DCF RFP 2122 044 Suicide Prevention FINAL v1.pdf

DCF RFP 2122 044 1 of 49 (PMT-05-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

SUBSTANCE ABUSE AND MENTAL HEALTH

REQUEST FOR PROPOSAL

DCF RFP 2122 044

SUICIDE PREVENTION

COMMODITY CODES:

86101806, 86111604, 86101800

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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 Proposals

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

3.4 Composition of the Contract

3.5 Order of Precedence

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE SOLICITATION

4.1 How to Submit a Proposal

4.2 Contents of the Proposal

4.3 Content of the Financial Proposal

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Selection Criteria

5.2 Evaluation Phase Methodology

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

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APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: STANDARD CONTRACT PART 1

APPENDIX IX: STANDARD CONTRACT PART 2

APPENDIX X: FEDERAL GRANT COMPLIANCE INTRODUCTION

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Substance Abuse and Mental Health (SAMH) is seeking a vendor to provide training and consultation to Department staff for implementation of an integrated, evidence-based suicide prevention model, with a focus on a system-wide, organizational culture shift, delivered to Department staff in multiple program areas and locations across the state. Any person interested in participating must comply with the terms of this solicitation.

1.2 Mandatory Requirements

The selected vendor must have a minimum of five years of experience implementing the proposed suicide prevention model with evidence of improved care and outcomes for individuals at risk of suicide and suicidal behaviors within behavioral health settings and must be eligible to receive federal grant funding.

The proposed suicide prevention model must be a comprehensive, integrated, evidence-based model with an emphasis on organizational, cultural change. The proposed model must meet or exceed the recommendations set for by the U.S.

Surgeon General’s Call to Action to Implement the National Strategy for Suicide Prevention.

1.3 Term of the Agreement

The anticipated start date of the resulting contract is August 1, 2022. The anticipated duration of the contract is through June 30, 2023. Renewal, if any, shall comply with s. 287.057(13), F.S.

1.4 Contact Person and Procurement Officer

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

Michele Staffieri, Procurement Officer Florida Department of Children and Families

The preferred means of contact is by Email: Michele.staffieri@myflfamilies.com

1.5 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 MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) located at:

https://vendor.myfloridamarketplace.com.

It is the responsibility of prospective Vendors to check the VIP for addenda, notices of decisions and other information or clarifications to this solicitation. The Department bears no responsibility for any resulting impacts associated with a prospective Vendor’s failure to obtain the information made available through the VIP. Posting on the VIP is the only official notice for determinations of timeliness of protests (see Section 1.6, Protests).

1.6 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 s. 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).

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SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

Proposals from responsible and responsive vendors are eligible for evaluation. By submitting a proposal, the vendor agrees to each of the certifications listed in this solicitation unless otherwise indicated.

The Department may request vendor presentations.

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 proposal.”

2.3 Timeline

Activity Date Time

Eastern Address

Section Reference

Solicitation advertised and released:

5/3/2022 N/A MFMP Vendor Information Portal (VIP):

https://vendor.myfloridamarketplace.com/

1.5

Written questions must be received by:

5/13/2022 See Section 1.4 2.6

Department’s response to questions:

5/24/2022 N/A See Section 1.4 2.6

Sealed proposal must be received by the Department:

6/7/2022 3:00 pm See Section 1.4 2.7

*Proposal opening: 6/7/2022 3:30 pm

Please join the meeting from a computer, tablet or smartphone.

https://meet.goto.com/SolicitationAdministration You can also dial in using your phone.

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

2.7.3

Posting of intended contract award:

6/30/2022 N/A MFMP Vendor Information Portal (VIP):

https://vendor.myfloridamarketplace.com/

5.2.5

Effective date of contract:

8/1/2022 N/A 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

3:00 pm

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2.5 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.4, 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 Proposals

2.6.1 Proposal Deadline

Replies must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.3. Vendors are exclusively responsible for timely delivery of replies to the Procurement Officer. At the sole discretion of the Department, any replies that are not received by the specified date and time, may not be evaluated. The transmittal to the Department’s contact person remains the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the prospective vendor. See Section 4.1 for detailed instructions for submission.

2.6.2 Proposal Withdrawal and Amendment

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

2.6.3 Binding Proposal

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

2.6.4 Cost of Preparation of Proposal

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

The Department may:

2.8.1 Determine whether a vendor is responsible, as defined in s. 287.012, F.S.

2.8.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida.

