Attachment A, Scope of Work.pdf

25-80101500-RFP-V2

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ATTACHMENT A

SCOPE OF WORK

1. PURPOSE

To provide Customers with Mangagement Consulting Services on a statewide basis, pursuant to the terms set forth in this Scope of Work.

2. DEFINITIONS

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative Code (F.A.C.); and Attachment E, Enterprise Standard Terms and Conditions; 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 Scope of Work. 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. at the Customer’s location.

Business Network – The Business Network (formerly known as Ariba Network) is an online marketplace that connects Vendors and buyers for solicitations collaboration and purchasing transactions. A Business network account is required to submit responses to electronic solicitations.

Contract – The written agreement between the Department and the Contractor for Management Consulting Services.

Contract Manager – The representative designated by the Department who will oversee all aspects of the Term Contract, monitor performance expectations, and serve as the primary point of contact for the Contractor.

Contractor – A Vendor that enters a Contract with the Department as a result of this solicitation.

Customer – A State agency or Eligible User.

Eligible User – As defined in Rule 60A-1.001, F.A.C.

Hourly Rate – The maximum amount charged per hour of work performed, as submitted by Respondent on Attachment C, Cost Proposal.

Management Consulting Services - The nine categories of services contemplated within this Term Contract: Organizational Strategy Development; Project Management Consulting;

Program Research, Planning, Analyses, Scenarios, Reports, and Evaluations Consulting;

Executive Leadership Development and Customized Training; Policy, Program, Regulation, and Development Consulting; Process and Productivity Improvement and Advisory Assistance Consulting; Litigation Consulting; Systems Alignment and Consolidation Support; and Comprehensive Grants Management Services for Federal Disaster and Emergency Assistance Programs.

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Order – Written agreement between the Customer and Contractor which establishes the services agreed upon by the Customer and Contractor and may be used interchangeably with purchase order.

Project-Based Pricing – A negotiated flat fee charged for completion of an entire project, including all associated deliverables comprising the project.

Service Category(ies) – A group of Management Consulting Services that is described in this Scope of Work.

State – The State of Florida

Term Contract – The legally enforceable State Term Contract, as defined in section 287.012, F.S., between the Department and the Contractor.

Vendor – As defined in Rule 60A-1.001, F.A.C.

3. SCOPE OF WORK

3.1 Description of Scope

The Management Consulting Services available through this Term Contract are classified under the following Service Categories: Organizational Strategy Development; Project Management Consulting; Program Research, Planning, Analyses, Scenarios, Reports, and Evaluations Consulting; Executive Leadership Development and Customized Training; Policy, Program, Regulation, and Development Consulting; Process and Productivity Improvement and Advisory Assistance Consulting; Litigation Consulting; Systems Alignment and Consolidation Support;

and Comprehensive Grants Management Services for Federal Disaster and Emergency Assistance Programs.

Services will be provided on an as-needed basis with no guaranteed or minimum spend under a new Contract. The Customer-specific Scope of Work (“CSOW” or “Customer SOW”) will be determined and agreed upon by the Customer and the selected Contractor as set forth in the Customer Contract or Order.

3.2 Service Categories

Service Category Number Service Category Name Service Category Description

Service Category 1 Organizational Strategy Development

Conduct internal and external audits to gain a clear understanding of the organization, set vision and goals, determine accountability, priorities and objectives, provide areas of improvement and adjustments, determine and implement organization strategy, and evaluation.

Service Category 2 Project Management Consulting

Assisting Customers with the process of planning, organizing, and managing resources to achieve a specific goal or

Management Consulting Services Page 3 of 11 outcome within defined constraints such as scope, time, and budget. This may also involve planning and management related to the oversight of information technology projects.

Service Category 3

Program Research, Planning, Analyses, Scenarios, Reports, and Evaulations Consulting

Assessing, designing, and optimizing organization programs or initiatives. This includes conducting research, developing strategic plans, analyzing performance, and providing data-driven evaluations to improve effectiveness and outcomes.

This may involve reviewing the current state of an existing program, defining clear objectives, and assessing whether the program is achieving desired outcomes and addressing key needs.

Service Category 4 Executive Leadership

Development and Customized Training

Specialized in developing leadership skills, these consultants work with individuals, teams, or organizations to enhance their leadership capabilities.

