services

Invitation to Negotiate (ITN) Number: 2526-01 ITN DRL

Claims System Modernization

Procurement Officer:

Amy Jones Purchasing Director

Department of Financial Services Office of Purchasing and Contractual Services

200 E. Gaines Street, Larson Building Tallahassee, FL 32399-0347

Email: DFSpurchasing@myfloridacfo.com

ITN # 2526-01 ITN DRL

Rev. 09/16/2025

TABLE OF CONTENTS

SECTION 1. Introduction

SECTION 2. ITN Process

SECTION 3. Response Instructions

SECTION 4. Selection Methodology

SECTION 5. Award

APPENDICES

Appendix Documents

To Be Completed and Returned

For Reference

Only

A P

P E

N D

IX

A

C on tr ac t

A tt ac hm en ts

(C tr ac t D oc um en ts

Contract Signature Page

Attachment 1, Special Contract Conditions

Attachment 2, Statement of Work

Attachment 3, Price Response

Attachment 4, PUR 1000, General Contract Conditions

Attachment 5, Data Security Requirements

Attachment 6, Mandatory Criteria Certification Form

Attachment 7, Relevant Portions of Contractor’s Response

(This document is not yet available.)

N/A N/A

Attachment 8, DRL-Business Requirements Matrix

A P

P E

N D

IX

B

S ol ic it at io n

E xh ib it s

(N

-C on tr ac t D oc um en ts

Exhibit 1, Questions Template

Exhibit 2, Evaluator Score Sheet

Exhibit 3, DRL-General Claims Process Overview

Exhibit 4, Statutory Reference Guide

Exhibit 5, Schedule IV-B DFS (Liquidation Claims Processing System Replacement)

Exhibit 6, DRL-Process Map

Rev. 09/16/2025

SECTION 1. Introduction

1.1 Purpose

The Department of Financial Services (Department), an agency of the state of Florida (State), is issuing this Invitation to Negotiate (ITN) seeking to replace the current Online Liquidation Claims Processing System (OLCP) to modernize its technology and realize benefits of increased workflow automation, improved customer service, scalability, and stability.

The Department intends to award one (1) Contract resulting from this ITN but reserves the right to make no award as determined to be in the best interest of the State. The solicitation will be administered through the Vendor Information Portal (VIP). It is the responsibility of all potential Respondents to monitor this site prior to and after submitting a Response. The submitted Response must comply with the terms and conditions stated in this ITN.

The Department intends to enter into a contract using Appendix A, Contract Attachments, which is hereby incorporated by reference (Contract). The Department intends to award the Contract as provided in Section 5, Award, of this solicitation document.

1.2 Background

As part of the Department, the Division of Rehabilitation and Liquidation (DRL), is the designated entity responsible for serving as the “Receiver” of all insurance companies deemed insolvent and ordered into receivership per Chapter 631 of the Florida Statutes. Once an insurance company is ordered into receivership, DRL assumes control of the company to protect the interests of claimants who can be policyholders with loss claims, creditors (e.g., vendors who provided the insolvent insurance company with services but have outstanding unpaid bills and invoices), or guaranty associations.

Depending on the type of receivership, DRL plans, coordinates, and directs the affairs of the insurance company for purposes of either (a) rehabilitating the company to restore it back to a sound financial condition and returning it back to the marketplace, or (b) when the insurance company cannot be rehabilitated, starting the liquidation process and closing the company. DRL is responsible for managing receiverships for all types of insolvent insurance companies such as property, casualty, life, health, workers’ compensation, as well as certain annuities. DRL is currently managing 14.8 million policy records for companies that are actively in receivership status.

The current system, OLCP, faces significant operational constraints that impact efficiency and effectiveness across the entire claims lifecycle. While the current system supports basic claims processing function, it relies heavily on manual processes and supporting systems to fulfill DRL’s court-mandated responsibilities. These manual workarounds cause extended close-out timelines and increased risk of errors.

When a company is placed into liquidation by court order, DRL initiates data collection from all available sources, including electronic records and paper files from the company. This data is then translated, interpreted, and loaded into OLCP. OLCP maintains both the original company data in a historical database and an actively updated master file that tracks all subsequent claims activities and financial transactions. Following data collection, OLCP facilitates the Proof of Claim (POC) notice process by generating mailing lists for potential claimants and tracking notice delivery. The system then receives and processes returned POC forms, assigning unique identification numbers and prioritizing claims according to statutory classes. The vast majority of claims still arrive via paper forms that must be manually entered into OLCP. Throughout the evaluation and recommendation phase, claims staff use OLCP to document their assessments, update reserve amounts, and prepare the Interim Claims Report (ICR) and subsequent Notice of Determination (NOD) to claimants.

