DMA-RFP-315 FTS.pdf

DMA-RFP-315-Fiscal Tracking System (FTS)

Request for Proposal (RFP) Cloud-Based Fiscal Tracking System

Saint Francis Barracks Saint Augustine, FL 32084

Contact Information John D. Connor, Purchasing Director

John.D.Connor2.nfg@army.mil (904) 823-0241 Neal Newton, Contract/Grant Manager

Neal.Newton@dma.fl.gov (904) 823-0243 82 Marine Street

St. Augustine, FL 32084 mailto:John.D.Connor2.nfg@mail.mil mailto:Neal.Newton@dma.fl.gov

Attachment H

Notice of Intent to Participate Solicitation

DMA-RFP-315

Item(s)/Service being Procured Cloud-Based Fiscal Tracking System (FTS)

Potential proposal/bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email this sheet only to the Department of Military Affairs at neal.newton@dma.fl.gov or john.d.connor2.nfg@army.mil or mail to the address below:

State of Florida Department of Military Affairs

State Quartermaster – P&C 82 Marine Street P. O. Box 1008

St. Augustine, Florida 32085-1008

Note: Completion/Submission of this form is for informational purposes only. No information will be provided as a result of submission. All available documentation and solicitation information will be available on the Florida Vendor Bid System unless otherwise noted. The Solicitation document is subject to change. Notice of changes (addenda) will be posted on the Florida Vendor Bid System at www.myflorida.com.

It is the responsibility of all potential proposal/bidders to monitor this site for any changing information prior to submitting your proposal/bid.

Company Name

Authorized Company Representative:

Mailing Address

Telephone No. Fax No.

Email Address mailto:neal.newton@dma.fl.gov mailto:john.d.connor2.nfg@army.mil http://www.myflorida.com/

CALENDAR OF EVENTS

The following time schedule will be strictly adhered to in all actions relative to the RFP, unless modified by the Department by addendum to this RFP.

DATE TIME ACTION LOCATION

Friday August 9, 2024

C.O. B

Release of Solicitation

MyFlorida.com website, Vendor Bid System

Tuesday

August 20, 2023

2:00 PM

EST

Final date and time for written question submissions. Questions may be submitted earlier.

Send to:

john.d.connor2.nfg@army.mil and/or neal.newton@dma.fl.gov

Wednesday

August 27, 2023

Anticipated date that questions and responses or any changes to the solicitation will be posted on the vendor bid system.

Wednesday

August 27, 2023

Anticipated date that solicitation amendment may be posted as a result of questions submissions, omissions, changes or clarifications.

*Friday

September 13, 2023

*2:00 PM EST

*All Proposals/Bids Due.

Proposal/Bid Opening at

2:00 PM EST

*Opening location will be at:

DMA – State Quartermaster

St. Francis Barracks 82 Marine Street

St. Augustine, FL 32084

Friday

September 27, 2023

Post Bid Tab & Notice of

Intended Award

C.O.B – by Close of Business

* Indicates Open Public Meeting. All meetings in the calendar of events (Bid Opening & Evaluations which includes evaluator instructions, questions and clarifications) are open to the public.

