DCF RFQ 2223 019 - RMT POST.pdf

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

OFFICE OF ADMINISTRATION

REQUEST FOR QUOTE

Random Moment Time Study Solution and Services

DCF RFQ 2223 019

DCF RFQ 2223 019

PMT-03-2021

Effective June 24, 2021

This Request for Quote (RFQ) is being issued under Florida State Term Contract 80101500-20-1 for Management Consulting Services, Schedule d) Provision of Studies, Analyses, Scenarios, and Reports relating to a customer’s mission-oriented business programs or initiatives.

I. Introduction and Purpose The Florida Department of Children and Families (Department), Office of Administration, is seeking interested Vendors to provide an online web-based and e-mail-capable Random Moment Time Study System (RMTS/Solution) as well as the implementation, hosting, operation, and ongoing training required to use the Solution. A full description of the services to be provided by the Vendor is in Attachment A, Scope of Work.

The current RMTS studies conducted by the Department includes:

Study Name Frequency Sample Size ACCESS Florida Quarterly 2,100 Participants Adult Protective Investigation Quarterly 350 Participants Child Protective Investigation Monthly 1,400 Participants Child Dependency Case Management Monthly 2,500 Participants

II. Term of the Agreement The anticipated start date of the resulting contract is November 1, 2022. The anticipated duration of the contract is three years. Renewal, if any, shall comply with Section 287.058(1)(g), Florida Statutes (F.S.).

III. Procurement Officer The sole method of communication is via email and the contact point for all communication regarding this Request for Quote (RFQ) is:

Marlene Barnes Procurement Officer Marlene.Barnes@myflfamilies.com and HQW.Procurement.Team.Activities@myflfamilies.com

Vendors responding to this solicitation may only contact the Procurement Officer identified above, unless explicitly stated herein, starting from the release of the RFQ, until the Vendor(s) are identified for contract selection. Violation of this provision may be grounds for disqualifying a Vendor.

IV. Timeline of Events Below is a list of RFQ event times and dates. The Eastern time zone is in effect for all activities listed in the timeline below, unless stated otherwise.

ACTIVITY DATE TIME

mailto:Marlene.Barnes@myflfamilies.com mailto:HQW.Procurement.Team.Activities@myflfamilies.com

DCF RFQ 2223 019

PMT-03-2021

Effective June 24, 2021

RFQ Released 09/07/2022 Vendor Question(s) Submission Deadline 09/20/2022 2:00 PM ET

Anticipated Department’s Answers to Vendor Questions 10/04/2022

Quotes Due (on or before) 10/14/2022 2:00 PM ET Anticipated Acceptance of Quote 10/24/2022 Anicipated Services Commence 11/01/2022 8:00 AM ET

V. Quote Submission Responses are due by the date and time specified in the Section IV, Timeline of Events above. Responsibility for timely delivery rests with the Vendor. Vendors should fully acquaint themselves with all aspects of this RFQ to ensure the work is performed in accordance with the terms and conditions herein. No allowances will be made to the selected Vendor due to a lack of knowledge about conditions or requirements nor will the selected Vendor be relieved of any liabilities or obligations.

The Department reserves the right to accept or reject any or all Quotes received and reserves the right to make a selection decision without further discussion of the Quotes submitted. The Department also reserves the right to not award all services to a single Vendor. Therefore, Quotes shall be submitted initially, in the most favorable manner. The Quote must be submitted as a PDF file unless specifically noted otherwise. Attachments may be combined with the Quote or included as separate attachments. It is understood that the Quote will become a part of the Department’s official procurement file. For assistance with using MFMP Sourcing, Vendors may call the MFMP Help Desk at 1-866-352-3776, email vendorhelp@myfloridamarketplace.com, or view this online recorded training on how to respond to electronic solicitations from the State of Florida.

All questions pertaining to this RFQ must be submitted in MFMP Sourcing by the date specified in Section IV: Timeline of Events.

VI. Claiming Trade Secret Protection, Vendor’s Duty to Respond to Public Record Requests, and Department’s Defense of Vendor Claims

1. Public Records and Trade Secrets

A. How to Claim Trade Secret Protection If the Vendor considers any portion of the documents, data or records submitted in its Quote 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 separate file, in a manner compliant with Section V, Quote Submission, with the words "Trade Secret" included in the file name). Appropriate cross-references should be included in nonexempt materials.

The first page of the electronic file must explain why each redaction in the document is a trade secret. This submission must be made no later than the Quote submittal deadline. If the Vendor considers any portion of a submission made after its Quote to be trade secret the Vendor must clearly label the submission as containing trade secret information.

B. Vendor’s Duty to Respond to Public Records Requests mailto:vendorhelp@myfloridamarketplace.com https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/training_for_vendors/articulate_files_vendor/vendor_equote_and_sourcing

DCF RFQ 2223 019

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

C. 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.

VII. Cost Incurred in Responding The Department shall not be responsible for any costs incurred by a Vendor in the submission of a Quote.