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Despite OLCP’s central role, many critical functions occur outside the system, including correspondence generation, document comparison, and payment reconciliation. Claims staff must frequently toggle between OLCP and external applications to complete their work, manually updating the system to reflect decisions made elsewhere. The objection process, final claims reporting, and distribution calculations all require manual intervention even though they are tracked in OLCP. In its current state, OLCP functions primarily as a data repository and tracking mechanism rather than a comprehensive workflow management system. While it maintains the official record of all claims transactions, the analysis, decision-making, and communication processes that drive the liquidation timeline largely happen outside of the system, creating inefficiencies and potential gaps in the audit trail. For additional background and context, refer to Exhibits 3–6 of Appendix B, Solicitation Exhibits.

1.3 Questions Being Explored

Respondents are not to respond directly to these questions. The Department is seeking a solution (Solution) to the questions being explored in this section. The Department will use the information obtained through this ITN process to assist it in developing its Solution by exploring the following questions:

1. How does the Respondent customize its services to fit the needs of each client?

2. How does the Respondent ensure its clients receive the most cost-effective solutions?

3. How might additional services offered by the Respondent be of value to the State?

4. What services can be offered by the Respondent to ensure a seamless transition of services?

1.4 Goals of the ITN

1. To meet the Contract objectives as outlined in Attachment 2, Statement of Work.

2. To minimize costs while providing the required services to stakeholders.

3. To obtain a replacement of the current OLCP system that provides exceptional value to DRL and the State.

1.5 Term

The initial term of the Contract will be five (5) years beginning on the date of execution. The Contract may be renewed for up to five (5) years in accordance with section 287.057(14), F.S. Renewal(s) will be made at the renewal pricing specified in the Contract.

1.6 Definitions

The following definitions apply to this ITN document:

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

Calendar Days – Every day shown on the calendar including Saturdays, Sundays, and

State/Federal 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 legal authority.

Contract – The agreement that results from this competitive solicitation, if any, between the Department and the awarded Respondent.

Contractor – The Respondent that executes a Contract with the Department pursuant to this ITN.

Court – Refers to the circuit court in which the receivership proceeding is pending. Section

631.011(5), F.S.

Guaranty Associations – An entity which steps into the shoes of the failed insurer for the purpose of providing certain continued benefits and/or resolution of covered claims. See “Florida Guaranty Funds and Associations” at https://www.myfloridacfo.com/division/receiver/guide-to-the-receivership-process/floridainsuranceguarantyassociations.

Rev. 09/16/2025

Insolvency – Means all the assets of the insurer, if made immediately available, would not be sufficient to discharge all its liabilities or that the insurer is unable to pay its debts as they become due in the usual course of business. Section 631.011(14), F.S.

Insurer – In addition to persons so defined under section 624.03, F.S., also includes persons purporting to be insurers or organizing, or holding themselves out as organizing, in this State for the purpose of becoming insurers and all insurers who have policyholders resident in this State.

Section 631.011(15), F.S.

Receiver – Means a receiver, liquidator, rehabilitator, reorganizer, or conservator, as the context may require. Section 631.011(18), F.S.

Receivership – Means the placement of an insurer under the control of a receiver pursuant to a delinquency proceeding under this part. Section 631.011(19), F.S.

Respondent – An entity that submits a Response to this ITN.

Response – A formal response to this ITN.

State – The state of Florida.

Vendor Information Portal (VIP) – The State’s internet-based vendor information system at https://vendor.myfloridamarketplace.com.

1.7 Procurement Officer

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

The Procurement Officer is:

Amy Jones Purchasing Director 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 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. As all questions should be submitted in writing, the Department is under no obligation to acknowledge or respond to oral inquiries, and potential Respondents are not entitled to rely upon any clarification or change to this ITN, or answer to any vendor question, except as may be provided in writing by the Department in response to questions submitted pursuant to Section 2.4, Question and Answer Period, of the ITN or in an addendum to this ITN.

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.

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1.8 Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s 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).

1.9 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 subcontracts issued under the Contract, if any, impose this requirement, in writing, on its subcontractors.

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.”

