Attachment_Q_ProposalVerificationForm_.pdf

RFP #10872

ATTACHMENT Q

PROPOSAL VERIFICATION FORM

By completing and submitting this form with your Proposal, the Respondent is ensuring the proposal submission is in accordance with the mandatory and requirements outlined in RFP #10872. Also, please check the Vendor Information Portal (VIP) for any addendums posted that indicate any revised document(s) for which the Respondent is responsible for completing and submitting by the date and time noted in the Calendar of Events (Attachment B, Section IV., A.) of this RFP.

Instructions: Place a check mark (√ ) in the box next to the Requirement indicating it has been completed and is ready to submit by the date and time specified in the Calendar of Events (Attachment B, Section IV., A.) of this RFP. This form shall be submitted as the first document under Volume 1.

ELECTRONIC UPLOAD PROPOSAL

Register for a DJJ Bid Library Account through the Procurement Manager. Respondents must register their email address for access to the DJJ Bid Library using a Microsoft account. For specific instructions, reference Attachment B, Section VI., C., 1., Electronic Upload of the Proposal(s) and/or contact your Procurement Manager listed in the RFP.

If your organization does not use a Microsoft account, a free account can be created through Microsoft at https://www.office.com. This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to the Procurement Manager.

Notice of Intent to Submit a Proposal, Attachment N, shall be uploaded to the DJJ Bid Library, no later than the deadline specified in the Calendar of Events for this RFP.

Electronic proposals shall be uploaded to the DJJ Bid Library no later than the due date and time specified in the Calendar of Events for this RFP. Any and all documents uploaded, edited, or modified in any way after this date and time will be deemed non-responsive.

The complete proposal which contains Volumes 1, 2, and 3 shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), Attachment R (Volume 3, Tab 1), the Financial Viability documentation (Volume 2, Tab 3), are the only documents which can be saved in a PDF format. The signed Attachment H – Budget (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

MANDATORY CRITERIA (Attachment B, V.)

It is MANDATORY that the Respondent submit its complete proposal within the time frame specified in the Calendar of Events (Attachment B, Section IV., B.). A proposal is considered complete if it contains all of the required documents listed in Attachment B, section XX.

It is MANDATORY that the Respondent submit a completed Attachment H - Price Sheet. A separate Attachment H - Price Sheet is required for each Circuit for which the Respondents is submitting a proposal. The proposed rate must be at or under the maximum allowable rate.

Failure to meet this mandatory shall result in the Respondent’s response being deemed as non-responsive and will not move forward for evaluation and scoring

It is MANDATORY that the Respondent submit a completed and signed Attachment L - Foreign Country of Concern Attestation (PUR 1355) form.

TECHNICAL PROPOSAL – VOLUME 1 (Attachment B, XX.)

Prior to submitting the Proposal, the Respondent shall complete, sign, and submit this form, Attachment Q – “Proposal Verification Form”, to ensure that the reply is in compliance with the instructions listed below. This form shall be placed in Volume 1, Tab 1, before the Transmittal Letter.

Transmittal letter is on Respondent’s letterhead.

Transmittal letter is signed by an individual authorized to bind the Respondent.

Transmittal letter has the following:

official company name;

company address;

telephone number;

email address;

name and title of the Respondent official who will sign any contract;

Federal Employee Identification #, including the Florida Vendor Sequence #, if available, and if not available, a statement saying so;

DUNS #, if applicable, and if not applicable, a statement saying so; and If entity is “DBA” or “Doing Business As”, the Respondent shall state the reason for it.

The Transmittal Letter must contain the following exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to all terms and conditions contained in the Request for Proposal for which this proposal is submitted.”

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) has met all conditions and requirements of Attachment C, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this Procurement/contract by any federal department or agency.” If the Respondent is unable to certify to any part of this statement, such Respondent shall include an explanation in the transmittal letter.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that neither (insert Respondent’s name) nor anyone acting on its behalf have contacted anyone, between the release of the solicitation and the end of the seventy-two

(72) hour period following the agency posting the Notice of Intended Award, excluding Saturday, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents.”

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) is not listed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel; has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List; or has been engaged in business operations in Cuba or Syria;

or pursuant to paragraph 215.472(3)(a), F.S., has been engaged in business operations in or with the government of Venezuela or in any company doing business in or with the government of Venezuela; or pursuant to paragraph 215.473(1), F.S.”

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that the Attachment H – Budget submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services. I understand that the Attachment H – Budget, which has been submitted by the date and time required in the RFP, will be evaluated on a pass/fail basis in accordance with Attachment F.

The Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Proposal Verification Form, Attachment O – Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive proposal and to facilitate proposal evaluation by the Department, it is required that the Respondent provide a table that cross-references the contents of its proposal with the contents of the RFP. The Respondent shall insert the Attachment O in Volume 1, Tab 1, after the Transmittal Letter. Remember to complete Attachment O in its entirety. Respondents are advised that the Department’s ability to conduct a thorough review of proposals is dependent on the Respondent’s ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent. The Respondent shall ensure the proposal’s sections are properly and completely identified by citing all the applicable page numbers correlating to the requested documentation in Attachment O.

Attachment K – Drug-Free Workplace Certification & Attachment S –Tie Breaking Certifications – Volume 1, Tab 2 The proposal may contain the Drug-Free Workplace Certification in accordance with section 287.087, F.S. (if desired by the Respondent) for preference in the event of a tie in the scoring of a competitive solicitation. This is not a mandatory requirement. The form is labeled as

Attachment K. The Respondent may also submit the Attachment S (Tie Breaking Certifications), which is not mandatory.

Technical Proposal Narrative – Volume 1, Tab 3 The Technical Proposal shall be prepared in the format listed below:

• Letter size (81/2” X 11)

• 12 Point Type – Times New Roman

• Single Space

• 1” margins (top, bottom and sides)

• Pages consecutively numbered (limit of sixty (60) pages)

Each Respondent shall limit the Technical Proposal’s narrative to no more than sixty (60) consecutive pages. Pages must be numbered in a logical, consistent fashion and must not exceed sixty (60) pages including attachments and exhibits (excluding Department-required Attachments, e.g. Organizational Chart, Activity Schedule, etc.) Pages submitted in excess of the specified limit for the Technical Proposal’s narrative will be removed prior to evaluation and will not be evaluated. Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Proposal shall be referenced within the Technical Proposal’s narrative, included as exhibits or attachments to the Technical Proposal, and presented at the end of the Technical Proposal. Such exhibits or attachments shall not be counted in the sixty (60) page limitation established for the Technical Proposal. Illegible proposals will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

The Technical Proposal package shall contain the following sections in the following sequence:

(PLEASE NOTE THAT IT IS INSUFFICIENT FOR PROPOSALS TO MERELY RECITE OR

REITERATE THE SERVICES TO BE SOUGHT):

• Introductory Statement

• Management Capability

• Program Services

• Staffing & Personnel

• Implementation Plan

SECTION #1 INTRODUCTORY STATEMENT

This section should be introductory statement of general strategy and methodology that will be sued to achieve goals.

CATEGORY #1 MANAGEMENT CAPABILITY

This section shall reasonably and logically identify the management approach to plan, control, and manage the services, in accordance with requirements identified in Attachment A, Services Sought.

This section shall provide a copy of the Respondent’s corporate organizational chart and description of the corporate organizational structure, leadership and staffing (including licenses, qualifications, education, experience) needed in order to meet the requirements to provide auditing services in outlined in the RFP.

This section shall describe the internal quality improvement process utilized to identify problems and improve processes.

CATEGORY #2 GENERAL SERVICE DELIVERY

This section shall reasonably and logically describe your overall understanding of the juvenile justice system and the need for Comprehensive Evaluation services for juveniles.

This section shall describe your understanding of the overall goal of Comprehensive Evaluations for juveniles referred by the Department.

This section shall provide a general description of your company’s overall process for delivery of comprehensive evaluation services as specified by the RFP. (Standard Comprehensive Evaluation and the Specialized Add-ons.) Clearly specify which services your company can offer (i.e. the standard and which add-on’s)

CATEGORY #3 PAST EXPERIENCE WITH POPULATION TO BE SERVED

This section shall describe the Respondent’s past experience serving juvenile sex offender population.

This section shall describe the Respondent’s understanding of specific issues that juvenile youth face.

This section shall describe the Respondent’s understanding of the Department’s philosophy of services, rehabilitation, and treatment to juveniles, as outlined in the Roadmap and JJIS Project.

Information related to the Department’s Roadmap of Systems Excellence can be found at:

http://www.djj.state.fl.us/roadmap-to-system-excellence/ and information related to the Juvenile Justice System Improvement Project (JJSIP) can be found at:

http://www.djj.state.fl.us/research/latest- initiatives/juvenile-justice-system-improvement-project-(jjsip)/

CATEGORY #4 UNDERSTANDING OF SERVICE IMPLEMENTATION/COMPLETION TIME

FRAMES

This section shall describe the process for accepting referrals, scheduling appointments and the timeframes associated with initiating face-to-face contact with a referred youth and completing service delivery and submitting required reports.

CATEGORY #5 SERVICE TIMES/LOCATIONS

This section shall provide a detailed description of the proposed service location(s) (including places in the community) (in the Circuits proposed) that best meet the needs of the referred youth and where services will be made available.