VIII. Quote Structure Quotes must include the following sections in the order prescribed below:

1. Contact Information (Limit of 2 Pages) Identify the Vendor’s primary point of contact, including name, title, corporation, corporate physical address, email address, physical address if different than corporate address, corporate Federal Employer Identification Number, E-Verify Number, and direct telephone numbers.

2. Introductory Letter and Executive Summary (Limit of 2 Pages) The introductory letter must include an executive summary that demonstrates the Vendor’s previous experience providing processes, approaches, and tools to perform requested services described in Attachment A, Scope of Work.

3. Project Approach (Limit of 20 Pages) Vendor shall provide a detailed Project Approach to providing the proposed services, a proposed timeline for the provision of services, and the names, roles, and responsibilities of Vendor’s team members throughout implementation. Vendor staff should be identified as Key Personnel where applicable. The implementation plan shall include sufficient staffing and timelines to accomplish all services required by Attachment A, Scope of Work by the specified delivery date(s).

DCF RFQ 2223 019

4. References (3) Vendors shall submit three customer references identifying three clients for which similar or identical services were performed within the past five years. The Department will not accept Department, Vendor, of Subcontracted staff as a customer reference. Client references shall consist of the following information and be provided in the following format:

Client Name & Internet Address Client Name:

Webpage Address:

Client Contact Information Name:

Title:

Street

City, State, and

ZIP:

Email

Telephone Number:

Commodity/Service Details Period of Services:

From: To:

Contract Value:

Commodity/Service Description*

IX. Price Quote

Vendors shall utilize Attachment B, Milestones and Pricing, to propose a payment methodology that includes the indicated elements. The Department reserves the right to negotiate lower rates with the selected Vendors.

X. Selection Criteria This RFQ will result in the selection of one or more Vendors to provide the services described in Attachment A, Scope of Work. The Department reserves the right to select Vendor(s) that do not submit the lowest pricing structure; however, pricing will be an element of the Department’s selection criteria. The Department intends to contract with a Vendor based on a best value determination made by the Department.

When reviewing submitted Quotes, the following factors, in no particular order and without limitation, will be considered:

DCF RFQ 2223 019

• Price

• Speed to service

• Implementation Approach

• Experience with the services specified in this RFQ

• Past performance

XI. Acceptance of Quote The Department will notify the Vendor of the acceptance of the Quote as specified in Section IV, Timeline of Events.

XII. Composition of the Contract Contract(s) that results from this solicitation will be composed of:

1. Purchase Order including the Department’s Purchase Order Terms and Conditions (available at https://www.myflfamilies.com/general-information/contracted-client-services/docs/DCF%20PO%20Terms%20and%20Conditions.pdf) and the Attachment A.

2. Form PUR 1000: Form PUR 1000 is incorporated by reference into the resulting 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_re sources/state_purchasing_pur_forms.

3. Other Attachments or Exhibits: All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any.

4. Vendor Quote: The Vendor’s Quote and any additional submittals, if incorporated into or attached to the contract.

5. State Term Contract number 80101500-20-1 (available at https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_ and_agreements/state_term_contracts/management_consulting_services).

XIII. Order of Precedence In the event of conflict between any documents within the contract documents listed in XIV, the earlier listed document shall control (e.g., A will control over B).

XIV. Schedule of RFQ Attachments Attachment Name Attachment A Scope of Work Attachment B Milestones And Pricing

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https://www.myflfamilies.com/general-information/contracted-client-services/docs/DCF%20PO%20Terms%20and%20Conditions.pdf https://www.myflfamilies.com/general-information/contracted-client-services/docs/DCF%20PO%20Terms%20and%20Conditions.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/management_consulting_services https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements/state_term_contracts/management_consulting_services

ATTACHMENT A

SCOPE OF WORK

1. Description of Service Vendor shall provide an automated, configurable, and user-friendly Random Moment Time Study System (“RMTS”/the “Solution”) as well as the implementation, hosting, operation, and ongoing training required to use the Solution. The Solution and accompanying services shall conform to the requirements below.

2. Governance Contractor shall comply with all applicable State and federal requirements.

3. Elements of Services

3.1 Location of Work

All work can be performed remotely.

3.2 Project Management

Vendor shall provide overall Project Management support for the services and Deliverables identified in this Scope of Work (SOW), including the day-to-day management and administrative support of its staff and activities. Vendor shall work closely with the Department’s Project Director to assist in establishing and operating the Project.

The Department will maintain Project Management responsibilities for Department staff. The Vendor shall provide Project Management methods, tools, and templates compatible with the Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK) framework.