1.12 Antitrust Violator Vendor List

Pursuant to section 287.137(2)(a), “[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.”

1.13 Forced Labor Vendor List

An entity or affiliate placed on the forced labor vendor list may not submit a bid, proposal, or reply on a contract to provide any commodities to an agency; may not be award a contract or perform work as a contractor, supplier, subcontractor, or consultant with an agency for the provision of commodities; and may not transact business for the provision for commodities with any agency for a period of 365 days after the date the company was placed on the forced labor vendor list unless the entity or affiliate is removed from the list. At the Department’s option, the Contract may be terminated if the entity or

Rev. 09/16/2025 affiliate is placed on the forced labor vendor list.

SECTION 2. ITN Process

2.1 Overview of the ITN

The ITN is a method of competitively soliciting a commodity or contractual service under chapter 287, F.S. Under this ITN, there will not be a pre-Response conference. Vendors may submit questions regarding this ITN to the Procurement Officer as indicated in Section 2.4, Question and Answer Period.

Respondents must submit Responses by the deadline listed in Section 2.2, Timeline. The Department will open 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 ITN will be evaluated by the evaluation team. After evaluation, the Procurement Officer will compile the final evaluation scores to determine the competitive range of Responses reasonably susceptible of award (Competitive Range).

The Competitive Range will consist of the three (3) highest scoring Responses, unless there are fewer than three (3) responsive Respondents. If there is a tie in one or more of the top three scores, the Department will invite the top three Respondents plus any tying Respondent. After negotiations are conducted, the Department will award the Contract to the responsible and responsive Respondent that the Department determines will provide the best value to the State, based on the selection criteria.

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 ITN document, the other section of the ITN document will control.

2.2 Timeline

The following timeline will be strictly adhered to in all actions relative to this solicitation. The Department reserves the right to adjust this timeline by posting addenda on the VIP. It is the Respondent’s responsibility to check the VIP on a regular basis for such updates.

Event Event Time

Eastern Time

(ET)

Event Date

ITN posted on the VIP. 10:00 AM 12/8/2025

Deadline to submit questions to Procurement Officer. 5:00 PM 12/22/2025

Anticipated date to post answers to Respondents’ questions on VIP. N/A 1/16/2026

Deadline to submit Responses and all required documents to the Department.

NOTE: Please see Section 3.4, How to Submit a Response, for specific instructions. NO ELECTRONIC SUMBISSIONS WILL BE ACCEPTED.

3:00 PM 1/30/2026

Public Response opening.

Department of Financial Services 200 E. Gaines Street, Larson Building Tallahassee, FL, 32399

3:15 PM 1/30/2026

Rev. 09/16/2025

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 ITN and its appendices, and any processes described in those documents. If terms included in Appendix A, Contract Attachments, are impractical or, for legal or operational reasons, impossible, vendors must submit a question requesting modification of the Contract terms, and the Department will issue an addendum to this ITN if such modifications are acceptable to the Department.

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

CONTAINING QUESTIONS.***

Submit questions using Exhibit 1, Questions Template, of Appendix B, Solicitation Exhibits, which is posted to the VIP with this ITN.

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

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

2.5 Public Opening of Responses

The Department will open the Responses in a public opening at the date, time, and location noted in Section 2.2, Timeline. Please note, the public opening will also be conducted via conference call as stated in Section 2.2, Timeline.

2.6 Addenda to the ITN

The Department reserves the right to make changes to this ITN 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 the awarded Respondent pursuant to Section 5, Award.

The Contract will consist of the of the documents included within Appendix A, Contract Attachments, unless modified by the Department in an addendum posted to the VIP.

Event Event Time

Eastern Time

(ET)

Event Date

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 No.: 819-252-704. Attendance at this public opening is not required.

Anticipated date to post Notice of Intent to Award on VIP. N/A TBD

Anticipated Contract start date. N/A TBD

Rev. 09/16/2025

The Respondent shall bring any perceived inconsistencies among any of the provisions of the ITN and its appendices 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.

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 https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resourc es/state_purchasing_pur_forms.

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

Section 13 of the PUR 1001 is replaced by Section 5.5 of the ITN. Sections 3, 5, and 9 of the PUR 1001 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 ITN document.

Section 5. Questions.

Questions shall be submitted in accordance with Section 2.4, Question and Answer Period, of the ITN 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, Rev. 09/16/2025 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 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 6, Mandatory Criteria Certification Form, that meets the requirements provided in Section 3.3.3(A), Mandatory Criteria Certification.