mailto:john.d.connor2.nfg@army.mil

Table of Contents

1.0 Invitation & General Information

2.0 General Conditions: PUR 1001-General Instructions to Respondents

3.0 General Conditions: PUR 1000-General Contract Conditions

4.0 Special Conditions

5.0 Statement of Work

6.0 Bid Submittal

Expanded Contents

1.0 Invitation and General Information 1.1 Invitation

1.2 Purchasing Director

1.3 Contract Administrator

1.4 Contract Manager

2.0 2.0 General Conditions PUR 1001 - General Instructions to Respondents

3.0 3.0 General Conditions PUR 1000 - General Contract Conditions

4.0 4.0 Special Conditions 4.1 MyFloridaMarketPlace

4.2 Minority Business Enterprise (MBE) Utilization

4.3 Communications, Bid Questions & Answers

4.4 Estimated Expenditures

4.5 Qualifications

4.6 Department Reservations and Responsiveness

of Bids

4.7 Vendor’s Contractual Obligations

4.8 Copyrighted Materials

4.9 Costs Incurred in Responding

4.10 Bid/Proposal Submission

4.11 Bid/Proposal Opening

4.12 “Drug-Free Workplace” Preference

4.13 Certified Minority Preference

4.14 Review & Evaluation Process

4.15 Identical Evaluation (Tied Score) of Responses

4.16 Posting of Intended Award

4.17 Award of Contract

5.0 Technical Specifications 5.1 Objective

5.2 Scope of Work

5.3 Special Considerations

6.0 Bid Submittal & Point Factors for

Evaluation

6.1 Proposal

6.2 Qualifications

6.3 Price Sheet

6.4 Reference Sheet

6.5 Drug Free Workplace

6.6 Minimum Qualifications Statement

6.7 Vendor Certification Regarding Scrutinized

Companies List

6.8 Reply Evaluation Criteria

Attachments

A Price Sheet B Reference Sheet C Drug-Free Workplace Program

Certification D Minimum Qualifications Statement E Vendor Certifications F Vendor Acceptance of Term & Conditions G Vendor Check List H Intent to Participate (page 1) I Vendor Score Sheet for FTS Project

1.0 Invitation and General Information:

1.1 Invitation: The Department of Military Affairs seeks to replace its existing Fiscal Tracking System (FTS), which has been in operation for over 20 years. The new system will be developed in a cloud environment and will enhance the efficiency and effectiveness of tracking and managing financial data related to state and federal cooperative agreements.

Vendors submitting a proposal/bid must be registered in MyFloridaMarketPlace (MFMP) prior to contract award. (See NEW REGISTRATION REQUIRED FOR FLORIDA VENDORS section, 4.1). A vendor shall not be considered for an award if not registered in MyFloridaMarketPlace.

1.2 Purchasing Director: The Purchasing Director, acting on the behalf of the Department of Military Affairs, is the sole point of contact with regard to all procurement matters relating to the RFP, from the date of release until the Department's Notice of Agency Decision.

John Connor, Purchasing Director

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0241 Email: john.d.connor2.nfg@mail.mil

Alternate Physical Address: Department of Military Affairs, State Quartermaster, 82 Marine Street, St Augustine, Florida 32084

1.3 Contract Administrator: The DMA employee identified below is designated as Contract Administrator and shall act on behalf of the Department of Military Affairs for contractual matters and is responsible for maintaining the contract file, financial information and serves as a liaison with the contract managers.

Neal Newton, Procurement Analyst

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0243 Email: neal.newton@dma.fl.gov

1.4 Contract Managers: The DMA employees identified below are designated as Contract Managers and shall act on behalf of the Department of Military Affairs. The Contract Managers are responsible for enforcing the performance of the contract terms and conditions and serve as liaison with the vendor after the Notice of Agency Decision has been completed and the Contract(s) are executed.

Kevin B. Creech, PALM Project Officer Florida Department of Military Affairs Office of the State Quartermaster mailto:john.d.connor2.nfg@mail.mil

82 Marine St.

St. Augustine, Florida 32084 Cell: (904) 449-3584 Email: kevin.creech@dma.fl.gov

2.0 General Conditions: General Instructions to Respondents (PUR1001)

This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return the document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2934/11780

Exception: PUR1001 Item 3- DMA does not currently accept Electronic Submission of Responses.

Exception: PUR1001 Item 5 - Refer to Section 4.3 Exception: PUR1001 Item 7 – Refer to Section 4.5.3

3.0 General Conditions: General Contract Conditions (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2933/11777

4.0 SPECIAL CONDITIONS

4.1 MyFloridaMarketPlace

Since July 1, 2003, the Department has been using the State of Florida's web-based electronic procurement system, MyFloridaMarketPlace. BIDDERS MUST BE REGISTERED IN THE

STATE OF FLORIDA'S MYFLORIDAMARKETPLACE SYSTEM BY DATE OF THE

CONTRACT AWARD OR THEY WILL BE CONSIDERED NON-RESPONSIVE. All prospective bidders that are not registered should go to:

https://vendor.myfloridamarketplace.com to complete on-line registration or call 1-866-352- 3776 for assisted registration.

