DCF RFP 2223 018 Standard Contract (Part 2).pdf

CF Standard Contract 2019 Part 2 of 2 17 Contract No.

EXHIBIT A – SPECIAL PROVISIONS

The following provisions supplement or modify the provisions of Items 1 through 9 of the CF Standard Contract 2019, as provided herein:

A-1. ENGAGEMENT, TERM AND CONTRACT DOCUMENT

A-1.1. At-risk male student (ARMS)- For the purposes of the RFA, middle or high school male between the ages of 11-19 years old who without intervention is considered to have a higher probability of failing academically or dropping out of school.

A-1.2. Awarded Applicant or Awardee - Applicants chosen by the Department to receive the state grant award, pursuant to sections 409.1465 and 409.1467, F.S. Interchangeable with Grantees or Grant Recipients.

A-1.3. Community-based not-for-profit organization – a community-based group organized for purposes other than generating profit and in which no part of the organization’s income is distributed to its members, directors, or officers, except as otherwise provided under Chapter 617, F.S.

A-1.4. National Responsible Fatherhood Clearinghouse (NRFC) – A national resource to support strong fatherhood and families. NRFC is a resource of the U.S. Department of Health and Human Services Administration for Children and Families’ (ACF) Office of Family Assistance (OFA). The Clearinghouse provides and facilitates research to encourage responsible fatherhood, and engages with families through outreach, events, and virtual trainings. The NRFC also offers a national call center for dads and practitioners.

A-1.5. Responsible Fatherhood Initiative – For the purposes of this contract, see section 409.1464, Florida Statutes (F.S).

A-1.6. Responsible Fatherhood Month – Per section 683.334, F.S., the month of June is designated as “Responsible Fatherhood Month” to recognize the importance of fathers in their children’s lives, how fathers contribute to their children’s safety and stability, and the direct link between positive father’s involvement and child well-being.

A-1.7. Small community-based not-for-profit organization – A community-based group with less than 25 paid individuals that was organized for purposes other than generating profit and in which no part of the organization’s income is distributed to its members, directors, or officers.

A-2. STATEMENT OF WORK

There are no additional provisions to this section of the CF Standard Contract 2019.

A-3. PAYMENT, INVOICE AND RELATED TERMS

There are no additional provisions to this section of the CF Standard Contract 2019.

A-4. GENERAL TERMS AND CONDITIONS GOVERNING PERFORMANCE

There are no additional provisions to this section of the CF Standard Contract 2019.

A-5. RECORDS, AUDITS AND DATA SECURITY

There are no additional provisions to this section of the CF Standard Contract 2019.

A-6. PENALTIES, TERMINATION AND DISPUTE RESOLUTION

There are no additional provisions to this section of the CF Standard Contract 2019.

A-7. OTHER TERMS

A-7.1. Property:

A-7.1.1. The word "property" as used in this section means equipment, fixtures, and other tangible personal property of a non-consumable and nonexpendable nature, the value or cost of which is $1,000 or more and the normal expected life of which is one year or more, and hardback-covered bound books that are circulated to students or the general public, the value or cost of

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which is $25 or more, and hardback-covered bound books, the value or cost of which is $250 or more. Each item of property which it is practicable to identify by marking shall be marked in the manner required by the Auditor General. Each custodian shall maintain an adequate record of property in his or her custody, which record shall contain such information as shall be required by the Auditor General. Once each year, on July 1 or as soon thereafter as is practicable, and whenever there is a change of custodian, each custodian shall take an inventory of property in his or her custody. The inventory shall be compared with the property record, and all discrepancies shall be traced and reconciled. All publicly supported libraries shall be exempt from marking hardback-covered bound books, as required by this section. The catalog and inventory control records maintained by each publicly supported library shall constitute the property record of hardback-covered bound books with a value or cost of $25 or more included in each publicly supported library collection and shall serve as a perpetual inventory in lieu of an annual physical inventory. All books identified by these records as missing shall be traced and reconciled, and the library inventory shall be adjusted accordingly.

A-7.1.2. When state property will be assigned to a Provider for use in performance of a contract, the title for that property or vehicle shall be immediately transferred to the Provider where it shall remain until this contract is terminated or until other disposition instructions are furnished by the Contract Manager. When property is transferred to the Provider, the Department shall pay for the title transfer. The Provider’s responsibility starts when the fully accounted for property or vehicle is assigned to and accepted by the Provider. Business arrangements made between the Provider and its subcontractors shall not permit the transfer of title of state property to subcontractors. While such business arrangements may provide for subcontractor participation in the use and maintenance of the property under their control, the Department shall hold the Provider solely responsible for the use and condition of said property. Provider inventories shall be conducted in accordance with CFOP 80-2.

A-7.1.3. If any property is purchased by the Provider with funds provided by this contract, the Provider shall inventory all nonexpendable property including all computers. A copy of which shall be submitted to the Department along with the expenditure report for the period in which it was purchased. By June 30 of each SFY of the contract, the Provider shall submit a complete inventory of all such property to the Department whether new purchases have been made or not.