3.3 Department Obligations

For this Contract, the Department will:

3.3.1 Designate a Project Director who has overall responsibility for the successful development and implementation of the Project and serve as the primary Department point of contact for Vendor. The Project Director will:

3.3.1.1 Review and approve all Project Deliverables prior to acceptance.

3.3.1.2 Coordinate access to Department facilities with the Vendor.

3.3.1.3 Provide input and coordinate the schedules of Department personnel.

3.3.1.4 Provide access to Department data systems and information.

3.3.1.5 Provide oversight of Project schedule.

3.3.2 Provide facilities, network connectivity, bandwidth, and electricity for the Vendor’s on-site staff.

3.4 Deliverables and Performance Measures

Vendor shall provide the following Deliverables, meeting the established Performance Measures. Failure to meet the specified Performance Measures may be subject to the application of the Financial Consequences (FC) specified for each Deliverable. The requirements, descriptions, Performance Measures, and methods for creating the Deliverables specified below may be modified by the Department to incorporate details provided with the selected Vendor’s Quote in the final Contract, including applicable deadlines.

The Vendor shall provide a Project Manager who shall direct and manage all Vendor activities in coordination with the Department’s Project Director to complete the Project.

Title: Project Manager ID: PM-01 Delivery: Within 14 calendar days of Contract Execution. FC: $100/each day past 14th day without designation of

PM

Description: Vendor’s Project Manager fully responsible for Vendor performance.

Requirements: Vendor shall provide Project Manager throughout the duration of the Project.

Vendor’s Project Manager shall have the following authority and responsibility:

1. Direct and manage all of the Vendor’s Project activities.

2. Serve as the single point of contact for the Department.

3. Negotiate, authorize, and implement Department approved Change Requests.

4. Create and maintain Project Documentation (registers, logs, etc.).

5. Conduct and document Project Meetings.

6. Create and provide Project Reports.

7. Dismiss and/or replace Vendor personnel for cause upon written request of the

Department.

8. Address and correct all identified deficiencies in Project Deliverables.

9. Maintain Project Schedule.

Performance Measure:

1. Vendor’s Project Manager must have a minimum of 2 years of experience in managing projects of similar size and scope to the Project defined in this Scope of Work.

2. Vendor’s Project Manager is exclusively assigned to the Project.

In addition to the Project Manager, Vendor shall provide highly qualified staff to manage the work planning effort, maintain the Project schedule, proactively manage all aspects of Project performance, and be actively engaged in the Project’s day-to-day operations. Vendor staff identified as Key Personnel in Vendor’s Proposal shall be assigned to the Project as indicated in the Quote.

Vendor’s Project Manager and other Key Personnel shall be properly educated, trained, and qualified for the services they are to perform, and Vendor shall put appropriate training in place to meet initial and ongoing training requirements of Vendor Key Personnel and other Vendor staff assigned to perform services.

Vendor shall not change, remove, or alter the commitment to the Project, Project Manager, or other Key Personnel without providing the Department with 30 days’ written notice, written justification, a comprehensive transition plan, and without obtaining the Department’s prior written approval. Provided the requirements of justification and transition planning are sufficient to protect the Project from unnecessary risks as determined by the Department, approvals for replacement of Key Project Personnel will not be unreasonably withheld by the Department.

The replacement Project Manager, or other Key Personnel, shall have comparable or greater skills and applied experience than the Key Personnel being replaced and be subject to reference and background checks. If Vendor removes Key Personnel for any reason without the Department’s approval, Vendor agrees to replace the new Key Personnel if performance is unacceptable to the Department.

Notwithstanding the foregoing, the Department acknowledges that the Project Manager or other Key Personnel may become unavailable due to termination of employment for any reason, through disability or death, illness, or through leave of absence. In such circumstances, Vendor shall immediately, within one business day, notify the Department in writing of the impending or actual departure of the Project Manager or any Key Personnel and of the qualifications and identity of proposed replacement Project Manager or Key Personnel. The Department shall retain the right to reasonably disapprove of any replacement Project Manager or Key Personnel.

Title: Project Meetings ID: PM-02 Delivery: Recurring Weekly Basis after Contract Execution FC: $1,000 per missed meeting Description: Weekly meetings between Department personnel and contractors to gauge Project progress Requirements: Contractor shall:

1. Participate in all meetings and present weekly progress in relation to implementation date and the status of deliverables

2. The Project Manager designated in Deliverable PM – 01 must be present in all Weekly Meetings. If unavailable, the Department must be provided notice and the name of the Project Manager’s Designate who will attend the meeting in their absence.

Performance Measure:

The Project Manager or their designate must attend and participate as described above in 100% of weekly meetings.

Title: Project Reporting and Analytics ID: PM-03 Delivery: Within 70 days of Contract Execution FC: $500.00/day past delivery date.

Description: Data Analytics tools to utilize data collected from samples.

Requirements: Contractor shall:

1. Provide a product with ad-hoc Reporting capabilities that includes all features and capabilities outlined in Section 3.6.30.

2. Provide a live Application Programming Interface (API) for access to all reporting data in each instance of the Solution as defined in Section 3.6.8 of the Scope of Work.

