APD RFP 2425-006 Dental Program FINAL.pdf

Request For Proposals (RFP) Dental Program

APD RFP 2425-006

Commodity Code(s): 85122000, 85122002, 85331700 Procurement Officer: Alexis Capps Agency for Persons with Disabilities (APD) 4030 Esplanade Way Tallahassee, Florida 32399

APD RFP 2425‐006

Table of Contents

Section Page

1 .......................................................................................................... INTRODUCTION 6

1.1 ..................................................................................................................... INTENT 6

1.2 ......................................................................................................... BACKGROUND 6

1.3 ............................................................................................................ DEFINITIONS 7

1.4 .............................................................................................TIMELINE OF EVENTS 8

1.5 .................................................................................. TERM OF THE AGREEMENT 9

1.6 ......................................................................................PROCUREMENT OFFICER 9

1.7 .. WOMEN, VETERAN, MINORITY-OWNED SMALL BUSINESS PARTICIPATION 9

1.8 ........................................................ AGENCY'S RIGHT TO REJECT PROPOSALS 9

2 .......................................................................... THE RFP SOLICITATION PROCESS 10

2.1 ............................................................................................. GENERAL OVERVIEW 10

2.2 ........................................... NON-MANDATORY PRE-PROPOSAL CONFERENCE 10

2.3 ................................................ WRITTEN QUESTIONS AND AGENCY ANSWERS 10

2.4 ........................................................................................... ADDENDA TO THE RFP 10

2.5 ................................................................................................. PUBLIC OPENINGS 10

2.6 .................................................................................. SPECIAL ACCOMODATIONS 10

2.7 ............................................................................................................ EVALUATION 11

2.8 ............................................................................................... EQUAL PROPOSALS 11

2.9 ........................................................................................ CONTRACT FORMATION 11

2.10 ................................................. OTHER REQUIREMENTS FOLLOWING AWARD 11

2.10.1 ................... REGISTRATION WITH THE FLORIDA DEPARTMENT OF STATE 11

2.10.2 ................................................................... FLORIDA SUBSTITUTE FORM W-9 11

3 ....................................................................................... RESPONDING TO THE RFP 11

3.1 ............................................................................. HOW TO SUBMIT A PROPOSAL 11

3.2 .............................................................................................. PROPOSAL FORMAT 12

3.3 .................................................................................... CONTENTS OF PROPOSAL 12

3.3.1 ........................................................................................................... TITLE PAGE 12

3.4 ................................................................................ TAB 1: TABLE OF CONTENTS 12

3.5 .........................................................................................TAB 2: SPECIFICATIONS 12

3.5.1 ..................................................................................... SIGNATURE AUTHORITY 12

3.6 .................................................................................... VENDOR CERTIFICATIONS 12

3.7 .............................................................................. TAB 3: EXECUTIVE OVERVIEW 12

3.7.1 .............................................................. VENDOR CORPORATE INFORMATION 13

3.7.2 ..................................................................... SUBCONTRACTOR INFORMATION 13

3.8 .................................................................. TAB 4: CORE TEAM QUALIFICATIONS 13

3.9 ................................................... TAB 5: SERVICES APPROACH AND SOLUTION 13

3.10 ............................................................ TAB 6: SUPPORTING DOCUMENTATION 14

4 ............................................................. CONTENT OF THE FINANCIAL PROPOSAL 14

4.1 ..................................................................... FINANCIAL PROPOSAL TITLE PAGE 14

4.2 ................................................................................ TAB 1: TABLE OF CONTENTS 14

4.3 .......................................................................... TAB 2: FINANCIAL INFORMATION 14

4.3.1 .................................................................................. FINANCIAL MANAGEMENT 14

4.4 .................................................................................... TAB 3: BUDGET SUMMARY 14

4.5 .................................................................................. TAB 4: BUDGET NARRATIVE 14

4.6 .............................................................. TAB 5: SUPPORTING DOCUMENTATION 14

5 ........................................................................................ GENERAL INSTRUCTIONS 14

6 .......................................................... SPECIAL CONDITIONS AND INSTRUCTIONS 15

7 ......................................................................................... TERMS AND CONDITIONS 15

8 . CONVICTED VENDOR, DISCRETIONARY VENDOR, AND ANTITRUST VENDOR 15

9 ................................. RESPONDENTS REPRESENTATION AND AUTHORIZATION 16

10 ...................................................................................................... FIRM RESPONSE 17

