Add1QA DCF RFQ 2223 019 v10.pdf

Addendum No. 01 with Written Inquiry Responses

DCF RFQ 2223 019

Random Moment Time Study Solution and Services Office of Administration

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Solicitation Number:

Solicitation Title:

Response(s) Due Date:

Addendum Number:

Addendum Date:

DCF RFQ 223 019

Random Moment Time Study Solution and Services October 21, 2022 October 3, 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 RFQ 223 019 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 I. Timeline of Events

ACTIVITY DATE TIME

RFQ Released 09/07/2022 Vendor Question(s) Submission Deadline 09/20/2022 2:00 PM ET

Anticipated Department’s Answers to Vendor Questions 10/04/2022

Quotes Due (on or before) 10/14/2022

10/21/2022 2:00 PM ET

Anticipated Acceptance of Quote 10/24/2022 10/28/2022

Services Commence 11/01/2022

11/04/2022 8:00 AM ET

Change No. 2 Section VIII., Quote Structure, Subsection 3

3. Project Approach (Limit of 20 Pages) (Limit of 50 pages)

Random Moment Time Study Solution and Services Office of Administration

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Change No. 3 Attachment B, Milestones and Pricing, is replaced in it’s entirety with the below:

Vendors shall quote prices for the below:

DELIVERABLE PRICING

Project

Deliverables Attachment A

Scope of Work, Section Reference

Expected Delivery (after contract execution)

Price

Project Manager 3.4 PM-01 Within 14 days $

Weekly Progress Meetings

3.4 PM-02 Weekly $

Reporting and Analytics

3.4 PM-03 Within 70 days $

RMTS System 3.4 PM-04 Within 90 days $

RMTS Training 3.4 PM-05 Within 120 Days $

Total $

Vendors shall quote prices for the below:

PROGRESS PAYMENT

Study Name Study Implementation Fee (One-Time)

Hosting Fee (Monthly Recurring, including possible renewal)

Technical Support Fee (Monthly Recurring, including possible renewal)

ACCESS Florida

Adult Protective Investigation

Child Protective Investigation

Child Dependency Case Management

Annual Total $ $ $

* In the event the obligation milestones stated above fall short due to no fault of the Contractor, the Department may consider adjustment to the milestones.

Change No. 4

Random Moment Time Study Solution and Services Office of Administration

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Attachment A, Scope of Work, 3.3

3.3.3.

Department staff will administer the time study, including roster updates/maintenance, sample generation, subsample Quality Control (QC), etc.

Addendum with Written Inquiries (PMT-08-2122) Effective April 2022

Response to Written Inquires:

Question # Vendor Name Solicitation

Section Question Department Response

Solix, Inc./Sivic

Solutions Group

Is a vendor currently providing these services? If yes, who is the vendor? Yes – Maximus Consulting Services, Inc.

Solix, Inc./Sivic

Solutions Group

Would DCF consider modifications to the timelines for completion of work provided in Attachment A?

While the Department prefers adherence to the timelines for completion established in the RFQ, considerations may be made on a case-by-case basis. Vendors should propose the modifications requested within the RFQ response.

Solix, Inc./Sivic

Solutions Group

With the quotes due 10 days after the anticipated responses to questions, would DCF consider extending the proposal due date to allow vendors to consider the responses to questions in developing their quotes?

The proposal due date has been extended to 10/21/2022. See Change No. 1 of this Addendum.

Public

Consulting Group

VIII.3

The page limit for this section is 20 pages which needs to include the vendor’s response to over 35 requirements in the SOW. Could DCF please expand the page limit to at least 50 pages?

The Department has expanded the page limit to 50 pages. See Change No. 2 of this Addendum.

Public

Consulting Group

VIII.3

Does DCF require staff resumes to be included and if so, can vendors include resumes as an attachment not subject to the page limit?

The Department does not require staff resumes to be included; however, Vendors may include resumes as an attachment not subject to the page limit if they deem such documentation relevant.

Public

Consulting Group

Attachment B, Milestones and Pricing

The RFP contains three separate pricing tables and indicates “Vendors shall quote prices for the below,” for each table.

Some items appear to be duplicative across the tables (ie: “Reporting and Analytics” in the Deliverable Pricing table and “Reporting and Analytics” in the Milestone Pricing table; “RMTS Training” in

All the tables in Attachment B have been removed and replaced with two new tables. The new “Deliverable Pricing” and “Progress Payment” tables are two separate quotes and should equal a combined total price. See Change No. 3 of this Addendum.

Question # Vendor Name Solicitation

Section Question Department Response the Deliverable Pricing table and “RMTS Training” in the Milestone Pricing table).

Are the 3 separate price tables meant to add to a combined total or are the tables a different way to display the prices and each total per table should be the same as the other tables?

Public

Consulting Group

Attachment B, Milestones and Pricing

Could DCF please clarify what is meant by “Progress Payment” in the third pricing table and how the implementation fee column differs from the items in the first two

The Progress Payment table indicates the one-time cost for the implementation of each sampling population and the monthly recurring cost for hosting fees.