Performance Measure:

1. Reports must be integrated natively in the RMTS system.

2. Reports must compile within a reasonable period of time relative to the data being pulled in the report.

3. Reports must accurately reflect the data contained within the RTMS system.

Title: RMTS System ID: PM-04 Delivery: Within 90 days of Contract Execution FC: $500/day past deadline Description: The final product of this RFQ, a Random Moment Time Study system Requirements: Contractor shall:

1. Provide the Department with a Solution that adheres to the Solution Capabilities outlined in section 3.6.1 - 3.6.31 of the Scope of Work.

Performance Measure:

1. Performance will be measured against the timelines provided and agreed upon in the

Project Approach (See Sections VIII. Quote Structure, subsection 3. Project Approach and Deliverable PM – 02).

Title: RMTS Training ID: PM-05 Delivery: Within 30 days of RMTS Implementation FC: $500/day past deadline Description: Administrator and User Training Required for RMTS Use Requirements: Contractor shall:

1. Develop a training program for RMTS Department participants and contacts will be delivered in accordance with the requirements specified in Section 3.6.29 of the Scope of Work.

2. Provide a written description of Administrator Training that will be delivered in accordance with Section 3.5.3.1 of the Scope of Work.

Performance Measure:

1. Trainings must adhere to the deadlines specified in Section 3.6.29 of the Scope of

Work

2. The training program must have the capability to be delivered virtually and/or on-site.

3. Documentation must be provided in a standard .docx or.pdf file format.

3.5 Ongoing Services

3.5.1 The Vendor shall be responsible for the upkeep of the services.

3.5.2 The Vendor shall be responsible for Tier 2 - Tier N desktop support.

3.5.3 Administrator Training (Quarterly)

3.5.3.1 The Vendor shall provide Administrator Training on a quarterly basis (at a minimum) to individuals designated as Administrator Roles, either on-site or remotely, that provides training on the functions, tools, and system administration of the Solution.

3.5.3.2 The Vendor shall make available a channel of communication between the Department and the Vendor designated for training questions that arise outside of quarterly trainings.

3.5.4 End User Training Materials

3.5.4.1 Service shall have the capability to upload training materials in various file formats accessible by end-users (Random Moment Respondents).

3.6 Solution Capabilities

3.6.1 The Vendor’s Solution shall be online, web-based, and e-mail-capable.

3.6.2 Accessible to make edits to the system.

3.6.3 Vendor shall be capable of conducting a full internal controls audit, including the

Service and Organization Controls (SOC) 2 report, and shall provide the results of these reports to the Department upon request in accordance with the Scope on Standards of Attestation Engagements 18.

3.6.4 The Solution shall allow for the update and addition of certain classification data, such as work shifts, activity codes, or program codes, by the Department without dependence upon the Vendor.

3.6.5 The Solution shall have the capability to provide guidance to Respondents in the form of reminder pop-up notifications regarding case numbers and their corresponding activity codes.

3.6.6 Reminder boxes (pop up) displaying whether a case number is accurate.

3.6.7 The Solution shall be capable of handling multiple instances to accommodate the

Department’s four discrete sampling populations.

3.6.8 Vendor shall provide a live Application Programming Interface (API) for access to all reporting data in each instance of the Solution. At a minimum, this API shall allow for the automated querying the following:

• Participants

• Locations

• Work Schedules

• Sample

3.6.9 Preferred functions the Department is requesting, if feasible:

3.6.9.1 The capability to utilize Solution APIs to integrate with external systems, including the State of Florida HR System (People First), Microsoft Power BI, and DCF databases.

3.6.9.2 A landing page that contains notifications of new or upcoming codes, items, or features.

3.6.9.3 Security measures in place to request credentials triggered upon attempting to access the system.

3.6.9.4 Ability to designate up to three individuals as contacts for samples.

3.6.9.5 Ability to retain individuals on roster but temporarily pause sample assignment.

3.6.9.6 Ability to roll-over rosters from previous month’s roster to new month’s roster.

3.6.10 Functions Current System does not provide:

3.6.10.1 Ability to update roster data during a sampling period.

3.6.11 Administrator

3.6.11.1 System Administration

3.6.11.2 System currently has security for access to system, administrator now inputs user’s password.

3.6.11.3 The Solution shall allow the user to be able to add and update their own password.

3.6.12 Roster Management

3.6.12.1 The Solution shall allow for Administrator(s) to download a roster to a delimited file format (i.e., Excel, .csv, other).

3.6.12.2 The Solution shall allow for Administrator(s) to upload roster from delimited file format (i.e., Excel, .csv, other).

3.6.12.3 The Solution shall carry forward the existing roster into the future sample period.

3.6.13 The Solution shall allow Administrator(s) to Add/Update/Delete individual users from a roster prior to generating a sample.

