DOH21-026 Florida HIVAIDS Hotline Final.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH21-026

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Florida HIV/AIDS Hotline

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS PROPOSAL TITLE PAGE, I HEREBY STATE THAT I

HAVE READ THE ENTIRE RFP TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS

AND ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR 1001.

I hereby certify that my company, its employees, and its principals agree to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Contract including those contained in the Standard Contract.

Signature of Authorized Representative:

Printed (Typed) Name and Title:

*An authorized representative is an officer of the respondent’s organization who has legal authority to bind the organization to the provisions of the Proposals. This usually is the President, Chairman of the Board, or owner of the entity. Documentation establishing delegated authority must be included with the Proposal if signed by other than the authorized representative.

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TABLE OF CONTENTS

SECTION 1.0: Introduction

SECTION 2.0: Procurement Rules and Information

SECTION 3.0: Instructions for Proposal Submittal

SECTION 4.0: Special Conditions

SECTION 5.0: Proposal Evaluation Process and Criteria…………………………………….

ATTACHMENT A: Scope of Services

ATTACHMENT B: Cost Proposal

ATTACHMENT C: Prior Experience Form

ATTACHMENT D: Statement of Non-Collusion

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List……

ATTACHMENT F: Identical Tie Certification…………………………………………

ATTACHMENT G: Evaluation Criteria

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SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Department of Health (Department) is requesting proposals for the operation of a Florida HIV/AIDS Hotline (Hotline) to deliver information to the public on available treatment services and referral services regarding Human Immunodeficiency Virus (HIV), Acquired Immunodeficiency Syndrome (AIDS), Sexually Transmitted Diseases (STDs), and hepatitis.

1.2 Legal Authority

Chapter 287 and section 381.003(1), Florida Statutes.

1.3 Scope of Services

A detailed scope of services for this solicitation is provided as Scope of Services (Attachment A), in this RFP.

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this RFP for further detail. Pursuant to Rule 60A-1.002, Florida Administrative Code, the terms of this solicitation, which includes the Department’s Standard Contract, control in the event of a conflict between either the PUR1000 or the PUR1001, unless such conflicting term is required by Florida law.

1.5 Solicitation Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scope of Services (Attachment A), the following definitions also apply to this RFP:

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Contract: The formal agreement that will be awarded to the successful Provider under this RFP, unless indicated otherwise.

Department: The Department of Health; may be used interchangeably with DOH.

Minor Irregularity: As used in the context of this solicitation, indicates a variation from the RFP terms and conditions which does not affect the price of the Proposal, or give the Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

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Proposal: The complete written response of the Respondent to the RFP (technical and cost proposals), including properly completed forms, supporting documents, and attachments.

Respondent: The business entity that submits a proposal.

Provider: The successful Respondent awarded a contract by the Department in accordance with the terms of this RFP.

State: State of Florida.

Vendor Information Portal (VIP): Refers to the State of Florida’s internet-based vendor information system, which is available at: https://vendor.myfloridamarketplace.com.

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scope of Services (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Services (Attachment A), will prevail when the term is used in the Scope of Services (Attachment A).

https://vendor.myfloridamarketplace.com/

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SECTION 2.0 PROCUREMENT RULES AND INFORMATION

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is: Bill Zimmerman

Florida Department of Health Attention: Bill Zimmerman 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: bill.zimmerman@flhealth.gov

******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(25), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Proposal.

2.3 Term

It is anticipated that the Contract resulting from this RFP will be for a three-year period from January 1, 2023, or the date of Contract execution whichever is later, subject to renewal as identified in Section 2.4. The Contract resulting from this RFP is contingent upon availability of funds.

2.4 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made for no more than three years beyond the initial contract, or for the term of the original contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and are subject to the availability of funds.

2.5 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released 9/6/2022 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com mailto:bill.zimmerman@flhealth.gov

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Questions Submitted in

Writing

Must be received

PRIOR TO:

9/13/2022

3:00 PM

EST

Submit to: Florida Department of Health Central Purchasing Office

Attention: Bill Zimmerman Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: bill.zimmerman@flhealth.gov

Answers to Questions

(Anticipated Date)

9/20/2022 Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Proposals Due and Opened

Must be received

PRIOR to:

9/27/2022

3:00 PM

EST

Submit to: Florida Department of Health

Central Purchasing Office Attention: Bill Zimmerman Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749

Evaluation of Proposals

(Anticipated Date)

10/11/2022 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date)

10/18/2022 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

2.6 Addenda

If the Department finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VIP.

