DOH22-011 Children's Hearing Aid Program_FINAL.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH22-011

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Children’s Hearing Aid Program

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.

Request for Proposal Children’s Hearing Aid Program Page | 2

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

ATTACHMENT H: Subcontractors List Form …………………………………………………

ATTACHMENT I: Background and Drug Screening Attestation…………………………

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SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Department of Health, through its Division of Children’s Medical Services (Department) is requesting proposals for the provision of a Children’s Hearing Aid Program to include assistance with the purchase of hearing devices and technology for children diagnosed with hearing loss and to implement a marketing campaign to educate and inform stakeholders about the program. This Program will provide assistance to families with children 0 to 18 years old, who are residents of the State of Florida, and who have been diagnosed with hearing loss by a licensed physician or audiologist. Children with family incomes at or below 400 percent of the federal poverty level guidelines, and children described in section 391.021(3)(a), Florida Statutes, are eligible for the Program. Children enrolled or who can qualify for the Florida Medicaid Program or Children’s Health Insurance program are not eligible for the Program.

1.2 Legal Authority

Chapter 287, Florida Statutes and Chapter 2022-156 Section 3 at 524, Laws of Florida.

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.

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Hearing Devices: Hearing aids, assistive listening devices, external cochlear implant processor replacements, ear molds and hearing aid batteries.

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.

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: Niki Branch

Florida Department of Health Attention: Niki Branch 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: niki.branch@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(23), 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 three years from the anticipated start date of December 23, 2022, or the Contract execution date, 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.

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2.5 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released 11/14/22 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Questions Submitted in

Writing

Must be received

PRIOR TO:

11/21/22 5:00 p.m.

Submit to: Florida Department of Health Central Purchasing Office

Attention: Niki Branch Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: niki.branch@flhealth.gov

Answers to Questions

(Anticipated Date) 11/28/22

Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Proposals Due and Opened

Must be received

PRIOR to:

12/9/22

2:30 p.m.

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date) 12/12/22 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date) 12/20/22 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.

https://vendor.myfloridamarketplace.com/

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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.

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

Children’s Hearing Aid Program Page | 8 requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

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 section. Additional tabs beyond those designated in Section 3.3 will not be evaluated.

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:

3.3.1.1.1 Respondent must have a minimum of five years of

experience serving families with children 0 to 18 years of age, including rural, minority and low-income populations with hearing impairments that reside in Florida.

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

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3.3.1.1.2 Respondent must demonstrate the ability to establish community partnerships and collaborations that would contribute to the facilitation of Program activities.

3.3.1.1.3 Respondent must have a minimum of five years of

marketing and outreach experience.

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

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

3.3.1.4 Copies of the Proposals must be received as specified in Section 3.4.

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

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

Section 3.4.

3.3.1.7 Prior Experience Form (Attachment C) must be completed as specified.

3.3.1.8 Statement of Non-Collusion (Attachment D) must be completed as

3.3.1.9 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) must be completed as specified.

3.3.1.10 Subcontractor Form (Attachment H) must be completed as specified in Section 4.7.

3.3.1.11 Background Screening Attestation (Attachment I) must be completed as specified in Section 4.10.

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 Respondent must fully describe in its Proposal its plan for carrying out the following requirements identified in the Scope of Services (Attachment A):

3.3.2.1.1 Holding in-person project kick-off meeting and developing a Services Start-Up Plan.

Page | 11

3.3.2.1.2 Developing and maintaining a list of covered hearing aid devices and receive and process requests for services.

3.3.2.1.3 Purchasing and distributing hearing aid devices.

3.3.2.1.4 Assessing parent or caregiver program satisfaction, accept and respond to complaints, and report complaints to the Department.

3.3.2.1.5 Reporting program performance clearly and concisely.

3.3.2.1.6 Providing administrative oversight and staff to perform the tasks outlined in Attachment A.

3.3.2.1.7 Developing and implementing a comprehensive media

campaign for the Program.

3.3.2.1.8 Reimbursing licensed physicians or audiologists costs associated with the purchase of hearing aid devices for eligible clients.

3.3.3 TAB 3 – Cost Proposal (Sealed Separately)

The Respondent must separate the Cost Proposal (Attachment B) as described in Section 3.4.2.

3.4 Copies of Proposals

Respondents must submit the following copies:

3.4.1. Technical Proposal

One original and five 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).

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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.

