DCF ITN 2223 037.pdf

DCF ITN 2223 039 1 of 33 (PMT-05-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

INVITATION TO NEGOTIATE

DCF ITN 2223 037

FSH ENVIRONMENTAL HOUSEKEEPING AND FACILITIES MAINTENANCE

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Timeline

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.5 Written Questions and Department Answers

2.6 Receipt of Responses

2.6.1 Response Deadline

2.6.2 Response Withdrawal and Amendment

2.6.3 Binding Response

2.6.4 Cost of Preparation of Response

2.7 Form PUR 1001

2.8 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.5 Composition of the Contract

3.6 Order of Precedence

3.7 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE SOLICITATION

4.2 Contents of the Response

4.3 Content of the Financial Response

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Evaluation Criteria

5.2 Financial Scoring:

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5.3 Negotiation Phase Methodology

5.4 Supplemental Replies

5.5 Goal of Negotiations

5.6 Other Department Rights During Negotiations

5.7 Negotiation Meetings

5.8 Notice of Intent to Award

5.9 Reserved Rights

5.10 Selection of Vendor(s), Decision to Reject All, or Cancel

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: BUDGET SUMMARY AND DETAIL INSTRUCTIONSError! Bookmark not defined.

APPENDIX V: PROJECT BUDGET SUMMARY ............................ Error! Bookmark not defined.

APPENDIX VI: PRICING SHEET .................................................... Error! Bookmark not defined.

APPENDIX VII: STANDARD CONTRACT PART 1

APPENDIX VIII: STANDARD CONTRACT PART 2

APPENDIX IX: FEDERAL GRANT COMPLIANCE INTRODUCTION

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.1.1 The Department of Children and Families (Department), Florida State Hospital (FSH), is seeking Environmental Housekeeping Services (EVS), Facility Maintenance Operations (FM), Landscaping, and Transportation Services for all functions including but not limited to staff, equipment, management, and supplies.

1.1.2 The Vendor(s) shall assume managerial responsibility for the operation of FSH’s existing hospital departments for the services, hire and supervise staff to provide services, and apply the Vendor's expertise as appropriate. Any person interested in participating must comply with the terms of this solicitation.

1.1.3 The Vendor(s) shall assume the provision of the below, and deliver the required areas of service in accordance with the performance defined in Standard Contract Part 2, and agreed upon in the negotiation process for the Department at FSH:

1.1.3.1 Environmental Housekeeping Services

1.1.3.2 Facilities Maintenance Services (excluding landscaping)

1.1.3.3 Landscaping Services

1.1.3.4 Transportation Services

1.1.4 FSH is the oldest and largest psychiatric facility in Florida, located in Chattahoochee. The campus covers 620 acres and has its own water and sewage treatment plant, security, independent fire department, and food services. There are 223 buildings with over 1.8 million square feet available floor space. FSH serves approximately 563 secure beds and 538 non-secure with approximately 400 more beds added in 2023-2024. FSH employs approximately 1,600 staff, most of whom are direct service Providers. Services are spread out on the campus. FSH provides services around the clock, twenty-four (24) hours per day, seven (7) days per week, including Emergency Services. Vendor responding to this ITN need to have an understanding of FSH’s complex needs.

1.1.5 The Department prefers all services be provided by a single Vendor. However, to encourage competition and the best value (287.012 (4) F.S.) to the state, the Department reserves the right to pursue the division of contracts between Vendor(s) by type of service awarding to one or multiple Vendors for various portions of the Contract such as but not limited to EVS, FM, Landscaping, and Transportation Services.

1.2 Term of the Agreement

The anticipated start date of the resulting contract is January 1, 2024. The anticipated duration of the contract is five years with a five-year renewal option. Renewal, if any, shall comply with s. 287.057(14), F.S.

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1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in email) regarding this solicitation is:

Alicia Reifinger Procurement Officer Alicia.Reifinger@myflfamilies.com and CC hqw.procurement.team.activities@myflfamilies.com

1.4 Official Notices

All notices, decisions, intended decisions, addenda (including Notices of Intent to Award), and other matters relating to this solicitation will be posted on the Department of Management Services (DMS) Vendor Information Portal (VIP) located at:

https://Vendor.myfloridamarketplace.com

It is the responsibility of Vendors to check VIP for addenda, notices of decisions and other information or clarifications to this solicitation. Posting on VIP is the only official notice for determinations of timeliness of protests (see 1.5).

