DCF RFP 2122 059 STOP DV Prosecution Training.pdf

DCF RFP 2122 059: 1

STOP: Domestic Violence Prosecution Training and Technical Assistance Project (PMT-05-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

OFFICE OF DOMESTIC VIOLENCE

REQUEST FOR PROPOSAL

DCF RFP 2122 059

STOP: DOMESTIC VIOLENCE

PROSECUTION TRAINING AND TECHNICAL ASSISTANCE PROJECT

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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 of Events

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

2.5 Pre-solicitation Conference

2.6 Written Questions and Department Answers

2.7 Receipt of Proposals

2.8 Form PUR 1001

2.9 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 ……………………………………………………………….11

3.5 Order of Precedence

3.6 Supporting Documentation

3.7 Value-Added Services

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

APPENDIX III: QUESTION SUBMITTAL FORM

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APPENDIX IV: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX V: PROJECT BUDGET SUMMARY

APPENDIX VI: PROPOSED COST ALLOCATION PLAN

APPENDIX VII: STANDARD CONTRACT PART 1

APPENDIX VIII: STANDARD CONTRACT PART 2

APPENDIX IX: FEDERAL GRANT COMPLIANCE INTRODUCTION

APPENDIX X - PROJECT MASTER SCHEDULE/TIMELINE

APPENDIX XI: PROGRAMMATIC EVALUATION MANUAL…………………………………

APPENDIX XII: FINANCIAL EVALUATION MANUAL…………………………………………….93

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Domestic Violence, is seeking Vendors for this Request for Proposal (RFP) to provide training and technical assistance on emerging issues related to the Services, Training, Officers, and Prosecutors (STOP) grant purpose areas.

Additional training and technical assistance will assist in enhancing prosecution of Violence Against Women Act (VAWA) related crimes; domestic violence, dating violence, sexual assault, and stalking.

STOP Formula Grants are intended to improve and enhance responses to the four (4) crime areas by law enforcement, prosecution, courts, and victim services. The four (4) crime areas targeted by the United States and Territories. Any organization interested in participating must comply with the terms of this solicitation.

1.2 Term of the Agreement

The anticipated term of the resulting contract(s) is January 1, 2023, through June 30, 2024.The term of the resulting contract is subject to change based on the actual execution date of the resulting contract.

Renewal, if any, shall comply with s. 287.057(13), F.S., and is contingent upon the availability of funds.

1.3 Contact Person and Procurement Officer

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

LeAnn Clayton

Email: LeAnn.Clayton@myflfamilies.com and 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).

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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.

If the Department receives less than two (2) responsive responses, the Department may negotiate on the best terms and conditions, pursuant to Section 287.057(6), F.S.

The Department may request Vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others

In accordance with s 287.057(23) F.S., “Vendors 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 of Events

Activity Date Time Eastern

Address Section Reference

Solicitation advertised and released on VIP:

September 15, 2022

N/A Vendor Information Portal (VIP) Electronic Posting site:

https://vendor.myfloridamarketplace.com

1.4

Written questions must be received by:

October 10, 2:00pm See Section 1.3 2.6

Anticipated posting of Department responses to questions:

October 24, Vendor Information Portal (VIP) Electronic Posting site:

https://vendor.myfloridamarketplace.com

2.6

Electronic proposal must be received by the Department:

November 16, 2:00pm See Section 1.3 2.7

*Proposal opening: November 16, 3:00pm Please join my meeting from your computer, tablet or smartphone.

https://meet.goto.com/SolicitationAdmini stration

You can also dial in using your phone.

United States (Toll Free): 1 866 899

United States: +1 (571) 317-3116

Access Code: 687-621-357

2.7.3

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Activity Date Time Eastern

Address Section Reference

Anticipated posting of intended contract award(s):

December 15, Vendor Information Portal (VIP) Electronic Posting site:

https://vendor.myfloridamarketplace.com

5.2.5

Anticipated effective date of contract(s):

January 1, N/A N/A 1.2

B*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 Pre-solicitation Conference

There will be no pre-solicitation conference for this RFP.