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The Department will not evaluate a Response from a Respondent that does not meet the mandatory responsiveness requirements. The Department reserves the right to re-evaluate its responsiveness determination at any time during the solicitation.

3.3 Contents of the Response

Submit the Response in the following format. See Sections 4.2 – 4.3 of this ITN for how Responses will be evaluated during the evaluation phase. The use of mandatory language, such as “must”, “will”, or “shall” in the Statement of Work (Attachment 2) does not impose responsiveness requirements;

however, evaluators will use the document to evaluate a Respondent’s Technical Reply in accordance with the evaluation criteria as described in this ITN.

3.3.1 Volume 1: General Information

The Respondent must:

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 ITN and, if available, an alternate contact person.

B. Responses or Disclosures Required by the PUR 1001.

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 ITN. 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 ITN, 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 ITN document, will be accepted.

3.3.2 Volume 2: Technical Response

All elements of Volume 2 will be considered in the overall technical scoring.

The Respondent must:

A. Narrative on Experience and Ability (Limited to 20 pages)

1. Provide a narrative of the Respondent’s qualifications to include the following:

a. Company History and Stability – Description/assessment of Respondent’s longevity, growth trajectory, and organizational stability.

b. Experience in insurance industry and receivership/rehabilitation projects – Description of Respondent’s depth of knowledge and practical experience working in the insurance industry and companies in receivership, rehabilitation, or liquidation scenarios.

c. Project Management & Implementation Plans – Description of Respondent’s specific methodologies for implementation and project management.

d. Client references and testimonials – Provide past client feedback regarding Respondent performance.

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e. Quality Assurance processes – Description of Respondent’s quality control methodologies and processes for ensuring system reliability.

B. Project Team Experience (Limited to 20 pages)

1. Provide a narrative of the Respondent’s Project Team experience to include the following:

a. Description of three (3) projects of similar size and scope that Respondent has conducted within the past five (5) years

b. Description of experience providing similar deliverables in public sector, specifically state and local government.

c. Team Experience – Description of experience for the Respondent’s team members who will implement the solution.

d. Knowledge of insurance claims processing – Description of the Respondent’s understanding of insurance claims requirements and industry best practices.

C. Business Requirements Complete Attachment 8 – DRL Business Requirements Matrix and submit as part of the Response. Respondents are to complete Attachment 8 in accordance with the instructions within the “Instructions” tab for all applicable Core Requirement tabs.

D. Respondent’s Proposed Approach (Limited to 50 pages)

1. Provide Respondent’s plan for carrying out the services required by this ITN and specified in Attachment 2, Statement of Work. The Respondent should fully describe its plans for:

a. Meeting and addressing requirements included in Attachment 8 – DRL Business

Requirements Matrix.

b. Business Process Support – Solution’s ability to support core claims-related workflows, including intake, processing, and approvals.

c. Notification and Communication – Solution’s ability to send bulk notices (e.g., POCs, NODs), confirmations, and status updates to claimants, vendors, and Guaranty Associations.

d. Self-Service & Stakeholder Access – Solution’s ability to provide Claimant and vendor access to status, documents, submissions, and communications via online portal.

e. Workflow Automation – Solution’s ability to configure workflows, assign tasks, and manage queues efficiently. Supports triggers and routing logic.

f. Reporting & Analytics – Solution’s ability to generate required reports, support audit activities, and provide dashboards and key performance indicators (KPIs).

g. System Functionality – Solution’s ability to capture core capabilities aligned to highest priority technical requirements; supports system-wide functionality needed for DRL.

h. Online Portal – Solution’s ability to provide a secure, role-based portal supporting claimants, vendors, and internal staff.

i. Data Ingestion & Migration – Solution’s ability to ingest structured/unstructured data, clean/map/convert formats, and migrate from legacy systems without data loss.

j. System Integration – Solution’s ability to facilitate out-of-the-box or API-based integrations (i.e., Accounting (MS Dynamics), Document Systems, and Bulk Mailers).

k. Cybersecurity & Compliance – Solution’s ability to facilitate encryption, MFA, backups, audit trails, high availability, RBAC, and disaster recovery functionality, aligning with regulatory standards. The solution includes structured User

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Acceptance Testing (UAT) to verify the security controls meet compliance requirements before deployment.

l. Documentation Management – Solution’s ability to upload, ingest, and manage both manual and electronic files, supporting imaging, indexing, and linking to claims.

m. Respondent shall include an outline of its capability to deliver the required services, including process, functional and technical expertise.

n. Respondent may also include the types of information it anticipates providing as part of each deliverable.