1.5 Protests

Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Rule Chapter 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.1.1 Responses from responsible and responsive Vendors are eligible for evaluation. By submitting a response, the Vendor agrees to each of the certifications listed in this solicitation unless otherwise indicated.

2.1.2 The Department may request Vendor presentations.

2.1.3 Mandatory In-Person Pre-Solicitation Conference: Vendors are required, to visit FSH and become completely familiarized with the nature and extent of the work and any local conditions that may in any manner affect the work to be performed and the equipment, materials and labor required.

Vendors are also required to carefully examine solicitation documents to inform themselves thoroughly regarding any and all conditions and requirements that may in any manner affect the work. The purpose of the Mandatory In-Person Pre-Solicitation Conference is to ensure Vendors have a clear understanding of the Scope of Work, and necessary capacity to complete the tasks required to successfully meet all the requirements of the Department.

This will be held at the date, time, and location specified in Section 2.3. Vendors cannot respond to this solicitation if this meeting is not attended. If a Vendor is interested in attending but has a scheduling conflict, they must reach out to the Procurement mailto:Alicia.Reifinger@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com https://vendor.myfloridamarketplace.com/ mailto:Agency.Clerk@myflfamilies.com

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Officer. The Department does not guarantee there will be an opportunity to reschedule.

2.2 Limitations on Contacting Department Personnel and Others In accordance with s 287.057(23) F.S., “respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

2.3 Timeline

Activity Date Time Eastern

Address Section Reference

Solicitation advertised and released on

VIP:

10/05/2023 VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

1.4

Mandatory In- Person Pre- Solicitation Conference

10/20/2023 9:30 AM

– 3:30

PM

(break for lunch)

100 N Main St, Chattahoochee, FL 32324 2.1.3

Written questions must be received by:

10/24/2023 10:00 AM See Section 1.3 2.5

Anticipated Department’s response to questions:

10/31/2023 VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

2.5

Electronic response must be received by the Department:

11/13/2023 11:00 AM See Section 1.3 2.6

*Response opening:

11/13/2023 3:00 PM Computer, tablet or smartphone.

https://meet.goto.com/SolicitationAdministr ation

You can also dial in using your phone.

Access Code: 687-621-357 United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116

Join from a video-conferencing room or system.

2.6 https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://meet.goto.com/SolicitationAdministration https://meet.goto.com/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

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Activity Date Time Eastern

Address Section Reference

Meeting ID: 687-621-357 Dial in or type: 67.217.95.2 or inroomlink.goto.com Or dial directly: 687621357@67.217.95.2 or 67.217.95.2##687621357

Get the app now and be ready when your first meeting starts:

https://meet.goto.com/install

Anticipated posting of intended contract award:

12/11/2023 VIP Electronic Posting site:

https://Vendor.myfloridamarketplace.com

5.10

Anticipated effective date of contract:

01/01/2024 N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

2.4 Woman--, Veteran--, and Minority-owned Small Businesses Participation Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-solicitation meetings. All Vendors shall be accorded 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

2.5 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.3.

2.6 Receipt of Responses

The Department prefers responses be sent by electronic means (email). The electronic submission must comply with the following requirements:

The Vendor shall submit an electronic version of the Response to this solicitation (including all required documents) in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. 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 response utilizing Adobe Acrobat. In the event that 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 2.3. 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.

2.6.1 Response Deadline

https://meet.goto.com/install https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

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Responses must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Facsimile transmissions of responses will not be accepted. Vendors are exclusively responsible for timely delivery of electronic responses to the Procurement Officer.

2.6.2 Response Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted electronic responses on or before the date and time specified for electronic responses to be received by the Department.

2.6.3 Binding Response

Vendors are bound by their responses until the latter of 60 calendar days after the response opening or the closing of all opportunities for protest or appeal.

2.6.4 Cost of Preparation of Response

The Department will not pay any costs incurred in responding to this solicitation.