A-7.1.4. The inventory shall include, at a minimum, the identification number; year and/or model,: a description of the property, its use and condition; current location; the name of the property custodian; class code (use state standard codes for capital assets); if a group, record the number and description of the components making up the group; name, make, or manufacturer;

serial number(s), if any, and if an automobile, the VIN and certificate number; acquisition date;

original acquisition cost; funding source; and, information needed to calculate the federal and/or state share of its cost. The Contract Manager shall provide disposition instructions to the Provider prior to the end of the contract period. The Provider cannot dispose of any property that reverts to the Department without the Contract Manager’s approval. The Provider shall furnish a closeout inventory by June 30 of each SFY of the contract, before the completion or termination of this contract. The closeout inventory shall include all nonexpendable property including all computers purchased by the Provider. The closeout inventory shall contain, at a minimum, the same information required by the annual inventory.

A-7.1.5. The Provider hereby agrees that all inventories required by this contract shall be current and accurate and reflect the date of the inventory. If the original acquisition cost of a property item is not available at the time of inventory, an estimated value shall be agreed upon by both the Provider and the Department and shall be used in place of the original acquisition cost.

A-7.1.6. Title (ownership) to and possession of all property purchased by the Provider pursuant to this contract shall be vested in the Department upon completion or termination of this contract.

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During the term of this contract, the Provider is responsible for insuring all property purchased by or transferred to the Provider is in good working order. The Provider hereby agrees to pay the cost of transferring title to and possession of any property for which ownership is evidenced by a certificate of title. The Provider shall be responsible for repaying to the Department the replacement cost of any property inventoried and not transferred to the Department upon completion or termination of this contract. When property transfers from the Provider to the Department, the Provider shall be responsible for paying for the title transfer.

A-7.1.7. If the Provider replaces or disposes of property purchased by the Provider pursuant to this contract, the Provider is required to provide accurate and complete information pertaining to replacement or disposition of the property as required on the Provider’s annual inventory.

A-7.1.8. A formal contract amendment is required prior to the purchase of any property item not specifically listed in the approved budget.

A-8. FEDERAL FUNDS APPLICABILITY

There are no additional provisions to this section of the CF Standard Contract 2019.

A-9. CLIENT SERVICES APPLICABILITY

There are no additional provisions to this section of the CF Standard Contract 2019.

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EXHIBIT B - SCOPE OF WORK

B-1 SCOPE OF SERVICE

B-1.1. The Provider shall develop and implement a full campaign around the Department’s Responsible Fatherhood Initiative (initiative). This initiative is a statewide program to provide support and resources to Florida fathers to promote involvement in the lives of their children. These services have two parts, Part A – Campaign and Initiative and Part B – Technical Assistance and Training.

Part A – Campaign and Initiative: The Provider will be responsible for creating the Department-approved campaign name, logo and slogan developing a marketing campaign and all associated materials to support the campaign, assisting the Department in developing outcome measures, and providing technical assistance (TA)to the Department.

Part B – Technical Assistance and Training: The Provider shall assist applicants in preparing applications for grants, listed in in Sections C-1.2.2.1 through C-1.2.2.3. The Provider shall offer training and TA to grant recipients. The Provider shall coordinate and organize fatherhood program and positive youth development workshops and webinars for applicants/grantees on topics including but not limited to the application process, best practices for implementing programs and non-profit management, and grant data and reporting requirements for outcome measures.

B-1.2. Authority B-1.2.1. Subsection 20.19(1)(c), F.S., authorizes the Department to contract for these services.

B-1.2.2. Subsection 409.1464, Responsible Fatherhood Initiative, F.S.

B-2 MAJOR CONTRACT GOALS

The major goals of this contract are to:

B-2.1 Raise levels of awareness of the importance of fathers in the lives of their children through a branded marketing and advertising campaign using facts and resources from the Department and the NRFC;

B-2.2 Create awareness of a Florida grant program for community organizations throughout the state to apply for grants from the Department to develop Fatherhood programs at the local level;

B-2.3 Support the awarded small not-for-profit organizations to enable them to provide measurable high-quality effective services and to strengthen the awarded small not-for-profit organizations’ capacity to obtain additional non-state funding in the future; and

B-2.4 Recognize June as Responsible Fatherhood Month in Florida via marketing materials for community partners to use in promotional activities (online, events, etc.), The Department reserves the right to revise and add campaign goals.

B-3 SERVICE AREA/LOCATIONS/TIMES

B-3.1 The Provider’s administrative offices shall be located at the address specified in the CF Standard

Contract 2019, Section 1.2.2.

B-3.2 The Provider’s administrative offices shall be open from 8:00 A.M. to 5:00 P.M., Eastern Standard

Time, Monday through Friday, with the exception of the Provider’s board-approved holidays.

B-3.3 Changes in service times and any additional holidays that the Provider wants to observe shall be approved in writing by the Department.

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B-3.4 The Provider shall notify the Contract Manager, in writing, thirty (30) calendar days in advance of any changes in the street or mailing address, telephone number, electronic mail address, or facsimile number that affects the Department’s ability to contact the Provider.

B-4 CLIENTS TO BE SERVED

The Provider shall provide TA and training services.