This involves designing and implementing training programs to enhance employee skills and organizational performance supporting Customer’s goals and ensuring alignment with strategic priorities.

Focusing on preparing for leadership transitions, ensuring continuity and stability in key positions through a personalized, confidential, and collaborative process.

Service Category 5 Policy, Program, Regulation, and

Development Consulting

Assessing the effectiveness of programs or initiatives through data-driven reports and evaluations. Providing support in the creation, drafting, or refinement of policies and regulations that guide actions, decisions, and procedures within the Customer’s organization, ensuring alignment with legal, ethical, and strategic goals.

Service Category 6 Process and Productivity

Improvement and Advisory Assistance Consulting

Assisting Customers identify and implement strategies to optimize workflows, improve efficiency, and enhance service quality, leading to better outcomes. Provides guidance, strategic advice, and practical support to assist the organization effectively plan, implement, or enhance business programs or initiatives.

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Service Category 7 Litigation Consulting

Provide specialized analysis, testimony, and advisory support in legal disputes, claims, or formal cases. These services may include evaluating business practices, assessing financial and operational impacts, preparing expert reports, and offering courtroom testimony to support case arguments with professional insights and industry expertise.

Service Category 8 Systems Alignment and Consolidation Support

Assisting Customers integrate and streamline diverse systems and processes to support enhanced efficiency, reduce costs, and improve performance.

Service Category 9

Comprehensive Grants Management Services for

Federal Disaster and Emergency Assistance

Programs

Providing expert support in grants management, including grant writing, application preparation, compliance, and financial reporting while ensuring full adherence to federal and state regulations.

3.3 Job Titles and Duties

The following sections describe the minimum duties of the personnel provided by the Contractor, in accordance with the terms of the Contract, who are used to provide Customers with Management Consulting Services pursuant to the Customer-specific Scope of Work as set forth in the Customer’s Order. Customers may supplement these duties in their Customer SOWs, provided the duties do not exceed or conflict with this Scope of Work. The necessary experience for a job title must be related to the Service Category(ies) sought by the Customer.

Principal Consultant: A minimum of ten (10) years’ experience in duties associated with Management Consulting Services is required for Principal Consultant positions.

Duties of this position may include, but are not limited to:

• Providing executive-level consultation services to the Customer.

• Providing senior-level interface with the Customer and managing daily operations.

• Ensuring the timely performance and completion of all obligations under the

Customer Order.

• Organizing and directing the overall performance of the Customer Order.

• Possessing the authority to make binding decisions on behalf of the Contractor.

• Formulating organizational strategy and directing major strategic initiatives.

• Ensuring that goals and objectives are accomplished within budgetary parameters.

• Developing and maintaining Customer relationships.

• Assisting on large, complex, or multi-discipline engagements.

• Allocating financial and human resources and material assets.

• Formulating and enforcing work standards.

• Participating in the design phase of tasks and ensuring their successful execution.

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2. Senior Consultant: A minimum of eight (8) years’ experience in duties associated with Management Consulting Services is required for Senior Consultant positions.

The functional responsibilities of this position may include, but are not limited to:

• Managing the day-to-day operations.

• Ensuring the quality and timely completion of projects or services.

• Providing technical and subject matter expertise in accordance with the

Customer SOW.

• Participating as a senior team member providing high-level consulting services.

• Planning, organizing, and executing tasks in successful delivery of projects or services.

• Developing and defining strategic visions.

• Planning, directing, controlling, scheduling, coordinating, and organizing management of tasks.

• Providing Customer interface in accordance with the Customer SOW.

• Possessing authority and responsibility for the execution of Customer SOWs.

• Planning, organizing, and overseeing all subordinate work efforts.

• Ensuring quality standards and work performance in accordance with the

Customer SOW.

• Organizing, directing, and managing support services.

3. Consultant: A minimum of five (5) years’ experience in duties associated with

Management Consulting Services is required for Consultant positions. The functional responsibilities of this position may include, but are not limited to:

• Applying administrative, consultative, and technical expertise in accordance with the Customer SOW.

• Planning, organizing, executing, and controlling project tasks in successful delivery of projects or services.

• Interfacing with the Customer on a day-to-day basis to ensure timely delivery of projects or services.