2.7 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

2.8 Department’s Discretion

2.8.1 The Department may:

2.8.1.1 Determine whether a Vendor is responsible, as defined in section 287.012, Florida Statute (F.S.);

2.8.1.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida;

2.8.1.3 Withdraw the solicitation or reject all responses at any time;

2.8.1.4 Select more than one Vendor for the commodities and contractual services encompassed by this solicitation;

2.8.1.5 Withdraw or amend its Notice of Award;

2.8.1.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this solicitation.

SECTION 3. SPECIFICATIONS

3.1 Definitions

See 1.4.1, of Standard Contract Part 1 and Section A.2.6 in Standard Contract Part 2.

3.2 Minimum Programmatic Specifications

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

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The selected Vendor(s) shall perform the tasks outlined in the Department’s Standard Contract Part 1 and Part 2 (APPENDIX IV and APPENDIX V) in accordance with all terms therein.

3.3 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in Standard Contract Part 1 and Part 2 (APPENDIX IV and APPENDIX V) in accordance with all terms therein.

3.4 No Cost-of-Living Increases

The Department does not fund Cost-of-Living increases.

3.5 Composition of the Contract

The contract awarded as a result of this solicitation will be composed of:

3.5.1 Department’s Standard Contract

The Department’s Standard Contract Part 1 contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s Standard Contract Part 2 contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.5.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s Standard

Contract. In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_ resources/state_purchasing_pur_forms

3.5.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any; and

3.5.4 Vendor Response

The vendor’s response and any additional submittals, if incorporated into or attached to the contract.

3.6 Order of Precedence

In the event of conflict within any two or more documents within the contract documents listed in 3.4, the earlier listed document shall control (e.g., 3.4.2. will control over 3.4.3).

3.7 Supporting Documentation

This table lists the supporting documentation, guidance, and the associated link:

Subject Description Link Department of Children and Families

DCF Agency Website http://www.myflfamilies.com 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 http://www.myflfamilies.com/

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Subject Description Link

Florida State Hospital FSH Website https://www.myflfamilies.com/serv ice-programs/mental-health/FSH/

Department of Children and Families

Operating Procedures http://www.dcf.state.fl.us/admin/p ublications/policies.shtml

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE SOLICITATION

4.1 Response Format

Responses must be typed, 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 response must be submitted in accordance with Section 4.2 and Section 4.3.

4.2 Contents of the Response

4.2.1 Title Page

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

4.2.1.1 Solicitation Number and Title;

4.2.1.2 Full legal name and its associated Federal Employer Identification Number

(FEIN);

4.2.1.3 Name, title, telephone number, email address, and mailing address of person who can respond to inquiries regarding the response;

4.2.1.4 Description of the vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location; and

4.2.1.5 Names and addresses of all affiliated or related companies, partnerships or associations and a brief description of its relationship to the vendor.

4.2.2 TAB 1: TABLE OF CONTENTS

4.2.3 TAB 2: RESPONSE REQUIREMENTS

4.2.3.1 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 response, and its statements and certifications, is authorized to make such representations and to bind the vendor.

4.2.3.2 Vendor Certifications

Include the Vendor Certifications Form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized https://www.myflfamilies.com/service-programs/mental-health/FSH/ https://www.myflfamilies.com/service-programs/mental-health/FSH/ http://www.dcf.state.fl.us/admin/publications/policies.shtml http://www.dcf.state.fl.us/admin/publications/policies.shtml

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Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 TAB 3: VENDOR’S CAPABILITY

Provide a comprehensive overview demonstrating the Vendor’s ability to provide successful services according to the specifications. This overview includes a brief description of the Vendor’s organization, leadership credentials, approach for Scope of Work services, management, and means of completing tasks to meet or exceed Performance Measures as defined in the Department’s Standard Contract Part 2

(APPENDIX V).:

4.2.4.1 Vendor’s Organization: Describe Vendor’s approach and philosophy, including mission statement, core values, and vision. Describe how the Vendor’s mission and core tenets align with the vision and mission of the FSH (Standard Contract Part 2 Section B.2.). Describe Vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations; describe how the structure represents a lean, efficient, and effective administrative model; describe experience and achievements in developing a governance model is designed to avoid conflicts of interest.

