DCF ITB 2425 055 SOW v11.pdf

PURCHASE ORDER SCOPE OF WORK

PMT-57 1 v.24.1

1. Description of Service The Provider must deliver the services described within this Scope of Work (Scope).

The Provider will deliver ongoing instructor-led In-Person Virtual Training sessions as well as Online Training (all referred to as Training), throughout the duration of the contract including re-occurring trainings. Trainings shall include a focus concentrating on soft skill topics that include, but are not limited to, time management, problem-solving, leadership, supervision, multiple skill enhancement, communication, and personal development. Trainings will target personnel and supervisors within the Department of Children and Families (Department), which include Office of Workforce Learning and Development (WLD), staff located at Headquarters in Tallahassee, and across the following six regions:

Northwest, Northeast, Central, Suncoast, Southeast, and Southern (Refer to Section 5.1.1.).

Training will be categorized into five (5) main areas: Frontline Skill Development, Leadership Development, Trainer Development, Speaking Engagement, and Customized Trainings. Refer to Attachment A, Training Categories. Each category will feature various subcategories and training options aimed at helping frontline personnel, trainers, child welfare staff, and those supporting child welfare programs to acquire new skills and improve existing ones. The Department anticipates the Provider will deliver trainings to approximately 25-100 participants per training category, however, this is subject to change based on Department need.

Additional services may include coaching and feedback focused on the continuous process of guiding and developing Department staff to enhance performance and professional growth. This will involve delivering constructive, actionable, and strengths-based feedback, promoting a collaborative environment for skill development, and encouraging reflective practices that align Department staff efforts with organizational goals and best practices in child welfare. By fostering a supportive culture, prioritizing professional development, and enhancing leadership and communication, these initiatives aim to advance employee satisfaction, efficiency, and retention within the child welfare field. Child welfare staff that would need to be trained include CPIs, program administrators, quality assurance staff, trainers, and supervisors.

2. Governance Based on §287.057(19), Florida Statutes (F.S.), if applicable, Provider(s) under this contract will be prohibited from participating in any other engagement that the Provider provides related content as this would create a conflict of interest. The Provider shall comply with all applicable state and federal requirements, including, without limitation.

3. Term of the Agreement

3.1 The anticipated term of the resulting Contract is July 1, 2025, through June 30, 2028. The term of the resulting Contract is subject to change based on the actual execution date of the resulting Contract. Renewal, if any, shall comply with s. 287.057(14), F.S.

4. Composition of the Contract

4.1 This Contract is composed of the documents listed in this section. In the event of any conflict between the documents, the documents shall be interpreted in the following order of precedence:

4.1.1 Purchase Order Scope of Work (PMT-57), and other attached documents: All other attachments and exhibits to the contract referenced in the solicitation shall also be part of the resulting contract, if any

4.1.2 The Department’s Purchase Order Terms and Conditions, located at:

https://www.myflfamilies.com/general-information/contracted-client-services/library.

4.1.3 Department of Children and Families Standard Contract Definitions, located at:

https://www.myflfamilies.com/general-information/contracted-client-services/library.

https://www.myflfamilies.com/news-events/department-regions-and-circuits https://www.myflfamilies.com/general-information/contracted-client-services/library

PMT-57 2 v.24.1

4.1.4 PUR 1000 Form, located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_re sources/state_purchasing_pur_forms.

4.1.5 Response: The Provider’s Response and any additional submittals, if incorporated into or attached to the contract.

4.2 Notwithstanding the order of precedence indicated, for purchases based on a state term contract or an enterprise alternative contract source procured for state agency use by the Department of Management Services, the terms of the underlying state term contract or Department of Management Services enterprise alternative contract source agreement shall prevail over conflicting terms in other documents in the order of precedence, unless by the terms of that underlying state term contract or alternative contract source agreement the “Customer” is explicitly authorized to vary the terms to the State’s detriment.

5. Elements of Services The Provider is responsible for the performance of all tasks and deliverables contained in this Scope.

5.1 Service Delivery

5.1.1 Service Delivery Location

The Provider should be available to conduct trainings remotely, online, and all over the State of Florida, including in each of the Regions which can be found at the following link: Department Regions and Circuits | Florida DCF (myflfamilies.com).

5.2 Equipment

The Provider must provide all equipment required for the services within this Scope.