11 ........................................................................... CLARIFICATION TO PROPOSALS 17

12 ........................................................................................ MINOR IRREGULARITIES 17

13 ................................................................................................... PUBLIC RECORDS 18

14 ................................................................................................................ PROTESTS 18

15 ......................................................................................... HOW TO ACCESS MFMP 19

16 .................................................... MYFLORIDAMARKETPLACE (MFMP) TRAINING 19

17 ................................................................................................. MFMP ASSISTANCE 19

18 .............................................................................. HOW TO SUBMIT A PROPOSAL 19

19 .................................................................................. CONTENTS OF A PROPOSAL 19

20 .................................................................... COST OF PROPOSAL PREPARATION 19

21 ............................................................................... INDEPENDENT PREPARATION 19

22 ............................................................... FALSE OR ERRONEOUS INFORMATION 19

23 ................................................................ RESTRICTIONS ON COMMUNICATIONS 19

24 ................................................................................. AGENCY RESERVED RIGHTS 20

25 ................................................................... WAIVER OF MINOR IRREGULARITIES 20

26 .................................................. RESERVES RIGHTS AFTER NOTICE OF AWARD 20

27 ............................................................................................. WITHDRAWAL OF RFP 20

28 ................................................ INSTRUCTIONS FOR RESPONDING TO THE RFP 20

29 ..................................................................... MANDATORY PROPOSAL DEADLINE 20

30 .................................................... ELECTRONIC PROPOSALS NOT ACCEPTABLE 20

31 ........................................................................... NUMBER OF COPIES REQUIRED 20

32 ......................................................... PROPOSALS TO BE IN SEALED PACKAGES 21

33 ........................................................................ RFP REQUIRED DOCUMENTATION 22

34 ............................................................................................................... TITLE PAGE 22

35 ............................................................................................... PROPOSAL OUTLINE 22

36 ......................................................................... UNDERSTANDING THE PURPOSE 22

37 ................................................................................................ ABILITY TO DELIVER 22

38 ................................................................................................. COMPANY PROFILE 22

39 ..................... COMPANY HISTORY, PROJECT TEAM, AND SUBCONTRACTORS 23

39.1 ............................................................................................. COMPANY HISTORY 23

39.2 ..................................................................................................... PROJECT TEAM 24

39.3 ............................................................................................. SUBCONTRACTORS 24

39.4 .................................................................................................... BUSINESS PLAN 24

39.5 ..................................................................................... DATA INFRASTRUCTURE 25

40 ..................................................................................................... COST PROPOSAL 26

41 ............................................ FINANCIAL STRENGTH AND CAPACITY PROPOSAL 26

42 .......................................................................................... TECHNICAL PROPOSAL 27

43 ............................................................................................... PROPOSAL FORMAT 27

44 ............................................................................PROPOSALS TO BE THOROUGH 27

45 .................................................................................... PROPOSALS TO BE CLEAR 27

46 ................................................................................ PROPOSALS TO BE CONCISE 27

47 .......................................................................... THE SELECTION METHODOLOGY 27

48 ..................................................................................................NOTICE OF AWARD 27

49 ........................................ FORM PUR 1000, GENERAL CONTRACT CONDITIONS 27

50 .................................................................................................... BASIS OF AWARD 27

51 .............................. ELECTRONIC POSTING OF NOTICE OF INTENT TO AWARD 28

52 ............................................................................RESPONDENT QUALIFICATIONS 28

53 ...............................................................................MANDATORY REQUIREMENTS 28

54 .................................................. VENDOR DISQUALIFICATION UNDER PUR 1001 28

55 ............ VENDOR DISQUALIFICATION FOR PREVIOUS FAILURE TO PERFORM 29

56 ................................................................. MINIMUM FINANCIAL SPECIFICATIONS 29

57 .......................................................................................ORDER OF PRECEDENCE 29

58 ........................................................................... CONTRACTING REQUIREMENTS 29

59 .............................................................................. REQUIREMENT TO CONTRACT 29

60 .............................................................................SURETY PERFORMANCE BOND 29

61 ................................................... PERFORMANCE MEASURES AND REPORTING 30

62 ......................................................................... PERFORMANCE SPECIFICATIONS 30

ATTACHMENT A STATEMENT OF WORK

APPENDIX I Certification of a Drug Free Workplace

APPENDIX II Vendor’s Certifications

APPENDIX III Vendor Conflicts of Interest Attestation

APPENDIX IV Tie Breaking Certifications

APPENDIX V Mandatory Requirements Checklist

APPENDIX VI Technical Proposal Instructions and Evaluation Criteria

APPENDIX VII Scoring Sheet

APPENDIX VIII Cost Proposal Instructions and Evaluation Criteria

APPENDIX IX Cost Sheet

APPENDIX X Initial Rating Sheet for Financial Strength and Capacity

APPENDIX XI Maximum Total Score of Proposals

APPENDIX XII Business Associate Agreement

1 INTRODUCTION

1.1 INTENT

The Agency for Persons with Disabilities (APD) mission is to support individuals with unique abilities and their families in living, learning, and working within their local communities by creating multiple pathways to possibilities. As such, the Agency understands that holistic health care is essential for clients to meet their God-given potential to thrive. The Agency strives to ensure the utilization of preventative and comprehensive dental care for Floridians with unique abilities.

The Agency is issuing this Request For Proposal to interested nonprofit organizations for the purpose of establishing a statewide program to provide dental care and related services to Floridians with developmental disabilities. Interested nonprofit organizations are encouraged to partner with a for-profit organization to establish a teaming model approach in their response to this procurement and service delivery.

1.2 BACKGROUND

APD serves over 61,000 individuals with disabilities across the state of Florida through multiple pathways and programs. The most traditional pathway is through a Medicaid Home and Community- Based Services (HCBS) Waiver program which is authorized by the Centers for Medicare and Medicaid Services (CMS). The HCBS Waiver program currently serves over 35,000 individuals and there are an additional 23,000 individuals in the pre-enrollment category who have requested HCBS Waiver services. The Agency engages thousands of private sector Medicaid providers to render services to individuals with developmental disabilities. In addition to safeguarding the health, safety, and well-being of clients, APD also ensures compliance with both state and federal regulations, including requirements identified by CMS regarding the HCBS Waiver program. The Agency is provided reoccurring funding by the Florida Legislature to ensure preventative and comprehensive dental care for Floridians with disabilities. This funding is provided annually, on a recurring basis and shall not exceed $11,500,000 annually.

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1.3 DEFINITIONS

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative Code (F.A.C.); Special Contract Conditions; and the PUR1001 General Instructions (PUR 1001, General Instructions to Respondents (10/06)) are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions for the purposes of this RFP document. All definitions apply in both their singular and plural sense.

Business Day – Monday through Friday, inclusive, except for those holidays specified in section 110.117, F.S., from 8:00 a.m. to 5:00 p.m. Eastern Time.

Commodity Code – The State’s numeric code for classifying commodities and contractual services which meet specific requirements, specifications, terms, and conditions herein. Florida has adopted the United Nations Standard Products and Services Code (UNSPSC) for classifying commodities and services.

Confidential Information – Information that is trade secret or otherwise confidential or exempt from disclosure under Florida or federal law.

Contract – The written agreement between the Agency and the awarded Respondent(s) resulting from this solicitation.

Contractor – A Respondent that enters a Contract with the Agency as a result of this solicitation.

Customer – A State Agency or Eligible User served by the Dental Program.

MyFloridaMarketPlace (MFMP) – the State of Florida’s online procurement system, providing a web-based program for state agencies and vendors to exchange products and services.

Proposal – The document(s) submitted by a Respondent in response to this RFP.

Respondent – An organization who submits a Proposal.

State – The State of Florida.

Vendor - A person or entity that may provide or is providing Commodities or Contractual Services under a Contract.

Vendor Information Portal– The State of Florida’s vendor registration, supplier diversity, and bidding system, through MyFloridaMarketPlace website developed in accordance with section 287.042(3), F.S.

1.4 TIMELINE OF EVENTS

The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the responsibility of the Respondent to check for any changes on the MFMP (VIP).

In the event of a technical malfunction or discrepancy in MFMP, VIP, the Timeline of Events listed in the solicitation document shall prevail. The official solicitation dates and time deadlines are reflected in the Timeline of Events.