4.2.4.2 Experience: Vendor shall provide a brief description of their experiences with implementing, operating, and maintaining services of equivalent size and complexity.

4.2.4.2.1 Vendor shall provide information/proof regarding all necessary qualifications including but not limited to, Certified Healthcare Facility Manager (CHFM) from the American Hospital Association (AHA) for engineering leadership, etc.

4.2.5 TAB 4: VENDOR’S APPROACH

4.2.5.1 Approach to Services

4.2.5.1.1 FSH is a large facility with complex needs. Following the Vendor’s

Mandatory Pre-Solicitation Conference, Vendors shall include in this section of the response details regarding the Vendor’s Approach to FSH’s complicated and dynamic environment for each of the Vendor’s services being offered (EVS, FM, Landscaping, and Transportation). When responding Vendors should thoroughly review Standard Contract Part 2 Standard Contract Part 2 (APPENDIX V) for requirements of each of the services and include extensive details on approach and management to the offered services.

4.2.5.1.2 Vendor should demonstrate its proposed service model; include the process from start to finish that will be implemented to effectively provide all service goals outlined in Standard Contract Part 2 (APPENDIX V), while ensuring compliance with all applicable regulatory guidelines.

4.2.5.2 Staffing

4.2.5.2.1 Vendors should provide details regarding staffing that will be provided for all services offered, ensuring at a minimum it meets all requirements of Standard Contract Part 2 (APPENDIX V).

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4.2.5.2.2 The response shall include the Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in Standard Contract Part 1 and Part 2 (APPENDIX IV and APPENDIX V). The response should address all applicable personnel grievance and conflict resolution practices. The Vendor should explain how organization and staffing levels will best meet the performance standards required to perform properly. It is also important to describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

4.2.5.3 Quality Control

The Vendor shall describe processes in place to ensure there is a high level of quality to the services being provided.

4.2.6 Performance Measures

The Vendor shall demonstrate the ability to meet Performance Measures, and may propose Performance Measures in addition to, or altering those in Standard Contract Part 2, Exhibit E.

Lowering of Performance Measure standards will be reflected in a lower score on this section.

4.2.7 Transition Plan

Vendor must describe its proposed transition plan identifying all resources to be utilized for a smooth and efficient changeover from the current Vendor, while meeting all requirements and providing all services; staffing plan, resources, and timeline should be included.

4.2.8 Value-Added Services

Vendor may propose additional services offered for the Department’s consideration.

4.2.9 TAB 5: CORE TEAM QUALIFICATIONS

The Vendor shall describe the qualifications and credentials of their leadership team with an explanation of why the leadership team is qualified to lead their organization in meeting the needs of this solicitation. In addition, the Vendor must include résumés for key leadership personnel describing their work experience, education, and training as it relates to the requirements of this solicitation and Standard Contract Part 1 and Part 2 (APPENDIX IV and APPENDIX V).

4.2.9.1 Vendor should demonstrate that its Management Team possesses the unique knowledge and specific skillset necessary to achieve effective and satisfactory management of each of the offered services in a large State Mental Health Treatment Facility.

4.2.9.1.1 For example, for EVS, describe the Management’s Team’s expertise in managing housekeeping and EVS services, qualifying education, and training, as it relates to the requirements. The Vendor should describe it’s EVS Management Teams knowledge and training as it pertains to infection control procedures, handling various streams of waste, and interacting with staff/residents in a clinical setting. This section should include the EVS Management Team’s ability to properly train and protect their staff from potential exposures.; include a detailed description of the education and training program for personnel. The Vendor should describe the EVS Management Teams ability to ensure quality service; to include monitoring, DCF ITN 2223 039 13 of 33 personnel performance reviews, corrective action plans, and on-going employee training.

4.2.9.2 For example, for FM, Vendor should demonstrate its FM Management Team’s unique knowledge and specific skillset necessary to achieve effective and satisfactory management of FM functions in a large State Mental Health Treatment Facility. Describe the FM Management Team’s expertise in managing facility maintenance operations, qualifying education, and training as it relates to the requirements.