2.8.3 Withdraw the solicitation or reject all proposals at any time.

2.8.4 Select more than one vendor for the commodities and contractual services encompassed by this solicitation.

2.8.5 Withdraw or amend its Notice of Award.

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

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SECTION 3. SPECIFICATIONS

3.1 Definitions

Specific terms related to this solicitation may be found in the Department’s STANDARD CONTRACT PART 2 (APPENDIX IX), Exhibit C.

3.2 Minimum Programmatic Specifications

The selected vendor(s) shall perform the tasks outlined in the Department’s STANDARD CONTRACT PART 1 AND PART 2 (APPENDIX VIII and APPENDIX IX) in accordance with all terms therein.

3.3 Minimum Financial Specifications

The selected vendor(s) shall be compensated in the manner set forth in Department’s STANDARD CONTRACT PART 2 (APPENDIX IX), in accordance with all terms therein.

3.3.1 Funding Sources

Funding for these services is provided by the Community Mental Health Block Grant funds under the Coronavirus Response and Relief Supplemental Appropriations Act of 2021 (P.L. 116-260).

3.3.2 Allowable Costs

All proposed costs must be in accordance with the Department of Financial Services Reference Guide for State Expenditures, which may be located at:

https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-agencies/referenceguideforstateexpenditures.pdf?sfvrsn=fc1c5555_2

3.3.3 No Cost-of-Living Increases

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

3.3.4 Administrative Costs

Administrative Costs, including any indirect costs that are administrative in nature, must not exceed ten percent of the total operating costs of the proposed program budget.

3.3.5 Financial Consequences

In addition to the terms and conditions stated in the Department’s STANDARD CONTRACT PART 1 (APPENDIX VIII) and pursuant to s. 215.971, F.S., the Department’s financial consequences shall apply for failure to perform the minimum level of service required.

3.4 Composition of the Contract

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

3.4.1 Department’s Standard Contract

The Department’s STANDARD CONTRACT PART 1 (APPENDIX VIII) contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s STANDARD CONTRACT PART 2 (APPENDIX IX), contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 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:

DCF RFP 2122 044 8 of 49 https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing _pur_forms

3.4.3 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.

3.4.4 Vendor Proposal

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

3.5 Order of Precedence

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

3.6 Supporting Documentation

This table lists the supporting documentation, and the associated link to download the supporting documentation.

Subject Description Link

General Contract Conditions PUR 1000 https://www.dms.myflorida.com/business_operations/state_purch asing/state_agency_resources/state_purchasing_pur_forms

General Instructions to Respondents

PUR 1001 https://www.dms.myflorida.com/business_operations/state_purch asing/state_agency_resources/state_purchasing_pur_forms

Department of Financial Services Reference Guide for State Expenditures

Allowable Costs https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/state-agencies/referenceguideforstateexpenditures.pdf?sfvrsn=f c1c5555_2

Actual Expenses and Revenues Schedule

CF-MH 1037 https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFor mSearch.aspx

Surgeon General Call to Action to Implement the National Strategy for Suicide Prevention

Call to Action https://www.hhs.gov/about/news/2021/01/19/the-surgeon-general-releases-call-to-action-to-implement-the-national-strategy-for-suicide-prevention.html

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SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE SOLICITATION

4.1 How to Submit a Proposal

4.1.1 Electronic Submission

All proposals must be submitted by electronic means. Electronic submission of the proposal (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.4. 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 proposal utilizing Adobe Acrobat.

If the vendor considers any part of the document to be trade secret, the submission must include a separate electronic file, in accordance with Section 4.4.

In the event 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.

4.1.2 Proposal Format

Proposals must be 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 proposal must be submitted in accordance with Section 4.2 and Section 4.3.

4.2 Contents of the Proposal

4.2.1 Title Page

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

4.2.1.1 Title of solicitation.

4.2.1.2 Solicitation number.

4.2.1.3 Vendor’s name and federal tax identification number.

4.2.1.4 Name, title, telephone number, email address and mailing address of person who can respond to inquiries regarding the proposal.

4.2.2 TAB 1: TABLE OF CONTENTS

Provide a table clearly demonstrating the order of the material and associated page number(s).

4.2.3 TAB 2: SPECIFICATIONS

Specifications for this solicitation:

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

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4.2.4 TAB 3: EXECUTIVE OVERVIEW

Provide a brief executive overview demonstrating an understanding of the solicitation purpose and the needs specified in this solicitation. Include a brief description of the vendor’s organization, leadership credentials, approach for services, management of performance specifications, and means of completing deliverables.