Timeline of Events

Event Time

(Eastern Time) Date

Solicitation posted on Vendor Information Portal (VIP) Vendor Information Portal n/a 10/24/24

Pre-Proposal Conference Dial-In Teleconference Line 850-718-0564

2:00 p.m. 11/7/24

Deadline to submit questions in Vendor Information Portal

5:00 p.m. 11/21/24

Agency’s anticipated date of posting Q&A on Vendor Information Portal

5:00 p.m. 12/9/24

Deadline to submit Proposal and all required documents to APD, Alexis Capps 4030 Esplanade Way, Suite 280 Tallahassee FL 32399-0950

2:00 p.m. 1/29/25

RFP opening Agency for Persons with Disabilities 4030 Esplanade Way, Ste 280 Tallahassee FL 32399-0950

3:00 p.m. 1/29/25

Anticipated date to post Notice of Intent to Award on VIP

2/12/25

Anticipated Contract Effective Date 3/12/25

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n/a n/a

1.5 TERM OF THE AGREEMENT

The anticipated start date of the resulting Contract is 03/12/2025. This agreement is effective for five

(5) years with the option to renew up to five, one-year renewals, or the term of the original Contract.

Renewal of the agreement shall be in writing and shall be subject to the same terms and conditions set forth in the original RFP. Any renewal shall be contingent upon satisfactory performance evaluations by the Agency and subject to the availability of funds.

1.6 PROCUREMENT OFFICER

In accordance with section 21 of PUR 1001: The Procurement Officer is the sole point of contact for communication which will only be accepted in writing through email at Purchasing@APDcares.org regarding this solicitation. Violation of section 21 of the PUR 1001 may be grounds for rejecting a Proposal. The contact information for the Procurement Officer is:

Alexis Capps, Procurement Manager Agency for Persons with Disabilities 4030 Esplanade Way, Suite 280, Tallahassee, FL 32399-0950 Purchasing@apdcares.org

****ALL EMAILS TO THE PROCUREMENT OFFICER SHOULD CONTAIN THE SOLICITATION

NUMBER IN THE SUBJECT LINE OF THE EMAIL****

1.7 WOMEN, VETERAN, MINORITY-OWNED SMALL BUSINESS PARTICIPATION

Woman, Veteran, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-solicitation meetings. All Respondents shall be afforded fair and equal treatment. For questions about registering to identify your Small Business as a Woman, Veteran, or Minority-owned Small Businesses visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

1.8 AGENCY’S RIGHTS TO REJECT PROPOSALS

The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or failure to provide all required information, documents, or materials may be deemed as non-responsive.

Respondents whose Proposals or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may also be deemed as non-responsive.

The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

A deviation from a requirement or condition is material if, in the Agency’s discretion, it provides a substantial advantage to one Respondent over another or has a potentially significant effect on the quality of the Proposal or on the cost to the State.

2 THE RFP SOLICITATION PROCESS

2.1 GENERAL OVERVIEW

An RFP is the chosen method of competitive solicitation for a commodity or contractual service(s) that has been identified under section 287.057,4,(b), F.S. This RFP will be administered through the VIP.

Respondents interested in submitting a proposal are to comply with all terms and conditions described in this RFP. Proposals must be submitted by the date listed in the Timeline of Events section.

2.2 NON-MANDATORY PRE-PROPOSAL CONFERENCE

The Agency will conduct a non-mandatory pre-proposal conference in accordance with the date and time listed in Section 1.3, Timeline of Events, of this RFP. The purpose of the conference is to ensure full understanding of the requirements of the solicitation and attachments. Attendance at this conference is not mandatory but is highly encouraged. To attend the non-mandatory conference, please use the conference call information within the Timeline of Events.

2.3 WRITTEN QUESTIONS AND AGENCY ANSWERS

The Agency invites interested Vendors to submit questions regarding the solicitation. Questions must be submitted on the date and time reflected in Section 1.3, Timeline of Events, of this RFP. The Agency is not obligated to revise the solicitations or attachments in response to any written questions received in response to the RFP.

Questions are requested to be submitted in the following format:

Question # Respondent Name Section Page # Question

Agency answers to written questions will be issued by posting to the VIP per Section 1.3, Timeline of Events.

2.4 ADDENDA TO THE RFP

The Agency reserves the right to modify this solicitation by addenda. Addenda may modify any aspect of this solicitation. Any addenda issued will be posted on the VIP. It is the Respondent’s responsibility to check this portal for any changes throughout the procurement process and prior to submitting a Proposal.