2.6 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be sent to the email address provided in Section 1.3, Procurement Officer. Questions shall be received by the Procurement Officer on or before the dates and time specified in Section 2.3, Timeline of Events. The Department will not accept questions by telephone, postal mail, hand delivery, or fax. The Department’s answers to written questions will be issued via an addendum and posted to VIP.

The Department requests that all questions have the solicitation number in the subject line of the email.

Questions are requested to be submitted using APPENDIX III, Question Submittal Form.

2.7 Receipt of Proposals

Due to health implications and sensitivity to COVID-19, the Department requires proposals be sent by electronic means (email). The electronic submission must comply with the following requirements:

The Vendor shall submit an electronic version of the proposal in response to this solicitation (including all required documents) in portable document format (PDF) as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3, Procurement Officer. The electronic submission must comply with the following requirements:

The response must be free of malware and any infection resulting to the Department’s systems shall be addressed to the Department’s satisfaction at the Vendor’s expense. The software used to produce the electronic file must be Adobe pdf, version 6.0 or higher. The Department must be able to be open and view the proposal 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, DCF RFP 2122 059: 7 and Technical Assistance Project (PMT-05-2021) Effective 6/24/2021

Timeline of Events. 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.

2.7.1 Proposal Deadline

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

2.7.2 Proposal Withdrawal and Amendment

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

2.7.3 Binding Proposal

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

2.7.4 Cost of Preparation of Proposal

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

2.8 Form PUR 1001

The standard “General Instructions to Vendors” 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.

2.9 Department’s Discretion

2.9.1 The Department may:

2.9.1.1 Determine whether a Vendor is responsible, as defined in section 287.012, Florida Statutes;

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

2.9.1.3 Withdraw the solicitation or reject all proposals at any time;

2.9.1.4 Select more than one (1) Vendor for the commodities and contractual services encompassed by this solicitation:

2.9.1.5 Withdraw or amend its Notice of Award;

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

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.1.1 Orders – The arrangement or disposition of people or things in relation to each other according to a particular sequence, pattern, or method.

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 VII and APPENDIX VIII) in accordance with all terms therein.

3.2.1 Background

STOP Formula Grant will be used to enhance training, technical assistance, and legal services needed for prosecutors, state attorney victim advocates and state attorney investigators to respond to the VAWA crimes of domestic violence, dating violence, sexual assault, and stalking.

The funding also creates opportunities to increase training on trauma-informed services for prosecutors, judges, law enforcement and Victim Service Providers. Additionally, the funding will increase statewide coordination between Victim Service Providers, law enforcement, prosecutors, courts, and funders will provide an opportunity for community coordinated responses to hold perpetrators responsible for domestic violence, dating violence, sexual assault, and stalking as well as coordinating trauma-informed services for victims.

3.2.2 Out-of-Scope Activities

Vendors that propose out-of-scope activities will not be considered for funding. The following activities are out-of-scope and will not be supported by grant funding:

3.2.2.1 Procedures or policies that exclude victims from receiving safe shelter, advocacy services, crisis intervention counseling, and other assistance based on their actual or perceived age, immigration status, race, religion, sexual orientation, gender identity, mental health condition, physical health condition, disability, criminal record, work in the sex industry, or the age and/or gender of their children.

3.2.2.2 Procedures or policies that compromise the confidentiality of information and privacy of persons receiving services.

3.2.2.3 Procedures or policies that deny victims access to services based on their relationship to the perpetrator.

3.2.2.4 Mandating that domestic violence victims participate in social service programs or domestic violence education classes in order to “drop” domestic violence charges that are filed against the perpetrator.

3.2.2.5 Charging fees for services.

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3.2.2.6 Automatic pre-trial diversion programs.

3.2.2.7 Mediation or counseling for couples as a systemic response to domestic violence or dating violence or any other manner of joint victim-offender communication.

3.2.2.8 Requiring victims to seek legal sanctions against the perpetrator or offender (e.g., seek a protection order, file formal complaint, force the victim to testify against the perpetrator or offender).