B-5 EQUIPMENT

B-5.1 Equipment, property, and information technology resources may be purchased in accordance with

Section A-7.1, Property, and Section F-7, Information and Technology Resources (ITR). All property purchased under shall be listed on a property inventory list as described in Section C-2.5, Reports, and Section A-7.1, Property. The Provider shall list all property/equipment purchased under this contract on a property/equipment inventory list. Said listing shall include description and location of the property. A copy of the inventory list is to be maintained in the Contract Manager’s file.

B-5.2 No equipment shall be purchased or paid for under this contract for service provision to create the campaign name, logo, slogan, and style guide under Section C-1.1.

B-5.3 The Provider shall not purchase vehicles with funds provided under this Contract.

B-5.4 The Provider may use contract funds to purchase equipment for training and TA services, per

Section C-1.2.

B-6 CONTRACT LIMITS

B-6.1 The Provider recognizes and agrees that any and all work performed without specific direction from the Department shall be deemed gratuitous and not subject to charge by the Provider or compensation by the Department.

[THIS SPACE IS INTENTIONALLY LEFT BLANK]

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EXHIBIT C - TASK LIST

The Provider shall perform all functions necessary for the proper delivery of services including, but not limited to, the following:

C-1 SERVICE TASKS

C-1.1 Part A – Campaign and Initiative

The Provider will be responsible for creating a Department-approved campaign name, logo and slogan, developing a marketing campaign and all associated materials to support the campaign.

C-1.1.1 Campaign Name, Logo, and Slogan. The Provider shall create a campaign name, logo, slogan, and style guide for the Statewide Responsible Fatherhood Initiative. The Provider will work closely with the Department to create and develop campaign materials targeted for all fathers, living in Florida. The Provider shall:

C-1.1.1.1 Weekly Meetings. Coordinate weekly meetings with the Department. Provider shall meet in person or virtually based upon needs with Department staff for scheduled briefings to discuss status updates on the Provider’s work in completing the campaign name, logo, slogan, and style guide for the Statewide Responsible Fatherhood Initiative. The Provider participation in the following meetings is required:

C-1.1.1.2 Meeting one: The purpose of the meeting is for the Provider to develop a deeper understanding of the Project Scope of Work prior to development of the campaign materials and discuss sequence of work. Additionally, the Provider is to submit the proposed polling questions.

C-1.1.1.3 Meeting two: The purpose of the meeting is for the Provider to present the polling results and, at minimum, three (3) initial creative materials (initiative name/logo/slogan).

C-1.1.1.4 Meeting three: The purpose of the meeting is for the Provider to present the findings from the focus groups and present the first draft of the campaign name and logo, branded graphics, and style guide.

C-1.1.1.5 Meeting four: The purpose of the meeting is for the Provider to present the second draft of the campaign name and logo, slogan, and style guide.

C-1.1.1.6 Meeting five: The purpose of the meeting is for the Provider to present the final draft of the campaign name and logo, slogan, and style guide.

C-1.1.1.7 The Provider will coordinate additional meetings with the Department to present the campaign materials the Provider is creating under this Purchase Order.

C-1.1.2 Polling. Conduct a statewide poll to receive data that the Provider will use to create creative materials that will be used for testing in focus groups. The Provider shall seek prior approval from the Department on the line of questions used in the statewide poll.

Provider will conduct a statewide poll to receive data that the Provider will use to create the creative materials, as evidence by submission of the following:

C-1.1.2.1 Statewide poll results and the minimum of 3 creative materials, within 20 days after the contract start date.

C-1.1.3 Focus Groups. Conduct at minimum five (5) regional focus groups to test the target audience on the creative materials. The Provider shall report the results of the testing to

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the Department. The Provider shall invite the Department staff to observe each focus group. Provider shall conduct at minimum five (5) regional focus groups to test the target audience, at a minimum, a diverse group of fathers representative of the population in that region, on the creative materials, as evidenced by submission of:

C-1.1.3.1 The results of the focus groups and the first draft of the campaign materials including campaign name and logo, branded graphics and style guide materials, within 30 days after the contract start date.

C-1.1.4 Second Draft. Submit the second draft of the campaign materials including the campaign name, logo, slogan, and style guide within 40 days after the contract start date.

C-1.1.5 Final Draft. Submit the final draft of the campaign name, logo, slogan, and style guide within 45 days after the contract start date.

C-1.1.6 Marketing and advertising services. Create a robust marketing, advertising, and implementation campaign plan (plan) to reach target audiences to meet the goals of the project. The Provider shall submit the first draft of plan within 30 days after Department approval of campaign name, logo, slogan, and style guide. The Provider shall work with the Department to finalize the plan. The Provider shall develop all creative assets for marketing and advertising campaign, which may include items such as digital advertising graphics, television advertisements, billboard/outdoor advertisements, bus stop shelter advertisements, convenience store advertisements, email blasts, and more. Provider shall submit media and marketing campaign materials for the plan within 30 days of the Department approval of the plan. All creative assets are subject to approval by the Department.

