Attachment E-Reply Format.pdf

ITN No.: DMS-24/25-260 Page 1 of 8 MyFloridaNet-3 Core Services

ATTACHMENT E – REPLY FORMAT

ATTACHMENT E – REPLY FORMAT

FOR

MyFloridaNetwork-3

ITN NO: DMS-24/25- 260

ITN No.: DMS-24/25-260 Page 2 of 8

ATTACHMENT E – REPLY FORMAT

Introduction The Department seeks to make Reply preparation easy and efficient, while giving Respondents ample opportunity to highlight their Replies. The evaluation and negotiation processes must also be manageable and effective.

The Respondent’s Reply should demonstrate an understanding of, and the ability to, meet and perform all contractual requirements listed in this ITN, including all contractual services.

This Proposal Format describes the contents and format designed to encourage completeness in the Respondent's Reply. The State’s goal is to standardize the format of the Replies to allow comparisons and facilitate equitable measurements for evaluation.

Reply Preparation Costs Any and all costs incurred by the Respondent in preparing or submitting a Reply shall be the Respondent’s sole responsibility whether or not any award results from this ITN. The State shall not reimburse any costs.

Reply Submission The Respondent’s Reply shall be submitted in accordance with Section 3.5, “How to Submit a Reply,” of this ITN, and in the format given in this Attachment E – Reply Format.

The contents of each response submittal shall be organized as listed in the Table provided below with the exception of the Cost Reply. The Cost Reply is to be provided separately under “TAB 3” as described in the table below and labeled as “Cost Reply.” No pricing or cost information is to be included in any portion of the Respondent’s Reply other than TAB 3. Failure to comply with this requirement will result in disqualification.

If proprietary or confidential information is included in the Reply, the Respondent shall follow instructions provided in Section 3.9 (“Public Records, Respondent’s Confidential Information, and Redacted Replies”) of this ITN in submitting these files. Respondent shall include a descriptor in the file name to designate that the file represents proprietary/confidential information. If applicable, one (1) REDACTED electronic copy of the entire Reply should be submitted. If a redacted Cost Reply is submitted, it must be submitted as a separate digital f ile.

The State will not accept Replies received after the Reply deadline.

The State prefers simple and economically produced Replies describing Respondent’s ability to meet the requirements of this ITN in a straightforward, concise manner. In completing Replies, Respondents should emphasize the quality, completeness, and clarity of content. Respondents are limited to submitting one Reply to this ITN. Modifications or withdrawal of Replies must be in accordance with Sections 2.4 and 2.5 of the ITN.

Reply Format All Replies should include content as outlined in the following table and further described in the following sections in the same order as is listed in the table. The electronic submission of documents should be submitted as separate files with Document Names as outlined in the following table. (NOTE: The “Respondent Name” reference in the filename should be replaced with your company name or acronym, as appropriate.)

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ATTACHMENT E – REPLY FORMAT

Document Name Identifier Format

ITN_DMS-24-25-260_TAB1_Respondent Name– Introduction

TAB 1 Narrative Response (Adobe Acrobat .pdf)

ITN_DMS-24-25-260_TAB2_Respondent Name – Mandatory Submittals – Mandatory Criteria Certifications and PUR Certification Forms

TAB 2 • FORM 5 – MANDATORY

RESPONSIVE REQUIREMENTS

• FORM 8 – PUR 7801

• FORM 12 – PUR 1355

• FORM 13 – PUR 1808

• FORM 14 – PUR 2023

(Adobe Acrobat .pdf)

ITN_DMS-24-25-260_TAB3_Respondent Name – Mandatory Submittals – Cost Reply

TAB 3 Attachment K: Cost Reply Price Workbook

(Microsof t Excel .xls)