2.5 PUBLIC OPENINGS

Proposals will be opened, and the names of Respondents will be announced at a public meeting on the date and at the location indicated in Section 1.3, Timeline of Events, of this RFP. Respondents are not required to attend. In accordance with section 119.071(1)(b), F.S., the Agency will not provide other information regarding the received Proposals at the public opening.

2.6 SPECIAL ACCOMODATIONS

Any person requiring a special accommodation due to a disability should contact the Agency’s Americans with Disabilities Act (ADA) Coordinator at 850-410-1309 at least five (5) business days prior to the scheduled event. If hearing or speech-impaired, please contact the ADA Coordinator by using the Florida Relay Service at 800-955-8771 (TDD).

2.7 EVALUATION

The Agency intends to award a contract to the responsible and responsive vendor whose proposal is determined, in writing, to be the most advantageous to the state. The Agency will award the contract based on the evaluation criteria set forth in the solicitation and relative importance of price. The Agency may also make a determination as to whether to deem one or more vendor ineligible for award due to non-responsibility or non-responsiveness.

2.8 EQUAL PROPOSALS

Various provisions of Chapters 287 and 295, F.S., provide qualifying vendors the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a vendor who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference. Completion of the certification is optional for qualifying vendors; however, a vendor waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply.

2.9 CONTRACT FORMATION

The Agency may issue a Notice of Intent to Award Contract(s) to successful Respondent(s). However, no Contract shall be executed until the Respondent and the Agency sign the Contract. The Agency shall not be liable for any work performed before the Contract is effective.

The Agency intends to enter into Contract(s) with Respondent(s) pursuant to the Basis for Award section of this solicitation. No additional documents submitted by a Respondent shall be incorporated in the Contract unless they are specifically identified, incorporated by reference, and approved by the Agency. If any additional documents are submitted by the Respondent, the additional documents will not be considered for the basis for award.

2.10 OTHER REQUIREMENTS FOLLOWING AWARD

2.10.1 REGISTRATION WITH THE FLORIDA DEPARTMENT OF STATE

If awarded a Contract, and prior to execution of a Contract, the Respondent shall provide a PDF file of its current and active registration with the Florida Department of State or, if exempt from registration, the Respondent shall provide a statement to that effect, noting the basis for the exemption. Respondents should note that foreign entities are required to obtain a Florida Certificate of Authorization pursuant to applicable F.S. from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, please visit https://dos.myflorida.com/sunbiz/.

2.10.2 FLORIDA SUBSTITUTE FORM W-9

It is the responsibility of the awarded Respondent to complete a Florida Substitute Form W-9 prior to execution of a Contract. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit https://flvendor.myfloridacfo.com/.

3 RESPONDING TO THE RFP

3.1 How to submit a proposal

All proposals must be submitted by electronic means. Electronic submission of the proposal (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer at the email address provided in Section 1.5, Procurement Officer, of this RFP. The software used to produce the electronic file must be Adobe portable document format (pdf”), version 6.0 or higher. The Department must be able to be open and view the proposal utilizing Adobe Acrobat.

If the vendor considers any part of the document to be trade secret, the submission must include a separate electronic file in accordance with Section 12, Public Records, of this RFP.

In the event the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 1.3, Timeline of Events, in this RFP. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

3.2 Proposal Format

Proposals must be single-spaced on 8 1/2” x 11” format. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The proposal must be submitted in accordance with the following sections below:

3.3 Contents of Proposal

3.3.1 Title Page

The first page of the proposal shall be a Title Page that contains the following information:

Title of the Solicitation Solicitation number Vendor’s name and federal tax identification number Name, Title, telephone number, email address, and mailing address of person who can respond to inquiries regarding the proposal.

3.4 TAB 1: TABLE OF CONTENTS

Provide a table clearly demonstrating the order of the material and associated page numbers.

3.5 TAB 2: SPECIFICATIONS

3.5.1 Signature Authority

Include a signed certificate (APPENDIX I) completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the proposal and its statements and certifications is authorized to make such representations and to bind the vendor.

3.6 Vendor Certifications

Include the Vendor Certificate Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and the “true” checked next to each of the Certifications (a) through (k).

3.7 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the solicitation purpose and the needs specified in this solicitation. Include a brief description of the vendor’s organization, leadership, credentials, approach for service, management of performance expectations, and means of completing deliverables.

3.7.1 Vendor Corporate Information

Describe the vendor’s approach and philosophy, including mission statement, core values, and vision.