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:

DOH22-011

Request for Proposal for Children’s Hearing Aid Program Due:

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:

DOH22-011

Request for Proposal for Children’s Hearing Aid Program Due:

Respondent’s Name

COST PROPOSAL

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” 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.

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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 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.

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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-Bid conference, Bid opening, or meeting 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.

Respondent must complete the Respondent Certification Regarding Scrutinized Companies Lists (Attachment E) Form and submit it with the Proposal

4.3 Conflict of Interest

Section 287.057(17)(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

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

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Anticipated subcontract agreements known at the time of Proposal submission and the amount of the subcontract must be identified in the Proposal. If a subcontract has been identified at the time of Proposal submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Department. The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Proposal.

The Respondent must complete Attachment H, Subcontractors List Form, in its entirety and submit it with the Proposal.

4.8 Commercial General Liability Insurance

4.8.1. Respondent must secure and maintain, at its sole expense and for the duration of the Contract, term insurance policies to protect, any subcontractor(s), and the State as follows:

4.8.1.1. Workers’ Compensation in accordance with applicable state laws and regulations.

4.8.1.2. General Liability Insurance covering all operations and services under the Contract in amounts sufficient to protect the Department.

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4.8.1.3. Commercial Automobile Liability Insurance in amounts sufficient to protect the Department.

4.8.2. Certificates of insurance coverage described above must be furnished by Respondent on request of the Department.

4.8.3. No insurance will be acceptable unless written by a company licensed by the State of Florida, Department of Financial Services, Division of Insurance Agent and Agency Services to do business in Florida, where the work is to be performed at the time the policy is issued.

4.9 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.

4.10 Background Screening and Drug Screening Requirements

Prior to Contract execution, a Level 2 Background Screening, Provider staff, including employees and subcontracted providers, collectively referred to as Provider staff, that will perform duties under a Department Contract or Order that includes contact with a vulnerable person or performing in Department designated sensitive positions. See the Background and Drug Screening Attestation (Attachment I). Additionally, the Provider must ensure its employees, including any subcontracted providers, complete a drug screening prior to performing work under the Department Contract or Order.

4.11 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 (Attachment A).

4.12 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 (Attachment A). The amount of each financial consequence will be based on the Provider’s Cost Proposal.

4.13 Standard Contract

Respondents must become familiar with the Department’s Standard Contract which contains administrative, financial, and non-programmatic terms and conditions mandated

Children’s Hearing Aid Program Page | 18 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:

https://floridahealth.sharepoint.com/:w:/r/sites/Contracts- Grants/Administration/_layouts/15/doc2.aspx?sourcedoc=%7B73761263-45E4-4F8C-920C- 6539081DC746%7D&file=3-Standard%20Contract%20(version%205- 2021).doc&action=default&mobileredirect=true&CID=F498EC6E-E4C9-49CA-8049- E572527F130D&wdLOR=c298D220C-74D0-45D3-AA12-405FE11B586A

4.14 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.

4.15 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.

4.16 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 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.

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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.

4.17 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.

4.18 Advance Payment

Pursuant to section 216.181(16), Florida Statutes, if the Provider is a governmental entity or a not-for-profit organization, the Provider may request an advance payment for program start-up in an amount not to exceed the Provider’s expected cash needs for the initial three months of the contract. Advance payments are subject to approval by the Department of Financial Services and the Department. All advance payment determinations are final and not subject to challenge.

4.19 Cooperation with the Florida Senate and the Florida House of Representatives

Pursuant to section 287.058(7), Florida Statutes, Provider agrees to disclose any requested information, relevant to the performance of this Contract, to members or staff of the Florida Senate or the Florida House of Representatives, as requested. Provider is strictly prohibited from enforcing any nondisclosure clauses that conflict with this requirement.

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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 Section 3.4.2 of 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.

RFP Scoring Components Maximum Points

Technical Proposal – Section 3.3.2, TAB 2 260

Cost Proposal – Attachment B 130

TOTAL MAXIMUM POINTS POSSIBLE 390

5.3 Notice of Agency Decision

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

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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 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 the 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

CHILDREN’S HEARING AID PROGRAM

SCOPE OF SERVICES

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A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the provision of a Children’s Hearing Aid Program. This program shall provide assistance to families with children 0-18 years of age, who are residents of the State of Florida, and who have been diagnosed with hearing loss by a licensed physician or audiologist. