Addendum No. 3.pdf

Addendum No. 3

Invitation to Negotiate

DMS-24/25-232

Group Term Life Insurance

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SUBSECTION 120.57(3), FLORIDA STATUTES (AS ALTERED BY SECTION 110.123(3)(D)4, 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.

Any protest concerning this agency decision or intended decision must be timely filed with the Agency Clerk.

Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950.

Protests may also be filed by fax at 850-922-6312 or by email at agencyclerk@dms.myflorida.com. It is the f iling party’s responsibility to meet all f iling deadlines.

mailto:agencyclerk@dms.myflorida.com

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The Department has resolved the formal written protest described in Addendum No. 2 to ITN No.

DMS-24/25-232.

Therefore, the Department is resuming the solicitation process and ITN No. DMS-24/25-232 is hereby amended as noted below.

All language additions are underlined, and all language deletions are stricken, respectively. All additions are highlighted for ease of identif ication.

In the event of a conflict between previously released information and the information contained herein, the information herein shall control. The information included in this addendum is now made part of this solicitation.

This addendum does not need to be returned with the response unless otherwise indicated in the solicitation.

1. Section 1.1, Solicitation Overview, is hereby revised as follows:

1.1 Solicitation Overview

The State of Florida (State), Department of Management Services (Department), Division of State Group Insurance (DSGI), seeks to establish through this Invitation to Negotiate (ITN) a contract with one (1) Respondent for Group Term Life Insurance, as further described in Attachment A, Administrative Requirements. The Department anticipates an Implementation Date of January 1, 2026.

This solicitation will be administered through the Business Network within MyFloridaMarketPlace (MFMP) and the Vendor Information Portal (VIP). Vendors interested in submitting a Reply must register for a Business Network account and comply with all solicitation terms and conditions.

The estimated Contract amount is $180,000,000. This estimated amount is provided for informational purposes only in connection with the bond provisions of section 287.042(2)(c), F.S., and should not be construed as representing actual, guaranteed, or minimum spend under the Contract.

2. Section 1.7, Timeline of Events, is hereby revised as follows:

1.7 Timeline of Events

The table below contains the anticipated Timeline of Events for this ITN. The dates and times within the Timeline of Events are subject to change. It is the Respondent’s responsibility to check the Vendor Information Portal (VIP) for any changes. The Respondent is responsible for ensuring the Department receives all required documentation by the dates and times (Eastern Time) specified below (or as revised by addenda).

https://vendor.myfloridamarketplace.com/

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TIMELINE OF EVENTS

Event Time

(ET)

Event Date

ITN posted on the VIP - March 4, 2025

Deadline to submit questions to the Procurement Officer 5:00 PM March 17, 2025

Department’s anticipated posting of answers to Respondent questions on VIP

- March 24, 2025

Deadline to Submit the Data Use Agreement (Attachment J) to the Procurement Officer 11:59 PM May 2, 2025

Department’s anticipated date of providing Revised

Attachment F – Revised Census File via a secure download link

May 5, 2025

Deadline to submit Reply and all mandatory responsiveness requirements in MFMP

2:00 PM

TBD

May 19, 2025

Public Opening

-In Person- Conference Room 101 4050 Esplanade Way Tallahassee, Florida 32399-0950

-Teleconference- Conference call phone number: 1.888.585.9008 Conference room number: 380-031-285

3:00 PM

TBD

May 19, 2025

Anticipated Evaluation Phase -

TBD

May 21, 2025 to

June 6, 2025

Anticipated Negotiations Phase -

TBD

June 10, 2025 to

July 25, 2025

Anticipated Negotiation Team Public Meeting to

Recommend Award

Conference Room 101 4050 Esplanade Way Tallahassee, FL 32399

10:00 AM

TBD

July 28, 2025

Anticipated date to post Notice of Intent to Award on VIP -

TBD

July 29, 2025

Anticipated Contract Implementation Date -

TBD

January 1, 2026

3. Section 1.9, Notice of Intent to Submit a Reply and Data Use Agreement, is hereby created

Group Term Life Insurance Page 4 of 7 as follows:

1.9 Notice of Intent to Submit a Reply and Data Use Agreement To be eligible to submit a Reply to this ITN, Respondents must obtain a copy of Revised Attachment F, Revised Census File, dated April 2025 (the “Revised Census File”) directly from the Procurement Officer. The Revised Census File contains certain protected information and data (“Protected Information”) regarding current Participants.

To obtain the Revised Census File, Respondents must submit a fully executed Data Use Agreement (Attachment J) to the Procurement Officer, by email at DMS.Purchasing@dms.fl.gov, by the time and date indicated in Section 1.7, Timeline of Events. The Department will not accept any modifications to this form.

A Respondent whose Data Use Agreement is not received by the Procurement Officer on or before the due date indicated in Section 1.7, Timeline of Events, will be deemed non-responsive by the Department.

Upon timely receipt of the completed and fully executed Data Use Agreement (Attachment J), the Department will make the Revised Census File available through a secure download link that will be shared with applicable vendors after the Data Use Agreement (Attachment J) submission due date in Section 1.7, Timeline of Events, and not prior to that date. The Department will send the download link to the email address provided by the vendor in its completed Data Use Agreement (Attachment J). Upon opening the link, the vendor will be prompted to verify the email address by receiving and entering a verification code in order to access the files in the shared link. Note:

vendors may need to check spam/junk email folders for the verification code.

The Revised Census File contains the following components (please refer to Revised Attachment E, Interface Files, for additional information regarding any of the components):

• State

• ZIP code

• Birthday

• Gender

• State Hire Date

• SAMAS Org

• Coverage Class

• Annual Salary

• Basic Life Plan Indicator

• Optional Life Plan Cap

• Optional Life Plan Coverage Level

• Spouse Life Plan Indicator

• Child Life Plan Indicator

• Basic Life Plan Policy Value

• Spouse Life Plan Policy Value

• Child Life Plan Policy Value

• Optional Life Plan Policy Value

• Vested Legislator Life Plan Policy Value

4. Section 3.5, Contents of Reply, is hereby revised as follows:

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Tab 5 – Cost Reply (Excel) Complete Attachment D, Cost Reply, according to the instructions in Attachment D and submit the Cost Reply workbook with a response to each of the spreadsheets (Spreadsheet D2 - D7, with D8 being optional). Submit the final electronic version of the Cost Reply in its original Excel file format (.xlsx) with the Excel workbook intact. Do not add additional spreadsheets to the workbook or separate the spreadsheets to submit them as separate attachments.

Complete the Cost Reply spreadsheets in its entirety and upload as an Excel document as part of the ITN response. Optional spreadsheet, D8, may be completed at the Respondent’s discretion.

Note: The Cost Reply will not be evaluated or scored during the evaluation phase of the ITN, nor will these items be used to determine vendor responsiveness. The Department intends for these items to be utilized by the negotiation team to establish a baseline for service and pricing discussions with Respondent(s) during the negotiation phase of the ITN.

5. Attachment D, Cost Reply, is hereby deleted in its entirety and replaced with Revised Attachment D, Revised Cost Reply, attached hereto. Any instance of Attachment D, Cost Reply, where stated in the solicitation documents shall be replaced with Revised Attachment D, Revised Cost Reply.

6. Attachment E, Interface Files, is hereby deleted in its entirety and replaced with Revised Attachment E, Interface Files, attached hereto. Any instance of Attachment E, Interface Files, where stated in the solicitation documents shall be replaced with Revised Attachment E, Interface Files.

7. Revised Attachment F, Census File, is hereby deleted in its entirety and replaced with Revised

Attachment F, Revised Census File, available pursuant to the instructions set forth in Section

1.9 of the ITN. Any instance of Attachment F, Census File, where stated in the solicitation documents shall be replaced with Revised Attachment F, Revised Census File.

8. Attachment J, Data Use Agreement, is hereby created and attached hereto.

9. The Mandatory Responsiveness Requirements set forth on pages 32 and 33 of the ITN are hereby amended as follows:

[see next page]

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Mandatory Responsiveness Requirements

The Respondent is required to fill out this form by affirming compliance or agreement with the specified items. Replies that do not fulfill the mandatory requirements outlined below will not be assessed by the Department. A Reply will be considered non-responsive if it lacks the following:

No. Mandatory Responsiveness Requirement

1. The Respondent certif ies that it is in compliance with the requirements of this ITN, including subsection 3.2, section 9 (entitled “Respondent’s Representation and

Authorization”).

2. The Respondent certifies that it is not on the Suspended Vendor List; it and its suppliers, subcontractors, or consultants to be utilized under the contract are not on the Convicted

Vendor, Discriminatory Vendor, or Antitrust Violator Vendor Lists; and there is no pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the vendor’s ability to satisfy the contract obligations..

3. The Respondent certifies that the Respondent is not on the Scrutinized Companies with

Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Terrorism

Sectors List, or the Scrutinized Companies that Boycott Israel List, and is not participating in a boycott of Israel.

4. The Respondent certifies that, if awarded a Contract, it will provide the Department with a PDF file of its current and active registration with the Florida Department of State, Division of Corporations (www.sunbiz.org), prior to execution of a Contract or , if exempt from registration, a statement to that effect noting the basis for the exemption.

Respondents should note that foreign entities are required to obtain a Florida Certif icate of Authorization pursuant to applicable Florida Statutes, from the Flor ida Department of

State, Division of Corporations (www.sunbiz.org), to transact business in the State of

Florida.

5. The Respondent certifies that it will provide all required services contemplated within this

ITN, and as modified during negotiations.

6. The Respondent certif ies that the Respondent is in compliance with section

448.095(2)(a), F.S., and that within the last year (i.e., within the last 365 days), it has not had a contract terminated under section 448.095(2)(c), F.S., by a public employer, as defined by section 448.095(1)(i), F.S.

7. The Respondent certifies that it has had a single client with experience covering at least

180,000 lives.

8. The Respondent certif ies that, if awarded a contract, it will perform, at a minimum, the tasks outlined in Attachment A, Administrative Requirements, and the Draft Contract

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(Attachment I), and that it expressly accepts such requirements as written, without caveat, exceptions, conditions, or deviations.

9. The Respondent certif ies that, if awarded a contract, it will perform all Services described in Attachment B, Performance Guarantees, of the Draft Contract (Attachment

I).

10. The Respondent certif ies that it has included in its Reply completed copies of each of the following: the Form PUR 1355, Foreign Country of Concern Attestation; Vendor

Certif ication Form (Attachment H); a Portfolio (including completed Attachment C, Technical Reply, as an Excel file identifying the corresponding Portfolio page numbers).

11. The Respondent certif ies that it received a copy of the Revised Census File from the

Procurement Officer and submitted a fully executed Data Use Agreement to the

Procurement Officer prior to the due date indicated in Section 1.7, Timeline of Events.

12. The Respondent certifies that it has included in its Reply a completed copy of Revised

Attachment D, Revised Cost Reply.

Signature below certif ies that the signatory has the authority to respond to this solicitation on the

Respondent’s behalf and certif ies compliance with the Responsiveness Requirements listed above.

Name of Respondent’s Organization

Printed Name of Organization’s Authorized Representative

Signature of Organization’s Authorized Representative Date

End of Addendum 3.