3.3.3 Volume 3: Mandatory Responsiveness Requirements

A. Mandatory Criteria Certification

Submit an Attachment 6, 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.

Additionally, Respondents must complete the Vendor Certification Form (beginning on page 2 of the Mandatory Criteria Certification Form) by choosing the appropriate “Vendor Indicator” from the dropdown menu. Respondents must also complete and submit the attestations associated with the requirements of the Vendor Certification Form which includes the Foreign Country of Concern Attestation PUR 1355, the Common Carrier Attestation Form PUR1808 (if applicable), and the Use of Coercion for Labor and Services PUR 2024.

B. Price Response Submit a price response. The Department’s Attachment 3, Price Response, is proposed as a potential method for Respondents to use in submitting their price responses; however, Respondents may use other formats or concepts in proposing their price responses.

Respondents are encouraged to offer creative pricing methods for the Department’s consideration. Respondents may contact the Procurement Officer to obtain an Excel version of the Department’s Attachment 3, Price Response, if desired.

The Respondent must submit a detailed price response that clearly outlines all costs associated with providing the services identified in this solicitation. The price response must indicate any caveats and/or information that the Department would need to consider for review in preparation for discussions during the negotiation phase of the procurement process. The Respondent should use its best judgement in developing the price response format to clearly establish the pricing model and include all required services and any optional services that the Respondent proposes as a value-added option.

The Respondent’s submitted price response will not be scored in the evaluation phase of the ITN but will be considered in the negotiation phase, as applicable.

3.3.4 Volume 4: Contract Exceptions

The Respondent should submit a full description of any exceptions it has to the terms in the attachments that comprise Appendix A, Contract Attachments.

3.3.5 Volume 5: Proposal for Optional and/or Value-Added Services The Respondent may propose to provide optional services that will make the services more efficient, more valuable, or more manageable. Optional services should be available to the Department during the Contract with notice to the Contractor that the Department intends to opt into those

Rev. 09/16/2025 services. The Department shall be under no obligation to adopt the Respondent’s proposed optional services into the Contract or to opt into the services during the life of the Contract. If the Respondent will charge for its proposed optional services, pricing for those optional services will be negotiated during the negotiation phase of the ITN.

A Respondent’s proposal for optional services should include the scope of services that would be addressed, the payment structure for those services and how those services would integrate into the Respondent’s Technical Response (if at all).

This volume should also include any value-added services the Respondent would like to propose to the Department that would not otherwise fall under the description for optional services provided above.

3.4 How to Submit a Response

The Respondent should submit:

One (1) printed UNREDACTED version of each volume of the Response.

One (1) printed REDACTED version of the Response if redactions are required (see Section 3.6, Confidential Response Materials and Redacted Submissions).

One (1) digital copy of the complete UNREDACTED Response on a flash drive.

One (1) digital copy of the complete REDACTED Response on a flash drive, if applicable (see

Section 3.6, Confidential Response Materials and Redacted Submissions). The Respondent must ensure all metadata has been removed from the files in the redacted copy.

Five (5) additional copies of Volume 2 of the Response.

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.

Responses must be delivered in sealed packages to the Department of Financial Services at 200 East Gaines Street, Larson Bldg., Suite 101 – Office of Purchasing and Contractual Services, Tallahassee, Florida 32399-0347, by the deadline listed in the Timeline in Section 2.2, Timeline. The Respondent must clearly label the outside of the sealed packages with the ITN 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 ITN 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 legal authority (Public Records Law), then the Respondent must simultaneously provide the Department with an unredacted version of the materials and a separate redacted electronic

Rev. 09/16/2025 copy of the materials. If providing both a redacted and unredacted copy, the Respondent should 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. If the Respondent fails to submit a Redacted Copy of its Response, the Department is authorized to produce the entire unredacted Response submitted to the Department in response to a public records request.

3.6.1 Redacted Submissions

If submitting a redacted version of its Response, the Respondent should mark the redacted electronic copy with the Respondent’s name, Department’s ITN 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. 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 must 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. The Department will follow the procedures identified in the Standard Contract’s PUR 1000, Section 10, Public Records, 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.