C-1.1.6.1The Provider shall implement the marketing and advertising plan according to the following specifications:

C-1.1.6.1.1 Purchase media placements in digital and traditional media as approved in campaign plan;

C-1.1.6.1.2 Conduct ongoing analysis of the campaign media mix to identify any gaps in media placements and identify opportunities for improvements to Campaign materials and recommendations to address the identified needs;

C-1.1.6.1.3 Develop and maintain a list of key stakeholders and conduct outreach as appropriate; stakeholders are to include statewide organizations, associations, community-based organizations, individual influencers, community leaders and other relevant organizations;

C-1.1.6.1.4 Pitch positive media stories and interview opportunities related to the initiative to news media;

C-1.1.6.1.5 Submit all campaign content, materials, and potential story placements for Department approval prior to its use in any paid or added value media placement.

C-1.1.6.1.6 Updates to the plan will be due annually by March 1st and as determined on an as needed based on gaps and performance.

C-1.1.7 Videos. Create ten (10) 30-second marketing videos to be used throughout the media campaign and for future evergreen opportunities with corresponding audio versions to be used in radio. Each video should be available in English and Spanish. The Provider’s storyboard proposal and draft content shall be due within 30 days of Department approval of the plan. The videos shall be ready to go to production in 45 days of Department approval

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of the plan and the first video will be finalized within 60 days Department approval of the plan.

C-1.1.8 Toolkit. Create a toolkit of 100 social media posts annually with graphics to be used by the Department and partnering community agencies to promote the initiative, website and message. The toolkit shall also include original still photography (40 edited images annually), b-roll video (up to 10 minutes), and digital stories. The Provider shall submit a toolkit concept/proposal and proposed rolling production schedule within 45 days of Department approval of the plan.

C-1.1.9 Website. Develop a marketable website that will include but not limited to host grant information, resources, data, and inspirational stories. The website will be hosted by the Department. The Provider will submit the first draft within 45 days of Department approval of the plan and launch of website within 60 days of Department approval of the plan. The website will be updated monthly throughout the period of the contract by the Provider.

The website and other related electronic resources will be a resource to allow a father to obtain information about effective parenting, identify areas in which support would enable him to enhance his ability to be an effective father, and be connected to such support, including but not limited to, support provided by organizations receiving grants under section 409.1465, F.S. The Provider shall list the names of grantees, their contact information, and service area on the website that can be easily searchable. The website shall include a map of available programs in each Florida county.

The website shall include a link to the Federal Fatherhood Clearinghouse website; sign-up and registration for upcoming trainings and workshops; recorded webinars and workshops;

and method for grantees to request TA.

C-1.1.10 Partner outreach materials. The Provider shall create partner outreach materials such as letters, press release templates, flyers, mailers, and collateral materials to be printed or produced for community events. The content will help create awareness for community organizations throughout the state that will receive grants from the Department to develop fatherhood programs at the local level. The Provider shall submit these materials for approval within 90 days of Department awarding the grant award. These materials will be updated on a quarterly basis, based on the new awarded activities.

C-1.1.10.1 Provider shall print and deliver/ship printed outreach and marketing materials for public events.

C-1.1.11 Event Planning. Assist the Department in planning, coordinating, and providing logistic support to the Responsible Fatherhood Month activities, including but not limited to:

C-1.1.11.1 Participate in regularly scheduled planning meetings as required by the Department and needed for joint planning activities to ensure all details of the Responsible Fatherhood Month activities are addressed;

C-1.1.11.2 Soliciting potential keynote speaker;

C-1.1.11.3 Solicit, plan, and coordinate on-site audio/visuals needs for all presenters, keynote speakers;

C-1.1.11.4 Record and live stream events at the Department’s request;

C-1.1.11.5 Work directly with the Department designated parties for the development and coordination of all Responsible Fatherhood Month marketing, communication, and special event materials, including signage, brochure, communication for the general sessions, at-a-glance agenda, and special events/receptions;

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C-1.1.11.6 Coordinate the development and graphic design of the banner and brochure. All materials must be approved by the Department. A copy of the banner shall be made available to the Department in a format appropriate for use by the Department; and

C-1.1.11.7 Solicit, plan, and coordinate corporate level sponsorships to fund activities or materials for the Responsible Fatherhood Month activities.

C-1.1.12 Progress Report. The Provider shall submit a progress report on all activities the Provider is performing under the contract, to include activities accomplished, activities in progress, questions/issues to address with the Department. The first progress report is due15 days following contract execution and updates will be submitted biweekly thereafter for the first 90 days of contract execution. After the first 90-days of contract, the Provider shall submit monthly updates.

C-1.1.12.1. The Provider shall report on the number of number of media impressions per monthly service period.

C-1.1.12.2. The Provider shall report on the number of hits to the website per monthly service period.

C-1.1.12.3. The Provider shall report on the number of trainings, assessment tool results for the trainings, webinars, and workshops provided to grantees as well has the number of participants for each event.

C-1.2 Part B – Training and Technical Assistance C-1.2.1 Offer training and TA to Department related to best practices for implementing the initiative to raise levels of awareness of the importance of fathers in the lives of their children and assist the Department in developing outcome measures to measure campaign effectiveness.