3.2.2.9 Procedures that would penalize victims of violence for failing to testify against their abusers or impose other sanctions on victims.

3.2.2.10 Imposing conditions on victims of domestic or dating violence in order for them to receive services (e.g., requiring a survivor of domestic or dating violence to seek a protection order or counseling as a precondition to services); and

3.2.2.11 The placement of perpetrators in anger management programs instead of Batterer Intervention Programs, or inappropriate sexual offender treatment programs.

3.2.2.12 Services to children 10 years old and younger for anything other than services beyond ancillary services provided to a survivor’s child when there is an inextricable link between a parent’s victimization and the child’s need for services and in connection with providing survivor services for the parent.

3.2.2.13 Research projects (This does not include program assessments conducted only for internal improvement purposes).

3.2.3 Programmatic Authority

The successful Vendor must comply with all applicable federal and state laws, regulations, action transmittals, and program instructions related to VAWA, STOP, and Florida Statute (F.S.)

39.901-39.908.

3.2.4 Major Program Goals

The goals of the program are to increase the safety of victims and their children by ensuring perpetrators are held wholly responsible for their crimes and that survivors can remain safe through use of the criminal justice system.

3.2.5 Task List

The successful Vendor(s) shall perform the tasks as outlined in the Department’s STANDARD CONTRACT PART 2 (APPENDIX VIII), Exhibit C – Task List, meeting all the requirements of Exhibit B – Scope of Work.

3.2.6 Certifications, Licenses, Permits, Taxes and Equipment

The Vendor must pay for all licenses, permits, certificates, and taxes required to operate in the State of Florida. The Vendor must comply with all applicable federal, state, and local laws, DCF RFP 2122 059: 10 and Technical Assistance Project (PMT-05-2021) Effective 6/24/2021 ordinances, codes, regulations, action transmittals, program instructions, and other requirements at no cost to the Department. The Vendor will supply all necessary equipment to perform the contract.

3.2.7 Minimum Qualifications

The Vendor must be a 501(c)(3) not-for-profit provider in Florida OR a state agency able to demonstrate expertise in training and expert knowledge of prosecution of VAWA crimes.

3.2.8 Activities that Compromise Survivor Safety

The following activities have been found to jeopardize survivor safety or allow perpetrators to escape responsibility for their actions:

3.2.8.1 Procedures or policies that exclude survivors from receiving safe shelter, advocacy services, crisis intervention counseling, and other assistance based on their actual or perceived age, immigration status, race, religion, sexual orientation, gender identity, mental health condition, physical health condition, disability, criminal record, work in the sex industry, or the age and/or gender of their children;

3.2.8.2 Procedures or policies that compromise the confidentiality of information and privacy of persons receiving services;

3.2.8.3 Procedures or policies that deny survivors access to services based on their relationship to the perpetrator;

3.2.8.4 Mandating that domestic violence survivors participate in social service programs or domestic violence education classes to “drop” domestic violence charges that are filed against the perpetrator;

3.2.8.5 Automatic pre-trial diversion programs;

3.2.8.6 Mediation or counseling for couples as a systemic response to domestic violence or dating violence or any other manner of joint victim-offender communication;

3.2.8.7 Requiring survivors to seek legal sanctions against the perpetrator or offender (e.g., seek a protection order, file formal complaint, force the victim to testify against the perpetrator or offender);

3.2.8.8 Procedures that would penalize survivors of violence for failing to testify against their abusers or impose other sanctions on survivors;

3.2.8.9 Imposing conditions on survivors of domestic or dating violence for them to receive services (e.g., requiring a survivor of domestic or dating violence to seek a protection order or counseling as a precondition to services); and

3.2.8.10 The placement of perpetrators in anger management programs instead of Batterer Intervention Programs, or inappropriate sexual offender treatment programs.

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3.3 Minimum Financial Specifications

3.3.1 Funding Sources

The contract that will result from this RFP will be Federally funded by The U.S. Department of Justice Office on Violence Against Women STOP Formula Grant. A portion of this funding will utilize from the STOP program sexual assault set aside funding category.

