Add Written Inquiry Reponses DCF RFP 2223 018.pdf

Addendum No. 01 with Written Inquiry Responses

DCF RFP 2223 018

Responsible Fatherhood Initiative: Development and Implementation Office of Child and Family Well-Being

DCF RFP 2223 018 - Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Solicitation Number: DCF RFP 2223 018 Solicitation Title: Responsible Fatherhood Initiative: Development and Implementation Response(s) Due Date: December 16, 2022 Addendum Number: 01 Addendum Date: November 29, 2022

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.

[DCF RFP 2223 018] is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1

Section 1.1 is amended as follows:

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Child and Family Well- Being and Office of Communications, is seeking not-for-profit an organization(s) (Vendors) that specializes in marketing and communications to develop and implement a full campaign around the Department’s Responsible Fatherhood Initiative (initiative), as well as assist with related Request for Applications (RFA) grant activities. This initiative is a statewide program to provide support and resources to Florida fathers to promote involvement in the lives of their children.

In the United States, one out of four children grow up in a household without a father.

Research has found that fathers play a unique role in producing positive outcomes for children. Children raised in father-absent homes are more likely, on average, to abuse drugs and alcohol, show signs of antisocial and delinquent behavior, and drop out of high school.

While the Fatherhood Initiative serves to inspire all men to be strong, resilient fathers, the target population of fathers to receive information and resources from this program include those facing unemployment, incarceration, and housing instability and who may be recipients of public benefits.

There are two key components that the Department is seeking in this RFP. Part A – Campaign and Initiative, and Part B – Technical Assistance and Training. See the Department’s Standard Contract Part 2.

The Vendor(s) submitting a proposal for Part A shall be a not-for-profit organization, per section 409.1464(3)(a), F.S. The Vendor(s) submitting a proposal for Part B is not required to be a not-for-profit organization.

Any person interested in participating must comply with the terms of this solicitation.

Change No. 2

Section 2.6.1 is amended as follows:

2.6.1 Proposal Deadline

Proposals must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Facsimile or electronic transmissions of proposals will not be accepted. Vendors are exclusively responsible for timely delivery of sealed electronic proposals to the Procurement Officer.

Change No. 3 Section 4.2.3.3 is amended as follows:

4.2.3.3 Program Statement (Part A – Campaign and Initiative)

Include the Program Statement (APPENDIX V) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor and affirming that the Vendor is a not-for-profit and has history and experience of focusing on responsible fatherhood, including providing online resources to fathers, and engaging fathers, father figures, and children through community-based and school-based events to encourage responsible fatherhood. The Vendor shall not be considered for this RFP Part A if the Vendor does not meet this requirement.

Change No. 4 Sections 4.2.5.1.1 and 4.2.5.1.2 are amended as follows:

4.2.5.1.1 (Part A – Campaign and Initiative) The Vendor shall submit proof that their organization is not-for-profit. The Vendor shall not be considered for this RFP without providing proof of not-for profit status. The Vendor shall submit proof of the Vendor’s history and experience of focusing on responsible fatherhood, including providing online resources to fathers, and engaging fathers, father figures, and children through community-based and school-based events to encourage responsible fatherhood. In accordance with Section 409.1464(3)(1)1. F.S., the Vendor shall not be considered for this RFP Part A without this previous history.

4.2.5.1.2 (Part B - Technical Assistance and Training) The Vendor shall submit proof of the Vendor’s history and experience of providing training and technical assistance as required, in section C-1.2, of Standard Contract Part 2, Request for Quote (RFA) and grant award process as required, in section C-1.2.2, of Standard Contract Part 2.

Change No. 5

Section 4.3.4 is added:

4.3.4 TAB 3: BUDGET

The vendor must submit the budgets and budget narratives to perform services (Part A and/or Part B) as outlined in Exhibit C, Task List, of the Department’s STANDARD CONTRACT PART 2, and applicable reporting requirements as outlined in Exhibits D, E, and F for these services. The Provider shall submit a budget and budget narrative for each fiscal year:

4.3.4.1 SFY 2022-2023 for the period of February 15, 2023, through June 30, 2023;

4.3.4.2 SFY 2023-2024 for the period of July 1, 2023, through June 30, 2024;

4.3.4.3 SFY 2024-2025 for the period of July 1, 2024, through June 30, 2025; and

4.3.4.4 SFY 2025-2026 for the period of July 1, 2025, through February 14, 2026.

The budget totals should be based on available funding projections, if any, and if different, the Vendor should explain the differences.