C-1.2.2 Request for Applications (RFA). The Provider shall provide assistance to the Department (when requested by the Department) in the RFA process for requests for applications for new grant opportunities, pursuant to sections 409.1465 and 409.1467, F.S. The Provider’s role in the RFA process will include but is not limited to performing as a subject matter expert, grant administrator, and evaluator to assist the Department in the selection process for the grant awards. The new grants include:

C-1.2.2.1 State grants for community-based not-for-profit organizations incorporated under

Chapter 617, F.S, to create new or expand existing mentorship programs for at-risk male students;

C-1.2.2.2 State grants for not-for-profit community-based organizations to address the needs of fathers; and

C-1.2.2.3 State grants to provide Evidence-based education programs to fathers. The Provider shall sign a Conflict-of-Interest Questionnaire for all applicants who are evaluated or awarded grant funds. The Conflict-of-Interest Questionnaire can be found in Attachment 6 herein.

C-1.2.2.4 The Provider shall assist applicants in preparing applications for grants, listed in Sections C-1.2.2.1 through C-1.2.2.3, Standard Contract Part 2. The Vendor shall offer training and TA to grant recipients. The Vendor shall coordinate and organize fatherhood program and positive youth development workshops and webinars for applicants/grantees on topics including but not limited to the application process, best practices for implementing programs and non-profit management, and grant data and reporting requirements for outcome measures.

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C-1.2.3 Grantee Technical Assistance (TA) and Training. The Provider will identify Subject Matter Experts to provide training, webinars, workshops, consulting, and TA to all small not-for-profit organizations applying for and receiving the state grant awards, referenced above in Sections C-1.2.2.1 through C-1.2.2.3, and pursuant to sections 409.1465(3)(f) and 409.1467(1)(b.), F.S. The grantee training and technical assistance services are not intended to modify the direct services of the small not-for-profit organization’s program nor change the method in which the small not-for-profit organization implements their program to fidelity.

The goal of this training and TA is to enable the small not-for-profit organizations to provide measurable high-quality effective services and to strengthen the awarded small not-for-profit organizations’ capacity to obtain additional non-state funding in the future.

C-1.2.3.1 The topics for TA and training shall be focused on application and grant writing process, best practices for implementing programs and non-profit management, and grant data and reporting requirements for outcomes measures. The Provider shall determine the specific training needed by the small not-for-profit organizations and may directly provide or subcontract for such training and technical assistance. Additional technical assistance services may include performing site visits on behalf of the Department at the locations of the small not-for-profit organizations receiving state grant awards.

C-1.2.3.2 Technical Assistance (TA) and Training for grantees awarded funding for State At Risk Male Student grants. Pursuant to section 409.1467(7), F.S., the Provider shall offer trainings in nonprofit management, outcomes measurement, and positive youth development. The Provider must ensure that these grantees are offered the training, as required, within the first 6 months after receiving the grant awards. The Provider shall report all attempts to notify the grantees of the training opportunities, evidence of posting the scheduled trainings on the Provider’s website, and evidence of posting the recorded webinars and trainings on the Provider’s website.

C-1.2.3.3 The Provider shall report to the Department the types of trainings and TA provided to the small not-for-profit organizations in the Progress Report.

C-1.2.3.4 Efficacy of Technical Assistance. The Provider shall include in their proposal to RFP a methodology and tool for evaluating the efficacy of all training and technical assistance provided, which will be incorporated herein upon the Department’s approval. Efficacy results will be reported in the Progress Report.

C-1.2.3.5 Readiness Assessment. The Provider shall include in their proposal to RFP a plan to evaluate and report readiness of small not-for-profit organizations to provide high-quality effective services and long-term sustainability. The Provider shall submit an updated plan for Department approval 30 days after contract execution. The Provider shall report on the readiness of the small not-for-profit organizations in the Progress Report.

C-1.2.4 Creation of Training Materials and Curricula. The Provider shall create or enhance their existing training presentation materials for the purpose of providing training and technical assistance to the grantees. The training presentation materials shall include but are not limited to the curricula, slide decks, facilitator guides, and materials used for each activity. The Provider is responsible for printing out and distributing the training materials.

The Provider shall send out training materials electronically to all participants prior to the trainings.

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C-1.2.5. Grantee Satisfaction Survey. The Provider shall develop a satisfaction survey to gather information on the Provider’s performance and the success of their trainings and technical assistance services and on the Provider’s performance in the campaigning and advertising for the small not-for-profit organizations within the approved activities of the implementation campaign plan. The Provider shall submit the satisfaction survey to the Department for approval. Once it receives Department approval, it will be incorporated by reference into the contract. The Provider shall administer the Department-approved satisfactory survey to each small not-for-profit organization that receives training and technical assistance services, by January 1st of each year. The Provider shall report the results of the surveys to the Department and any recommendations or modifications the Provider proposed to make to their existing trainings and technical assistance services and their implementation campaign plan to meet any identified needs as a result of the surveys.

C-1.3 Part A and B: Logic Model. Upon the Department’s incorporation of the Logic Model displayed in APPENDIX XII, the Provider shall adhere to the outcome-based performance measures. The outcome-based performance measures are in Attachment 2, see #14-16.

C-1.4 Travel. The Provider may travel and incur travel expenses for the purposes of meeting with the Department to develop a full campaign around the new initiative and to implement the campaign.