4.2.4.1 Vendor Information

4.2.4.1.1 Describe the vendor’s approach and philosophy, including mission statement, core values, and vision and how these align with the mission and goals of the Department and this solicitation.

4.2.4.1.2 Describe the vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations, how the structure represents a lean, efficient, and effective administrative model, the experience and achievements in developing a governance model designed to avoid conflicts of interest.

4.2.4.1.3 Describe the vendor’s experience in providing services similar to the specifications of this solicitation. Include specific examples of where the vendor has assisted with successful implementation of the vendor’s proposed evidence-based suicide prevention tools and strategies with an agency, organization or corporation similar in size and organizational structure to the Department, with a similar scope of work as specified in the Department’s STANDARD CONTRACT PART 2 (APPENDIX IX), Exhibit C.

4.2.4.2 Subcontractor Information

Describe all proposed subcontracts, or the plan and approach to identify, recruit and retain subcontractors, and what services each will provide. Submit a completed Subcontractor List (Appendix IV) for each proposed subcontractor.

4.2.5 TAB 4: CORE TEAM QUALIFICATIONS (Limited to 10 pages)

4.2.5.1 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 a description of key personnel participating in this project, including their work experience, education, and training as it relates to the requirements of this solicitation.

Resumés for key personnel may be included as attachments, as specified in Section 4.2.7.

4.2.5.2 Describe the vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in the Department’s STANDARD CONTRACT PART 1 AND PART 2 (APPENDIX VIII and APPENDIX IX). The vendor should explain how it’s organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly.

4.2.6 TAB 5: SERVICES APPROACH AND SOLUTION (Limited to 20 pages)

Describe the vendor’s capacity and approach to providing the service components outlined in the Department’s STANDARD CONTRACT PART 2 (Appendix IX), Exhibit C. To facilitate the evaluation process, the proposal should address and be formatted in a way that is clearly delineated for each of the service components, as follows:

4.2.6.1 Describe the vendor’s proposed comprehensive integrated, evidence-based suicide prevention model, including:

4.2.6.1.1 A description of the model, including key components, tools, practices and strategies.

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4.2.6.1.2 Evidence supporting the efficacy of the proposed model through national designation as an evidence-based best practice.

4.2.6.1.3 Justification supporting the selection of this model and why this model is the most appropriate solution for the Department’s needs, including how this model meets or exceeds the recommendations set by the U.S. Surgeon General’s Call to Action to Implement the National Strategy for Suicide Prevention.

4.2.6.1.4 Data and narrative demonstrating the vendor’s experience effectively implementing the proposed model in a similar setting.

4.2.6.1.5 Sustainability of the model beyond the term of the contract.

4.2.6.2 Needs Assessment and Workplan

STANDARD CONTRACT PART 2 (APPENDIX IX), Exhibit C, Section C-1.1

Describe the vendor’s approach to collaborating with and assessing the needs of the Department in developing a workplan to ensure successful implementation of the proposed model. Include a description of the following:

4.2.6.2.1 How the vendor proposes to determine the most appropriate workshop topics and proposed number of workshops to be conducted.

4.2.6.2.2 How the vendor proposes to determine the recommended number and type of Department personnel required to participate in training events.

4.2.6.2.3 Proposed strategies to engage Department staff and maximize attendance.

4.2.6.2.4 How the vendor proposes to conduct post-workshop evaluations and provide the Department with recommendations for after action activities.

4.2.6.3 Workshops

STANDARD CONTRACT PART 2 (APPENDIX IX), Exhibit C, Section C-1.2.1

4.2.6.3.1 Describe the vendor’s approach to conducting effective workshops adapted to the needs of the Department. Indicate whether the vendor proposes to conduct workshops virtually or in-person and the length of the workshop for each topic. Include the total number of workshops to be conducted and any proposed variation to the topics listed accompanied by appropriate justification.

4.2.6.3.2 Describe the vendor’s approach to assisting the Department with developing an organization-wide safer suicide care protocol. Include how the vendor proposes to collaborate with and engage the identified Department offices and personnel both at headquarters and regionally. Include a description of how the vendor proposes to identify appropriate evidence-based strategies for statewide implementation and oversight in a diverse workforce and how the Department may incorporate the model during staff recruitment, onboarding and annual refresher trainings.