3.6.14 The Solution shall allow for a user to be deactivated for a future sample but retain them on the roster.

3.6.15 The Solution shall retain a full audit trail for the life-cycle of each participant on a roster.

3.6.16 The Solution shall allow for Administrator comments to be recorded regarding each status change.

3.6.17 The Solution shall allow for the assignment of the following data to each Respondent:

3.6.17.1 First Name

3.6.17.2 Last Name

3.6.17.3 Email Address

3.6.17.4 Phone Number

3.6.17.5 Job Title

3.6.17.6 Position Number

3.6.17.7 Location

3.6.17.8 Region

3.6.17.9 Work Schedule

3.6.17.10 Holiday Schedule

3.6.17.11 Reminder Contact(s) [2]

3.6.17.12 Roster Status

3.6.18 Locations

The Solution shall allow for the designation of different regions/region codes as specified by the Department. Each Location record shall allow for the assignment of the following data:

3.6.18.1 Location ID

3.6.18.2 Status

3.6.18.3 Name

3.6.18.4 Address [2]

3.6.18.5 City

3.6.18.6 State

3.6.18.7 Zip

3.6.18.8 Phone Number

3.6.19 Work Schedules

3.6.19.1 The Solution shall allow for the designation of different work schedules specified by the Department during which samples can be sent.

Samples will not be sent to a participant outside of their designated schedule.

3.6.19.2 The Solution shall allow the assignment of a work schedule to an employee record in a roster. While standard shifts are defined in the table below, the Solution shall allow for the creation of customizable.

work schedules for Respondents whose schedules may fall outside the five work shifts below.

3.6.19.3 The Solution shall allow for mass assignment of multiple employees to each designated schedule.

Shift Workweek Start Time Lunch Time End Time

First Shift (CPIs)

Monday - Friday 9:00 AM 12:00 PM - 1:00 PM 6:00 PM

First Shift

(ACCESS,

APS)

Monday – Friday 8:00 AM 12:00 PM - 1:00 PM 5:00 PM

Second Shift Monday - Friday 1:00 PM 5:00 PM - 6:00 PM 10:00 PM

Third Shift Monday - Thursday 9:00 AM 12:00 PM - 1:00 PM 6:00 PM

Fourth Shift Tuesday - Friday 9:00 AM 12:00 PM - 1:00 PM 6:00 PM

3.6.20 Holiday Calendars

3.6.20.1 The Solution shall allow for the designation of certain dates on a calendar during the creation of a roster where samples will not be sent to end-users.

3.6.20.2 This shall be writable at the RMS Administrator level and above.

3.6.21 Reminder Contacts

3.6.21.1 The Solution will allow for the designation of up to 2 individuals in

Reminder Contact Roles.

3.6.21.2 Users with these roles will be notified in addition to the end-user when an end-user receives a sample.

3.6.21.3 Reminder Contact roles shall have write-access to data for all records to whom that role is assigned as a contact.

3.6.21.4 RMS Administrator roles shall have the ability to assign, re-assign, and remove these roles.

3.6.22 Sample Management

The Vendor’s Solution shall generate statistically valid random samples that conform to the confidence level, precision, and sample size requirements in the Department’s Public Assistance Cost Allocation (PACAP).

The Solution shall provide the following capabilities regarding each sample.

3.6.22.1 Generates sample based on roster information provided

3.6.22.2 Automatically generates up to 2,500 observations for up to 2,500 individuals

3.6.22.3 No character limits for activity and program codes and descriptions

3.6.23 Decision Tree

3.6.23.1 The Solution shall have decision trees able to accommodate multiple branching questions and to identify specific questions in a certain order.

3.6.23.2 The Solution shall have both dropdown menus and text fields to accommodate input from end-users with a character limit of no less than 100 characters.

3.6.23.3 The Solution shall allow for participants to review their responses prior to submitting the sample.

3.6.24 Moment Notifications/Email

3.6.24.1 The Solution shall be capable of automatically generating notification and reminder e-mails to Respondents.

3.6.24.2 The Solution shall allow for these notifications to be generated on specific schedules. The notification frequency shall be editable during a sampling period.

3.6.24.3 The Solution shall allow for the contents and templates of these notifications to be updated from time to time by the Department without reliance upon the Vendor.

3.6.24.4 The Solution shall be capable of sending reminder E-mails to additional individuals that are designated as contacts for Respondents.

Preferred functions the Department is requesting, if feasible

3.6.24.5 Ability to designate up to three individuals as contacts for samples.

3.6.24.6 The Solution shall have the capability to send an alert or notification

(such as push notifications or SMS capability) to the Respondent on outstanding samples that need review. The solution shall also be able to silence these notifications when necessary.

3.6.25 Quality Control

3.6.25.1 The Solution shall allow for the creation of a sub-sample that satisfies the Federal requirement for a 10% quality review through specific observation flags or markers nested within the decision tree.