3.6.2 Respondent’s Obligations to Defend its Claims

The Department is not obligated to agree with a Respondent’s claim of exemption or Confidential Information. By submitting a Response, the Respondent agrees to defend its claim that each and every portion of its redactions is exempt from inspection and copying under Florida’s Public Records Law. By submitting a Response, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its Response are Confidential Information or otherwise not subject to disclosure. The Department may use the counsel of its choosing to defend any such claims, and the Respondent shall promptly pay the Department’s invoices for legal services on a monthly basis for all costs and expenses, including legal fees, incurred in defending such claims.

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 Reservations

In addition to any other rights reserved or afforded to the Department under this ITN and under applicable law, the Department reserves the right to:

1. Cancel this ITN at any time prior to the Department’s execution of the Contract, without incurring any cost obligations or liabilities.

2. Accept or reject any Response at any time.

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3. Terminate evaluation and/or negotiation of any Response at any time.

4. Modify any dates set or projected in this ITN.

5. Waive, or allow the Respondent to cure, minor informalities or irregularities in Responses.

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 ITN. 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 by Respondents in response to the ITN.

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SECTION 4. Selection Methodology

4.1 Review of Mandatory Responsiveness Requirements

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 evaluated.

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 the ITN.

4.3 Evaluation Criteria

Each Response will be evaluated as set forth in the remainder of this Section 4.3, Evaluation Criteria.

The total number of points available to a Respondent for this ITN is 100 points. The Respondent’s Price Response will not be scored.

4.3.1 Evaluation of Technical Response

Each evaluation team member will independently evaluate each Respondent’s Volume 2:

Technical Response against the evaluation criteria set forth in Exhibit 2, Evaluator Score Sheet, of Appendix B, Solicitation Exhibits. Volume 2 is the only volume the Evaluators will evaluate during the evaluation process referenced in Section 4.2-4.3 of the ITN. Evaluators WILL NOT review Information provided in volumes 1, 3, 4, and 5. See Section 3.3.2 of this ITN. Evaluators WILL NOT score items that do not appear in Volume 2.

The maximum score for each criterion is set forth in Exhibit 2, Evaluator Score Sheet, of Appendix B, Solicitation Exhibits. The maximum available points for the evaluation of the Technical Response are 100 points. The Procurement Officer will add the score awarded by each evaluator for a Respondent and divide the total by the number of evaluators to determine a Respondent’s Technical Response Score.

4.3.2 Price Response

The Respondent’s Price Response will not be scored in the evaluation phase of the ITN and will not be considered by the Department in determining a Competitive Range and selecting Respondents to invite to negotiations.

4.4 Negotiation Team

The Department’s negotiation team will consist of at least three (3) persons who collectively have experience and knowledge in negotiating contracts, contract procurement, the program areas, and services requirements for which contractual services are sought.

4.5 Negotiations

Selected Respondent(s) will be invited to enter into negotiations with the Department. Any information that the Respondent provides during negotiations constitutes an Interim Revised Response (IRR) and becomes part of the Respondent’s Response. Failure to provide requested information may result in rejection of the Response.

The Department reserves the right to negotiate different or additional terms, or the removal of terms, and related price adjustments, if any, if the Department determines that doing so would be in the best

Rev. 09/16/2025 interest of the State or necessary for the effective administration of the Contract; this applies to all of Appendix A, Contract Attachments, the Respondent’s Response (including all revisions), and any other document that may become part of the Contract. As used in this paragraph, the word “terms” includes all terms, conditions, or other requirements that will become part of the Contract and includes how those terms are arranged or presented (e.g., revised pricing models or additional attachments).

The negotiation team may consider any information obtained during evaluation but is not bound by evaluation team scoring. The negotiation team may reassess any of the evaluation determinations and may consider any additional information that comes to its attention during the negotiations.

This procurement will not result in an exclusive license to provide the services or products described in this ITN or the resulting Contract. The Department may, in compliance with applicable law, contract with other Respondents to provide the same or similar services.

Negotiations may include discussions of the terms, conditions, costs, statement of work, and related services to be provided by the Respondent. The negotiation team will not engage in scoring but will arrive at its recommendation by majority vote during a public meeting.

Respondents may be provided an opportunity to recommend enhanced value alternatives and provide information and options during negotiations. The Department reserves the right to negotiate different terms and related price adjustments if the Department determines that such changes would provide the best value to the State. The negotiation team may address each proposed alternative during negotiations but is under no obligation to accept a proposed alternative.