ITN_DMS-24-25-260_TAB4_Respondent Name – Qualifications & Experience

TAB 4 • FORM 6: QUALIFICATIONS &

EXPERIENCE QUESTIONNAIRE

• FORM 3: SUBCONTRACTING

ITN_DMS-24-25-260_TAB5_Respondent Name – Client References

TAB 5 FORM 7: CLIENT REFERENCE FORM

(Adobe Acrobat .pdf)

ITN_DMS-DMS-24-25-260_TAB6_Respondent Name – Staffing Plan / Key Personnel

TAB 6 Attachment H: Staffing Plan Worksheet (Microsof t Excel .xls)

Job Descriptions:

(Adobe Acrobat .pdf)

ITN_DMS-24-25-260_TAB7_Respondent Name – Technical Reply

* Carefully review instructions in Attachment F to inform Technical Reply for TAB 7.

TAB 7 Copy of Attachment A: Statement of Work with Respondent’s In-Line Responses*

Any separately labeled files containing “plans” requested in Attachment A:

Scope of Work, in addition to the Staf f ing Plan required under TAB 6, that cannot be provided as in-line responses. Examples might include:

• Project Management Plan &

Schedule (Section 2.18);

• Migration Plan (Section 5.12);

• COOP Plan (Section 2.3.16)

Project Plan and Schedule: (Microsof t Project .mpp) Other Plans: ((Microsof t Excel .xls or Adobe Acrobat .pdf)

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ATTACHMENT E – REPLY FORMAT

ITN_DMS-24-25-260_TAB8_Respondent Name – Other Required Forms

TAB 8 • All FORMS and Other Documents listed in the instructions below for

TAB 8

ITN_DMS-24-25-260_TAB9_Respondent Name – Exceptions & Assumptions

TAB 9 Attachment I: Exceptions & Assumptions (Adobe Acrobat .pdf)

ITN_DMS-24-25-260_TAB10_Respondent Name

– Contract Redlines

TAB 10 Attachment B: Draf t Contract

TAB 1: Introduction

A. Transmittal Letter The transmittal letter on the Respondent’s letterhead should include the following information in the following format:

1. Respondent’s Contact Information (mailing address, email address and direct phone number).

2. Printed name, title, and signature of the representative of the responding organization authorized to legally obligate the Respondent to provide the Services.

3. Legal name of company and headquarters location of the Respondent.

4. State and date of incorporation and type of business.

5. Primary location from where the work will be executed.

6. Federal Employer Identif ication (FEID) Number.

7. If applicable, the name of any officer, director, employee or other agent who is also an employee of the State and the name of any State employee who owns, directly or indirectly, an interest of f ive percent (5%) or more in the Respondent or its affiliates. If this does not apply to your company, expressly state that it is not applicable in the transmittal letter.

8. A statement that the Reply will stand firm in accordance with Section 2.5 of the ITN

If Subcontractor(s) will be used, the Respondent should append a statement to the transmittal letter from each Subcontractor with the following information in the following format:

1. Subcontractor’s Contact Information (mailing address, email address and direct phone number).

2. Name and signature of the representative of the responding organization authorized to legally obligate the subcontractor to provide the Services.

3. Legal name of company and headquarters location of the subcontractor.

4. State and date of incorporation and type of business.

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ATTACHMENT E – REPLY FORMAT

5. Primary location from where the work will be executed.

6. Federal Employer Identif ication (FEID) Number.

7. If applicable, the name of any officer, director, employee or other agent who is also an employee of the State and the name of any State employee who owns, directly or indirectly, an interest of f ive percent (5%) or more in the responding Subcontractor or its affiliates. If this does not apply to your company, expressly state that it is not applicable in the appended statement to the transmittal letter.

8. The general scope of work to be performed by the Subcontractor; and,

9. The Subcontractor’s willingness to perform the identif ied scope of work.

B. Cover Page & Table of Contents The Respondent should provide a cover page that includes, at minimum, the name and address of the Respondent and the name and number of this ITN. This should be followed by a table of contents for the entire Reply that at minimum details the Tabs and major subsections of the Reply and their corresponding page numbers.