5.3 Responsibilities of The Department

The Department shall:

5.3.1 Assign a Department Contract Manager to coordinate all Contract activities between the

Department and the Provider,

5.3.2 Provide support to the Provider, which includes:

5.3.2.1 Identifying training participants,

5.3.2.2 Provision of registration process for attendees,

5.3.2.3 Identification and securing of existing locations for in-person trainings,

5.3.2.4 Announcement of trainings to encourage Department staff attendance

5.3.2.5 Promotional efforts to recruit participants, such as email notifications development of flyers, and images/graphics of training series.

5.3.3 Provide the platform for training delivery for Virtual and Online Trainings.

5.3.4 Review and approve all trainings prior to delivery. The Department is the sole source of approval for all training items and issues.

5.4 Responsibilities of the Provider

5.4.1 The training categories available through this Contract shall include, the following, and additional details can be found in Attachment A, Training Categories:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.myflfamilies.com/news-events/department-regions-and-circuits https://www.myflfamilies.com/news-events/department-regions-and-circuits

PMT-57 3 v.24.1

CATEGORY

NUMBER TRAINING CATEGORY NAME TRAINING CATEGORY DESCRIPTION

1 Frontline Skill Development Increase overall cultural awareness and how to overcome barriers to communication/investigation.

2 Leadership Development Retention and recruitment, customer service, engagement and morale, teamwork, and trust.

Trainer Skill Development and Courses Related to Train-the- Trainer Program

Series of workshops to support team building, communication enhancement, listening, collaboration, improved communication. Training consulting services.

4 Speaking Engagement Large group meetings of Child Welfare staff, normally related to motivation, reconnecting to the why, or impacted families.

5 Customized Training Various skill development trainings and customizable training programs with the object of enhancing employee specific needs and goals.

5.4.2 The Provider shall have the ability to tailor trainings to meet the Department’s unique training needs. Provider should have a focus on qualitative results and metrics for each Training provided, tailored to the trainings unique goals.

5.4.3 The Provider shall conduct an Initial Meeting with the Department within 15 days of initiation of a training by the Department, to gather initial information to assist in determining logistical information and schedules to provide training services and review any existing training materials and handouts.

5.4.4 The Provider will identify the training needs for headquarters and each region. The Provider shall develop a Training Plan, which includes the following:

5.4.4.1 All logistical details associated with the training, including but not limited to timeline for completion of training agenda, training materials, training dates or go-live of training, and pre- and post-training surveys. Training session materials and handouts are subject to the Department’s approval.

5.4.4.2 The Provider will assist the Department in identifying the training needs within each region and shall include within the Training Plan the total number of training sessions, details regarding the necessary training materials, and the participant capacity.

5.4.4.3 Detailed training category and description,

5.4.4.4 List of descriptive sub-training categories (if applicable),

5.4.4.5 Corresponding duration of each training session,

5.4.4.6 Available training methods, method of training (In-Person, Virtual, or Online), dates and times the trainings are available.

5.4.4.7 Maximum number of participants per training and the number of remaining trainings seats available,

5.4.4.8 In-Person Trainings shall include training location by county and city, PMT-57 4 v.24.1

5.4.4.9 Proposed qualitative data to be gathered and metrics for each training, to be reviewed and approved by the Department. The Department may request additional data and metrics to be included.

5.4.5 Develop and provide Trainings in accordance with the Training Plan.

5.4.6 Provide customer service contact information for assistance.

5.4.7 Adapt training materials to meet the potentially varying needs of headquarters and regions. The

Provider shall have the ability to customize specific training programs upon the Department’s request.

5.4.8 Trainings tailored for the Department with Department logos and specifics, shall be property of the Department and may not be used by the Provider for other purposes outside of those describe herein.

5.4.9 For any Virtual Training session, the Provider shall submit digital copies of any material or handouts to the Department no less than 30 business days prior to each session.

5.4.10 The Provider is required to furnish the Department with a link to the trainings for internal promotion and publication on the Department’s website.

5.4.11 In-person Training sessions must be held between 8:30 a.m. and 4:30 p.m., Monday – Friday.

5.4.12 Multiple topics may be covered in a single day.

5.4.13 Provide coaching sessions, as necessary. Coaching services should include an ongoing process of guiding, supporting, and developing training resources and guidance in order for Department staff to enhance their performance and professional growth.

5.4.14 All reports shall be submitted to the designated Contract Manager and the Office of Child and Family Well-Being Learning & Development Manager.