4.2 Minority Business Enterprise (MBE) Utilization

DMA encourages the recruitment and utilization of certified and non-certified minority businesses. DMA, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the DMA in a nondiscriminatory environment.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd mailto:kevin.creech@dma.fl.gov http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2933/11777 https://vendor.myfloridamarketplace.com/ https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

4.3 Communications, Bid Questions and Answers

No negotiations, decisions or actions shall be initiated or executed by a vendor as a result of any discussion with any State employee. Only those communications that are in writing from the office of Purchasing & Contracts may be considered as duly authorized expressions on behalf of this Department.

Any questions arising from this RFP must be forwarded, in writing, to the procurement official designated in Sections 1.2 or 1.3 above. DMA’s written response to written inquiries submitted timely by bidders will be posted on the Florida Vendor Bid System at https://vendor.myfloridamarketplace.com , then click on "Search Advertisements", under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid/proposal.

Only written inquiries from vendors, which are signed by persons authorized to contractually bind that company, will be recognized by the Department as duly authorized expressions on behalf of the vendor.

4.4 Estimated Expenditures

It is anticipated that DMA will expend approximately $200,000.00 - $300,000.00 under any contract resulting from this bid. These estimated figures are given only as a guideline for preparing your bid/proposal and should not be construed as representing actual figures under the contract. Issuance of this RFP in no way constitutes a commitment by DMA to award a contract. The contract award is contingent upon availability of funds.

4.5 Qualifications

4.5.1 General: The Vendor must prove to the satisfaction of DMA that their company has actively and normally been engaged in business for the services/items being procured under this solicitation for at least three (3) years of continuous operation. (This shall be demonstrated through references which have been in place at least one (1) continuous year). The Bidder shall have available under their direct supervision the necessary organization, experience, equipment, and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

4.5.2 Vendor Qualifications: When submitting the bid/proposal, each respondent must submit a written statement, detailing their qualifications that demonstrate they meet the minimum qualifications contained in 4.5.1. Failure by the bidder/proposer to provide the above item(s) will constitute a non-responsive determination. Bids/Proposals found to be non-responsive will not be considered. Attachment D is provided for your convenience and may be used as part of your bid/proposal.

https://vendor.myfloridamarketplace.com/

4.5.3 Convicted Vendors: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity;

may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract threshold amount provided in Florida Statute 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

4.5.4 Authorized to do Business in the State of Florida: In accordance with sections 607.1761, 608.501, and 620.169, Florida Statutes, foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

4.5.5 License to conduct services in the State of Florida: If the services being provided require that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid/proposal due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

4.6 Department Reservations and Responsiveness of Bids

4.6.1 Valid Proposal: A responsive offer in full compliance with the Request for Proposal specifications and conditions by a responsible person or firm. The responsiveness of a bid/proposal shall be determined based on the documents submitted with the proposal and attendance at the mandatory briefing. Vendors shall submit the original and three (3) copies of the bid/proposal.

The responsiveness of the bid/proposal is the responsibility of the Offeror and will be determined during the evaluation process.

a. Responsive offer means a person or firm that has submitted a bid/proposal, and that bid/proposal conforms in all material respects to the Request for Proposal.

b. Responsible or qualified Offeror means a person or firm with the capability in all respects to perform fully the Contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in response toa condition of a bid/proposal requiring information may be cause for such bid/proposal to be rejected.

4.6.2 General: DMA reserves the right to accept or reject any or all bids/proposals received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of DMA's official file, without obligation to DMA.

4.6.3 Responsiveness of Bids: Proposals/bids will not be considered if not received by DMA on or before the date and time specified as the due date for submission. All proposals/bids must be typed or printed in ink. Offers by facsimile or telephone are not acceptable. A responsive proposal/bid is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP. Proposals/bids found to be non-responsive will not be considered. Proposals/bids may be rejected if found to be irregular or not in conformance with the requirements and instructions contained herein. A proposal/bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. All bid/proposal prices shown on the price sheets submitted are final and mistakes will be at proposer/bidder’s risk. Please refer to the last page of Attachment F for additional information regarding the review and evaluation process.

4.6.4 Other Conditions: Other conditions which may cause rejection of bids/proposal include, evidence of collusion among bidders, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the United States Comptroller General's List of Ineligible Contractors for Federally Financed or Assisted Projects.