The Department reserves the right to discuss the line-item budget and budget narrative proposed with the successful Vendor, to ensure allowable, reasonable, and necessary expenditures.

This space is intentionally left blank.

Change No. 6

Section 5.2.1, Criteria #4 in table, is amended:

Scores for this Criteria will apply to Vendors for both A and B components, and points will not be counted twice for Vendors providing both.

Criteria #4: Core Team Qualifications

4.2.5.1 The Vendor’s qualifications and credentials of their organization with an explanation of why the organization is qualified to meet the needs of this solicitation.

4.2.5.1.1 (Part A – Campaign and Initiative) The Vendor shall submit proof that their organization is not-for-profit. The Vendor shall not be considered for this RFP without providing proof of not-for profit status. The Vendor shall submit proof of the Vendor’s history and experience of focusing on responsible fatherhood, including providing online resources to fathers, and engaging fathers, father figures, and children through community-based and school-based events to encourage responsible fatherhood. In accordance with Section 409.1464(3)(1)1. F.S., the Vendor shall not be considered for this RFP Part A without this previous history.

4.2.5.1.2 (Part B - Technical Assistance and Training) The Vendor shall submit proof of the Vendor’s history and experience of providing training and technical assistance as required, in section C-1.2, of Standard Contract Part 2, Request for Quote (RFA) and grant award process as required, in section C-1.2.2, of Standard Contract Part 2.

4.2.5.1.2.1. Quality of the sample material of marketing materials of previous marketing campaign and/or outreach materials to fathers focusing on responsible fatherhood, as evidence of the Vendor’s history and experience.

4.2.5.1.3 Résumés for key leadership personnel describing their work experience, education, and training as it relates to the requirements of this solicitation.

4.2.5.2 The Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel. The proposal should address all applicable personnel grievance and conflict resolution practices. The Vendor should explain how it’s organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly. It is also important to describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

Change No. 7

Section 2.3 is amended:

Activity Date Time Eastern

Address Section Reference

Solicitation advertised and released on VIP:

November 4, NA VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

1.4

Written questions must be received by:

November 16, 11:00

AM

See Section 1.3 2.6

Department’s response to questions:

November 29, NA VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

2.6

Sealed Proposal must be received by the Department:

December 916, 2022

2:00

PM

See Section 1.3 2.7

*Proposal opening:

December 916, 2022

3:00

PM

Computer, tablet or smartphone.

https://meet.goto.com/SolicitationAdministra tion You can also dial in using your phone.

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116 Access Code: 687-621-357

2.7.3

Posting of intended contract award:

December 23, 2022 January 17, 2023

NA DMS VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

5.2.5

Effective date of contract:

February 15, NA N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

https://vendor.myfloridamarketplace.com/ https://meet.goto.com/SolicitationAdministration https://meet.goto.com/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

Change No. 8

Sections 3.3.4 and 3.3.5 added:

3.3.4 The anticipated available funding for Part A – Campaign Initiative, this project is:

3.3.4.1 $9,800,000.00 for SFY 2022-2023;

3.3.4.2 $5,000,000.00 for SFY 2023-2024;

3.3.4.3 $5,000,000.00 for SFY 2024-2025; and

3.3.4.4 $5,000,000.00 for SFY 2025-2026, subject to the availability of funds.

3.3.5 The anticipated available funding for Part B – Training and Technical Assistance, this project is:

3.3.5.1 $1,000,000.00 for SFY 2022-2023;

3.3.5.2 $1,000,000.00 for SFY 2023-2024;

3.3.5.3 $1,000,000.00 for SFY 2024-2025; and

3.3.5.4 $1,000,000.00 for SFY 2025-2026, subject to the availability of funds.

The Department is seeking the best value Vendor, therefore price and the Vendor’s budget are criteria considered when determining award.