4.2.6.3.3 Describe the vendor’s approach to coordinating workshop logistics, including registration, documenting attendance, providing all materials, speakers and other necessary tools. Include a description of how the vendor proposes to administer evaluation surveys after each event, collect and analyze the feedback and provide recommendations to the Department.

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4.2.6.4 Technical Assistance

STANDARD CONTRACT PART 2 (APPENDIX IX), Exhibit C, Section C-1.3

Describe the vendor’s approach to providing technical assistance and the manner in which the provider will be available to Department staff, including frequency and duration, the person(s) responsible for providing technical assistance and responding to Department requests.

4.2.7 TAB 6: SUPPORTING DOCUMENTATION

Provide attachments, exhibits or any other supporting documentation referenced in the proposal, labeled and tabbed accordingly.

4.3 Content of the Financial Proposal

4.3.1 Financial Proposal Title Page

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

4.3.1.1 Title of solicitation.

4.3.1.2 Solicitation number.

4.3.1.3 Vendor’s name and federal tax identification number.

4.3.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the proposal.

4.3.1.5 Name of program coordinator (if known).

4.3.2 TAB 1: TABLE OF CONTENTS

Provide a table clearly demonstrating the order of the material and associated page number(s).

4.3.3 TAB 2: FINANCIAL INFORMATION

Describe the vendor’s current financial management and accounting systems, sufficient to demonstrate the vendor’s capability to track and report the expenditure of funds associated with the provision of services under the proposed contract.

4.3.4 TAB 3: BUDGET SUMMARY

Provide a line-item budget summary using the Project Budget Summary (APPENDIX VI) to demonstrate a summary of all proposed project costs for the entire proposed contract period and any potential renewals.

Proposed costs may not exceed the maximum award specified in Section 3.2.

4.3.5 TAB 4: BUDGET NARRATIVE

Provide a detailed list of all proposed project costs for the entire proposed contract period and any potential renewal using the Budget Summary and Detail Instructions (APPENDIX V). The budget narrative must include the methodology used to calculate the total line-item cost, including the quantity of items to be funded, price per item and description of use.

4.3.6 TAB 5: SUPPORTING DOCUMENTATION

Provide attachments, exhibits or any other supporting documentation referenced in the proposal, labeled and tabbed accordingly.

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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 proposal to be trade secret, as defined in s. 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 4.1.4, with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Proposal, 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 proposal submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the proposal, 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 proposal to be trade secret the vendor must clearly label the 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 proposal 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.

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SECTION 5. THE SELECTION METHODOLOGY

The Department intends to award the contract to the responsible and responsive vendor(s) whose proposal is determined, in writing, to be the most advantageous to the state. The Department will award the contract based on a consideration of the relative importance of price and other evaluation criteria set forth in the solicitation. The Department may also make a determination as to whether to deem one or more vendor ineligible for award due to non-responsibility or non-responsiveness. The Department will electronically post the intent to award in accordance with s. 120.57(3)(a), F.S., and Rule 60A-1.021, F.A.C.

5.1 Selection Criteria

The following Selection Criteria shall apply for this solicitation:

Criteria The vendor’s company structure, subcontractors, experience and capability to deliver its proposed solution including the vendor performance providing services similar to the one specified in this solicitation.

The skills and experience of the vendor’s leadership team, staff, and resources the vendor will use in implementing its solution.

The vendor’s articulation of its solution and the ability of the solution to meet the requirements of this solicitation and provide additional value.

The vendor’s financial management approach, proposed budget, and related financial information.

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.

5.2 Evaluation Phase Methodology

All proposals determined to be responsive will be evaluated using the process outlined below.

5.2.1 Programmatic Scoring

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

Criteria Relative

Value Possible Points

Company Qualifications and Experience 18% 150

Core Team Qualifications 15% 125

Services Approach and Solution 67% 550

TOTAL 100% 825

5.2.2 Financial Scoring

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

Criteria Relative

Value

Possible Points

Financial Management 20% 50

Budget Summary and Narrative 80% 200

TOTAL 100% 250

The maximum points awarded for this solicitation are: 1,075

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5.2.3 Total Score of Proposals

The Procurement Officer will average the total programmatic point scores and the total financial point scores. The Procurement Officer will then add the programmatic proposal points score to the financial proposal point scores to obtain a total score. The Procurement Officer will use the total points to rank vendors. This ranking will serve as the recommended ranking of the Department’s Evaluators.