The Department will fund one (1) project for Prosecution Training and Technical Assistance for a total amount not to exceed $89,000.00 for year one and $125,000.00 for year two.

Funding for Year Two is contingent upon the availability of funds.

3.3.2 Allowable Costs

All proposed costs must be in accordance with the Department of Financial Services Reference Guide for State Expenditures (see Section 3.6, Supporting Documentation). In addition, all costs must be approved by the Office of Domestic Violence.

3.3.3 Cost of Living Increase

The Department does not fund cost of living increases.

3.3.4 Administrative Costs

Administrative Cost, including any indirect costs that are administrative in nature, must not exceed ten percent (10%) of the total of the proposed budget.

3.3.5 Required Allocation of Grant Funds

Vendors are required to allocate grant funds to support activities that help to ensure individuals with disabilities and Deaf or Hard of Hearing individuals and persons with limited English proficiency have meaningful and full access to their programs. For example, grant funds can be used to support American Sign Language (ASL) interpreter services, language interpretation and translation services, or the purchase of adaptive equipment. Vendors proposing to use grant funds to create websites, videos and other materials must ensure that they are accessible to persons with disabilities.

3.4 Composition of the Contract

The contract(s) 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 VII) 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.

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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:

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.

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 (2) or more documents within the contract documents listed in Section 3.4, Composition of the Contract, 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_purchasing/state_agency _resources/state_purchasing_pur_forms

General Instructions to Vendors PUR 1001 https://www.dms.myflorida.com/business_ operations/state_purchasing/state_agency _resources/state_purchasing_pur_forms

Department of Financial Services Reference Guide for State Expenditures

Allowable Costs https://www.myfloridacfo.com/Division/AA/ Manuals/documents/ReferenceGuideforSt ateExpenditures.pdf

U.S. Department of Justice Code of Federal Regulation, Office of Violence Against Women, The STOP (Services, Training, Officers, Prosecutors) Violence Against Women Formula Grant Program

Code of Federal Regulation https://www.govinfo.gov/content/pkg/CFR- 2017-title28-vol2/xml/CFR-2017-title28-vol2-part90.xml#seqnum90.10

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Subject Description Link

Frequently Asked Questions (FAQs) about STOP Formula Grants

FAQ

Allowable Costs https://www.justice.gov/ovw/page/file/1008 816/download#%20FAQ%20- %20STOP%20Formula%20Grants

3.7 Value-Added Services

Any Value-Added Services offered by the Vendor, if accepted by the Department, will become a requirement(s) of the resulting Contract. The Vendor’s Proposal shall include a detailed description of any Value-Added Services the Vendor is offering the Department. Value-Added Services are to be provided at no cost to the Department and would be in addition to those services sought specifically in this RFP. The Department is interested in any proposed Value-Added Services which would assist it in accomplishing the goals of this RFP, however, all Value-Added Services which would benefit the Department will be considered.

SECTION 4 INSTRUCTIONS FOR RESPONDING TO THE SOLICITATION

4.1 How to Submit a Proposal

4.1.1 Number of Copies Required and Format for Submittal

Vendors shall submit one original copy of their proposal. Electronic signatures are acceptable.

The original proposal submitted to the Department must contain an original signature of an official authorized to bind the Vendor to the proposal. One (1) redacted copy of the proposal, identical to the original copy and clearly labeled as redacted, must also be submitted.

4.1.2 Proposal Format

Proposals 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 proposal must be submitted in accordance with Section 4.2, Contents of the Proposal, and Section 4.3, Content of the Financial Proposal.