4.3 Content of the Financial Response

4.3.1 TAB 6: COST REPLY

4.3.1.1 The Vendor is to provide detailed pricing for each of the below services the Vendor offers. Pricing is anticipated to be structured on a monthly basis for each of the services and should include monthly costs for the initial term of five years, and the renewal term of five-years. If Vendors determine this structure not to be the most advantageous to the state, Vendors may propose a new pricing structure(s) in their response.

4.3.1.1.1 Environmental Housekeeping Services

4.3.1.1.2 Facilities Maintenance Services

4.3.1.1.3 Landscaping Services

4.3.1.1.4 Transportation Services

4.3.1.2 Assumptions:

Provide detailed explanations of any assumptions that the Vendor made in calculating the costs.

4.3.1.3 Value-Added Services:

4.3.1.4 If the Vendor proposed any Value-Added Services, the Vendor should include costs of these services.

4.4 Public Records and Trade Secrets

4.4.1 How to Claim Trade Secret Protection

If the Vendor considers any portion of the documents, data or records submitted in its response to be trade secret, as defined in Section 812.081(1)(c), F.S., and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the vendor must submit all such information in a separately bound document (or in the case of electronic media, in a manner compliant with Section 4.1 , with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Response, Solicitation No. – Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file and hardcopy documents must explain why the information in the document is a trade secret. This submission must be made no later than the response submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the response, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material. If the vendor considers any portion of a submission made after its response to be trade secret the vendor must clearly label the

DCF ITN 2223 039 14 of 33 submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).

4.4.2 Vendor’s Duty to Respond to Public Records Requests

In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound part of the vendor’s response or other submissions labeled as “trade secret,” the vendor shall expeditiously provide the Department, or the public pursuant to subsection 119.0701(2), F.S., with a redacted version of the document(s) and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the vendor shall provide information correlating the nature of the claims to the redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the vendor fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.

4.4.3 Department not Obligated to Defend Vendor Claims

The Department is not obligated to agree with or defend any vendor claim of exemption from inspection and copying under Florida’s Public Records Law. The vendor is responsible for defending such claims. Further, the vendor shall protect, defend, and indemnify, including attorney’s fees and costs, the Department for actions (including litigation initiated by the Department) arising from or relating to such claims.

SECTION 5. THE SELECTION METHODOLOGY

The Department intends to award the contract to the responsible and responsive Vendor(s) whose response is determined to be the most advantageous to the state. The Department will award the contract based on consideration evaluation criteria set forth in the solicitation and results of the Vendor negotiations. The Department may also make a determination as to whether to deem one or more Vendors ineligible for award due to non-responsibility or non-responsiveness. The Department will electronically post the intent to award in accordance with section 120.57(3)(a) F.S., and Rule 60A-1.021, Florida Administrative Code.

5.1 Evaluation Criteria

The Department may consider any information that reflects upon a Vendor’s capability to fully perform the contract requirements and demonstrates the level of integrity and reliability required to assure performance of the contract.

Responses will be scored based on the below Scoring Scale:

Description Category Points Assigne d Extensive competency, proven capabilities, an outstanding approach to the subject area, innovative, practical, and effective solutions, a clear and complete understanding of inter-relationships, full responsiveness, a clear and comprehensive

Superior 5

DCF ITN 2223 039 15 of 33 understanding of the requirements and planning for the unforeseen.

Clear competency, consistent capability, a reasoned approach to the subject area, feasible solutions, a generally clear and complete description of inter-relationships, extensive but incomplete responsiveness and a sound understanding of the requirements.

Good 4

Fundamental competency, adequate capability, a basic approach to the subject area, apparently feasible but somewhat unclear solutions, a weak description of inter-relationships in some areas, partial responsiveness, a fair understanding of the requirements and a lack of staff experience and skills in some areas.

Adequate 3

Little competency, minimal capability, an inadequate approach to the subject area, infeasible and/or ineffective solutions, somewhat unclear, incomplete and /or non-responsive, a lack of understanding of the requirements and a lack of demonstrated experience and skills.

Poor 2

A significant or complete lack of understanding, an incomprehensible approach, a significant of complete lack of skill and experience and extensive non-responsiveness.