Travel expenses under this contract shall be limited to and be subject to the rules under Chapter 112, F.S. The Provider shall maintain copies of travel logs and requests for reimbursement for staff travel, including authorization to Incur Travel DFS-AA-13 Voucher for Reimbursement of Traveling Expenses

DFS-AA-15.

C-2 ADMINISTRATIVE TASKS

C-2.1 Staffing.

C-2.1.1. Staffing Levels.

C-2.1.1.1. The Provider shall maintain the full-time equivalent positions to provide the required services consistently, and reliably.

C-2.1.1.2. Provider Representative Position: The Provider shall have a representative assigned to administer all aspects of the contract as specified in Section 1.2.3, CF Standard Contract 2019.

C-2.1.2.Staffing Changes. Upon change or vacancy in any of the staff positions specified in Section C-2.1.1.1 above, the Provider shall notify the Contract Manager, in writing, within five (5) calendar days of the change or vacancy.

C-2.1.2.1 Upon change in the Provider Representative identified in Section 1.2.3, CF

Standard Contract 2019, the Provider shall immediately notify the Contract Manager, in writing, of the change.

C-2.2 Professional Qualifications.

C-2.2.1. The Provider shall be responsible for the staff affiliated with this contract, ensuring that they have the education, any professional licensure or certification which may be required by law, and experience necessary to successfully carry out their duties. The Provider shall keep the Department updated with resumes of all staff paid for by this contract.

C-2.2.2. Travel. The Provider may travel to administrative meetings and trainings with Human and Health Services (HHS), Federal Detention Center (FDC) and partnering agencies across the state. Authorization to incur travel expenses for in-state and out-of-state travel shall require Department approval.

C-2.3 Subcontracting.

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C-2.3.1 This Contract allows the Provider to subcontract for the provision of all services under this Contract, subject to the provisions of Section 4.3. The Provider may subcontract with an entity with subject matter expertise if the Provider does not have the internal capacity. The subcontractor at any tier level must comply with the E-Verify clause as subject to the same requirements as the Provider. Written requests by the Provider to subcontract for the provision of services under this contract shall be routed through the Contract Manager for Department approval.

C-2.3.2 The request to subcontract shall be reviewed and, if approved, approval shall be in writing by the Contract Manager prior to procurement of the subcontract. Payment to the Provider shall not be authorized until Contract Manager approval is obtained.

C-2.3.3 A copy of each executed subcontract shall be provided to the Contract Manager within ten

(10) calendar days of the execution date of the subcontract. Payment to the Provider shall not be authorized until Contract Manager is in receipt of each executed subcontract.

C-2.3.4 The Contract Manager shall review any request to amend any subcontract prior to the execution of the amendment and, if approved, approval shall be in writing.

C-2.3.5 The Department’s agreement to allow these services to be subcontracted does not in any way alter the Provider’s responsibility to the Department for all work performed under this contract.

C-2.4 Records and Documentation.

C-2.4.1 The Provider shall keep accurate records to support the monthly reports and any Departmental performance standards required.

C-2.4.2 The Provider shall maintain and deliver the following completed documents to the Contract

Manager as specified in the below listed schedule.

ADMINISTRATIVE DOCUMENTS

Title Due Date # Copies Contents

1. Statement of No

Involvement

Due prior to contract begin date

Electronic

Form CF 1130-1516

2. Certification Regarding Debarment

Due prior to contract begin date

Electronic

Form CF 1125-1516

3. Executive Compensation Annual Report

Due prior to contract begin date and May 1, annually

Electronic

Form PCMT-08-2021

4. Authorized Signature Authority for the Provider’s Representative to Sign Contract

Due prior to contract begin date

Electronic

Authorized Signature Authority for the Provider’s

Representative to sign contract

5. Authorized Signature Authority for the Provider’s Representative to Sign Invoices

Due prior to contract begin date

Electronic

Authorized Signature Authority for the Provider’s

Representative to Sign Invoices

6. General Liability Insurance

Due prior to contract begin date and annually thereafter

Electronic

Certificate of Insurance

7. Certification Regarding Lobbying

Due prior to contract begin date

Electronic

Attachment 5

FISCAL DOCUMENTS

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8. Financial and Compliance Audit

Attachment 9 Attachme nt 9

Attachment 4

C-2.4.3 Provider shall maintain all source documents or supporting documentation used to determine compliance with deliverables; and C-2.4.4 Provider shall maintain copies of travel logs and requests for reimbursement for staff travel, including the Authorization to Incur Travel DFS-AA-13, and Voucher for Reimbursement of Traveling Expenses DFS-AA-15.

C-2.5 REPORTS

The Provider shall maintain and deliver the following reports to the Contract Manager to document the completion of deliverables as specified in Section D-2 which shall be received by the Contract Manager prior to or concurrent with the Request for Payment and approved by the Contract Manager prior to authorizing payment in accordance with the listed schedule. If the due date for a report falls on a State of Florida approved holiday or weekend, the report will be due the next state business day.

# Title Due Date # Copies Contents

1. Request for Payment 15th calendar day of each month for previous calendar month’s activities

Electronic

(PDF)

Copy

See Attachment 1

2.