5.4.15 The Provider shall submit a Quarterly Status Update Report. The Quarterly Status Update Report shall detail the progress of the trainings, achievements attained, challenges encountered throughout the quarter, and the strategies employed to address these issues. This is to be a training barrier report, for training services provided that quarter. The Quarterly Status Update should include progress of the trainings and any difficulties that may impede progress. The Quarterly Status Update Report should provide a summary of the trainings that occurred for the quarter to include, but not be limited to:

5.4.15.1 training title,

5.4.15.2 location and Region served,

5.4.15.3 training agenda(s),

5.4.15.4 curriculum,

5.4.15.5 sign-in sheets,

5.4.15.6 attendance lists,

5.4.15.7 training method,

5.4.15.8 training date and time,

5.4.15.9 training duration, and trainer’s name,

5.4.15.10 total number of participants,

5.4.15.11 participant names and email addresses.

PMT-57 5 v.24.1

5.4.16 The Provider shall submit an Annual Summary Report. This Report should provide a comprehensive overview of all training sessions conducted for the Department and their locations. It must categorize trainings by type, specify the total expenditure annually for each, training methods used, and number of participants per trainings. Additionally, the Annual Summary Report should highlight qualitative outcomes achieved, and outline the metrics utilized to measure success. Furthermore, the Annual Summary Report should include pre and post assessments with learner evaluations of the course work including any recommendations/feedback by the attendees and trainers for improving the effectiveness of future training initiatives.

5.4.17 The Provider shall engage in a collaborative effort with the Department to assess the training’s effectiveness and implement any necessary modifications, as indicated by the survey distributed following each training session.

5.4.18 The Provider shall utilize the evaluation survey provided by the Department, obtain participant surveys and compile the results in a clear and concise report. Should the Provider or Department determine that further training measures are necessary, an additional survey should be developed and disseminated to participants in conjunction with the Department’s survey.

5.4.19 The Provider must always discuss with the Department new discoveries and potential developments and receive approval before developing and disseminating new or modified documents.

6. Professional Qualifications

6.1 The Provider must possess the qualifications as stated in Attachment A, Training Categories, and expertise in the specific field they will be training.

6.2 The Provider must have a minimum of three (3) years of experience in child welfare training for trainings related to child welfare and a minimum of one (1) year of experience in similar social services trainings.

6.3 The Department prioritizes trainers who can demonstrate their expertise, adaptability, and effectiveness in delivering high-quality training. Create timeline(s), for the development and execution of trainings and educational support services.

7. Deliverables, Minimum Performance Measures, and Financial Consequences

7.1. The Provider must complete each deliverable and submit the supporting documentation. The deliverables must meet the minimum service level, and failure to complete or submit a deliverable in the time and manner specified will result in a financial consequence in accordance with the following table.

7.2. Pursuant to §287.058, F.S., the Contract must contain financial consequences that will apply if the Provider fails to perform in accordance with the Contract terms.

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PMT-57 6 v.24.1

# Activity Minimum Performance Measure Supporting Documentation Financial Consequence

1 Initial Meeting Within 15 days of initiation of a training by the Department or as requested by the Department for new training initiatives.

• Meeting attendance log or transcript

$50 of the total invoice amount will be deducted from payment for every day that the deliverable is delayed, notwithstanding delays caused by the Department

2 Training Plan Within 30 calendar days after the issuance of the PO or and annually on August 1 thereafter.

• Training Plan

$100 of the total invoice amount will be deducted from payment for every day that the deliverable is delayed, notwithstanding delays caused by the Department

3 Pre-Training Activities

In accordance with the Department approved Training Plan.

Training Agendas and Materials are due no less than 60 calendar days prior to scheduled training.

• Training agenda(s) and materials

A $50 Financial Consequence will be assessed for each day the Provider fails to meet timeline standards established for activities such as providing training materials, completion of pre- training surveys, etc.

4 Completion of Training

In accordance with the Department approved Training Plan.

• Quarterly Status Report

• Annual Summary Report

1% of the total invoice amount will be deducted from payment for failure to complete the training according to the Department’s approved Training Plan.

5 Post-Training Activities

In accordance with the Department approved Training Plan and Report timeframes established herein.

• Evaluations/Surveys and Reports

A $50/per day Financial Consequence will be assessed for each day the Provider fails to meet timeline standards established for activities such as posting training surveys and submission of reports.

PMT-57 7 v.24.1

7. Reports

7.1 The Provider shall adhere to reporting requirements included in this section. The Department reserves the right to direct the Provider to amend or update its reports and/or report formats in accordance with the best interests of the Department and at no cost to the Department. The Department will notify the Provider of such modification, in writing.