It is the responsibility of the Respondent to be aware of any addenda that might affect this RFP or their Proposal.

2.7 Questions

This provision takes precedence over General Instruction #5 in PUR1001.

Questions related to this solicitation must be received, in writing (either via United States Postal Service, courier, e-mail, or hand-delivery), by the Procurement Officer identified in Section 2.1, within the time indicated in Section 2.5. Verbal questions or those submitted after the period specified in Section 2.5 will not be addressed.

Answers to questions submitted in accordance with Section 2.5 will be posted on the

VIP.

mailto:bill.zimmerman@flhealth.gov

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2.8 Basis of Award

A single award will be made to the responsive, responsible Respondent offering the most advantageous Proposal through the evaluation of proposals in accordance with Section

5.2. The Department reserves the right to not make an award under this RFP, as determined to be in the best interest of the State.

2.9 Identical Tie Proposals

In the event the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will provide the Identical Tie Certification, Attachment F, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Department will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Department to submit Respondents net worth.

In the event the Department is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment F, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VIP.

2.10 Modifications and Withdrawal

A Respondent may modify or withdraw its Proposal at any time prior to the submittal deadline, as specified in Section 2.5, by submitting a request to the Procurement Officer.

Requests for modification or withdrawal of a submitted Proposal must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Respondent and will not be considered unless resubmitted by the Proposal due date and time.

2.11 Clarification Process

The Department may request clarification from the Respondent to resolve ambiguities or questioning information (i.e. minor irregularities) presented in its Proposal. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and must address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

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2.12 Contract Formation

The Department will enter into a Contract with the awarded Provider pursuant to Section 2.8, Basis of Award. The Contract will incorporate the terms of the Scope of Services (Attachment A), the Department’s Standard Contract, and the awarded Provider’s Cost Proposal (Attachment B).

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SECTION 3.0 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Proposal. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR 1001.

3.2 Proposal Format

This section describes the format in which Proposals are to be submitted. The Department discourages lengthy Proposals. Additional information deemed appropriate by the Respondent may be included but should be placed within the relevant tabbed section.

Proposals should be limited to a page size of 8.5” x 11” inches. Font size and style are at the Respondent’s discretion but must be at least 11 point. All pages must be sequentially numbered, and one-inch margins should be used.

All Proposals must contain the sections outlined below. Those sections are called “Tabs.” A “Tab”, as used herein, is a section separator, offset and labeled, so each Department Evaluator can easily turn to “Tabbed” sections during the evaluation process.

3.3 Proposal Contents

It is a mandatory requirement of this RFP that the Proposal contain the specified documents and address all items listed below. Proposals to this RFP should be prepared using simple terms and minimal technical or industry specific language. The Respondent must organize its Proposal submittal contents as follows:

3.3.1. TAB 1 – Mandatory Requirements

Respondents must complete and submit the following mandatory information or documentation as part of their Proposal by the time specified in Section 2.5. Any Reply which does not contain the information below will be deemed non-responsive to this RFP:

3.3.1.1 Minimum Experience and Qualifications: Respondents must provide with their Proposal a resume or written summary that demonstrates the following:

The Respondent must have a minimum of five years of experience in the following areas:

3.3.1.1.1 Hotline experience, specifically in the area of HIV/AIDS, Tuberculosis (TB), or STDs;

3.3.1.1.2 Counseling;

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

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3.3.1.1.3 Web and interactive service provisions;

3.3.1.1.4. Website and database management; and

3.3.1.1.5. Providing service to Florida’s population and demographics.

3.3.1.2 Respondent must be located in Florida.

3.3.1.3 Proposals must be received by the time specified in the Timeline, Section 2.5.

3.3.1.4 Proposals must be received in the format specified in Section 3.2.

3.3.1.5 Copies of the Proposals must be received as specified in Section 3.3.

3.3.1.6 The Title Page of this RFP must be completed, signed and returned with the Technical Proposal.

3.3.1.7 Cost Proposal (Attachment B) must be completed as specified in

Section 3.4.

3.3.1.8 Prior Experience Form (Attachment C) must be completed as specified in Section 3.9.

3.3.1.9 Statement of Non-Collusion (Attachment D) must be completed as specified.

3.3.1.10 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) must be completed as specified.

3.3.2 TAB 2 – Technical Proposal

The Respondent must provide a narrative of the information listed below.