4.7 Vendor’s Contractual Obligations

The Vendor will be required to ensure that each individual, partnership, firm, corporation, or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

4.7.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

4.7.2 Unauthorized Aliens: The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act (8 U.S.C.

1324a). If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

4.7.3 Vendor Certification Regarding Scrutinized Companies: Section 287.135, Florida Statutes prohibits agencies from contracting with companies, for goods or services over $1,000,000.00 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List. Both lists are created pursuant to section 215.473 Florida Statutes. The lists are updated quarterly and can be viewed at http://www.sbafla.com/fsb/Default.aspx?tabid=751 .

4.7.4 Liability Insurance: The Vendor shall not commence any work until they have obtained the following types of insurance. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Military Affairs, Procurement Office, Attention: John Connor, 82 Marine Street, St. Augustine, Florida 32084 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least $100,000.00 each occurrence, for the services to be rendered in accordance with this contract.

All insurance policies shall be with insurers qualified and licensed to do business in the state of Florida. Such policies shall provide that the insurance is not cancelable except upon thirty

(30) days prior written notice to DMA.

DMA shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

4.7.5 Preferred Price: The Vendor agrees to submit to the Department at least annually an affidavit from an authorized representative attesting that the Vendor is in compliance with the preferred pricing provision of Section 4(b) of form PUR 1000.

4.7.6 Inspector General Requirements

In accordance with 20.055 (5), “It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section. Beginning July 1, 2015, each contract, bid, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or http://www.sbafla.com/fsb/Default.aspx?tabid=751 person understands and will comply with this subsection.”

4.7.7 Public Records

The Vendor shall comply with Chapter 119, Florida Statutes. Specifically, the Vendor shall:

(1) Keep and maintain public records required by the Department to perform the service.

(2) Upon request from the Department’s custodian of public records, or his designee, provide the Department with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law.

(3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Contract term and following completion of the Contract if the Vendor does not transfer the records to the Department.

(4) Upon completion of the Agreement, transfer, at no cost, to the Department, all public records in possession of the Vendor or keep and maintain public records required by the Department to perform the service. If the Vendor transfers all public records to the Department upon completion of the contract, the Vendor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Vendor keeps and maintains public records upon completion of the Contract, the Vendor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Department, upon request from the Department’s custodian of records, or his designee, in a format that is compatible with the information technology systems of the Department.

If the Vendor has questions regarding the application of Chapter 119, Florida Statutes, to the Vendor’s duty to provide public records relating to this Contract, contact the Custodian of Public Records at:

Florida Department of Military Affairs Attn: John Connor 82 Marine Street Saint Augustine, FL 32144 John.D.Connor2.nfg@mail.mil

(904) 823-0241

4.8 Copyrighted Materials

Copyrighted material will be accepted as part of a proposal/bid only if accompanied by a waiver that will allow DMA to make paper and electronic copies necessary for the use of DMA staff and agents. It is noted that copyrighted material is not exempt from the Public mailto:John.D.Connor2.nfg@mail.mil

Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

4.9 Costs Incurred in Responding

This Request for Proposal does not commit the Department or any other public agency to pay any costs incurred by the bidder in the submission of a bid or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

4.10 Bid/ Proposal Submission

4.10.1 GENERAL

Sealed Proposals/bids will be received until (2:00 PM), local time on September 13, 2024.

Proposals/bids received after that time and date will not be considered. By submitting a proposal/bid, the bidder represents that it understands and accepts the terms and conditions to be met and the character, quality, and scope of services to be provided. The bidder/proposer must use the attached "Bid Sheet" to submit their Proposal/bid. All proposals/bids and associated forms must be signed and dated in ink by a duly authorized representative of the bidder. Each bidder must fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation. The Vendor shall submit the original and three (3) copies of the bid/proposal. The RFP number, opening date and time should appear on the envelope of the proposal/bid. DMA does not currently accept electronic submissions. The evaluation process will begin immediately following the bid opening.