Describe the vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations, how the structure represents a lean, efficient, and effective administrative model, the experience and achievements in developing a governance model is designed to avoid conflicts of interest.

Provide the requested information below which will demonstrate the vendor’s and subcontractor(s)’ ability to successfully complete the work described in this solicitation and its appendices, attachments, exhibits, and referenced supporting documentation. The vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

3.7.2 Subcontractor Information

Described all proposed subcontracts, or the plan and approach to identify, recruit, and retain subcontractors, and what services each will provide. Submit a completed Subcontractor List for each proposed subcontractor. All subcontractors must also provide Evidence of current non-profit status. A screenshot from the IRS Select Check website may be used in conjunction with other information listed herein.

3.8 TAB 4: CORE TEAM QUALIFICATIONS (limited to 3 pages)

Describe the qualifications and credentials of the vendor’s leadership team. Explain why the leadership team is qualified to lead their organization in meeting the needs of this RFP. Include resumes for all key leadership personnel describing their work experience, education, and training as it relates to the requirements of this solicitation.

Describe the vendor’s operational approach to recruitment, training, supervision, and retention of qualified personnel as described in this RFP. The proposal should address all applicable personnel grievance and conflicts resolution practices. The vendor should explain how its organization subcontractors and staffing levels will best meet the performance standards required to perform properly. Describe the credentials applicable to human resources, quality assurance, financial, information technology, and other key professional level employees.

3.9 TAB 5: SERVICES APPROACH AND SOLUTION

The proposal must include a description of the vendor’s capacity and approach to providing the service components. To facilitate the evaluation process, the proposal should address and be formatted in a way that is clearly delineated for each of the service components, as follows:

Describe how resources will be identified, what types of resources will be sought and how resources will be validated and maintained.

Describe how the vendor will identify and address gaps in resources.

Describe the approach to ensuring that all resource materials are appropriate for publication in the public domain.

Describe the approach to maintaining culturally and linguistically competent and appropriate materials.

3.10 TAB 6: SUPPORTING DOCUMENTATION

Provide attachments, exhibits or any other supporting documentation referenced in the proposal, labeled and tabbed accordingly. All supporting documentation must be formatted as specified in Section 3.4, Proposal Format, of this RFP. Evidence of current non-profit status. A screenshot from the IRS Select Check website may be used in conjunction with other information listed herein.

4 CONTENT OF THE FINANCIAL PROPOSAL

4.1 Financial Proposal Title Page

The first page of the proposal shall be a Title Page that contains the following information:

Title of Solicitation Solicitation Number Vendor’s name and federal tax identification number Name, Title, Telephone number, and address of person who can respond to inquiries regarding the proposal.

Name of the Program coordinator.

4.2 TAB 1: TABLE OF CONTENTS

Provide a Table of Contents demonstrating the order of the materials and associated page numbers.

4.3 TAB 2: FINANCIAL INFORMATION:

4.3.1 Financial Management

Describe the vendor’s current financial management and accounting systems, sufficient to demonstrate the vendor’s capability to track and report the expenditure of funds associated with the provision of services under the proposed contract.

4.4 TAB 3: BUDGET SUMMARY

Provide a line-item budget summary using the Project Budget Summary to demonstrate a summary of all proposed project costs for the entire proposed contract period and any potential renewals. Proposed costs may not exceed the maximum award specified for each service component in Section 41, Cost Proposal, of this RFP.

4.5 TAB 4: BUDGET NARRATIVE

Provide a detailed list of all proposed project costs for the entire proposed contract period and any potential renewal using the Budget Summary and Detail Instructions. The budget narrative must include the methodology used to calculate the total line-item cost, including the quantity of items funded, price per item and description of use.

4.6 TAB 5: SUPPORTING DOCUMENTATION

Provide attachments, exhibits, appendices or any other supporting documentation referenced in the proposal, labeled, and tabbed accordingly.

5 GENERAL INSTRUCTIONS

The PUR 1001, General Instructions to Respondents (10/06), is incorporated by reference and is accessible at PUR 1001 General Instructions.

6 SPECIAL CONDITIONS AND INSTRUCTIONS

The following special conditions and instructions modify the general instructions provided in the incorporated PUR 1001, section 4.

Paragraphs 8 and 13 of the PUR 1001 are inapplicable in their entirety.