REPORTS

# Title Due Date Section Reference

1 Quarterly Status Update Report

Quarterly Due within 15 calendar days following completion of the quarter.

2 Annual Summary Report

Annually Due within 15 calendar days following completion of the year.

7.2 The Department reserves the right to modify reporting formats and submission timetables resulting from changing priorities or management direction.

7.3 Executive Compensation Reporting

7.4 Annually on or before May 1 shall complete and return the Executive Compensation Annual Report (Form PCMT-08), located at: https://www.myflfamilies.com/general-information/contracted-client-services/library.

7.5 All reports shall be developed and produced at no cost to the Department.

8. Invoicing and Payments

8.1 General Information

8.1.1 A Purchase Order (PO) will be issued to the Provider.

8.1.2 The method of payment for this purchase is Fixed Rate.

8.1.3 The Provider will not receive payment in advance for goods or services described in this

Scope.

8.2 Invoicing

8.2.1 The Provider must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.

8.2.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable, milestone, recurring maintenance and operations monthly cost. Each invoice must include the following information:

8.2.2.1 PO number,

8.2.2.2 Provider name and address, PMT-57 8 v.24.1

8.2.2.3 Provider federal identification number,

8.2.2.4 Date(s) and services provided,

8.2.2.5 Identification of any deliverable(s) due during the invoicing period,

8.2.2.6 Invoice amount,

8.2.2.7 PO balance after payment of invoice, and

8.2.2.8 Signature of Provider’s authorized representative and date signed.

8.2.3 The Department may require any other information from the Provider that the Department deems necessary to verify the completion of services.

8.3 Payments

8.3.1 Frequency of Payment: Vendors will invoice monthly at a monthly recurrence.

8.3.2 The Provider will receive payment for deliverables described in this Scope after deliverables submitted to the Department are deemed to meet the Department’s satisfaction.

8.3.3 Payments to the Provider through this PO will be made through MyFloridaMarketPlace (MFMP), thus it is required that the Provider is registered with MFMP.

8.3.4 MFMP registration instructions are located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketp lace/mfmp_vendors/requirements_for_vendor_registration

8.3.5 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and related to this Contract. This Contract may only be modified or amended upon mutual written agreement of the Department and Provider. Any modification to this PO will be addressed through a change order within MFMP.

8.3.6 Effective July 1, 2025, the MFMP transaction fees imposed for the use of MFMP are equal to seven-tenths of one percent (0.7%) of the payment issued. More information is located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketp lace/mfmp_vendors/transaction_fee_and_reporting.

9. Provider Travel Reimbursement The Provider will not be reimbursed for any travel expenses under this Contract.

10. Definitions Program or Service Specific Terms and definitions are:

10.1 Customized Training – Pertains to educational programs specifically designed to address the unique needs of the Department. These activities are created in collaboration with the Provider to fulfill the distinct requirements and needs. A customized training can be formulated by modifying an existing curriculum or by creating a new one.

10.2 In-Person Training – Often referred to as classroom or face-to-face training, is a method of education that facilitates direct engagement between participants and instructors within a designated physical environment. This format enables learners to communicate with the instructor and fellow participants, fostering both individual and group interactions.

10.3 Virtual Training – Refers to a method through which employees engage in real-time, interactive https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting

PMT-57 9 v.24.1 job training activities via online platforms instead of attending sessions in a physical setting. This form of training can occur synchronously, indicating that all participants undertake the training simultaneously.

10.4 Online Training – Refers to any form of instruction that takes place completely on the internet.

It can be text-based and have graphics, video, audio, animations, simulations, and other interactive elements as complex as augmented or virtual reality components. It is usually delivered through a learning management system (LMS) or microlearning platform.

10.5 Frontline Skill Development – Trainings designed to equip Department staff with the necessary skills to most effectively perform their roles.

10.6 Leadership Development – Trainings designed to enhance leadership skills and abilities with the intention to equip Department staff with the tools to lead effectively.

10.7 Trainer Development – Trainings designed to equip Department staff with the necessary skills and knowledge to deliver training sessions to other staff.

10.8 Speaking Engagement – Trainings, workshops, and seminars with the desired outcome to engage, energize, and inspire Department staff. Workshops and seminars will focus on specific topics and encourage staff participation to enhance learning and engagement.