Respondents should be thorough and detailed in their responses and are encouraged to include any additional relevant information that would assist in the evaluation of their Proposal. The Respondent must include:

3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Detail the Respondent’s history providing hotline services, detail Respondent’s administrative structure, and provide a table of Respondent’s organization. Respondent must clearly articulate how this information relates to the services provided.

3.3.2.1.2 Evidence that the Respondent has a minimum of five years of experience providing hotline services, including a detailed timeline of documented hotline service provision.

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3.3.2.1.3 Summarize the Respondent’s ability to initiate services immediately upon execution of a contract and meet the overall requirements in the timeframes as specified in the Scope of Services (Attachment A). Respondent must provide examples where requested timeframes have been met under prior contracts.

3.3.2.1.4 Summarize the Respondent’s experience operating a

hotline, providing information related to HIV/AIDS, operating a website, providing interactive web services (such as live counseling chat), and counseling as specified in the Scope of Services (Attachment A).

3.3.2.1.5 Detail the Respondent’s plans to have Counselors and administrative staff as specified in the Scope of Services (Attachment A).

3.3.2.1.6 Detail the Respondent’s plans to ensure hotline services will be offered in English, Spanish, Haitian Creole, and for the deaf and hearing impaired community during the Hotline Operating Hours specified in the Scope of Services (Attachment A).

3.3.2.1.7 Detail the Respondent’s plans to answer a minimum of 90 percent of hotline calls by a live Counselor and provide HIV/AIDS, STDs, TB, and hepatitis information; referrals;

and counseling as specified in the Scope of Services

3.3.2.1.8 Detail the Respondent’s plan to develop and maintain a website with an online chatting feature and searchable research database, and a free mobile app as specified in the Scope of Services (Attachment A).

3.3.2.1.9 Detail the Respondent’s plan to provide a text messaging service answered by a live counselor during hotline operating hours and create and maintain a text messaging log as specified in the Scope of Services (Attachment A).

3.3.3 TAB 3 – Cost Proposal (Sealed Separately)

The Respondent must submit the Cost Proposal (Attachment B) as specified in Section 3.4.

3.4 Copies of Proposals

Respondents must submit the following copies:

3.4.1. Technical Proposal

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One original paper copies of the Technical Proposal must be submitted no later than the date and time set forth in Section 2.5, the Timeline. In addition, one original copy on a single USB storage device viewable in Adobe Acrobat Reader (PDF) must be submitted. The electronic copy submitted must contain the entire Technical Proposal as the submitted original copy, including all supporting and signed documents.

The PDF electronic copy of the “original” Technical Proposal will be considered the control if there are any differences between the paper and electronic copies.

Refer to Section 3.8 for information on redacting confidential information, if applicable.

Respondents must not disclose cost information in the body of the Technical Proposal. Including cost information will cause the Proposal to be disqualified (Mandatory Requirement, refer to Section 3.3.1).

3.4.2. Cost Proposal

One original copy of the Cost Proposal (Mandatory Requirement, refer to Section 3.3) must be submitted using Cost Proposal (Attachment B) no later than the date and time set forth in the Timeline, Section 2.5.

The Cost Proposal (Attachment B) must be enclosed in a separate sealed envelope and must be identified in accordance with Section 3.5. No additional documentation should be included in the Cost Proposal envelope.

3.5 Proposal Labeling

3.5.1. Technical Proposal

The Technical Proposal should be sealed and identified as follows:

DOH 21-026

Request for Proposal for Florida HIV/AIDS Hotline Due:9/27/2022 Respondent’s Name

TECHNICAL PROPOSAL

3.5.2. Cost Proposal

It is mandatory that the Respondent’s Cost Proposal be in a separate sealed envelope and identified as follows:

DOH 21-026

Request for Proposal for Florida HIV/AIDS Hotline Due:9/27/2022 Respondent’s Name

COST PROPOSAL

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3.5.3. All proposals must be sent or delivered to the Department of Health, Central Purchasing Office, 4052 Bald Cypress Way, Bin B07, Tallahassee, Florida 32399.

3.6 Instructions for Submittal

3.6.1. Respondents must complete, sign, and return the “Title Page” with the Proposal submittal.

3.6.2. Respondents must complete, sign, and return the Cost Proposal (Attachment B) in a separate sealed envelope with the Proposal submittal.