Paragraphs 3, 4, 5, 7, 9, 14, 15, 16, 19, and 20 of the PUR 1001 are inapplicable and are replaced as follows:

7 TERMS AND CONDITIONS.

All Proposals are subject to the terms of this solicitation, which, in case of conflict, will have the order of precedence listed in the ‘Order of Precedence for Solicitation’ section.

The Agency will not accept any unrequested terms or conditions submitted by a Respondent, including any appearing in documents attached as part of a Respondent’s Proposal. In submitting its Proposal, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

8 CONVICTED VENDOR, DISCRETIONARY VENDOR, AND ANTITRUST VIOLATE VENDOR

LISTS.

a. Convicted Vendor List

Pursuant to section 287.133, 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.

b. Discriminatory Vendor List

Pursuant to section 287.134, F.S., an 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.

c. Antitrust Violator Vendor List

Pursuant to section 287.137, F.S., 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.

9 RESPONDENT’S REPRESENTATION AND AUTHORIZATION.

In submitting a Proposal, the Respondent certifies that it understands, represents, and acknowledges the following:

a. The Respondent is not currently under suspension or debarment by the State or any other governmental authority.

b. 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.

c. The Respondent currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other Contract, nor has it defaulted under any Contract with the State.

d. The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any company or person to submit a complementary or other noncompetitive Proposal.

e. The prices and amounts in the Respondent’s Proposal have been arrived at independently and without consultation, communication, or agreement with any other Respondent or potential Respondent; and neither the prices nor amounts of this Proposal, actual or approximate, have been disclosed to any other Respondent or potential Respondent, and they will not be disclosed before the solicitation’s public opening.

f. No attempt has been made or will be made to induce any other Respondent or potential Respondent to refrain from submitting a Proposal, or to submit a price(s) higher than the prices in this Proposal, or to submit any intentionally high or noncompetitive price(s) or other form of complementary Proposal.

g. The Respondent is not prohibited from eligibility for the Contract contemplated in this solicitation for any of the reasons specified in section 287.057(19)(c), F.S.

h. The Respondent has fully informed the Agency 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 Respondent and its affiliates for violation of state or federal law involving fraud, bribery, collusion, conspiracy, or material misrepresentation with respect to a public Contract. This includes disclosure of the name of current employees who were convicted of Contract crimes while in the employ of another company.

i. Neither the Respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or a position involving the administration of funds:

1) Has within the preceding three (3) 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

2) Has within a three (3) year period preceding the release of this RFP, had one (1) or more federal, state, or local government Contracts terminated for cause or reason of default.

3) Has a pending criminal investigation by federal, state, or local governmental authority.

j. The commodities or contractual services provided by the Respondent will conform to the specifications without exception.

k. The Respondent has read and understands the Contract terms and conditions, and the submission is made in conformance with the terms and conditions in Attachment A: Draft Contract.

l. 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 State.

m. The Respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the Proposal, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act, or other conduct inconsistent with any of the statements and representations made in the Proposal.

n. The Respondent shall indemnify, defend, and hold harmless the Agency and its employees against any cost, damage or expense which may be incurred or caused by any error in the Respondent’s preparation of its Proposal.

o. All information and representations contained in the Respondent’s Proposal are true and accurate to the best of the Respondent’s knowledge, and no modifications have been made to any RFP attachments submitted with its Proposal. All information provided by, and representations made by, the Respondent are material and important and will be relied upon by the Agency in awarding the Contract. Any misstatement shall be treated as fraudulent concealment from the Agency of the true facts relating to submission of the Proposal. A misrepresentation may be punishable under law, including, but not limited to, Chapter 817, F.S.

p. If at any point during the course of the procurement, circumstances change so that any of the above acknowledgements are no longer true, the Respondent will notify the Procurement Officer as soon as practicable.

q. By submitting its Proposal, the Respondent agrees to and waives any objections to requirements contained in the solicitation, including any addenda thereto.

10 FIRM RESPONSE

The Agency intends to make an award within three hundred and sixty-five (365) days after the date of the opening, during which period Proposals shall remain firm and shall not be withdrawn. If an award is not made within three hundred and sixty-five (365) days, the Proposal shall remain firm until the Agency enters into a Contract or the Agency receives from the Respondent written notice that the Proposal is withdrawn.