4.10.2 Mail or Deliver Proposals/Bids to: (DO NOT FAX)

Florida Department of Military Affairs SQM, Purchasing & Contracts 82 Marine Street St. Augustine, Florida 32084 Attention: Neal Newton

4.10.3 Modifications, Re-submittal and Withdrawal

Bidders may modify submitted proposals/bids at any time prior to the due date. Requests for modification of a submitted proposal/bid shall be in writing and must be signed by an authorized signatory of the bidder. Upon receipt and acceptance of such a request, the entire proposal/bid will be returned to the bidder and not considered unless resubmitted by the due date and time. Bidders may also send a change in a sealed envelope to be opened at the same time as the bid. The RFP number, opening date and time should appear on the envelope of the modified proposal/bid.

4.10.4 Attachment to RFP Submittal – Confidential Material

The Vendor must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Attachment to Request for Proposal, Number DMA-RFP-315 Confidential Material". The Vendor must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Vendor asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Vendor upon submission, effective after opening.

4.11 Bid/Proposal Opening

The sealed bids/proposals will be opened by the DMA’s Procurement Office personnel at 82 Marine Street, St. Augustine, Florida 32084 on September 13, 2024, at 2:00 PM. The names and addresses of all respondents will be read at the opening. DMA has chosen not to announce prices or release other materials pursuant to FS 119.071(1)(b). All bid openings are open to the public, if you plan on attending the opening, please plan accordingly as parking is limited and security processing time to gain access to building.

4.12 “Drug Free Workplace” Preference

Whenever two or more bids, which are equal with respect to price, quality, and service are received, a bid received from a business that certified that it has implemented a drug-free workplace program in accordance with Section 287.087, F.S., will be given preference in the award process. The "Drug-Free Workplace Program Certification" must be completed for this preference.

4.13 Certified Minority Preference

Whenever two or more bids, which are equal with respect to price, quality, and service, are received, a bid received from a business that certified as “Florida certified minority business enterprise” will be given preference in the award process in accordance with 287.087(11). A copy of the Department of Management Services certification must be included in the bid package for consideration and/or preference.

4.14 Review and Evaluation Process

DMA will conduct a comprehensive, fair, and impartial review and evaluation of all proposals received in response to this RFP in compliance with the due dates specified in the Timeline.

Any proposal identified during the Purchasing Office’s review process as failing to meet mandatory responsiveness requirements of Section 4.5.1 and submission of the fully executed and completed mandatory forms will not be evaluated.

This section provides an overview of the proposal review and evaluation process. Items 1-4 will begin on the date and time specified in the Timeline, the evaluation of proposals may last for several days, No. Process Conducted By 1 Public Opening of Proposal Submissions Purchasing Office Staff 2 Review of Mandatory Responsiveness

Requirements of Proposal Submissions Purchasing Office Staff

3 Instructions are provided to the Evaluating Team Purchasing Office Staff 4 Evaluation of Proposal Submissions Begin (last for several days.)

Evaluation Team

5 Cost Proposal Score Tabulation Purchasing Office Staff 6 Tabulation of Evaluating Team Scores and the

Cost Proposal Scores Purchasing Office Staff

7 Ranking of Proposals - Based on Total Scoring Points

Purchasing Office Staff

8 Posting of Bid Tabulation and Notice of Agency Decision

Purchasing Office Staff selection of a successful Proposer will be based on the highest-ranking responsive proposal that is determined to be in the best interest of the State, taking into consideration the criteria set forth in the RFP.

4.15 Identical Evaluation (Tied Score) of Responses

In the event the evaluation process results in identical scores, DMA will select a respondent based on the criteria identified in Rule 60A-1.011 F.A.C. and applicable Florida Law.

4.16 Posting of Intended Award

4.16.1 General

DMA's decision will be posted on the Florida Vendor Bid System at www.myflorida.com, (click on "BUSINESS", click on "Doing Business with the State", under "Everything for Vendors and Customers", click on "Vendor Bid System (VBS)", on September 22, 2024, and will remain posted for a period of seventy two (72) hours. Any bidder who is adversely affected by the DMA's recommended award or intended decision must file protest in accordance with Florida Statute Section 120.57(3).

4.16.2 Inability to Post

If DMA is unable to post as defined above, DMA will notify all bidders by electronic notification on the Florida Vendor Bid System, by mail, and/or by fax.