3.6.3. Respondents must submit all technical and cost data in the formats specified in the RFP.

3.6.4. Proposals must be sent via mail, courier, or hand delivered to the location indicated in Section 2.5., the Timeline.

3.6.5. Proposals submitted via electronic mail (email) or facsimile will not be considered.

3.6.6. The Department is not responsible for improperly marked proposals.

3.6.7. It is the respondent’s responsibility to submit its response at the proper place and time indicated in Section 2.5., the Timeline.

3.6.8. The Department’s clocks will provide the official time for Proposal receipt.

3.6.9. Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response.

3.7 Cost of Preparation

Neither the Department nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

3.8 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Proposal to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as “CONFIDENTIAL”.

Simultaneously, Respondent will provide the Department with a separate redacted paper and electronic copy of their Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Department at the same time Respondent submits its Proposal and must only exclude or obliterate those exact portions which are

Florida HIV/AIDS Hotline Page | 14 claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Proposal are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Proposal, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.9 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment C, Prior Experience Form of this RFP to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience. Refer to section 3.3.1.1 for Minimum Experience and Qualifications requirements.

3.10 Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-proposal conference, Proposal opening, or meeting referenced in section 2.5, Timeline, at (850) 245-4199. If hearing or speech impaired, please contact the Department’s Purchasing office through the Florida Relay Service, at 1-800-955-8771 (TTY).

3.11 Late Proposals

The Procurement Officer must receive Proposals pursuant to this RFP no later than the date and time specified in Section 2.5. Proposals that are not received by the date and time specified will not be considered.

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this RFP and contains general Contract terms and conditions that will apply to any Contract resulting from this RFP, to the extent they are not otherwise modified. This document should not be returned with the Proposal.

The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

4.2 Scrutinized Companies

All Respondents seeking to do business with the Department must be in compliance with section 287.135, Florida Statutes. The Department may, at its option, terminate a contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

Refer to Respondent Certification Regarding Scrutinized Companies Lists (Attachment E)

4.3 Conflict of Interest

Section 287.057(19)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

4.4 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Department retains the right to ask for verification of compliance before Contract execution. Failure of the successful Provider to have appropriate registration may result in withdrawal of Contract award.

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

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4.5 Provider Registration

Each Provider doing business with the State for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, must register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.033, Florida Administrative Code. State agencies must not enter into an agreement for the sale of commodities or contractual services as defined in section 287.012, Florida Statutes, with any Respondent not registered in the MyFloridaMarketPlace system, unless exempted by rule. The successful Provider must be registered in the MyFloridaMarketPlace system within five days after posting of the Intent to Award.

Registration may be completed at:

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

A Provider lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL 32399.

4.6 Minority, Women, Service-Disabled Veteran, and Service-Disabled Veteran Business Participation

The Department encourages minority, women, service-disabled veteran, and veteran-owned business enterprise participation in all its solicitations.

4.7 Subcontractors

The Department will not authorize the use of subcontractors in the Contract resulting from this solicitation.

4.8 Indemnification

Respondent must save and hold harmless and indemnify the Department against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

4.9 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Services

4.10 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

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4.11 Standard Contract

Respondents must become familiar with the Department’s Standard Contract which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Chief Financial Officer.

Use of the Standard Contract is mandatory for Departmental contracts and the terms and conditions contained in the Standard Contract are non-negotiable. The Standard Contract terms and conditions are located at:

http://www.floridahealth.gov/about/administrative-functions/purchasing/DepartmentofHealthStandardContractversion1- 2021.pdf#open%20in%20new%20window

4.12 Conflict of Law and Controlling Provisions

Any Contract resulting from this RFP, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

4.13 Agency Inspectors General

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 section 20.055, Florida Statutes.

4.14 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must make the public records available for inspection or copying upon request of the Department’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this RFP and entitles the Department to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this RFP must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word http://www.floridahealth.gov/about/administrative-functions/purchasing/DepartmentofHealthStandardContractversion1-2021.pdf#open%20in%20new%20window http://www.floridahealth.gov/about/administrative-functions/purchasing/DepartmentofHealthStandardContractversion1-2021.pdf#open%20in%20new%20window http://www.floridahealth.gov/about/administrative-functions/purchasing/DepartmentofHealthStandardContractversion1-2021.pdf#open%20in%20new%20window

Florida HIV/AIDS Hotline Page | 18 processing format. If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department.

Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.15 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

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SECTION 5.0 PROPOSAL EVALUATION PROCESS AND CRITERIA

5.1 Introduction

The Department will evaluate and score proposals to determine the most advantageous Proposal. The ability of the Department to evaluate a respondent’s Proposal is dependent upon the completeness of the Proposal.

Failure of a Respondent to provide information requested by this RFP may result in reduction in scoring during the evaluation.

The Department may accept or reject any and all proposals, and waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State’s best interests.

5.2 Evaluation Criteria

Technical proposals will be scored by the evaluation team based on the evaluation criteria specified in Attachment G. The total raw scores provided by each team member will be averaged together. These average scores will be used to determine each respondent’s Technical Proposal score.

Cost Proposals will be scored by the Procurement Officer based upon the respondent’s proposed cost, as prescribed in this RFP. The proposed cost will be scored in accordance with the below formula:

Maximum Cost Proposal Points x (Lowest Proposal Cost/Respondent’s Proposal Cost) = COST SCORE

Each respondent’s overall score will consist of the average technical proposal score plus the cost proposal score.

The following table identifies the evaluation criteria and maximum points possible for each criterion.

RFP Scoring Components Maximum Points

Technical Proposal – Section 3.3.2, (TAB 2) 440

Cost Proposal – Attachment B (TAB 3) 220

TOTAL MAXIMUM POINTS POSSIBLE 660

5.3 Notice of Agency Decision

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At the conclusion of evaluation of the proposals the Department will announce its intended decision. Notice will be posted on the state’s Vendor Information Portal. The Department will award to the responsible, responsive Respondent determined to be the most advantageous to the state, taking into consideration technical and cost proposals.

Notice of Award does not guarantee issuance of a contract.

The Department reserves the right to award more than one Contract or none at all as a result of this RFP.

5.4 Protests

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Only documents delivered by the United States Postal Service, a private delivery service, in person, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

No filings may be made by email or any other electronic means. All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

Do not send Proposals to the Agency Clerk’s Office. Send all Proposals to the Procurement Officer and address listed in Section 2.5., Timeline.

The Agency Clerk’s mailing address is:

Agency Clerk, Florida Department of Health

4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005

The Agency Clerk’s physical address for hand deliveries:

Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd.

Tallahassee, Florida 32399 Fax No. (850) 413-8743

ATTACHMENT A

Scope of Services

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A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the operation of a Florida HIV/AIDS Hotline (Hotline) and provision of Hotline Services.

b. Authority: Section 381.003(1), Florida Statutes.

2. Definition of Terms:

a. AIDS: A manifestation of infection with the HIV characterized by the presence of one or more diseases as defined by the Centers for Disease Control and Prevention (CDC).

b. AIDS Drug Assistance Program (ADAP): A statewide program within the

Department to provide persons with HIV/AIDS who are uninsured or who do not have adequate prescription coverage access to life-saving medications.

c. Business Day: Monday through Friday, excluding State Holidays.

d. Chat Session: A synchronous exchange of remarks with one or more people over a computer network.

e. Counselor: Provider’s trained personnel who provide Hotline Services.

f. Hotline: A statewide resource for HIV, AIDS, and STD-related information, community referrals, and short-term supportive counseling.

The Hotline is owned by the Department and operated by Provider.

g. Hotline Operating Hours: From 8:00 a.m. to 9:00 p.m. Eastern Standard

Time, Monday through Friday; from 10:30 a.m. to 6:30 p.m., Eastern Standard Time, on Saturday; and from 2:00 p.m. to 6:30 p.m., Eastern Standard Time on Sunday, excluding State Holidays.

h. Hotline Services: Includes information, counseling, support, and referrals provided by a Counselor on topics that include, but are not limited to:

HIV/AIDS, Sexually Transmitted Disease (STD), Tuberculosis (TB), ADAP, Pre-exposure Prophylaxis (PrEP), and Partner Services (PS).

Hotline Services are provided via phone, Chat Sessions, texts, and emails.

i. HIV: The agent isolated and recognized as the etiology of AIDS.

j. PS: A broad array of services that are offered to persons who are diagnosed with HIV, syphilis, gonorrhea, or chlamydia, and their partners.

k. PrEP: A treatment that involves daily use of antiretroviral medications to reduce the risk of HIV infection in HIV-negative individuals.