Inventory Report 30 days prior to completion of Contract

Electronic

(PDF)

Copy

See Section A-7.1, Property

3. Monthly Performance Measure Compliance Report

15th calendar day of each month for previous calendar month’s activities

Electronic

See Attachment 2

4. Quarterly Expenditure Report

15th calendar day of each month for previous fiscal quarter activities

Electronic

See Section F-6

C-2.5.1 Acceptance of required reports shall constitute a separate act and must be approved by the

Contract Manager as such. The Department reserves the right to reject reports as incomplete, inadequate, or unacceptable according to the limits set forth in this contract. The Provider shall, without additional compensation, correct or revise any incomplete, inadequate, or unacceptable reports.

C-2.5.2 The Provider shall work with the Department to ensure the reliability of data collected through established reporting formats appropriate to the program.

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C-2.5.3 The Department, at its option, may allow additional time for the Provider to remedy the objections noted by the Department, or the Department may, after giving the Provider a reasonable opportunity to make a report complete, adequate, or acceptable to the Department declare this contract to be in default.

C-2.5.4 Extensions of due dates for reports, documents, and deliverables as outlined in this contract shall be granted to the Provider upon prior written request from the Provider and with approval by the Contract Manager.

C-3 STANDARD CONTRACT REQUIREMENTS

C-3.1 The Provider shall perform all acts required by Sections 4, 5, 7, 8 and 9 of the CF Standard Contract 2019.

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EXHIBIT D – DELIVERABLES AND MINIMUM PERFORMANCE MEASURES

D-1. The Provider shall submit deliverables and minimum performance measures for State Fiscal Years 2022- 2023, 2023-2024, 2024-2025, and 2025-2026 as specified below:

D-1.1. Service Units

A unit of service is delivery of the Service Tasks described in Section C-1. Each unit of service shall be delivered in accordance with the terms and conditions of this Contract and performed in a manner acceptable to the Department.

D-2. The Provider shall maintain and deliver the following to the Contract Manager to document the completion of deliverables and performance measures. Documentation of the completed deliverables and performance measures shall be received by the Contract Manager by the listed due date and prior to the Request for Payment for approval by the Contract Manager. If the due date falls on a Provider’s Board approved holiday, State of Florida approved holiday or weekend, the deliverable documentation will be due the next state business day.

D-2.1. The Provider shall submit deliverables and performance measures for State Fiscal Years 2022-2023, 2023-2024, 2024-2025, and 2025-2026 as specified in Attachment 2, Deliverables and Performance Compliance Measure Report.

D-3. Each deliverable shall be performed in a manner acceptable to the Department and delivered in accordance with Section D-2 and Attachment 2, Deliverables and Performance Compliance Measure Report.

D-4. The minimum service level for deliverables and minimum performance measures is full completion of all tasks as listed in Section D-2 and Attachment 2, Deliverables and Performance Compliance Measure Report.

D-5. PERFORMANCE EVALUATION METHODOLOGY

D-5.1. See Attachment 2 Performance Measure Compliance Report, for a description of performance measures.

D-5.2. Performance Evaluation Methodology.

Performance Standards Statement: By execution of this Contract, the Provider hereby acknowledges and agrees that its performance under the contract must meet the standards set forth above and will be bound by the conditions set forth in this contract. If the Provider fails to meet these standards, the Department, at its exclusive option, may allow a reasonable period, not to exceed six months, for the Provider to correct performance deficiencies. If performance deficiencies are not resolved to the satisfaction of the Department within the prescribed time, and if no extenuating circumstances can be documented by the Provider to the Department’s satisfaction, the Department must terminate the contract. The Department has the sole authority to determine whether there are extenuating or mitigating circumstances.

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EXHIBIT E – MINIMUM PERFORMANCE MEASURES

E-1. REFER TO EXHIBIT D

THIS SPACE INTENTIONALLY LEFT BLANK

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EXHIBIT F - METHOD OF PAYMENT

F-1 FIXED PRICE

F-1.1. This is a fixed price (unit cost) contract. The Department will pay the Provider for the delivery of service units provided in accordance with the terms and conditions of this contract for a total contract amount not to exceed $TBD, subject to the availability of funds.

F-1.2. This contract is funded by and subject to annual legislative appropriations and Department approval for continued funding with the Provider for services. The annual funding level, subject to the availability of funds, are as follows:

State Fiscal Year (SFY Funding Level

SFY 2022-2023 $TBD

SFY 2023-2024 $TBD

SFY 2024-2025 $TBD

SFY 2025-2026 $TBD

Total $TBD F-1.3. For the period of February 15, 2023, through June 30, 2026, the Department will pay for the service units at the unit prices and limits listed below, subject to availability of funds:

F-1.3.1. State Fiscal Year 2022-2023; 2023-2024; 2024-2025; 2025-2026

# Service Units Deliverable Due Date Unit Price

Maximum # of Units

Total

Part A – Campaign and Initiative

1. Creation of the campaign name, logo, slogan, and style guide.

Polling completed 20 days after contract start date.

Focus Groups and first draft completed 30 days after contract start date.

Second draft completed 40 days after contract start date.

Final Draft due 45 days after contract start date.

