Addendum #1.pdf

ITN 2023-30 ADDENDUM NO. 1 Page 1 of 8

FLORIDA DEPARTMENT OF EDUCATION

BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT

MANAGEMENT SERVICES

325 West Gaines Street 332 Turlington Building

Tallahassee, Florida 32399-0400

Addendum #1

BID NO.: ITN 2023-30

EDUCATOR RECRUITMENT SYSTEM AND SUPPORT SERVICES

March 7, 2023

This addendum is being issued to revise the contact person name, email and telephone number for the procurement and incorporate the Answers to Questions submitted timely by vendors during the Question and Answers period.

Florida Department of Education’s contact person: Tamara Harrington, tamara.harrington@fldoe.org, (850) 245-0749.

Please be advised all questions are keyed as submitted.

Question 1. Section 7.2.2 Technical Reply (Part I) and 7.2.1 It is mentioned that Preliminary Administrative Review documents should be included at the beginning of the Technical Reply portion of the Reply.

Are these documents to be submitted with the Technical Reply in a sealed package jointly or in separate sealed packages?

Answer 1.

These documents can be submitted jointly in a single sealed package.

Question 2. Section 7.2.2 Technical Reply (Part I) 1. Executive For the Executive Summary, it is mentioned as 3 pages.

1. Is there a page limit for the technical approach?

2. If yes, what is the page limit?

Answer 2.

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1 There is no page limit for the technical approach.

2. NA

Question 3. 7.2.3 Price Reply (Part II)

1. Do we have to submit the price reply and the respondent’s price information on the form provided in this ITN in a separate package from the technical reply or as part of one package?

2. Should this be submitted as an excel sheet or the form provided?

Answer 3.

1. The respondent must submit the response on the form provided in the ITN. The price reply should be submitted in a separate sealed package marked PRICE REPLY FOR ITN 2023-30.

2. the reply should be submitted on the form provided.

Question 4. Section 7.2.2 Technical Reply (Part I) 2. Respondent’s Qualification and Experience and Attachment D

1. It is our understanding that there should be a minimum of three references, is there any timeframe for the scope of services that have been completed for these references?

2. Do we have to submit Attachment D only or do we have to provide a description of the background and relevant experience associated with the reference?

3. Can assigned Key Personnel past performance be submitted or should past performance ONLY be based on company specific work?

Answer 4.

1. There is no requirement for the timeframe for the completed scope of services provided to the references.

2. Attachment D includes a space for the date and description of services. Please utilize this form.

3. No

Question 5. Section 6.0 Scope of Services

1. Can you please provide an estimate on the number of users that will need to have access to posting positions?

2. Is there a need for an approval process to review postings prior to the job being live on the site? If yes, can you provide information about the required approval process?

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Answer 5.

1. Each of the 67 school districts, 6 special school districts and over 700 charter schools will need access to the system. Each employer may have multiple team members that need access to the system. The number of users will vary based on district and charter school size and usage.

2. An approval process is not required for posting.

Question 6. 6.1 Deliverable, bullet #3

1. Will the system need to maintain personal identification information?

2. If yes, please provide more details on the type of personal information and who will be entitled to access this information.

3. Is there an existing process and templates in place already to support posting positions?

4. Why are the types of reporting metrics required?

Answer 6.

1 & 2– The system will need to maintain user information including but not limited to: name, address, certificate number, email, phone number, education background, and other resume like information.

3. The department has a current contract (Contract # 2018-56 Educator Recruitment System) that supports the posting of positions.

4. These reporting metrics are required to support Florida school employers to access the database in ways that are supportive of their recruitment efforts.

Question 7. Section 6.1 Deliverables, bullet #5

1. What is the current level of support and training provided, in terms of either contract value or staffing level of effort (i.e. FTE)?

2. If a current volume cannot be provided, please provide an estimate of the number of customer support inquiries that the vendor may expect?

Answer.7

1. This is a service that is part of the overall quarterly deliverables and the individual cost cannot be broken out.

2. With a new contract and new services we expect an increase in customer support inquiries and training to Florida recruiters. Once customers are trained, the inquiries will decrease. However, the vendor should be prepared to provide on-going training in best practices and provide support when new employees join Florida school districts and charter schools.

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Question 8. Section 6.1 Deliverables, bullet #6 Provide Training on registration and job posting to Florida Recruiters on an as needed basis.

1. What is the estimate of the number of training sessions during an annual period?

2. What is the current level of training support provided today, in terms of either contract value or staffing level of effort (i.e. FTE)?

3. Are these training performed alone by the vendor, or with the participation of Department of Education staff as well?

4. Are there requirements for training to be modality, onground, online or hybrid?

5. To assist vendors in assessing the level of effort and annual workload involved with providing training, please provide more details concerning the number of annual site visits, duration of a visit, and expected pre-and post-visit work requirements (e.g., pre-visit checklists, post-visit report, etc.) for the vendor?

Answer 8.

1. With a new contract training for Florida recruiters will increase and should be available on multiple occasions especially at the start of the contract and leading into the annual hiring season each spring. Once customers are trained, the necessity and frequency of training will decrease.