3.6.25.2 The Solution shall allow for a complete audit train of the history of an observation.

3.6.25.3 The following data will be included in a subsample record:

3.6.25.3.1 Moment Date

3.6.25.3.2 Submission Date

3.6.25.3.3 Participant Name

3.6.25.3.4 Location

3.6.25.3.5 Job Title

3.6.25.3.6 Status and Effective Status Date

3.6.25.4 The following fields will be available for the reviewer to enter in a subsample record:

3.6.25.4.1 Follow-Up Questions (text field)

3.6.25.4.2 Follow-Up Response (text field)

3.6.25.4.3 Reviewer Comments (text field)

3.6.25.4.4 Category

3.6.25.4.5 Activity

3.6.26 The Solution shall allow for the routing of subsamples between reviewer and participant for follow-up response in real-time.

3.6.27 The Solution shall have functionality to review training materials from within the subsample page.

3.6.28 User Notifications

3.6.28.1 The Solution shall allow for the ad-hoc notification of participants separate from the observation response process.

3.6.28.2 Recipients shall be selected when generating the notification via roles

3.6.29 On-Demand Training

3.6.29.1 Required Training – initial log in on “How to use”, vendor provided training

(specifically during the pilot time for Community Based Care Providers

(CBC).

3.6.29.1.1 The Vendor shall develop a training program for RMTS Department participants and contacts that can be delivered virtually and/or on-site.

3.6.29.1.2 The Vendor shall develop and update time study

instructions for assisting participants with using the RMTS system.

3.6.29.1.3 The Vendor training program shall ensure all RMTS

participants understand the RMTS program, the role the RMTS program plays in the Departments, RMTS Department participants’ responsibilities and instructions, and the Vendor’s process for participants’ compliance with the RMTS program.

3.6.29.1.4 The Vendor shall provide an initial training for all current RMTS Department participants and contacts no later than 30 days of RMTS implementation at no additional cost to the Region.

3.6.29.1.5 At no additional cost, the Vendor shall provide annual and quarterly training following the initial training, to all RMTS Department participants and for any new RMTS Department participants and contacts. The training shall be offered with the option of face-to-face and e-learning training, whichever meets the needs of the program. The goal of this training is to ensure that all time study participants understand the RMTS process, the role it plays in the Department, and its applicability to their daily tasks.

3.6.29.1.6 The quarterly training sessions to the RMTS Coordinators and/or other Department staff shall be within 30 days after the end of each quarter. These sessions shall provide the assessment of the prior quarter's results and implementation of any approved corrective action plan.

3.6.29.1.7 The Contactor shall provide On-Demand Training of the Vendor’s training program upon request by the Region.

The Region will pay for On-Demand Training in accordance with Section 4 Invoicing and Payments.

3.6.30 Analytics and Reporting

3.6.30.1 The Solution shall have ad-hoc reporting capabilities that includes the ability to determine access via user role and the ability to produce graphs/visual aids.

3.6.30.2 The Solution shall display data natively in a dashboard and allow for users to choose what report is displayed.

3.6.30.3 The Solution shall include Master reports, Control reports, Participant reports and Response reports that are exportable to multiple file formats, including CSV and PDF.

3.6.30.4 The Solution shall have Upload/Download capabilities to pull statistics or other reporting from the system at specified frequencies and intervals.

3.6.30.5 The Solution shall be capable of automatically generating reports on a scheduled basis and sending these reports to designated contacts.

3.6.31 Non-Functional Requirements

3.6.31.1 Online system with current web browser and email with updates.

3.6.31.2 System should be fully functional in Microsoft Edge.

3.6.31.3 Upgrade costs included in pricing.

4 Invoicing and Payments

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

4.1.1 Purchase Order (PO) number,

4.1.2 Contractor name and address,

4.1.3 Contractor federal identification number,

4.1.4 Date(s) and services provided,

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

4.1.6 Invoice amount,

4.1.7 PO balance after payment of invoice, and

4.1.8 Signature of Contractor’s authorized representative and date signed.

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

4.3 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Contractor related to this project. This agreement may only be modified or amended upon mutual written agreement of the Department and Contractor, and upon the issuance, by the Department, of a revised PO.

5 Definitions:

Random Moment Time Study (RMTS)

A tool that measures what an individual or subgroup of individuals is doing during a moment of time in the workday.

Random Moment Sample (RMS)

A survey distributed as part of the RMTS process to measure what an individual is doing during a moment of time in the workday.

Application Programming Interface (API)

A set of protocols, procedures, and tools that allow interaction between two applications.

Tier N Different providers can offer different levels, or tiers, of desktop support. Tier N means “up to the highest level of support available.”

Random Moment Respondent

An employee that is a member of any of the RMTS population specified in Section I of this document. Also referred to as Respondent, Recipient, Participant, and End User.

PACAP Public Assistance Cost Allocation Plan.