Change No. 9

Sections C-1.3, of Standard Contract Part 2, is amended:

C-1.3 Part A and/or B: Logic Model. Upon the Department’s incorporation of the Logic Model displayed in APPENDIX XII, the Provider shall adhere to the outcome-based performance measures. The outcome-based performance measures are in Attachment 2, see #14-16.

Change No. 10

Rows #14 and #15, Attachment 2, of Standard Contract Part 2, is amended:

14. Part A and/or B:

TBD based on Logic Model

(APPENDIX

XII)

(Insert Department-approved Provider-proposed Performance Measure)

The financial consequences will be calculated based off the following methodology:

Total cost for the corresponding deliverable (see

Appendix VI of RFP) time 5%, divided by the number of times the performance measures are assessed during the contract year.

e.g.) $100,000.00 x 5% / 10 months = $500

15. Part A and/or B:

TBD based on Logic Model

(APPENDIX

XII)

(Insert Department-approved Provider-proposed Performance Measure)

The financial consequences will be calculated based off the following methodology:

Total cost for the corresponding deliverable (see Appendix VI of RFP) time 5%, divided by the number of times the performance measures are assessed during the contract year.

e.g.) $100,000.00 x 5% / 10 months = $500

This space is intentionally left blank.

Response to Written Inquires:

Question # Vendor Name Solicitation

Section Question Department Response

1 CHM Inc. 1.1 For this RFP, must agencies who bid on this RFP be 5013c organizations? See Change No. 01, 03, 04, and 06

2 Sachs Media 4.2.5 (page 14)

Under team qualifications you indicate that the vendor must be a verified not-for-profit. Is this true for both Part A and Part B only Part B of the solicitation?

See response to Question #1

3 Sachs Media 2.6.1

You indicate in this section that electronic proposals will not be accepted yet in the previous section, you indicated to submit proposals via email. Please clarify.

See Change No. 02.

4 Sachs Media 3.3.1

What is the budget for this work both for part A and part B? How much of General Revenue has been set aside for each in each year?

See Change No. 8.

5 Sachs Media 4.2.4.2

For part A- Campaign and Initiative, is it the Departments desire to work with an incumbent agency or agency that the department has previous experience with?

There is no incumbent. This is a new campaign.

6 Sachs Media NA Can you please share the list of vendors that submitted questions? See second column of this table.

Question # Vendor Name Solicitation

Section Question Department Response

The Ounce of

Prevention Fund of Florida

NA

If the vendor selected for this award currently subcontracts with providers, will those providers be eligible for the community grants under this RFP?

The Department will determine this at a later time. The Department and Vendor will comply with section 287.057(19), F.S.

The Ounce of

Prevention Fund

2.3

The timeline refers to the “sealed proposal” – is that requirement waived, since we will be emailing the PDF proposal?

See Change No. 7. The Department will not open attached documents until the public proposal opening in accordance with 287.017 F.S.

The Ounce of

Prevention Fund

2.6.1

The requirements state that “electronic transmissions of proposals will not be accepted” – is that requirement waived, since we will be emailing the PDF proposal?

See Change No. 02.

The Ounce of

Prevention Fund

5.2.1

Please clarify the meaning of “Tolling production schedule for the videos.”

See section C-1.1.8, Standard Contract Part 2. For clarification, the Vendor shall propose a rolling production schedule for all items included in the social media toolkit.

The Ounce of

Prevention Fund of Florida

Appendix

VI

Are the deliverable due dates listed non-negotiable, or will there be timeframe adjustments made with the selected vendor(s)?

See section C-2.5.4, Standard Contract Part 2.

The Ounce of

Prevention Fund of Florida

Appendix

What is the total available budget for this contract?

See Change No. 8.

Question # Vendor Name Solicitation

Section Question Department Response

The Ounce of

Prevention Fund of Florida

Section C-

1.1.3 of

Standard Contract

Part 2

May focus groups referenced in section C-1.1.3 be conducted virtually?

The Department’s preference is in-person focus groups;

however, the Vendor may propose virtual in their response.

14 Family First, Inc. 3.3 What are the dates we should use for

SFY 2022-2023?

See Change No. 5.

15 Family First, Inc. 3.3 Is it correct that SFY 2023-2024 is July 1, 2023 - June 30, 2024?

Yes.

16 Family First, Inc. 4.2.4.2

What is the anticipated amount of funding for Part A?

