DOEA 23-RFP-001-JT QA.xlsx
XLSX spreadsheet 17 KB Posted
- Solicitation number
- RFP-08966
- Issued by
- Leon County, Florida
About this file
This document is a Request for Proposal (RFP) issued by the Florida Department of Elder Affairs (the Department) for special investigative services related to violations of state statute and administrative rule committed by Professional Guardians, regulated by the Office of Public & Professional Guardians (OPPG). The Department is seeking proposals from qualified, experienced, and professional investigators and/or investigative firms capable of providing independent, objective, investigative services throughout the state. The RFP outlines the scope of work, including investigating complaints, providing an investigative plan, conducting interviews, documenting evidence, and submitting final investigative reports. Key requirements include having a C-licensed investigator, adhering to confidentiality and data security protocols, and providing regular updates. The contract term is not specified, but the RFP indicates the Department will evaluate the contractor's performance and make a decision on renewal based on need and satisfactory performance.
The RFP provides guidance on pricing, including the maximum hourly rate and the expectation that long-distance and overnight travel should be the exception. The Department will reduce the total invoice amount by 2% per business day for failure to perform the required tasks. While the RFP does not specify any set-asides, it notes that a previous bankruptcy does not automatically disqualify a bidder. The Department has provided historical data on the number of complaints referred for investigation in the past two years to help bidders estimate the workload.
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| File | Type | Posted |
|---|---|---|
| DOEA 23-RFP-001-JT Soliciation Document.pdf |
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Text version
Sheet1
| Question | RFP Section | RFP Page | Question | Answers |
| 1 | 4.2 & 4.3 | 11 | If we are submitting the bid electronically as indicated in section 4.2, do we still need to mail in a copy as outlined in section 4.3? | The Department is requesting the electronic submission of responses as specified in section 4.2. Section 4.3 states “The price proposal information is to be submitted in a separate document marked "PRICE PROPOSAL NUMBER DOEA 23-RFP-001-JT". The Price Proposal information shall be submitted on the forms provided in the Request for Proposal.” This should be a separate document attached in your email response separate from the technical response document. |
| 2 | 4.4 (4.5.2) | 12 | I believe the numbering is incorrect, but under section 4.4 Instructions for Submittal, specifically 4.5.2 it indicates that the “Cost Proposal” is to be returned in a separate sealed envelope. Do we still need to do this if the response is being sent electronically? | All responses should be made via email as specified in section 4.2. Please disregard any reference to a “separate sealed envelope. |
| 3 | 4.3.2 | 11&12 | Can you please provide more guidance in completing Attachment A “Cost Proposal”? | There is no requirement for a minimum number of hours per week to be worked; 40 hours per week is the maximum number of hours to be worked within one week. |
| Section 4.3.2 indicates the maximum hourly rate that will be reimbursed; however, there is no indication of how many hours will be allowed/required on an annual basis in order to calculate the “Total Annual Amount” column in Attachment A. | ||||
| Does the contract require 40hrs/wk, or is there a minimum and a maximum amount of hours required per week? | ||||
| 4 | 3.2 | 7&8 | Can the investigator/investigative agency refuse an assignment? (i.e. due vacation or workload restrictions) | The investigator/investigative firm submitting a response to this RFP should be prepared to have back-up investigators ready to accept an assignment in situations such as the one posed in the question. |
| 5 | 3.2.5 | 10 | In this section, it states the vendor must provide at least (3) references the vendor has contracted with within the last (3) years. The question is how do we fulfill this requirement if we currently have non-disclosure agreements with our current clients and/or maybe a preferred vendor for a client, but not in contract with the client? | Responses to this RFP must include at least three references the vendor has contracted with within the last three (3) years who can provide information regarding the quality of the vendor’s past performance at performing work similar to the work described in this RFP. |
6 Scope of Investigations: Are there specific guidelines or protocols that should be followed when interviewing different parties (e.g., guardians, complainants, wards)? The OPPG does not necessarily expect that interviews will be conducted differently, depending on the interviewee. In some instances, however, the ward may not be in a condition to be interviewed; in other instances, the guardian may not be cooperative, so the OPPG expects the investigator to use appropriate interview techniques based on the situation they are faced with. The OPPG expects that each interview be conducted in-person, under oath, and recorded, unless there is an objection by the interviewee.
| 7 | Scope of Investigations: | What are the acceptable methods for documenting interviews and evidence? Are digital recordings acceptable, or are written transcripts required? | Interviews should be recorded unless there is an objection by the interviewee. The recording of the interview is sufficient; transcripts are not necessary. This RFP is limited to C-licensed investigators. |
| -Are there any CC's allowed to work on this project or is this limited to only C licensed? I believe I am aware of this response, but like to clarify this is ONLY FOR C LICENSED INVESTIGATORS. | |||
| 8 | Investigative Plan: | The RFP mentions providing an investigative plan within five business days. Is there a required format or specific elements that must be included in this plan? | Please see page 8 of the RFP. The Investigative Plan shall (1) detail the issues to be investigated; (2) witnesses to be interviewed; (3) evidence to be collected and/or reviewed; and (4) an estimated timeline for the investigation. |
9 Investigative Plan: How detailed should the estimated timeline for the investigation be? Is there flexibility for adjustments as the investigation progresses? The timeline within the Investigative Plan shall include enough detail to clearly reflect the steps to be taken in the investigation and when they are expected to be taken. There is flexibility for adjustments within the timeline; significant changes to the timeline or the Investigative Plan shall be provided to and approved by the OPPG in writing.