For example:

Firm Raw Points Received Rank

Company A 900 2

Company B 1000 1

Company C 800 3*

Company D 750 5

Company E 800 3*

*In the event that multiple firms have the same raw point score, the rank positions needed to cover those firms are the same. Each firm receives a rank of 3.

5.2.4 Report of the Procurement Officer

The Procurement Officer will report those proposals deemed responsive and vendors deemed responsible. The report will include the vendor rankings.

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

The Department will make a determination to award to the vendor(s), reject all proposals, or cancel this procurement. The Department will notice, in writing, it’s decision at 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 proposal 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 proposal 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 Proposal and Acceptance of Terms of the Solicitation and Contract Document

b. Statement of No Prohibited Involvement

c. Statement Non-Collusion

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 Proposal 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 proposal submitted in response to the Department of Children and Families Request for Proposals (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 proposal 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 proposal to this solicitation, the vendor waives any exclusivity provision in its subcontractor agreements.

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 s. 287.133, F.S., or on the Discriminatory Vendors List created and maintained pursuant to s. 287.134, F.S, and for Federal funds, not be listed on the governmentwide exclusions in the System for Award Management (SAM).

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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, proposals, 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, proposal 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 proposal 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 s. 287.0943, F.S.

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 s. 295.187, F.S.

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 s. 287.084, F.S.

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 s. 287.092, F.S.

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 s. 287.087, F.S., and will continue to promote this policy through implementation of that section.

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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 2.6 of the solicitation. This form may be expanded as needed to facilitate response to this requirement.

Vendor Name: [Enter Legal Name of vendor]

Question Number

RFP Section Number

Question

DCF RFP 2122 044 20 of 49

APPENDIX IV: SUBCONTRACTOR LIST

Submit the following information for each subcontractor who will perform work under any contract resulting from this solicitation. The vendor shall have determined, to its own complete satisfaction, that an identified subcontractor has been successfully engaged in the related subcontracted service(s) and is qualified to provide such service(s).

For each proposed subcontractor, provide the following information:

A. Subcontractor full legal name

B. Business type

C. Principal place of business

D. Street Address, City, State, Zip Code

E. Phone #

F. FEIN # or Social Security Number if a FEIN is not required

G. Country and state of incorporation

H. Proof of legal entity and authorization to do business with the State of Florida (proof of MFMP registration)

I. Service(s) to be subcontracted

J. Estimated cost of subcontracted service(s)

K. 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.

L. Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor.

M. Description of the Vendor’s principal type of business and history and what uniquely qualifies the Vendor to provide the proposed subcontracted service(s).

N. Statement of whether or not the Vendor has filed for bankruptcy protection in the past five years or is currently in the process of filing or planning to file for bankruptcy protection or financial restructuring or refinancing. If so, provide court and case number.

O. Identification of any potential or actual conflicts of interest that might arise for the Vendor as a result of contract award to the Vendor and describe in detail the plan to eliminate or mitigate them. Such conflicts include, but are not limited to, those covered by Section 6 of the PUR 1001. Address both personal and organizational conflicts.

P. Reservations the Vendor must make if unable to certify completely all of the items in Section 9 of the PUR 1001 entitled "Representation and Authorization." If no reservations are made in this section of the reply, the Vendor shall be deemed to attest to the truth of all of listed items and the Department may rely upon them.

CHECK HERE IF NO SUBCONTRACTORS WILL BE USED:

*Signature of Authorized Representative

*Name of Authorized Representative *Title of Authorized Representative

*This individual must have the authority to bind the Vendor.

DCF RFP 2122 044 21 of 49

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

The project budget summary should display all costs to be paid by the Department for the delivery of services. Use the Project Budget Summary format and list the appropriate amounts for all proposed line items. Other line items may be added, if necessary and allowable. “Miscellaneous” and “Other” are not acceptable line items.

In addition to and in support of the Project Budget Summary, a detailed description must be provided for each line item displaying the methodology used to calculate the total for the line item. Documentation must show the percentage of costs being charged to the Department, if the vendor has another source of income providing funding to this project. Items requiring estimated costs must be accompanied by sufficient documentation or explanation to support the estimate. An estimated number of units must be provided for each line item calculated using a unit rate x unit cost calculation.

□ Salaries provided must be comparable with similar positions in the surrounding labor market and a job description must be provided for each position listed. Include the number of FTEs to be funded in whole or in part by this project.