ATTACHMENT B

MILESTONES AND PRICING

Vendors shall quote prices for the below, DELIVERABLE PRICING

Project Deliverables

Attachment A Scope of

Work, Section

Reference

Expected Delivery

(after contract execution)

Year 1 Price

Year 2 Price

Year 3 Price

Year 4 Price

Year 5 Price

Year 6 Price

Project Manager 3.4 PM-01 Within 14 days

Weekly Progress Meetings

3.4 PM-02 Weekly

Reporting and Analytics 3.4 PM-03 Within 70 days

RMTS System 3.4 PM-04 Within 90 days

RMTS Training 3.4 PM-05 Within 120 Days

Total $ $ $ $ $ $

MILESTONE PRICING

Project Milestones

Attachment A Scope of

Work, Section

Reference

Expected Delivery Price

Notification System 3.6.24, 3.6.28

Roster Management System 3.6.12 Sample Generation Capability 3.6.22 Quality Control System 3.6.25 RMTS Training 3.6.29 Reporting and Analytics 3.6.30 Total $

* In the event the obligation milestones stated above fall short due to no fault of the Contractor, the Department may consider adjustment to the milestones.

ATTACHMENT B

MILESTONES AND PRICING

PROGRESS PAYMENT

Study Name Study Implementation Fee (One-Time)

Hosting Fee (Monthly Recurring)

ACCESS Florida

Adult Protective Investigation

Child Protective Investigation

Child Dependency Case Management

Annual Total $ $

Page | 1 Purchase Order Terms & Conditions (PMT-47-2021)

Effective July 1, 2020

Purchase Order Terms & Conditions

The Contractor and Department of Children and Families (Department) agree to the following terms. These Purchase Order Terms replace the MFMP Purchase Order Terms and Conditions in their entirety.

Section 1. General Provisions.

A. Agreement.

The Contractor agrees to provide commodities or contractual services to the Department as set forth in the Purchase Order with these Terms and Conditions and the attached or incorporated documents.

B. Initial Term.

Unless otherwise specified, the Purchase Order begins on the date of issuance. The Contractor shall complete its delivery of commodities or contractual services by the date specified as the Purchase Order end date.

C. Integration.

The Purchase Order with these Terms and Conditions and the attached or incorporated documents set forth the entire agreement between the Department and the Contractor, superseding all prior discussions, representations, or agreements of the parties relating to the commodities or contractual services to be provided under the Purchase Order.

Section 2. Performance.

A. Performance Standards.

The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of Work and attachments to the Purchase Order. The Department shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof. Coordination shall be maintained by the Contractor with representatives of the Department, or of others involved in the project on behalf of the Department.

B. Performance Deficiency.

If the Department determines that the performance of the Contractor is unsatisfactory, the Department may notify the Contractor of the deficiency to be corrected, which correction shall be made within a time-frame specified by the Department. The Contractor shall provide the Department with a corrective action plan describing how the Contractor will address all issues of non-performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or non-compliance under the Purchase Order. If the corrective action plan is unacceptable to the Department, the Contractor will be assessed a non-performance retainage equivalent to 10% of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then-current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the Department for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

Section 3. Payment and Fees.

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A. Payment Invoicing.

The Contractor will be paid upon approval of invoice(s) to the Department after delivery and acceptance of commodities or contractual services is confirmed by the Department. Invoices shall contain detail sufficient for audit thereof and shall contain the Purchase Order and the Contractor’s Federal Employer Identification Number.

B. Inspection, Approval and Payment Timeframes.

Section 215.422, Florida Statutes (F.S.), provides that agencies have five (5) working days to inspect and approve commodities or contractual services. Items may be tested for compliance with specifications. Items delivered not conforming to specifications may be rejected and returned at the Contractor’s expense. Interest penalties for late payment are also provided for in section 215.422, F.S. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this office are found in section 215.422, F.S., which include disseminating information relative to prompt payment and assisting contractors in receiving their payments in a timely manner from an Department. This paragraph shall not be read to limit the Department’s rights of warranty under these terms, separately provided by the Contractor, or under law.

C. MyFloridaMarketPlace Fees.

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to section 287.057(22), Florida Statutes. All payments issued by the Department to registered Vendors for purchases of commodities or contractual services will be assessed Transaction Fees as prescribed by rule 60A-1.031, F.A.C., or as may otherwise be established by law.

Vendors must pay the Transaction Fees and agree to automatic deduction of the Transaction Fees when automatic deduction becomes available. Vendors will submit any monthly reports required pursuant to the rule.

All such reports and payments will be subject to audit. Failure to comply with payment of the Transaction Fees or reporting of transactions will constitute grounds for declaring the Vendor in default and subject the Vendor to exclusion from business with the State of Florida.

D. Payment Audit.

Records of costs incurred under terms of the Purchase Order shall be maintained and made available to the Department upon request during the period of the Purchase Order, and for a period of three years thereafter.

Records of costs incurred shall include the Contractor’s general accounting records, together with supporting documents and records of the Contractor and all subcontractors performing work, and all other records of the Contractor and subcontractors considered necessary by the Department for audit.