See Change No. 3 of this Addendum.

Public

Consulting Group

Term of the Agreement

Assuming a November 1, 2022, contract start date, what is the desired go-live date of the four RMTS?

The desired “Go Live” date would be on or before February 2, 2023. Please note that the anticipated contract start date has been adjusted to November 4th, 2022. See Change No. 1 of this Addendum.

Public

Consulting Group

Price Quote Should Attachment B Price Quote be submitted as a separate document from the remainder of the technical response?

Yes, this is acceptable.

Public

Consulting Group

Description of Services

Do time study activity selections for all four time studies exist for the decision trees already or will the vendor work with DCF to develop the activities and descriptions?

Time study activity selections exist for three out of four sampling populations. The Department is working with our internal and external partners to develop the activity selections for the fourth population. The vendor will not need to work on the development of these selections themselves but will need to work on implementing them into the RMTS once developed by the Department.

Public

Consulting Group

Description of Services

Will ongoing time study administration (i.e., roster updates/maintenance, sample generation, subsample QC, etc.) be the responsibility of the vendor or will DCF administer the time study with the vendor

Department staff will administer the time study, including roster updates/maintenance, sample generation, subsample QC, etc. See Change No. 4.

Question # Vendor Name Solicitation

Section Question Department Response hosting the system and providing technical support?

12 Maximus US Services, Inc.

Attachment A Scope of

Work – Project

Manager (page 8 of

32) Performance

Measure

Attachment A Scope of Work – Project Manager (page 8 of 32) Performance Measure states: “Vendor’s Project Manager is exclusively assigned to the Project.” Does the Department expect a Project Manager to be assigned solely to the Department’s project for the entire duration of the contract (i.e., three to six years) that will not be permitted to work on any other client projects that may be performed by the selected vendor?

The Department expects the selected Vendor to assign a Project Manager for the duration of the Project’s implementation, not the entire contact duration.

13 Maximus US Services, Inc.

Attachment A Scope of

Work– Project

Meetings (page 9 of

32)

Attachment A Scope of Work – Project Meetings (page 9 of 32). Does the Department expect weekly meetings for the duration of the contract (i.e., 52 per year) or only during the development/implementation phase of the project until the RMTS system is fully implemented and operational for all four (4) studies?

The weekly meetings are not for the duration of the entire contract period. The Department expects weekly meetings throughout the closing phase of the Project (including development and implementation).

The RMTS must be fully implemented and operational for all four studies.

14 Maximus US Services, Inc.

Section 5.

Compliance with Laws -subsection

H. Data Security.

(page 26 of 32)

Section 5. Compliance with Laws -subsection H. Data Security. (page 26 of

32) - states:

"The Contractor will also comply with all HIPAA requirements and any other state and federal rules and regulations regarding security of information." There is no indication that the Department is acting as a HIPAA Covered Entity for this contract or that any PHI would be involved with the contract work. Please confirm that HIPAA is not applicable to this contract, or if the

Respondent descriptions and comments can include information about medical history if they are in the middle of a task that involves working with the families the Department serves.

Question # Vendor Name Solicitation

Section Question Department Response

Department believes it is, please provide clarification regarding what part of the work under this contract is HIPAA covered and/or involves PHI.

15 Maximus US Services, Inc.

Section II Term of

Agreement (page 2 of

32)

Section II Term of Agreement (page 2 of

32) provides for an anticipated duration of the contract to be three years. Attachment B Milestones and Pricing (page18 of 32) requests deliverable pricing for six years.

Are the prices submitted for years 4 through 6 to be considered if the contract is renewed beyond the initial three year contract?

Yes, deliverable pricing submitted for years 4-6 will be considered if the contract is renewed beyond the initial three-year contract.

16 Maximus US Services, Inc.

Attachment B Milestones and Pricing (page18 of

32)

Attachment B Milestones and Pricing (page18 of 32) requires clarification. The “Deliverable Pricing” table requests prices to be provided for six consecutive years.

However, only Year 1 would be applicable to the Expected Delivery dates after contract execution (pending requested clarification on the weekly meetings requirement). Please clarify how pricing should be provided for years 2 through 6 for deliverables provided within 14 to 120 days after contract execution

Please see Change No. 3 of this Addendum.

17 Maximus US Services, Inc.

Attachment B Milestones and Pricing (page18 of

32)

Attachment B Milestones and Pricing (page18 of 32) requires clarification. The “Milestone Pricing” table requests a price to be provided for project milestones. The Project Milestones appear to be duplicative and/or inclusive of the Project Deliverables delineated in the “Deliverable Pricing” table. Please clarify the intent and purpose of this table and how it should be completed in relation to the pricing

Please see Change No. 3 of this Addendum.

Question # Vendor Name Solicitation

Section Question Department Response requested in the “Deliverable Pricing” table. For example, is the pricing to be included in the “Milestone Pricing” table expected to be a subset of the pricing provided in the “Deliverable Pricing” table or is it considered additional costs to the pricing provided for in the “Deliverable Pricing” table?