4.1.3 Electronic Copy Format

Electronic files must be submitted to the Department on a USB storage device (which must be free of malware and any infection resulting to the Department’s systems shall be addressed to the Department’s satisfaction at the Proposer’s expense), and readable using Adobe portable document format (“pdf”). The electronic copies must be identical to the original, hardcopy proposal submitted. The electronic media must be clearly labeled in the same manner as the hard copies and submitted with the corresponding hard copies. The hard copy marked “original” shall take precedence over the electronic version(s) of the proposal and all non-original hardcopy versions of the proposal in the event of any discrepancy. If a discrepancy is found between the hardcopy proposal marked “original” and any of the electronic versions submitted on USB drive, the Department reserves the right, at its sole discretion, to reject the entire proposal.

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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; and

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 CRITERION 1: TABLE OF CONTENTS

Provide a table of contents that clearly demonstrates the order of material including associated page number(s) for the proposal packet.

4.2.3 CRITERION 2: SPECIFICATIONS

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’s 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).

4.2.4 CRITERION 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 as defined in the Department’s solicitation.

4.2.4.1 Vendor Corporate Information

4.2.4.1.1 Describe Vendor’s approach and philosophy, including mission statement, core values, and vision.

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 is

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4.2.4.1.3 Provide the requested information below which will demonstrate the Vendor’s ability to successfully complete the work described in this solicitation and its appendices, attachments, exhibits, and referenced supporting documentation.

4.2.4.2 Subcontractor Information

Subcontracts are not permitted for this RFP.

4.2.5 CRITERION 4: CORE TEAM QUALIFICATIONS

4.2.5.1 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 the Department’s STANDARD CONTRACT PART 1 AND PART 2 (APPENDIX VII and APPENDIX VIII).

4.2.5.1.1 Include the Vendor’s Federal Identification Number (FEID) and describe the mission of the organization and its partners in this proposal.

4.2.5.1.2 Provide an organizational chart with the supervisor of the project’s coordinator at the top of the chart. Include all staff or partner organizations that will be providing direct or support services for the program. Provide a one-page chart showing the authoritative (solid lines) and consultative (dashed lines) relationships between project partner staff and sub-contractors who will carry out the programs and activities listed in this solicitation. There should be no partners, staff, or contractors listed in the budget forms not shown on the organizational table.

4.2.5.1.3 Describe the Vendor’s overall administrative capacity and experience to implement the proposed program.

4.2.5.1.4 Describe the Vendor’s capacity and experience to utilize computer and electronic communication technology in program operations.

4.2.5.1.5 Provide information on organization and staff experience, recognitions and accomplishments related to VAWA crimes and priority focus areas.

4.2.5.1.6 Detail Vendor leadership and key staff qualification and experience to conduct tasks listed in Section 3.2.

4.2.5.2 The proposal shall include the Vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as

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and Technical Assistance Project (PMT-05-2021) Effective 6/24/2021 described in the Department’s STANDARD CONTRACT PART 1 AND PART 2 (APPENDIX VII and APPENDIX VIII). The proposal should address all applicable personnel grievance and conflict resolution practices. The Vendor should explain how it’s 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.

4.2.6 CRITERION 5: SERVICES APPROACH AND SOLUTION (Limited to 15 pages)

The proposal must include a description of the Vendor’s capacity and approach to providing the service components outlined in Section 3.2. The Vendor must describe in detail the methods it will use to develop, implement, and manage the proposed project. 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 in Section 3.2 as follows:

4.2.6.1 Describe the Vendor’s commitment to prioritizing the safety and justice of victims of VAWA crimes, including training on cultural and linguistic services, cultural barriers to services, social oppression of marginalized groups, and the use of bilingual/bicultural staff to ensure adequate representation of Florida’s populations.

4.2.6.2 Describe how training and technical assistance will be made accessible to individuals with disabilities, individuals who are Deaf or hard of hearing, and persons with limited English proficiency.

4.2.6.3 Describe how the agency will address Florida’s prosecution of VAWA crimes without placing responsibility on victims of crimes. Include the identification of emerging issues and how they will be addressed in training and technical assistance.

4.2.6.4 Describe any materials, publications, or tangible products the Vendor proposes to develop in association with training and technical assistance provision.

4.2.6.5 A minimum of one of three letters of support must be from a Florida State Attorney Office (SAO) who has received training and/or technical assistance from the provider. An additional letter of support from a state agency who has a history of collaboration with the Vendor.