□ Fringe benefits must display the calculation of costs, specifically the percentages or rates for each benefit being charged to this project.

□ Staff Travel is reimbursed as specified by Department policies and procedures in CFOP 40-1 and s. 112.061, F.S.

□ Office expenses should be based on prior history, a reasonable estimated monthly expense, or written vendor policy.

□ Rental or use of space must show the address, the square footage, and the rate per square footage.

□ Rental equipment necessary to carry out the delivery of services must include the unit cost (per month) and the number of months the item(s) will be used.

□ Insurance costs must provide sufficient documentation to explain the percentage of cost being charged to this project and the calculation of the cost and the insurance coverage being provided.

□ Advertising/outreach costs must show the estimated number of units (publications or media events) and the estimated cost for each publication or event.

□ Membership fees and subscriptions necessary for the delivery of services must show the estimated costs and number of units projected.

□ Client education and training tools must provide the types of services to be provided, the estimated number of clients to be served, and the estimated unit cost of each service.

□ □ Subcontracted services such as janitorial services or security services must show the monthly rate and the number of months for which service is required.

□ Financial audits being covered in part or in whole with project funds must show the rate used to calculate this cost or the percentage of cost being allocated to this project.

□ Operating capital outlay (OCO) to be purchased for use under this project must show the number of units to be purchased, the estimated cost for each unit and justification for the item(s) being purchased.

□ Office equipment (non-OCO) to be purchased under this contract (costing less than $1,000 each) for use under this project must show the number of units to be purchased, the estimated cost for each unit and justification for the item(s) being purchased.

□ Indirect costs being charged to the project must show the percentage of funding required by the vendor to carry out the common or joint tasks covered by this line item. A summary of the expenditures covered by these funds is required.

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APPENDIX VI: PROJECT BUDGET SUMMARY

Vendor Name

FFY (Insert Year) - (Insert Dates)

Budget Line Item Line Item Totals Category Total

Personnel Category

A. Personnel $ -

B. Fringe Benefits $ -

C. Other Personnel Services (OPS) $ -

D. Background Checks $ -

Total Personnel Category: $ -

Travel Category

E. Staff Travel & Training $ -

F. Client Transportation $ -

Total Travel Category: $ -

Expense Category

G. Office Expenses

1. Utilities $ -

2. Telephone $ -

3. Postage/Shipping $ -

4. Copies/Printing $ -

5. Office Supplies $ -

6. Janitorial Supplies $ -

7. Building Maintenance/Repair $ -

8. Equipment Repair $ -

9. Security Services $ -

10. Office Equipment/Furniture $ -

Total Office Expenses: $ -

H. Rental or Use of Space $ -

I. Rental Equipment $ -

J. Insurance $ -

K. Advertising/Outreach $ -

L. Membership Fees & Subscriptions $ -

M. Client Educational and Training Tools $ -

N. Fixed Price Services $ -

O. Subcontracted Services $ -

P. Financial Audit $ -

Total Expense Category: $ -

Direct Costs Category

Q. Operating Capital Outlay (OCO->$1,000.00) $ -

R. Indirect Costs ____% of Total Direct Costs $ -

Subtotal Direct Costs: $ -

Total Project Budget $ -

Sample Format; Columns and rows can be added as needed.

DCF RFP 2122 044 23 of 49

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

for the

(Insert) CONTRACT YEAR

Line Item This

Application Funding Source A

Funding Source B

Funding Source C

Total

Personnel Category

<insert position title>

<insert position title>

<insert position title>

<insert position title>

<insert position title>

<insert position title>

Fringe Benefits

Staff Travel

Sub-Contracted Services

Office Expenses

Operating Capital Outlay

Rental or Use of Space

Rental of Equipment

Maintenance Agreements

Insurance

Membership Fees and Subscriptions

Advertising

Indirect Costs

Total

DCF RFP 2122 044 24 of 49

APPENDIX VIII: STANDARD CONTRACT PART 1

See Attached.

DCF RFP 2122 044 25 of 49

APPENDIX IX: STANDARD CONTRACT PART 2

EXHIBIT A – SPECIAL PROVISIONS

The following provisions supplement or modify the provisions of Items 1 through 9 of the Standard Contract, as provided herein:

A-1 ENGAGEMENT, TERM AND CONTRACT DOCUMENT

There are no additional provisions…