• Applying a broad set of management skills and technical expertise as a project leader.

• Providing solutions through analysis.

• Directing subordinates in the completion of task orders.

• Organizing, directing, and managing support services.

• Assigning tasks and overseeing projects or other services in accordance with the Customer SOW.

• Directing activities in accordance with the Customer SOW.

• Training Customer personnel through formal classroom courses, workshops, or seminars.

4. Junior Consultant: A minimum of three (3) years’ experience in duties associated with Management Consulting Services is required for Junior Consultant positions.

The functional responsibilities of this position may include, but are not limited to:

• Applying a broad set of subject matter and technical expertise.

• Directing projects or services within the estimated timeframes and budget constraints in accordance with the Customer SOW.

• Organizing, directing, and managing support services.

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• Serving as a member of a team performing mid-level assignments.

• Providing solutions through analysis.

• Conducting Customer training through formal classroom courses, workshops, and seminars.

5. Project Analyst: A minimum of six (6) months’ experience in duties associated with Management Consulting Services is required for Project Analyst positions. The functional responsibilities of this position may include, but are not limited to:

• Providing project support services to implementation teams and senior staff.

• Conducting project-related research.

• Compiling and tracking analysis of project data.

• Assisting in the analysis of solution requirements.

• Developing project documentation.

• Independently planning and executing project tasks and activities in accordance with the Customer SOW.

6. Program and Administrative Support: The functional responsibilities of this position may include, but are not limited to:

• Coordinating and providing administrative support services to Contractor staff and Customer.

• Supporting the provision of services or production of project deliverables and performing administrative functions required to complete tasks.

• Providing graphics and editorial support services and desktop publishing services.

• Maintaining version control of project documents.

• Providing direct support to consulting and project analyst staff, including supporting the development of all deliverables.

3.4 Customer-specific Scope of Work

Customers shall develop a Customer SOW which establishes tasks, deliverables, specific positions, and preferences for the requested Service Category and service, service level, education qualification, and experience required to fulfill the Order. The Customer shall include the Customer SOW in the Request for Quote issued to the Contractors, and the Customer SOW shall be incorporated into any Order issued by the Customer. Customers are permitted to request terms and conditions which supplement those contained in this Contract. The Customer SOW may include, but is not limited to the following information:

• Statement of purpose

• Customer-specific deliverables

• Customer-specific criteria for completion related to tasks, project duties, and deliverables

• Customer-specific project job duties

• Preferred qualifications and experience of the individuals or organization performing services which may include resumes and references

• Required tasks and deliverables

• Anticipated timelines to complete the project or deliverables

• Contractor responsibilities

• Customer-specific financial consequences for non-performance

• Customer-specific payment terms

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• Customer-specific terms and conditions

3.5 Customer Preferences

The following are non-exhaustive examples of Customer preferences which may be required by the Contractor and its personnel. Any Customer preferences will be listed in the Customer SOW or Request for Quotes.

• Knowledge of government business practices, which is inclusive of Federal and State of Florida practices.

• Experience providing proposed Services to Federal or State of Florida entities.

Knowledge of Federal and state grant requirements, including laws, rules, and regulations

3.6 Pricing

Attachment C, Cost Proposal shall include the Contractors maximum Hourly Rates by job title for the initial and renewal terms of the Contract. The Customer and Contractor may negotiate a lower Hourly Rate in the Customer’s SOW. The maximum Hourly Rate shall include all applicable costs for providing proposed Services. Hourly Rates submitted by the Contractor shall be in compliance with all federal, state, and local labor laws.

The Contractor shall not begin work on any services that will exceed the Customer’s specified budget or Order without written approval from the Customer.

3.6.1 Project Based Pricing

Customers may request Project-Based Pricing to accomplish tasks and deliverables that include more complex requirements. Customers who choose to use a Project-Based Pricing model are not exempt from the requirements listed in the Request for Quote Requirement section, and must negotiate all pricing, fees and related expenses associated with the completion of each task and deliverable with the selected Contractor.

Customers shall use maximum Hourly Rates or Project-Based Pricing, but not both.

Project-Based Pricing is intended to provide predictability and a discount to Customers relative to the maximum Hourly Rates. Under no circumstances shall a Project-Based Price be permitted to be greater than the Hourly Rates. Project-Based Pricing should be fully detailed in the Customer SOW.