Insufficie nt

Scores of zero (0) will be assigned for any sections of the Response not received.

- 0

The Department’s Evaluators will independently evaluate accordance with the following criteria:

Criteria

Weight Score

EVS

(0-5)

Score

FM

(0-5)

Score

Landscaping

(0-5)

Score Transportation

(0-5)

4.2.4 TAB 3: VENDOR’S CAPABILITY

Provide a comprehensive overview demonstrating the Vendor’s ability to provide successful services according to the specifications. This overview includes a brief description of the Vendor’s organization, leadership credentials, approach for Scope of Work services, management, and means of completing tasks to meet or exceed Performance Measures as defined in the Department’s Standard Contract Part 2 (APPENDIX V).:

(Section 4.2.4.1) Vendor’s Organization: Does the Vendor’s mission and core tenets align with the vision and mission of the FSH (Standard Contract Part

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EVS

(0-5)

Score

FM

(0-5)

Score

Landscaping

(0-5)

Score Transportation

(0-5)

2 Section B.2.), to “provide comprehensive mental health treatment services to ensure timely transition to the community.”?

Does the Vendor’s organization and governance structure represent a lean, efficient, and effective administrative model?

(Section 4.2.4.2) Experience: Does the Vendor have relevant successful experiences with implementing, operating, and maintaining services of equivalent size and complexity?

(Section 4.2.4.2.1) Does the Vendor provide information/proof regarding all necessary qualifications including but not limited to, Certified Healthcare Facility Manager (CHFM) from the American Hospital Association (AHA) for engineering leadership, etc?

4.2.5 TAB 4: VENDOR’S APPROACH

(Section 4.2.5.1) Approach to Services (Section 4.2.5.1.1) Does the Vendor’s Approach to FSH’s complicated and dynamic environment for each of the Vendor’s services being offered (EVS, FM, Landscaping, and Transportation) reflect an approach that will glean the required results/success?

Did the Vendor include the necessary extensive details on approach and management to the offered services?

(Section 4.2.5.1) Approach to Services 10

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EVS

(0-5)

Score

FM

(0-5)

Score

Landscaping

(0-5)

Score Transportation

(0-5)

(Section 4.2.5.1.2) Does the Vendor’s proposed service model; include the process from start to finish that will be implemented to effectively provide all service goals outlined in Standard Contract Part 2 (APPENDIX V), while ensuring compliance with all applicable regulatory guidelines?

(Section 4.2.5.2) Staffing (Section 4.2.5.2.1) Does the Vendors approach to staffing appear to ensure at a minimum it meets all requirements of Standard Contract Part 2 (APPENDIX V)?

(Section 4.2.5.2) Staffing (Section 4.2.5.2.2) Does the Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel align with the needs of

FSH?

The response should address all applicable personnel grievance and conflict resolution practices. The Vendor should explain how organization and staffing levels will best meet the performance standards required to perform properly. The Vendor should all describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

(Section 4.2.5.4) Quality Control Does the Vendor describe processes in place to ensure there is a high level of quality to the services being provided?

(Section 4.2.6) Performance Measures 8

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EVS

(0-5)

Score

FM

(0-5)

Score

Landscaping

(0-5)

Score Transportation

(0-5)

Does the Vendor demonstrate the ability to meet Performance Measures?

Do the additional proposed Performance Measures in addition to, or altering those in Standard Contract Part 2, Exhibit E, include higher standards? Lowering of Performance Measure standards will be reflected in a lower score on this section.

(Section 4.2.7) Transition Plan Does the Vendor’s proposed transition plan appear to ensure a smooth and efficient changeover from the current Vendor, while meeting all requirements and providing all services; staffing plan, resources, and timeline?

(Section 4.2.8 ) Value-Added Services Would the additional value-added services be impactful to FSH’s needs?

Ability to provide all services (EVS, FM, Landscaping, and Transportation) If the Vendor is able to provide all requested services, Score of 5 will be provided for each service area.

5.2 Financial Scoring:

The Department’s Evaluators will independently evaluate each Financial Response in accordance with the following criteria:

EVS

(0-5)

Score

FM

(0-5)

Score

Landscapin g (0-5)

Score

Transportation (0-5)

4.3.1 TAB 6: COST REPLY

(Section 4.3.1.1) Does the costs for the services provided appear reasonable and necessary in order to provide services to the required quality standards?