4.2.6.6 Vendors must specify whether they intend to serve domestic violence, dating violence, sexual assault, stalking, or any combination of VAWA crimes. The provider funded will deliver education and coordination of services opportunities for prosecutors, state attorney victim advocates, and state attorney investigators handling domestic violence, dating violence, sexual assault, and stalking cases. The Vendor must complete (APPENDIX X – Project Master Schedule/Timeline) showing the timeline for completion of activities.

Training (Limited to 1 page)

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4.2.6.7 Describe how the staff and partner organizations will be trained in their specific role for the proposed project

4.2.7 CRITERION 6: PERFORMANCE MEASURES

Vendors must include a description of the way activities will be monitored to determine achievement of performance measures specified in Section 2.3, including the following.

4.2.7.1 A description of the process for collecting data and any other state or local outcome data to measure the effectiveness of their work in accordance with the performance measures specified in Section 3.2.12.

4.2.7.2 Proposed targets and methodologies to address the measures specified in Section 3.2.12.

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; and

4.3.1.5 Name of program coordinator (if known).

4.3.2 CRITERION 7: FINANCIAL MANAGEMENT

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.

4.3.2.1 Proposed Service Efficiencies and Re-investment

The Vendor shall provide information on how it plans to develop efficiencies in the services being provided. From this plan, the Vendor shall show how the cost reduction or added services that are realized from these efficiencies will be re-invested into the required services.

4.3.2.2 Ongoing Approach to Reduce Administrative Costs and Expand

Services

The Vendor shall provide its ongoing approach to reduce administrative cost, without affecting the quality of the services.

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4.3.2.3 Local Match

Describe the Vendor’s plan to fulfill the local match requirement. Match is calculated assuming that the federal award comprises only 75% of the project and the local match comprises 25% of the total project. For example, a total project is $133,333: 75% = $100,000 federal award and 25% = $33,333 match. Matching funds may be provided by cash OR in-kind contributions such as the use of office space, supervision, additional department, or officer time, etc. or, a combination of both cash and in-kind contributions.

Federal funds are not an allowable funding stream to use as match in either cash or in-kind contributions. All in-kind contributions must be directly related to the STOP project.

Any award that is accepted by a Vendor will constitute agreement to providing the match contribution whether in cash, in-kind, or a combination of both.

4.3.3 CRITERION 8: BUDGET SUMMARY

Provide a line-item budget summary using the Project Budget Summary (APPENDIX V) 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 for each service component in Section 3.2.

4.3.4 CRITERION 9: BUDGET NARRTIVE AND LINE-ITEM

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 IV).

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. The budget must show line-item costs broken down by the proposed funding (grant and match), plus the total amounts.

The budget totals should be based on available funding projections, if any, and if different, the Vendor should explain the differences.

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 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 4.1.4, , 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).

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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), Florida Statutes, 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 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 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), Florida Statutes, and Rule 60A-1.021, Florida Administrative Code.

5.1 Selection Criteria

The following Selection Criteria shall apply for this solicitation:

Criteria

The Vendor’s company structure and 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

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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. The total maximum points awarded for this solicitation are: 1,200 points.

5.2.1 Programmatic Scoring

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

Programmatic Criteria Relative

Value Possible Points

Criterion 3: Executive Overview 6% 60

Criterion 4: Core Team Qualifications 14% 140

Criterion 5: Services Approach and Solution 60% 600

Criterion 6: Performance Measures 20% 200

TOTAL: 100% 1,000

The minimum programmatic score to be eligible for award recommendation is 900 points.

5.2.2 Financial Scoring

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

Financial Criteria Relative Value Possible Points

Criterion 7: Financial Management 40% 80

Criterion 8: Budget Summary 10% 20

Criterion 9: Budget Narrative and Line-Item 50% 100

TOTAL: 100% 200

The minimum financial score to be eligible for award recommendation is 175 points.

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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 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 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 Prior Contractual Obligations

e. 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 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.

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