3.6.2 Contractor’s Performance of Off-Site Work

The Hourly Rates provided in the Contractor’s price sheet are contemplated for Management Consulting Services that are performed at the Customer’s physical work location.

Any off-site work performed by the Contractor under this Contract must be authorized in writing by the Customer prior to the Contractor’s commencement of the off-site work.

Authorized off-site work must be in direct support of the Management Consulting Services outlined in the Customer SOW. The Customer may negotiate lower pricing for any Management Consulting Services performed off-site.

3.6.3 Reimbursement for Travel Expenses

Travel expenses are not reimbursable unless specifically authorized by the Customer in writing and will be reimbursed only in accordance with section 112.061, F.S. Any reimbursable travel expenses should be fully detailed in the Customer’s SOW. If travel is authorized by the Customer, payment for travel expenses shall be made on the basis of

Management Consulting Services Page 8 of 11 actual allowable costs incurred as authorized and approved by the Customer. Allowable costs should be task related and not include items normally associated with overhead, which are part of the billable Hourly Rates.

3.6.4 Price Adjustments

The Contractor shall provide initial and renewal term Hourly Rate pricing as provided to the Department in Attachment C, Cost Proposal. The Department will not allow for price increases throughout the life of the Contract unless specified in the renewal pricing submitted by the Contractor. Price decreases are allowable.

3.7 Contractor’s Administrative Responsibilities

The Contractor shall provide all management, administrative, clerical, and supervisory functions required for the effective and efficient performance of all Customer Orders it accepts, and shall have sole responsibility for the supervision, daily direction and control, payment of salary (including withholding of income taxes and social security), and any benefits for its personnel. The Contractor is accountable for the actions of its personnel. The Contractor's management responsibilities include, but are not limited to, the following:

• Ensuring personnel understand the requirements of the Customer Order to which they are assigned.

• Ensuring personnel know their management chain, adhere to Contractor policies, and exhibit professional conduct to perform in the best interest of the Customer.

• Ensuring personnel adhere to applicable laws, regulations, and Contract conditions governing Contractor performance and relationships with the Customer.

• Regularly assessing personnel performance and providing feedback to improve overall task performance.

• Ensuring high quality results are achieved through task performance.

3.8 Contractor Warranty

The Contractor agrees to the following representation and warranty:

Should any defect or deficiency in any deliverable, or the remedy of such defect or deficiency, cause incorrect data to be introduced into any Customer’s database or cause data to be lost, the Contractor shall be required to correct and reconstruct, within the timeframe established by the Customer, all production, test, acceptance, and training files or databases affected, at no additional cost to the Customer.

3.9 Routine Communication

All routine communications related to the Contract shall be directed to the Department’s assigned Contract Manager. Routine communications may be by email, regular mail, or telephone. If any of the Contractor’s contact information changes during the life of the Contract, the Contractor shall notify the Department’s Contract Manager, and such updates do not necessitate a formal amendment to the Contract. Communications relating to a Customer’s Contract or Order should be addressed to the contact person identified in the Customer’s Contract or Order.

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3.10 Compliance and Compatibility

It is the Contractor’s responsibility to ensure that the Services supplied are compliant with the Term Contract requirements, specifications, terms, and conditions. Additionally, the Contractor shall ensure that all Services ordered by the Customer are fully compatible with each other and with any associated pre-existing Services possessed by the Customer and disclosed to the Contractor by the Customer. The Contractor’s acceptance of the Customer’s Order shall indicate that the Contractor agrees to deliver a Service(s) that is fully compliant and compatible with the Customer’s Order requirements, specifications, terms, and conditions.

3.11 Request for Quotes Requirement

Customers shall use a Request for Quotes in accordance with sections 287.056(2) and 287.0591, F. S., and Rule 60A-1.043, F.A.C., when making purchases off this State Term Contract (Term Contract). For any purchases off the Term Contract, the Contractor recognizes its responsibility for all tasks and deliverables contained in the Term Contract and any Customer Request for Quote, warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks and deliverables, and agrees to be fully accountable for the performance thereof.