4.16.3 Request to Withdraw Bid

Requests for withdrawal will be considered if received by DMA, in writing, within seventy-two (72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

4.17 Award of the Contract

Services will be authorized to begin when the Vendor receives a written document incorporating the terms and conditions of the solicitation, the vendor’s proposal/bid indicating the encumbrance of funds and award of the contract.

5.0 Technical Specifications

5.1 Objective

The primary objective is to design, develop, and implement a modern, cloud-based FTS that will:

1. Improve the recording and tracking of financial transactions, including purchase orders, invoices, direct payments, travel payments, and payroll data.

2. Facilitate seamless integration with both state and federal accounting codes, such as object codes and Army Management Structure Code (AMSCOs).

3. Enhance the management of agreement cash balances, reimbursements, and related workflows, including Form 270 submissions and associated documentation.

5.2 Scope of Work

The project includes the following key components:

5.2.1. Functional Requirements

The new system must support:

a. Purchase Orders: Capture and manage purchase orders tied to various agreements.

b. Invoices: Record and process vendor invoices and track payments.

c. Direct and Travel Payments: Facilitate the recording and tracking of direct payments and travel-related expenditures.

d. Payroll Data: Track payroll expenses against cooperative agreements.

e. Agreement Cash Balances: Monitor and report on the cash balances for each agreement.

f. Form 270 Workflow Management: Manage the workflow for reimbursement requests, including the submission of Form 270 and supporting documentation.

5.2.2. Reports: Generate and provide access to the following reports:

a. Agreement Cash Balances

b. Program Manager Reports

c. Vendor Invoice Reporting

d. Federal LOA/AMSCO Detail Reports

e. Federal LOA/AMSCO Summary Reports

f. Form 270 Worksheets

g. CPP query for invoices

h. Deposit tracking

5.2.3 Integration with Florida PALM System

The system must provide an interface for seamless data exchange with the Florida PALM (Planning, Accounting, and Ledger Management) system. This includes:

a. Direct Interface: An automated, secure interface that enables direct data transfer between the new FTS and Florida PALM.

b. Spreadsheet Upload: The capability to upload spreadsheets in a format compatible with Florida PALM, ensuring accurate and efficient data integration.

Technical Requirements:

c. Cloud-Based Solution: The new system will be hosted in a secure, scalable cloud environment.

d. Data Integration: Ensure seamless integration with state and federal financial systems, including object codes and AMSCOs.

e. User Interface: Develop a user-friendly interface for both internal and external stakeholders.

f. Security: Implement robust security measures to protect sensitive financial and personal data.

g. Data Migration: Migrate historical data from the existing system to the new platform without loss or corruption.

5.2.4. Project Management and Implementation

a. Project Phases: The project will be executed in phases, including requirements gathering, design, development, testing, deployment, and training.

b. Timeline: Establish a realistic timeline for each phase, with clear milestones and deliverables.

c. Stakeholder Engagement: Regularly engage with key stakeholders, including program managers, finance officers, and IT staff, to ensure alignment with organizational needs.

d. Training and Support: Provide comprehensive training for users and ongoing technical support post-implementation.

5.2.5. Deliverables

a. Functional and Technical Specifications: Detailed documentation outlining system functionalities and technical requirements.

b. Prototype and Demo: A working prototype of the new system for demonstration and feedback.

c. Final System: Fully operational cloud-based FTS with all specified functionalities, including Florida PALM integration.

d. User Training Materials: Comprehensive training materials and user guides.

e. Support Plan: A detailed plan for ongoing support and maintenance.

5.2.6. Acceptance Criteria

The project will be deemed complete and acceptable when the following criteria are met:

a. Successful data migration with verified data integrity.

b. Full implementation of all functional and technical requirements, including Florida PALM integration.

c. Successful user acceptance testing (UAT) by key stakeholders.

d. Comprehensive training delivered to all users.

e. Post-implementation support and maintenance plan in place.

5.2.7. Roles and Responsibilities

a. Department of Military Affairs: Provide project oversight, facilitate access to necessary resources, and ensure stakeholder engagement.

b. Contractor: Design, develop, and implement the new FTS, including the Florida PALM interface, provide training, and offer post-implementation support.

5.2.8. Project Timeline

A detailed timeline will be developed during the project planning phase, outlining all major milestones and deliverables.