C. Executive Summary The Respondent should condense and highlight the contents of the Reply in a separate section titled “Executive Summary,” including how the Respondent meets the requirements described in this ITN. The executive summary should describe the technical solution and operational model the Respondent proposes in a concise and meaningful manner.

TAB 2: Mandatory Submittals – Required Certifications

• Mandatory Form: The Respondent must submit a signed FORM 5: MANDATORY

RESPONSIVENESS REQUIREMENTS.

• Mandatory Form: The Respondent must submit a signed FORM 8 - PUR 7801 VENDOR

CERTIFICATION FORM.

• Mandatory Form: The Respondent must submit a signed FORM 12 – PUR 1355 FOREIGN

COUNTRY OF CONCERN ATTESTATION.

• Mandatory Form: The Respondent must submit a signed FORM 13 – PUR 1808 COMMON

CARRIER OR CONTRACTED CARRIER ATTESTATION FORM.

• Mandatory Form: The Respondent must submit a signed FORM 14 - PUR 2023.

TAB 3: Mandatory Submittals - Cost Reply

Respondent must complete and submit Attachment K – Cost Reply Price Workbook as part of its Reply.

Detailed instructions for completing the Cost Reply are included in Attachment G – Instructions for Cost Reply Price Workbook.

Attachment K - Cost Reply Price Workbook has been provided to Respondents in Microsoft Excel format as a separate attachment to the ITN to facilitate completion of the forms electronically. Respondents must complete and separately submit a copy of their Attachment K - Cost Reply Price Workbook in Microsoft Excel format under TAB 3 with their electronic submission.

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ATTACHMENT E – REPLY FORMAT

TAB 4: Qualifications & Experience

Respondents should respond to each question and request for information in FORM 6:

QUALIFICATIONS & EXPERIENCE QUESTIONNAIRE and FORM 3: SUBCONTRACTING and submit both Forms with their Replies. Respondents should respond to all parts of each question or request for information.

TAB 5: Client References

Respondent should complete FORM 7: CLIENT REFERENCE FORM with the names and contact information of customer references for at least three (3) client references and submit those sections of the Form with its Reply.

The Department, during negotiations, may contact the identif ied references to request additional information and verify information.

TAB 6: Staffing Plan & Key Personnel Job Descriptions

A. Staffing Plan The Respondent should complete Attachment H - Staffing Plan Worksheets.

B. Job Descriptions Respondent should also include Key Personnel Job Descriptions providing information for key contract personnel. Job Descriptions for all key personnel identif ied in the worksheets must be provided under this Tab following its completed Attachment H - Staffing Plan Worksheets.

TAB 7: Technical Reply

Respondents should respond in-line to each question and criterion in Attachment A: Scope of Work and submit a copy of Attachment A containing their responses as the Technical Reply submission. Respond to each criterion in the Scope of Work by inserting narrative immediately below the text of each numbered Section and Subsection. Respondents should respond completely to all parts of each question or request for information. Note: use a font color for narrative that is different than the Scope of Work font color.

Subject to the instructions given for TAB 6, any “plans” requested in Attachment A: Scope of Work, in addition to the Staffing Plan, that cannot be provided as in-line responses should be submitted as clearly labeled separate files under TAB 7: Technical Reply along with the copy of Attachment A containing in-line responses (as the Respondent’s complete Technical Reply submission). Examples of such other plans include the Core Build-Out Plan, Migration Plan, and COOP Plan.

TAB 8: Other Forms and Required Documentation

Respondent should complete the following required forms and submit them under Tab 8.

A. Forms - Complete and submit the required Forms listed below:

• FORM 1 – CONTACT INFORMATION

• FORM 2 – NOTICE OF CONFLICT OF INTEREST

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ATTACHMENT E – REPLY FORMAT

• FORM 4 – STATEMENT OF NO PRIOR DISQUALIFYING INVOLVEMENT

• FORM 10 – CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM

• FORM 11 – NON-COLLUSION CERTIFICATION

B. Department of State Registration: Submit a copy of registration with the Department of State which authorizes the company to do business in Florida.

C. Principal Place of Business: If the Respondent’s principal place of business is in Florida, provide a statement to that effect.

Any Respondent whose principal place of business is outside of this state must submit with its Reply a written opinion of an attorney at law, licensed to practice law in that foreign state, that contains information explaining the preferences, any or none, granted by the law of that state to its own business entities whose principal place(s) of business are in that foreign state in the letting of any or all public contracts. For the purpose of this ITN, “principal place of business” means the state in which the Respondent’s high-level officers direct, control, and coordinate the Respondent’s activities.

D. Articles of Incorporation or Articles of Organization

E. Proof of Credit: Submit a letter, signed on or after June 1, 2025, from a surety company or bonding agent authorized to do business in the State of Florida and written on company letterhead, which documents the Respondent’s present ability to obtain a performance bond for the Contract in the amount of at least sixty million dollars ($60,000,000). The letter must refer specifically to this ITN. Failure by the Respondent to provide this letter with its Reply will be considered material and will result in the Reply being nonresponsive.

F. Audited Financial Statements: Provide copies of the Contractor’s audited financial statements for the last three years. The most recent audited financial statements must be current; the period covered by the most recent audit cannot be more than one (1) fiscal year and one hundred twenty (120) calendar days old from the solicitation advertisement date. The most recent audit must contain a signed audit statement (Audit Opinion) from a Certif ied Public Accountant (CPA) and the statement cannot contain an Adverse Opinion or a Disclaimer of Opinion from the CPA.

G. Proof of registration and completion of an electronic Substitute Form W- 9.

H. Eligibility under the Universal Service Fund E-rate program: The Contractor must obtain a

Service Provider Identif ication Number (SPIN) from the Universal Service Administrative Company (USAC). The Contractor must submit a Service Provider Annual Certif ication (SPAC) (Form 473) to USAC each funding year to certify that it will comply with E-rate rules and regulations.

Provide in this TAB of the Reply (TAB 8), the SPIN number(s) and a copy of the most recent SPAC as evidence of current eligibility for both the Contractor and each of its subcontractors.

DMS seeks to obtain E-rate funding for all eligible services sold under this contract to all eligible entities. The Contractor must not be on “Red Light Status” by the FCC or on the Suspension and Debarment List of the USAC (see http://www.usac.org/sl/about/program-integrity/suspensions-debarments.aspx) at the time of submittal of the Reply to this ITN.

http://www.usac.org/sl/about/program-integrity/suspensions-debarments.aspx http://www.usac.org/sl/about/program-integrity/suspensions-debarments.aspx

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ATTACHMENT E – REPLY FORMAT

TAB 9: Assumptions & Exceptions

The Respondent should clearly state any assumptions it made in its response in Attachment I:

Assumptions & Exceptions. The Respondent shall also clearly identify any exceptions it takes to specific provisions of Attachment A (Scope of Work), Attachment F (Technical Reply Instructions), and Attachment C (Service Level Expectations) in the same Attachment. If there are no exceptions, the Respondent shall explicitly state that the Respondent takes no exception to any part of this ITN.

Evaluators will NOT be provided the document submitted under Tab 9: Assumptions and Exceptions. Assumptions and Exceptions will become applicable only if a Respondent is selected for negotiations.

For the purpose of completing its Cost Reply and Technical Reply, the Respondent should NOT assume acceptance of assumptions and proposed exceptions.

TAB 10: Contract Redlines

The Respondent should provide a redlined version of the Draft Contract (Attachment B).

NOTES: Evaluators will not be provided Tab 10: Contract Redlines.

For the sole purpose of completing its Cost and Technical Reply, the Respondent should assume nonacceptance of all proposed redlines.