4.3.1.2 Assumptions:

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EVS

(0-5)

Score

FM

(0-5)

Score

Landscapin g (0-5)

Score

Transportation (0-5)

Are the detailed explanations of any assumptions that the Vendor made in calculating the costs, accurate and reasonable?

4.3.1.3 Value-Added Services:

4.3.1.4 Are the Value-Added Services

something that would benefit FSH?

TOTAL

5.3 Negotiation Phase Methodology

The Department may negotiate with any or all of the Vendors it deems to be within the competitive range.

5.4 Supplemental Replies

The Department reserves the right to require Vendors to submit a supplemental reply or other submission prior to conducting negotiations.

5.5 Goal of Negotiations

The negotiation process is intended to enable the Department to determine which Vendor presents the best value, whether and with whom it will contract, and to establish the principal terms and conditions of such contract.

5.6 Other Department Rights During Negotiations

At any time during the negotiation process, the Department’s reserved rights include but are not limited to:

5.6.1 Schedule additional negotiating sessions with any or all Vendor(s);

5.6.2 Require any or all Vendor(s) to provide additional or revised replies and detailed written replies addressing specified topics;

5.6.3 Require any or all Vendor(s) to provide a written best and final offer;

5.6.4 Require any or all Vendor(s) to address services, prices, or conditions offered by any other Vendor;

5.6.5 Pursue a contract with one or more Vendor(s) for the services encompassed by this solicitation, any addenda thereto, and any request for additional or revised detailed written replies or request for best and final offers;

5.6.6 Pursue the division of contracts between Vendor(s) by type of service or geographic area, or both;

5.6.7 Arrive at an agreement with any Vendor, finalize principal contract terms with such Vendor, and terminate negotiations with any or all other Vendors, regardless of the status of or scheduled negotiations with such other Vendor(s);

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5.6.8 Discontinue further negotiations with any Vendor;

5.6.9 Reopen negotiations with any Vendor;

5.6.10 Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this ITN.

5.7 Negotiation Meetings

Negotiations and negotiation strategy meetings are temporarily exempt public meetings pursuant to section 286.0113(2), Florida Statutes. The Department will record all meetings of the Department’s negotiation team.

5.8 Notice of Intent to Award

5.8.1 Negotiators’ Recommendation

The Department’s Negotiators will develop a recommendation as to the award that will provide the best value to the state based on the selection criteria set forth in herein.

5.8.2 Selection of Vendor(s)

The Secretary, or the Secretary’s designee, will then decide to whom the contract should be awarded under this ITN.

5.9 Reserved Rights

5.9.1 The Department reserves the right to:

5.9.2 Select one or more Vendors for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written replies or request for best and final offers;

5.9.3 Divide the work among Vendors by type of service or geographic area, or both;

5.9.4 Award contracts for less than the entire service area or less than all services encompassed by this solicitation, or both;

5.9.5 Cancel or withdraw the solicitation; and

5.9.6 Reject all replies with or without the intent to resolicit.

5.10 Selection of Vendor(s), Decision to Reject All, or Cancel The Department will decide to award to the vendor(s), reject all responses, or cancel this procurement. The Department will notice, in writing, its decision on VIP:

https://Vendor.myfloridamarketplace.com.

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APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

Check below and complete Section A or Section B Vendor is not a sole proprietorship (Complete Section A) Vendor is a sole proprietorship (Complete Section B)

Section A

I, _______________________________ _______ (name), hold the office or position of ____________________________________ (title) with__________________ (legal name of vendor) and have authority to make official representations by said vendor regarding its official records and hereby state that my examination of the vendor’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the vendor and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named vendor in response to solicitation # ____________, and, in so doing, to bind the named vendor to the statements made therein.

Dated:

Signature:

Printed Name:

Title:

NOTE: In lieu of the above, the vendor may submit a corporate resolution or other duly executed certification issued in the vendor’s normal course of business to prove signature authority of the named Authorized Representative.