E. Taxes.

Taxes, customs, and tariffs on commodities or contractual services purchased under the Purchase Order will not be assessed against the Department unless authorized by Florida law.

F. Return of Funds.

Contractor will return any overpayments due to unearned funds or funds disallowed pursuant to the terms of the Purchase Order that were disbursed to the Contractor. The Contractor must return any overpayment within forty (40) calendar days after either discovery by the Contractor, its independent auditor, or notification by the Department of the overpayment.

G. Annual Appropriation and Travel.

Pursuant to section 287.0582, F.S., if the Purchase Order binds the State or an executive agency for the purchase of services or tangible personal property for a period in excess of one (1) fiscal year, the State of Florida's performance and obligation to pay under the Purchase Order is contingent upon an annual appropriation by the Legislature. Travel expenses are not reimbursable unless specifically authorized in writing, and shall be reimbursed only in accordance with section 112.061, F.S.

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Section 4. Liability and Insurance.

A. Indemnification.

The Contractor shall be fully liable for the actions of its agents employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and the Department, and their officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Contractor, its agents, employees, partners, or subcontractors, provided, however, that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or the Department.

Further, the Contractor shall fully indemnify, defend, and hold harmless the State and the Department from any suits, actions, damages, and costs of every name and description, including attorneys’ fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to the Department’s misuse or modification of Contractor’s products or the Department’s operation or use of Contractor’s products in a manner not contemplated by the Purchase Order or any contract under which the Purchase Order is issued. If any product is the subject of an infringement suit, or in the Contractor’s opinion is likely to become the subject of such a suit, the Contractor may at its sole expense procure for the Department the right to continue using the product or to modify it to become non-infringing. If the Contractor is not reasonably able to modify or otherwise secure the Department the right to continue using the product, the Contractor shall remove the product and refund the Department the amounts paid in excess of a reasonable rental for past use. The Department shall not be liable for any royalties.

The Contractor’s obligations under the preceding two paragraphs with respect to any legal action are contingent upon the State or the Department giving the Contractor (1) written notice of any action or threatened action, (2) the opportunity to take over and settle or defend any such action at Contractor’s sole expense, and (3) assistance in defending the action at Contractor’s sole expense. The Contractor shall not be liable for any cost, expense, or compromise incurred or made by the State or Department in any legal action without the Contractor’s prior written consent, which shall not be unreasonably withheld.

If the Contractor is an agency or subdivision of the State, its obligation to indemnify, defend and hold harmless the Department shall be to the extent permitted by section 768.28, F.S. or other applicable law, and without waiving the limits of sovereign immunity.

B. Payment for Claims.

The Contractor guarantees the payment of all just claims for materials, supplies, tools, or labor and other just claims against the Contractor or any employee, agent, subcontractor, assignee or delegate in connection with the Purchase Order.

C. Liability Insurance.

The Contractor shall maintain insurance sufficient to adequately protect the Department from all claims or liability for personal injury or property damage arising out of, resulting from the performance of, or in connection with the operation of, the Purchase Order. All insurance shall be with insurers authorized to transact the applicable line of insurance business in the State of Florida. The Contractor shall provide Certification(s) of Insurance evidencing that all appropriate coverage is in place and showing the Department to be an additional insured.

D. Workers’ Compensation.

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The Contractor shall maintain Workers’ Compensation insurance as required under the Florida Workers’ Compensation Law or the workers’ compensation law of another jurisdiction where applicable. The Contractor must require all subcontractors to similarly provide Worker’s Compensation Insurance for all of the latter’s employees. In the event work is being performed by the Contractor under the resulting contract, including the Purchase Order, and any class of employees performing the work is not protected under Worker’s Compensation statutes, the Contractor must provide, and cause each subcontractor to provide adequate insurance, satisfactory to the Department, for the protection of employees not otherwise protected.

E. Performance Bond.

Unless otherwise prohibited by law, the Department may require the Contractor to furnish, without additional cost to the Department, a performance bond or irrevocable letter of credit or other form of security for the satisfactory performance of work hereunder. The Department shall determine the type and amount of security.

F. Limitation of Liability.

For all claims against the Contractor under any contractor purchase order, and regardless of the basis on which the claim is made, the Contractor’s liability under a contract or purchase order for direct damages shall be limited to the greater of $250,000, the dollar amount of the contract or purchase order, or two times the charges rendered by the Contractor under the purchase order. This limitation shall not apply to claims arising under the Indemnity paragraph contain in this agreement.

Unless otherwise specifically enumerated in the Purchase Order or any contract under which the Purchase Order is issued, no party shall be liable to another for special, indirect, punitive, or consequential damages, including lost data or records (unless the contract or Purchase Order requires the Contractor to back-up data or records), even if the party has been advised that such damages are possible. No party shall be liable for lost profits, lost revenue, or lost institutional operating savings.