11 CLARIFICATION TO PROPOSALS

No changes, modifications, or additions to the Proposals will be allowed after the Proposals have been opened. However, the Agency reserves the right to seek, and Respondent shall provide, clarifying information or documentation at any time. Failure to supply the information or documentation as requested may result in the Proposal being deemed non-responsive.

12 MINOR IRREGULARITIES

At its option, the Agency may allow a Respondent to correct minor irregularities, but the Agency is under no obligation to do so. In doing so, the Agency may request a Respondent to provide clarifying information or additional clarifying material to correct the irregularity. However, the Agency will not request, and a Respondent may not provide the Agency with additional materials that affect the price of the Proposal or give the Respondent an advantage or benefit not enjoyed by other Respondents.

13 PUBLIC RECORDS

Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and section 119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Proposals are public records and are subject to disclosure unless exempt from disclosure by law.

If the Respondent considers any portion of its Proposal to be Confidential Information, the Respondent is to mark the document as “confidential” and simultaneously provide the Agency with a separate, redacted copy of its Proposal to meet the compliance standards in sections 119.0715, 815.045, et seq., and chapter 688, Florida Statutes. For each redacted portion, the Respondent is to briefly describe in writing the grounds for claiming exemption, including the specific statutory citation for such exemption.

On the cover of the redacted copy, the Respondent is to provide its name and the Agency’s solicitation name and number and clearly title it, “Redacted Copy.” Only portions of material that the Respondent claims are Confidential Information are to be redacted.

In accordance with section 119.0701, F.S., Proposals are exempt from production in response to public records requests until such time as the Agency provides notice of an intended decision or until 30 days after opening the Proposals, whichever is earlier. After that time, the Agency will provide the redacted copy, if any, in response to a public records request.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as “confidential” are responsive, the Agency will provide the redacted copy to the requestor. If a requestor asserts a right to the redacted Confidential Information, the Agency will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to take the appropriate legal action to assert that the information in question is exempt from disclosure under Chapter 119, F.S., or other applicable law.

If the Agency becomes subject to a demand for discovery or disclosure of documents that are marked as “confidential” in a legal proceeding, the Agency will give the Respondent notice of the demand or request. It will be the Respondent’s responsibility to take the appropriate legal action in response to the demand and to defend its claims of confidentiality. If the Respondent fails to take appropriate and timely action to protect the materials it has designated as Confidential Information, the Agency will provide the unredacted materials to the requester.

By submitting a Proposal, the Respondent agrees to protect, defend, and indemnify the Agency for all claims arising from or relating to the Respondent’s determination that the redacted portions of its Proposal are Confidential Information. If a Respondent fails to submit a redacted copy in accordance with this section, of information it claims is Confidential Information, the Agency is authorized to produce the entire material submitted to the Agency in response to a public records request for, or demand for discovery or disclosure of, these records.

14 PROTESTS

Any protest concerning this solicitation should be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, F.A.C. Any communication not in accordance with these sections or the solicitation, including questions to the Procurement Officer, will not constitute formal notice of a protest.

15 HOW TO ACCESS MFMP

16 MyFloridaMarketPlace (MFMP) TRAINING MFMP University offers Vendor training materials on the Department’s MFMP Vendor Training website. Please visit:

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_un iversity/mfmp_u_for_vendors to access the MFMP Vendor Guide for information on VIP registration, commodity codes, and responding to solicitations in the Business Network.

17 MFMP ASSISTANCE

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com. Note: specific questions regarding this solicitation must be submitted in accordance with the Questions and Answers section.

18 HOW TO SUBMIT A PROPOSAL

19 CONTENTS OF PROPOSAL

The Respondent’s Proposal may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Proposals. The only recognized changes to this RFP prior to the opening of the Proposals will be written addenda issued by the Agency.

Proposals are to be organized in sections as directed below. Submit a Proposal in accordance with Instructions for Responding to the RFP.

20 COST OF PROPOSAL PREPARATION

The costs related to the development and submission of a Proposal are the full responsibility of the Respondent and are not chargeable to the Agency.

21 INDEPENDENT PREPARATION

A Respondent shall not, directly, or indirectly, collude, consult, communicate, or agree with any other Respondent as to any matter related to the Proposal each is submitting. Additionally, a Respondent shall not induce any other Respondent to modify, withdraw, submit, or not submit a Proposal.

22 FALSE OR ERRONEOUS INFORMATION

A Respondent who submits false or erroneous information may be deemed non-responsible, non-responsive or not awarded a Contract.