However, the vendor should be prepared to provide on-going support when new employees join Florida school districts and charter schools.

2 . Training is provided regularly and on an as-needed basis. Please refer to Contract # 19-813 Educator Recruitment System (accessible at facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=480000&ContractId=19813) for additional information. Pre-recorded training is available as well.

3. Training is provided by the vendor.

4. The training can be provided in a variety of formats but must be offered online, helpdesk format, or with a toll-free phone number as described in 6.1 – 5&6.

5. The vendor is not required to have annual site visits although the Department has reserved the right to conduct onsite visits in conjunction with audits.

Question 9. Section 6.1 Deliverables, bullet #9 Provide Educator Recruitment Marketing Service.

Item #9 of this work “provide educator recruitment marketing services”

1. Can you provide more explicit information regarding the nature of the vendor-supportive function?

2. Does the Department of Education presently use an outside vendor (or vendors) to provide marketing services or are these new vendor requirements not currently being supported with outside assistance?

3. Does the Department of Education already have a branding and marketing strategy in place or will it need this to be designed?

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4. Will marketing content and designer support be needed?

5. Is there a separate budget for marketing or should the vendor provide the cost of marketing services in its price proposal with assumptions?

Answer 9.

1. The vendor should include their proposed marketing services within the technical reply.

2 . The current vendor has this requirement as part of the contracted services.

3. The department will collaborate with the vendor on these strategies.

4. The vendor should include their proposed marketing services within the technical reply.

5. The marketing should be included in the price proposal.

Question 10. Section 6.1 Deliverables, bullet #10 Provide an online video interviewing platform which enables district and charter school recruiters on an as needed basis to coordinate and conduct interviews virtually

1. Should the license cost of video interviewing be included in pricing?

2. Can you provide an estimate of the number of licenses needed on an annual basis

(interviewers, interviewees)?

Answer 10.

1. Yes, the cost should be included in the price reply.

2. The license should support of the 67 school districts, 6 special school districts and over 700 charter schools that will potentially utilize the system.

Question 11. 7.2.4 Presenting the Reply Does the table of content and cover letter count in response page number limits?

Answer 11.

No

Question 12. 3.2 Background It is our understanding that the Department currently uses a third-party recruiting management service.

1. If so, is this solicitation intended to recompete the work that the current third-party vendor has been performing and put in place a new vendor and technical support contract for the Department of Education?

2. What contracted company is currently providing this service?

3. Is the Department satisfied with the current contracted service or are there gaps or changes to the existing service the Department is seeking to make?

4. What is the current annual value of the existing contract used to provide recruiting management services?

5. Can the Department please provide the link to the current recruiting management service?

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6. Will information from the current third-party system need to be migrated into the new system if yes, please provide more details on the type of information, data size, etc.

Answer 12.

1. The department will consider all proposals

2. Frontline Education

3. The department has provided an updated set of deliverables based on current needs

4 . $200,000/year

5 . https://www.k12jobspot.com/

6 . No

Question 13. 8.1.2 Criteria for Evaluation While it is required for offerors to submit relevant forms and information pertaining to being authorized and licenses to do business in Florida, there does not appear to be any associated evaluation criteria associated with this.

1. Is this evaluated under item Management Plan, and if so, what # of points does that make up the identified 20 points?

2. Is there any consideration given to small, women, minority, and veteran-owned businesses recognized by other states or the federal government outside of Florida?

Answer 13.

1. vendors are required to meet this criteria. It is not awarded points under the management plan.

2. The Department will not recognize vendor preferences applicable in jurisdictions other than Florida. If a Respondent believes that Florida law supports preference based on any criteria, the Respondent should provide a complete identification of the legal and factual basis for that claim in the response.

Question 14. 3.4 CRITICAL EVENT DATES Anticipated beginning of work June 28, 2023;6.0 SCOPE OF SERVICES The system must be fully operational by June 28, 2023.

Section 3.4 outlines works to begin June 28, 2023, however section 6.0 states a system must be fully operational by June 28, 2023.

1. Can you confirm the date work is to begin?

2. Can you clarify your definition of “fully operational”?

3. What is the expected date that the system will be ready and available to users?

4. Is the Department of Education looking for a custom build or an existing platform (e.g., SaaS solution)?

Answer 14.

1. The anticipated beginning of work is June 28, 2023.

https://www.k12jobspot.com/

ITN 2023-30 ADDENDUM NO. 1 Page 7 of 8

2. The department will work with the vendor on the transition plan to a new system.

3. Users should have access to the system shortly after the contract is finalized. The vendor and the department will work together to establish a timeline.

4. The department is looking for a system the meets the requested deliverables.

Question 15. 3.1 PURPOSE The current contract to perform these services ends on June 27, 2023.

1. Please outline the vision of the transition period between the incumbent and the new vendor.

2. Will there be a need for services from one system to transfer to another system and if so, please outline these requirements.

Answer 15.

1. The department is looking to minimize any gap in services for districts and charter schools utilizing the current vendor. The department will work with the selected vendor to ensure a smooth transition.

2. No – the services will not need to transfer.

Potential proposers have 72 hours from posting of addenda to protest the requirements of each addendum. 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.

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