10 Case Prioritization: What criteria should be used to prioritize complaints immediately according to their nature and severity? Are there specific examples or past cases that illustrate this prioritization process? At the time a complaint is referred for investigation by the OPPG, it will be assigned a number reflecting the need for prioritization, ranging from one to three, with one being the most urgent. This number will assist the investigator in prioritizing. If an investigator is assigned multiple high priority complaints within the same period and needs assistance in prioritizing those, the OPPG will assist.
| 11 | Regular Updates: | The RFP requires providing updates every 30 days. What level of detail is expected in these updates? Is there a preferred format for these updates? | There is no preferred format for the 30-day updates; the updates shall provide enough detail to inform the OPPG of the steps that have been taken and the steps to be taken within the next 30 days. |
| 12 | Final Investigative Report: | For the final report, the RFP specifies several components (e.g., identifying allegations, summarizing witness interviews, analyzing evidence). Is there a template or previous example of a final report that can be referenced? | There is no template or example; the OPPG expects the investigator to be able to draft an investigative report, which at a minimum (a) identifies the allegations; (b) identifies witnesses interviewed; (c) accurately summarizes witness statements; (d) identifies all evidence obtained; (e) states the applicable statute or administrative rule; (f) analyzes the evidence in connection with the applicable statute and/or rule; and (g) makes investigative findings of substantiated or unsubstantiated, depending on the evidence. |
| 13 | Final Investigative Report: | What are the expectations for the analytical portion of the report? Are there specific legal standards or case precedents that should be applied? | For the analytical portion of the report, it is expected that the facts supporting the allegations will be analyzed in light of any applicable statutes (Chapter 744, F.S.) or administrative rules (Rule 58M) to determine whether a violation of law or rule occurred. |
14 Confidentiality and Data Security: What specific measures are required to ensure the confidentiality of sensitive information? Are there preferred methods or tools for secure data storage and transmission? The successful bidder will ensure that no one conducting work for the OPPG pursuant to this RFP discusses confidential information with anyone outside of the investigators and the OPPG and that no one outside of the investigators and the OPPG has access to any of the documents and information collected. The OPPG will provide a secure file transfer protocol for investigators to use to upload confidential documents.
15 Confidentiality and Data Security: How should investigators handle situations where maintaining confidentiality might conflict with legal reporting requirements (e.g., mandatory reporting of abuse)? Investigators who develop reasonable suspicion about physical abuse, neglect and/or exploitation of vulnerable adults should report that suspicion immediately.
16 Travel and Reimbursement: - Are there any specific travel policies or preferred vendors for transportation and lodging that should be used to minimize costs? Long-distance and overnight travel should be the exception, not the rule. In instances where long-distance and/or overnight travel is necessary, the investigator shall provide the OPPG with a completed travel authorization form (provided by the OPPG) to be approved by the OPPG before embarking on the travel. All costs incurred as a result of the long-distance or overnight travel shall be documented on timesheets submitted to the OPPG. Please see section 112.061, F.S., for more information on allowable expenditures. There is no preferred vendor for transportation or lodging.
| 17 | Travel and Reimbursement: | How should pre-approval for travel expenses be obtained and documented? | The OPPG does not anticipate the need for regular overnight travel. Should such travel be required, the investigator shall provide the OPPG with a completed travel authorization form (provided by the OPPG) to be approved by the OPPG before embarking on the travel. All costs incurred as a result of the long-distance or overnight travel shall be documented on timesheets submitted to the OPPG. |
| 18 | Subcontractors: | If subcontractors are used, are there specific requirements or approvals needed for subcontractor selection? Are there any restrictions on the percentage of work that can be subcontracted? | Subcontractors shall have the same qualifications sought in the RFP. There is no restriction on the percentage of work that may be subcontracted. |
| 19 | Performance Measures: | What are the specific performance measures that will be used to evaluate the contractor's performance? Are there target metrics or benchmarks that should be met? | The contractor’s performance will be evaluated on the timely production of accurate, clear and concise deliverables. |
| 20 | Performance Measures: | What are the financial consequences for failing to meet these performance measures? Are there examples of past financial consequences imposed on previous contractors? | The contract will provide for a reduction of 2% of the total invoice amount per business day for failure to perform any of the tasks identified within. |
| 21 | Renewal Terms: | Under what conditions can the contract be renewed? Are there specific performance criteria or review processes that will determine eligibility for renewal? | A decision to renew will be based on need and satisfactory performance in the production of timely deliverables. |
22 Historical Data: Can you provide more detailed historical data on the number and types of complaints received in previous years? This would help in estimating the workload and resource allocation. In 2022, 58 complaints against professional guardians were referred for investigation and in 2021, 91 were complaints against professional guardians were referred for investigation.
23 Finances: I have a previous bankruptcy less than 10 years ago, I am the owner of the company—I believe this automatically excludes me correct? Your bankruptcy does not necessarily serve as an automatic bar to your company’s ability to submit a bid, however it would be considered.
24 References: We have investigation references on the private sector, if we have none on the public sector, is that an automatic disqualifier? The RFP seek the “services of highly qualified investigators and/or investigative firms with extensive experience with Florida agency/administrative investigations to perform investigative services in connection with complaints submitted to the OPPG.”
| 25 | Is there a functional office requirement? | No, there is no functional office requirement. | |
| 26 | Submission Details: | Are there any common pitfalls or mistakes in past submissions that led to proposals being deemed non-responsive? | No, this is the first time this has been procured. |
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