5.2.9. Budget and Payment Schedule

The budget and payment schedule will be established based on the scope of work and project timeline, with payments tied to the completion of key milestones.

a. The DMA Contract Manager will ensure that all invoices are processed in compliance with Florida Statutes 215.422 and 287.0585.

b. Payment shall be made in accordance with Florida Statutes 215.422 and 287.0585, which govern time limits for payment of invoices. Invoices that must be returned to the Contractor due to preparation errors may result in a delay in payment. Corrected invoices returned to the DMA must annotate a corrected/updated “date issued”.

c. No payments will be made in advance.

d. In the event that the Contract Vendor fails to meet the minimum level of services identified within this Statement of Work, the DMA will not pay invoices until all services are satisfactorily completed.

5.3 Special Considerations

5.3.1 All administrative submittals, meeting minutes, correspondence, and reports are to be held in the strictest confidence. The Contractor shall notify The Department of any Open Records Request, Subpoena, or any other request for records.

5.3.2 The resultant Contractor and its employees shall cooperate with the DMA and shall carry out their work in a manner as not to hinder, delay or impede DMA work objectives, standards, and ethics.

5.3.3 Federal funding may be provided through Master Cooperative Agreement (MCA) W911YN-(FY)- 2-1000 for the resultant contract. In accordance with Article IX, Section 902 of the MCA, the terms, and conditions of Article VIII of the MCA will prevail in the event this Article offers more protection to the Department. Article VIII of the MCA is hereby incorporated and will be made part the Contract.

6.0 Bid Submittal and Point Factors for Evaluation

6.1 Proposal: Replies should be prepared simply and economically, providing a straightforward, concise description of the Vendor’s ability to provide the services described in this solicitation. When responding to specific questions, it is recommended that vendors reprint each question in its entirety before the response. Replies shall be bound with a durable cover, include a cover letter and consist of the sections as listed below.

6.2 Qualifications: The Vendor’s qualifications and experience in successfully producing services of similar size and scope to those required by this solicitation shall be included in the cover letter. Vendors are encouraged to address the bullets listed below as “Tabs” in the proposal for maximum possible point consideration.

• Tab A - Experience & References: (10 Points) Age of the company, qualifications of key personnel, extent of the Vendor’s activities, locations of the Vendor’s Florida office(s) and nearest Florida account, and current and past references.

• Tab B - Functional Requirements: (20 Points) Ability to meet all functional requirements including purchase orders, invoices, direct payments, travel payments, payroll data, agreement cash balances, Form 270 workflow, and reporting needs.

• Tab C - Integration with Florida PALM: (15 Points) Capability to integrate with the Florida PALM system, including direct interface and spreadsheet upload functionalities.

• Tab D - Technical Requirements: (20 Points) Provision of a secure, scalable cloud-based solution with robust security, user-friendly interface, and data migration capabilities.

• Tab E - Project Management & Implementation: (15 Points) Quality of project management approach, including phases, timeline, stakeholder engagement, and training.

• Tab F - Deliverables: (15 Points) Ability to deliver functional and technical specifications, prototype/demo, final system, user training materials, and support plan.

• Tab G - Post-Implementation Support: (10 Points) Provision of comprehensive support and maintenance post-implementation.

• Tab H - Budget & Cost Efficiency: (10 Points) Proposed budget and cost efficiency relative to the quality of services provided.

• Tab I - Confidentiality & Data Security: (10 Points) Adherence to data privacy and security regulations, and measures for protecting sensitive data.

Total points available - Maximum 125 points

6.3 Price Sheet: Attachment “A” - Vendors shall complete the price sheet to proposal/bid.

Only prices submitted on the supplied price sheet will be considered. The lowest bid price will receive a full 75 points. All other bids will be awarded points based on a percentage of the lowest price. Computed using the following formula – 75 points x lowest bid price divided by proposer’s bid price = Price Points (Maximum 75 Points)

6.4 Reference Sheet: Attachment “B” - Vendor shall provide three references. Vendors shall not include current or previous contracts with DMA on this form. DMA reserves the right to contact known or identified sources and to consider performance or nonperformance on DMA and/or other State Agency existing or previous service experiences.