3.12.1 Minimum Number of RFQ Issued by Customer

Pursuant to sections 287.056(2) and 287.0591(5), F.S., the Customer must ensure that an RFQ is issued to a minimum of 25 awarded Contractors (or all awarded Contractors, if fewer than 25) that are available under the Contract and that are authorized to provide the type of Management Consulting Services being requested.

3.12.2 Request for Quote Format

The specific format of the RFQ is left to the discretion of the Customer. Pursuant to section 287.056(2), F.S., RFQs performed within the scope of the Contract are not independent competitive solicitations and are not subject to the notice or challenge provisions of section 120.57(3), F.S.

3.12 Punchout Catalog and Electronic Invoicing

The Contractor is encouraged to provide an MFMP punchout catalog.

The punchout catalog provides an alternative mechanism for suppliers to offer the State access to Products awarded under the Term Contract. The punchout catalog also allows for direct communication between the MFMP eProcurement System and a supplier’s Enterprise Resource Planning (ERP) system, which can reflect real-time Product inventory/availability information.

The punchout catalog enables Florida buyers to “punch out” to a supplier’s website. Using the search tools on the supplier’s Florida punchout catalog site, the user selects the desired Products.

When complete, the user exits the supplier’s punchout catalog site and the shopping cart (full of Products) is “brought back” to MFMP. No Orders are sent to a supplier when the user exits the supplier’s punchout catalog site. Instead, the chosen Products are “brought back” to MFMP as line items in a purchase order. The user can then proceed through the normal workflow steps, which may include adding, deleting, and editing Products (i.e., line items) in the purchase order.

An Order is not submitted to a supplier until the user approves and submits the purchase order, at which point the supplier receives an email with the Order details.

The Contractor may supply electronic invoices in lieu of paper-based invoices for those transactions processed through MFMP. Electronic invoices may be submitted to the Customer through one of the mechanisms as listed below:

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1) EDI (Electronic Data Interchange) This standard establishes the data contents of the Invoice Transaction Set (EDI 810) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the Business Network (formerly known as Ariba Network) for catalog and non-catalog goods and services.

2) PO Flip via BN This online process allows Contractors to submit invoices via the BN for catalog and non-catalog goods and services. Contractors are able to create an invoice directly from their inbox in their BN account by simply "flipping" the PO into an invoice. This option does not require any special software or technical capabilities.

The Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider of MFMP, a State contractor, the right and license to use, reproduce, transmit, distribute, and publicly display within MFMP. In addition, the Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider the right and license to reproduce and display within MFMP the Contractor's trademarks, system marks, logos, trade dress, or other branding designation that identifies the Products made available by the Contractor under the Term Contract.

3.13 Financial Consequences

Failure to comply with the requirements of the Term Contract will result in the imposition of financial consequences. The following financial consequences will apply for the Contractor’s failure to meet the performance metric standard and due date corresponding with the deliverables under the Term Contract. The Customer may impose additional Financial Consequences beyond those stated herein to apply to that Customer’s purchase. The State of Florida reserves the right to withhold payment or implement other appropriate remedies, such as Term Contract termination, or nonrenewal, when the Contractor has failed to comply with the provisions of the Term Contract.

The financial consequences below will be paid and received by the Department of Management Services within 30 calendar days from the due date specified by the Department. These financial consequences below are individually assessed for failures over each target period beginning with the first full month or quarter of the Term Contract performance and every month or quarter, respectively, thereafter.

Financial Consequences Chart

Deliverable Performance Metric Performance Due Date

Financial Consequence for Non-Performance

Contractor will timely submit complete Term Contract Quarterly Sales Reports

All Term Contract Quarterly Sales Reports will be submitted timely with the required information

Completed reports are due on or before the 30th calendar day after the close of each State fiscal quarter

$250 per day late

Contractor will timely submit complete

All MFMP Transaction Fee Reports will be

Completed reports are due on or before the 15th calendar day

$100 per day late

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No favorable action will be considered when Contractor has outstanding Term Contract Quarterly Sales Reports, MFMP Transaction Fee Reports, or any other documentation owed to the Department or Customer, to include fees / monies, that are required under this Term Contract.

Deliverable Performance Metric Performance Due Date

Financial Consequence for Non-Performance

MFMP Transaction Fee Reports submitted timely with the required information after the close of each month