This section shall provide a detailed description of the times/hours that PEJSOT services will be made available.

CATEGORY #6 PROTOCOL LIMITS

This section shall provide a detailed description of the times/hours that Comprehensive

Evaluation services will be made available by your company within your proposal.

CATEGORY #7 EVALUATIONS AND REPORTS

This section shall provide a description of a Standard Comprehensive Evaluation as specified in this RFP. Also, provide a sample Standard Comprehensive Evaluation that contains all appropriate and required elements, in a format that is clear and understandable. Ensure that any actual Comprehensive Evaluation report provided as a sample is appropriately redacted.

This section shall provide a detailed description of a Specialized Evaluation Add-On (Psychological) as specified in this RFP. Also, provide a sample of a Specialized Evaluation Add-On (Psychological) containing all appropriate and required elements, in a format that is clear and understandable. Ensure that any actual Comprehensive Evaluation report provided as a sample is appropriately redacted.

CATEGORY #8 REPORTS/RECORDS/DOCUMENTATION

This section shall include a detailed description of the Respondent’s approach to meeting all reporting requirement and methodology of comply with same.

This section shall provide a detailed written description for ensuring confidentiality and the required management and condition of client records.

CATEGORY #9 BACK-UP STAFFING PLAN

This section shall provide a detailed description of your staffing back-up plan (plan for covering planned or unplanned absences, staff vacations, and filling vacancies) which demonstrates there will be qualified staffing available to provide services as needed and ensure little or no interruption of services.

FINANCIAL PROPOSAL – VOLUME 2

Attachment H – Budget – Volume 2, Tab 1

It is MANDATORY that the Respondent shall provide a price (rate) for services they are able to provide by returning a completed copy of the Department’s Attachment H - Price Sheet. The rates (prices proposed) must include all services, material and labor necessary to complete the services outlined in the Attachment A, Services Sought and the Respondent’s proposal. The rates shall be expressed as two decimal number rates. Any proposal without a completed Attachment H for the Circuit proposed shall be rejected. Failure to meet this mandatory shall result in the Respondent’s proposal being deemed as nonresponsive and will not move forward for evaluation and scoring.

Attachment U – Certified Minority Business (CMBE) Subcontracting Utilization Plan – Volume 2, Tab 2 The Respondent shall describe its plan and/or methods to encourage diversity and utilize minority businesses in the performance of the services described in this solicitation. The information provided in this section shall address the plan described in the CMBE Subcontracting Utilization Plan of the RFP. The Respondent shall also include documentation supporting the CMBE Subcontracting Utilization Plan, for each Florida CMBE listed that the Respondent intends to utilize in the program procured. Florida CMBEs must meet all CMBE eligibility criteria and be certified as a CMBE by the Office of Supplier Diversity (OSD) of the Florida Department of Management Services. The documentation shall be a one-page letter supplied by the CMBE on its letterhead stationery, stating the intent of the CMBE to participate in the program and clearly identifying the Department Solicitation Number. No points will be awarded for the CMBE Subcontracting Utilization Plan.

Financial Viability Documentation – Volume 2, Tab 3 It is required that the Respondent provide in Volume 2, under Tab 3, financial documentation, for either Option #1 or Option #2 below sufficient to demonstrate its financial viability to perform the Contract resulting from this RFP (see Attachment F, A., 5., Financial Viability Evaluation Criteria and Attachment B, XX., E., 4). Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass the option they selected, the proposal shall be rejected as non-responsive and not evaluated further. Failure to provide either option will result in disqualification of the proposal.

❑ Option #1: D & B Business Information Report or ❑ Option #2: Financial Audits

Additional Requirements to be Included with the Respondent’s Proposal

• Outside Party Agreements and Letters of Support

PROVIDER PERFORMANCE – VOLUME 3

Provider Performance – Volume 3, Tab 1

It is required that the Respondent sign and submit a complete Attachment R (Certification of Experience). The Respondent must demonstrate two years of experience within the last five years of implementing and operating programs for at-risk and/or delinquent youth.

Respondents shall include the information requested in Attachment D, Part II and III for this RFP and the required supporting documents in Volume III. Further instructions on how to complete this section may be found in Attachment D.

Additional Requirements to be Included with the Respondent’s Proposal – Volume 3, Tab

• Client Contact List Attachment R – Certificate of Experience – Volume 3, Tab 1

Attachment T – Client Contact List – Volume 3, Tab 2

By my signature below, I am verifying the Proposal being submitted is in accordance with the instructions in this Solicitation.

Company: __________________________________________________________________________

Signature: _____________________________________________Date: _________________________

Print Name: _________________________________________________________________________