See Change No. 8.

17 Family First, Inc. 4.2.4.2.3.2 When will the agency begin the application process for grantees?

The Department will determine this at a later time.

18 Family First, Inc. 4.2.4.2.3.2 Will the non-profits apply annually, or once, for the grants?

The Department will determine this at a later time.

19 Family First, Inc. 4.2.4.3 What is the anticipated amount of funding for Part B?

See Change No. 8.

20 Family First, Inc. 4.2.4.3

Are we limited in our number of subcontractors for Part B?

See section C-2.3, for subcontracting permissions and requirements.

21 Family First, Inc. 4.2.4.3

If we list subcontractors that we would like to work with on the RFP, are we required to use them or do we have flexibility?

See response to question #20.

22 Family First, Inc. 4.2.4.4.6 See response to question #20.

Question # Vendor Name Solicitation

Section Question Department Response

What would be the procedure if we want to use an additional or alternate subcontractor at a later time that is not listed on the RFP? Or is that not allowable?

23 Family First, Inc. 4.3.1.1 What is the Title of solicitation? See page #1 of solicitation document.

24 Family First, Inc. 4.3.1.2 What is the Solicitation number? See page #1 of solicitation document.

25 Family First, Inc. 4.3.2.3

What are the allowable administrative costs?

See section 3.3.2 and the third row of the table in section 3.6.

26 Family First, Inc. 4.3.3

Is the budget/proposed costs only to be completed on Appendix VI or is the budget to be submitted on another form?

27 Family First, Inc. Appendix

If an RFP applicant has the best experience, but the budget is too high, will there be an opportunity to negotiate or is the applicant automatically disqualified?

28 Family First, Inc. Appendix

VI

Is this contract negotiable regarding timelines and deliverables? To run a campaign of this size and scope, some of the deliverables cannot be completed with excellence within the first 30-60 days.

See section 4.2.4.2.1.11 and the response to question #11.

29 Family First, Inc. Standard Contract

See response to question #7.

Question # Vendor Name Solicitation

Section Question Department Response

Part 2, C- 1.2.2

If an applicant is awarded this RFP, will they also be able to apply for one of the Grant Programs for not-for-profits that will be forthcoming?

30 Child Trends, Incorporated

Sample Contract, Document

809577544, Section

4.14

If bidders have employees outside of the state of Florida, what is the expected procedure for required fingerprinting?

The Vendor is required to meet requirements under state law, including but not limited to section 435, F.S.

31 Child Trends, Incorporated

RFP,

Document

809577543, Section

4.3.3

Is there a price ceiling that bidders should consider?

See Change No. 8.

32 Child Trends, Incorporated

RFP,

Document

809577543, Section

4.3.3

Does the state have an expected level of effort?

This question is unclear.

33 Child Trends, Incorporated

Sample Contract, Document

809577544, Section 3.3

Would the state be able to provide a sample invoice template?

See Attachment 1, CF Standard Contract Part 2

34 Child Trends, Incorporated

RFP,

Document

809577543, Section

4.3.3

Would the state please consider extending the deadline to Friday, December 16th to account for the Thanksgiving holiday and to allow time for bidders to adjust as needed after responses to questions are released?

See Change No. 7.

35 Child Trends, Incorporated

RFP,

Document

Will all proposals become publicly available online to be read

The Department will comply with state law, section 119.071, F.S.

Question # Vendor Name Solicitation

Section Question Department Response

809577543, Section

4.3.3 asynchronously or only publicly available during the Proposal Opening meeting?

36 Teenpreneur Foundation, Inc.

1.1

Are we creating a new campaign, or are we advertising program’s campaigns such as the ones on the National Responsible Fatherhood Clearinghouse website?

See response to Question #5.

37 Teenpreneur Foundation, Inc.

4.2.4.1

If its a new campaign, would it be 100% online, or would we have to create an in person program to go along with the campaign?

The Vendor is required to propose a hybrid campaign, both in-person and virtual. See sections C-1.1.3 and C- 1.1.11, of CF Standard Contract Part 2.

38 Teenpreneur Foundation, Inc.

4.3.3 Is there an amount budgeted for this

RFP? If so, what is that amount? See Change No. 8.

*All meetings noted with an asterisk (*) are public meetings.