TBD 1 statewide poll 5 Focus Groups 1 First Draft 1 Second Draft 1 Final Draft

TBD

2. Draft marketing, advertising, and implementation campaign plan (plan)

Within 30 days of Department approval of campaign name, logo, slogan, and style guide and annually thereafter on February 1st.

TBD 1 draft TBD

3. Creative assets for media and marketing campaign materials for the plan.

approval of draft plan.

TBD 1 time creation of materials

TBD

4. Storyboard and draft content for video commercials approval plan

TBD 1 storyboard and draft

TBD

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5. Created video ten (10) marketing videos (each video offered in English and Spanish) with accompanying audio versions

The first video will be finalized within 60 days of Department approval of plan and each additional video due monthly thereafter.

TBD 20 video files, 20 audio files (10 English and 10 Spanish)

6. Proposed Toolkit.

Within 45 days of Department approval of plan.

TBD 1 proposed toolkit

7. First draft of website

Within 45 days after Department approval of plan

TBD 1 Draft TBD

8. Successful launch of website

Within 60 days after Department approval of plan

TBD 1 Launch TBD

9. Website Updates

60 days after Department approval of plan and monthly thereafter

TBD 9 monthly updates

10. Progress report.

The first progress report is due15 days following contract execution and updates will be submitted biweekly thereafter for the first 90 days of contract execution. After the first 90-days of contract, the Vendor shall submit monthly updates.

TBD 13 total reports:

6 bi-weekly and 7 monthly updates

TBD

11. Partner outreach materials.

Within 90 days of Department awarding of first grant per section C-1.9. and updates to the materials quarterly thereafter.

TBD 1 time creation of materials

TBD

Part B – Training and Technical Assistance

12. Readiness Assessment

Plan

30 days after contract execution TBD 1 Plan TBD

13 Technical assistance to Department per sections

Within 30 days after Department approval of plan and monthly thereafter.

TBD Monthly TBD

14. Create Grantee Satisfaction Survey

Within 30 days of contract execution

TBD 1 survey TBD

15. Send out of Grantee Satisfaction Survey annually to all Grantees who receive technical assistance and training from the Provider.

Survey shall be sent out to awardees by January 1st each year.

TBD annually TBD

Total State Fiscal Year 2022-2023, 2023-2024, 2024-2025, 2025-2026

F-2 INVOICE REQUIREMENTS

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F-2.1. The Provider shall request payment on a monthly basis through submission of a properly completed invoice, Request for Payment, Attachment 1, within fifteen (15) calendar days following the end of the month for which payment is being requested.

F-2.2. Payments may be authorized only for service units on the invoice that are satisfactorily delivered during the period being invoiced for and which are in accord with the above list, and other terms and conditions of this contract. The service units for which payment is requested may not either by themselves, or cumulatively by totaling service units or expenses on previous invoices, exceed the total number of units and expenses authorized by this contract.

F-2.3. Notwithstanding the provisions of s. 215.422(1), F.S., the Department shall have ten (10) working days to inspect and approve the Request for Payment.

F-3 SERVICE DELIVERY DOCUMENTATION REQUIREMENTS

The Provider shall maintain records documenting the total number of awardees and names (or unique identifiers) of awardees to whom technical assistance and training services were provided and the date(s) that the services were provided so that an audit trail documenting service provision can be maintained.

F-4 RESTRICTION OF EXPENDITURES

Items expressly prohibited from purchase with these contract funds include but are not limited to items such as: flowers, awards or plaques, meals (excluding meals associated with travel per Chapter 112, F.S.)

including bottled water, snacks, refreshments, entertainment, and promotional items that do not have a specific statutory authority including but not limited to ribbons and wrist bands.

F-5 EXPENDITURE REQUIREMENTS

Expenditures shall meet the minimum requirements established by the Department of Financial Services, Division of Accounting and Auditing, Bureau of Auditing, Reference Guide for State Expenditures, which is available at the Department of Financial Services web site.

The Provider may make changes in or between line items of the Fixed Price Approved Line Item Budget that are cumulatively less than 10% if the total state fiscal year original budget or amended Fixed Price Approved Line Item Budget only if the following conditions are met. The change does not decrease or increase the original dollar amount of the state fiscal year’s contract budget; and There is another line item in the budget from which funds can be shifted without affecting the scope of work.

F-6 QUARTERLY EXPENDITURE REPORT

The Provider shall submit a quarterly cost reconciliation, documenting its actual operations expenditures for the prior fiscal quarter, through a properly completed Quarterly Expenditure Report within 15 days after the end of each quarter of each state fiscal year. Should the Quarterly Expenditure Report indicate that payments were made to the Provider in excess of the actual costs of providing contracted services for that state fiscal year; the Provider shall refund the difference to the Department in accordance with Section 3.5, Overpayments and Offsets in the CF Standard Contract 2019.

F-7 INFORMATION AND TECHNOLOGY RESOURCES

The Provider must receive written approval from the Department prior to purchasing any Information Technology Resource (ITR) with contract funds. The Provider agrees to secure prior written approval by means of an Information Resource Request (IRR) form before the purchase of any ITR. The Contract Manager is responsible for serving as the liaison between the Provider and the Department during the completion of the IRR, in accordance with the CFOP 50-4, Computer Software Licensing and Copywrite Policy.