Scope of Services

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l. Quarter: A three-month period of the contract, coinciding with the state’s fiscal year. The quarters for this contract are July through September (first quarter), October through December (second quarter), January through March (third quarter), and April through June (fourth quarter).

m. STD: Any of various diseases or infections that can be transmitted by direct sexual contact.

n. State of Florida Holidays (State Holidays): New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Friday after Thanksgiving, and Christmas Day.

o. TB: A disease caused by a bacterium belonging to the Mycobacterium tuberculosis complex.

B. Manner of Service Provision

1. Scope of Work: Provider will have Counselors and administrative staff, operate the Hotline, and provide Hotline Services. Provider will develop and maintain a website and free mobile app.

a. Task List: Provider will perform the following tasks:

1) Have Counselors available to operate the Hotline upon contract execution and as needed throughout the contract term. Document the date each Counselor is hired and each Counselor’s name and title in the Monthly Program Progress Report. Submit a copy of each Counselor’s training certificate of completion for the Qualification Training as specified in Section B.4.a.2), with the Monthly Program Progress Report. Ensure each training certificate of completion includes the date the Qualification Training was completed.

2) Have administrative staff upon contract execution as needed throughout the contract term. Document the date each administrative staff member is hired and their name and title in the Monthly Program Progress Report.

3) Use an observation phone to monitor and evaluate calls of new

Counselors within 90 calendar days from the date of hire and annually for each Counselor. Create an observation log and document all monitoring and evaluation activities in the log.

Maintain the log throughout the contract term and provide the log to the Department for review upon request.

4) Ensure Counselors provide Hotline Services via phone, text, Chat

Session, and email throughout the contract term as follows:

a) Provide Hotline Services for all 67 counties in the state of Florida during Hotline Operating Hours.

Scope of Services

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b) Ensure Counselors provide the following information and referrals during each call, Chat Session, text, and email as applicable:

(1) The description of HIV, STDs, TB, and hepatitis;

(2) Modes of transmission for STDs;

(3) The demographics of individuals who are at increased risk of HIV infection;

(4) Behaviors that place individuals at-risk for contracting STDs;

(5) Confidential and anonymous counseling and information on available testing site locations and services;

(6) The purpose of an HIV antibody test;

(7) HIV testing technologies, algorithms, and an explanation of possible test results;

(8) The importance of treatment adherence and the benefits of taking HIV medications as specified in order to decrease viral load;

(9) PrEP;

(10) Prevention of mother-to-child HIV transmission;

(11) Symptoms associated with HIV infection, AIDS, STDs, TB, and hepatitis;

(12) Risk reduction behaviors;

(13) Support groups available statewide;

(14) Crisis and suicide intervention counseling; and

(15) How to access additional information and literature.

c) Ensure Counselors provide referrals during each call, Chat

Session, text, and email as needed.

d) Upon receipt of the Hotline, provide Hotline Services to callers as follows:

(1) Ensure Counselors provide Hotline Services in

English on the 1-800-FLA-AIDS toll-free hotline, in

Scope of Services

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Spanish on the 1-800-545-SIDA toll-free hotline, in Haitian-Creole on the 1-800-AIDS-101 toll-free hotline, and the Telecommunications Device for the Deaf (TDD) for the hearing impaired on 1-888-503- 7118 toll-free hotline.

(2) Ensure that at least 90 percent of calls are answered by live Counselors.

(3) Ensure that if a live Counselor is temporarily unavailable, callers receive a programmed message asking the caller to hold until the next available Counselor is available.

(4) Ensure Counselors attempt to collect the following information from each caller:

(a) How caller heard about the Hotline;

(b) The caller’s experience using the Hotline;

(c) The caller’s county of residence;

(d) The caller’s gender;

(e) The caller’s age; and

(f) The caller’s race or ethnicity.

(5) Monitor the length of each call.

(6) Attempt to conduct an evaluation after each call by asking each caller the following three questions:

(a) Was the Counselor helpful?

(b) Would you use the HIV/AIDS Hotline again?

(c) Did the HIV/AIDS Hotline give you a better understanding of the options and resources available?

(7) Create a call log and document the following in the call log: the number of calls received, the number of calls answered by a Counselor, the percentage of calls answered, and the date of each answered call. Maintain the call log throughout the contract term and provide it to the Department upon request.

Scope of Services

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e) Use an answering device that provides recorded information outside of the Hotline Operating Hours.

Ensure the recorded message contains information on HIV, AIDS, STDs, and related concerns in English, Spanish, and Haitian-Creole.

f) Beginning within 45 calendar days of contract execution provide Hotlines Services via email as follows:

(1) Ensure a Counselor responds to each email within three business days of receipt of the email.