6.5 Drug Free Workplace: Attachment “C” Drug-Free Workplace Compliance Form must be signed and returned.

6.6 Minimum Qualifications Statement: Attachment “D” – This form is not required for an RFP. However, submission of the form may assist in the initial review (See 4.13) in determining that the requirements of 4.5.1 have been met.

6.7 Vendor Certification Regarding Scrutinized Company Lists:

Attachment “E” - Must be completed, signed, and returned.

6.8 Reply Evaluation Criteria:

DMA will evaluate responsive replies and score them on a scale of 1 to 200 using the above criteria. A team of at least 3 members will be assembled to conduct proposal evaluations. Evaluations will be recorded on Vendor Score Sheet, Qualifications: 125 Points Points Price: 75 Points Maximum Total: 200 Points

DMA-RFP-

Checklist:

DMA-RFP-315 Fiscal Tracking System (FTS)

ATTACHMENT A

PRICE SHEET

Fiscal Tracking System Development & Implementation

Vendor is to list below the total cost for the development and implantation a Cloud-based Fiscal Tracking System as outlined in the SOW:

Cost to Complete: $ (Maximum 75 Points)

Acknowledgment: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder/proposer. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Company Name:

FED ID#:

Street Address:

State & Zip:

Telephone No.

Email Address:

Signature:

Printed name:

Date:

ATTACHMENT B

Reference Sheet

The Respondent must list a minimum of three (3) separate and verifiable clients of the Respondent, other than the DMA which have been in place for at least one (1) continuous year. The clients listed shall be for services similar in nature to that described in this solicitation. The same client may not be listed more than one (1) reference (for example, if the Respondent has completed one project for the Florida Department of Transportation

– District One and one project for the Florida Department of Transportation – District Two, only one (1) of the projects may be listed because the client, the Florida Department of Transportation, is the same). DMA reserves the right to contact other known or identified sources and to consider performance or non-performance on DMA and/or other State Agency existing or previous service experiences. DO NOT LIST DMA WORK ON THIS FORM. (Please provide at least two (2) Contact Names.)

Address:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Service Dates: Dates must demonstrate at least one (1) continuous year to Approximate Contract Value: $

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

Contact Name:

Alternate Contact Name:

Phone:

Email:

Description of Work:

ATTACHMENT C

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

Procurement No. DMA-RFP-315 Fiscal Tracking System (FTS)

1, , (Name) (Title) of , hereby certify that this firm has implemented

(Name of firm) a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes.

(Signature)

287.87 Preference to businesses with drug-free workplace programs. Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection(1).

(4) In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Attachment D

MINIMUM QUALIFICATIONS STATEMENT

How many years has your business performed the type of services being requested?

Provide a written statement detailing your qualifications:

ATTACHMENT E

VENDOR CERTIFICATIONS

Certification Regarding Scrutinized Companies Lists

Section 287.135, Florida Statutes, prohibits agencies from contracting with companies, for goods or services over $1,000,000, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certification of Employment Eligibility Verification

Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678176.shtm

I, , (Name) (Title) of, hereby certify that this firm is in compliance

(Name of firm) with the above referenced Florida Statute and Executive Order.

(Signature)

ATTACHMENT F

VENDOR ACCEPTANCE OF TERMS AND CONDITIONS

The bid opening will be held promptly at the posted date and time, per the Calendar of Events. Late submissions will not be accepted unless determined to have been on DMA grounds/property and received by DMA staff prior to the opening time. The purchasing staff will open and read the name and address of all proposals. Pricing information is not normally provided at the opening of an RFP or ITN. The purchasing staff will also conduct a basic review of the proposals submitted prior to providing copies to the evaluation team. This review will verify that all proposers meet the requirement specified in section

4.5.1 of the solicitation. Any proposal not meeting the requirement of 4.5.1 will be determined non-responsive and will not be further evaluated.

The Evaluation team is normally appointed prior to solicitation issuance. The team will consist of a minimum of three individuals, one from the procurement office and the others nominated by the applicable Agency stakeholders. The actual number of team members may increase based on the preference or the recommendation of DMA technical or legal staff.

The Evaluation Process: The Purchasing Director or his designee will provide basic instructions to the evaluation team.