Section B

I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of vendor), and will be personally bound by the response submitted in response to solicitation # ________.

Dated:

Signature:

Printed Name:

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APPENDIX II: VENDOR’S CERTIFICATIONS

CERTIFICATIONS

MASTER CERTIFICATION

As the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of solicitation #__________ (the solicitation), the facts regarding the response submitted by the vendor in response to the solicitation and the truth of each statement contained in Certifications (a) through (f) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated.

Check the applicable box next to the title to each certification:

True False

a. Certification of Binding Response and Acceptance of Terms of the Solicitation and Contract Document

b. Statement of No Prohibited Involvement

c. Statement Non-Collusion NA NA d. Certification Regarding Subcontractors

e. Certification Regarding Prior Contractual Obligations

f. Certification of Representations Per sections 287.133, and 287.134, F.S.

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

a. Certification of Binding Response and Acceptance of Terms of the Solicitation and Contract Document By checking the “True” box in the Master Certification and signing the same, I hereby certify that the vendor’s response submitted in response to the Department of Children and Families Request for Responses (the solicitation) is binding on the vendor in accordance with the terms of the solicitation. If awarded any contract as a result of the solicitation, the vendor will comply with the specifications, terms, and conditions stated in the solicitation and the contract document.

b. Statement of No Prohibited Involvement By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract as described in subsections 287.057(17)(c), Florida Statutes, to perform a feasibility study of the potential implementation of a subsequent contract to support this project, participated in drafting of a solicitation for this specific project, or developed a program for future implementation of this project.

c. Statement of Non-Collusion By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the solicitation as principals are named therein, that the vendor’s response is made without collusion with any other vendor.

d. Certification Regarding Subcontractors By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor’s agreement that by submitting a response to this solicitation, the vendor waives any exclusivity provision in its subcontractor agreements.

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e. Certification Regarding Prior Contractual Obligations By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor has not:

(1) Failed to correct any unsatisfactory performance in a previous contract to the satisfaction of any Agency or eligible user;

(2) Had a contract terminated by any Agency or eligible user for cause; or

(3) Failed to sign a contract awarded by any Agency.

f. Certification of Representations Per Sections 287.042, 287.133 and 287.134, Florida Statutes By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor is not listed on the Suspended Vendors List maintained pursuant to Rule 60A-1.006, F.A.C., Convicted Vendors List created and maintained pursuant to section 287.133, F.S., or on the Discriminatory Vendors List created and maintained pursuant to section 287.134, F.S, and for Federal funds, not be listed on the governmentwide exclusions in the System for Award Management (SAM).

TIE BREAKING CERTIFICATIONS

Statutory Preferences When Awarding Contracts Various provisions of Chapters 287 and 295, F.S., provide qualifying vendors the advantage of "tie breakers" whenever two or more bids, responses, 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, response or reply.

MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS

As the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of the solicitation ____________(the solicitation), the facts regarding the response submitted by the vendor in response to the solicitation and the truth of each statement contained in Certifications (g) through

(k) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true.

Check the box next to the title to each certification that is true:

g. Certification of a Certified Minority Business Enterprise

h. Certification of a Certified Veteran Business Enterprise

i. Certification of a Florida Business

j. Certification of a Foreign Manufacturer with a Factory in Florida

k. Certification of a Drug Free Workplace The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

g. Certification of a Certified Minority Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with section 287.0943, Florida Statutes.

h. Certification of a Florida Certified Veteran Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Veteran Business Enterprise in accordance with section 295.187, Florida Statutes.

DCF ITN 2223 039 24 of 33

i. Certification of a Florida Business By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with section 287.084, Florida Statutes.

j. Certification of a Foreign Manufacturer with a Factory in Florida By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with section 287.092, Florida Statutes.

k. Certification of a Drug Free Workplace By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor currently maintains a drug-free workplace environment in accordance with section 287.087, Florida Statutes, and will continue to promote this policy through implementation of that section.

DCF ITN 2223 039 25 of 33

APPENDIX III: QUESTION SUBMITTAL FORM

Each vendor may complete the form provided based on its questions relating to this solicitation. The completed form shall be submitted in accordance with the instructions provided in Section 2.5 of the solicitation.