(2) Create an email log and document the following in the log: the date of each email received for Hotline Services and the Counselor’s response date.

Maintain a copy of all received emails, the responses, and the email log throughout the contract term and provide them to the Department upon request.

g) Beginning within 45 calendar days of contract execution provide Hotlines Services via Chat Session as follows:

(1) Ensure one Counselor operates the online chatting feature on the website during the Hotline Operating Hours to provide Chat Sessions to chatters.

(2) Ensure the Counselor attempts to assess the chatter’s risk activity during the Chat Session.

(3) Create a chat log and document the date of each Chat Session in the log. Maintain a copy of the chat log throughout the contract term and provide it to the Department upon request.

h) Upon receipt of the phone number for texting services, provide Hotline Services via text (TEXT FLHIV 898211 or another code as directed by the Department) as follows:

(1) Provide, at a minimum, one Counselor to operate the text messaging service and ensure that the Counselor answers all text messages through the text messaging service.

(2) Create a text messaging log and document the following in the log: the date of each text and the date of each response. Maintain the text messaging log throughout the contract term and provide it to the Department upon request.

Scope of Services

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5) Develop and maintain a website within 30 calendar days of contract execution as follows:

a) Include the following on the website:

(1) A searchable resource database that runs on the

Information and Referral Information System or a comparable program that meets the Alliance of Information and Referral Systems standards.

(2) Ensure that the searchable resource database is available to the public.

(3) Include the following in the searchable resource database:

(a) The description of HIV/AIDS, STDs, TB, and hepatitis;

(b) The modes of transmission for HIV and

STDs;

(c) The demographics for individuals who are at increased risk of HIV infection;

(d) The behaviors that place individuals at-risk for contracting STDs;

(e) Current HIV testing site locations, their services, and hours of operation;

(f) The purpose of an HIV antibody test;

(g) HIV testing technologies and algorithms;

(h) The importance of treatment adherence and the benefits of taking HIV medications as specified in order to decrease viral load;

(i) PrEP;

(j) Prevention of mother-to-child HIV transmission;

(k) Risk reduction behaviors;

(l) Support groups available statewide; and

(m) How to access additional information and literature.

Scope of Services

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(4) Provider’s email address.

(5) An online chatting feature.

b) Update the website as needed and as directed by the Department.

c) Ensure the website is operational 24 hours a day, seven days a week with no more than one percent unplanned downtime per month.

d) Notify the Contract Manager in writing in advance of any planned downtime.

6) Develop and maintain a free mobile app that provides access to the website within 45 calendar days of execution of this contract.

Update the app as needed and as directed by the Department.

7) Provide, at no additional cost to the Department, Counselors to answer questions, answer telephone lines, and provide assistance as needed and as directed by the Department during short-term statewide emergencies.

8) Prepare a Monthly Program Progress Report and submit it via email to the Contract Manager within 15 calendar days following the end of each month. Include the following in the report:

a) The following information regarding calls to the Hotline:

(1) The number of calls referencing:

(a) HIV/AIDS;

(b) STD;

(c) TB;

(c) ADAP;

(d) PrEP; and

(e) PS.

(2) Length of each incoming call;

(3) Outcome of each call (e.g., how many referrals made);

(4) How the caller heard about the Hotline;

Scope of Services

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(5) Each caller’s county of residence, gender, age, and race or ethnicity;

(6) The number of telephone referral calls from the

National AIDS Hotline to the Hotline; and

(7) The number of calls to the Hotline outside of Hotline Operating Hours.

b) The following information regarding Chat Sessions:

(1) The number of Chat Sessions;

(2) The outcome of each Chat Session (e.g., how many referrals were made); and

(3) The Counselor’s assessment of the chatter’s risk activity.

c) The following information regarding email inquiries:

(1) The nature of the inquiry;

(2) How each inquiry is resolved; and

(3) The number of referrals made.

d) The following information regarding the website, corresponding mobile app, and searchable resource database:

(1) The number of visitors to the website;

(2) The number of page views in the searchable resource database through the website and the mobile app;

(3) The number of programs accessed and keywords accessed from the searchable resource database;

(4) The number of mobile app downloads;

(5) Any updates made to the website;

(6) Any updates made to the mobile app; and

(7) The total number of programs in the searchable resource database at the end of each month.

Scope of Services

D…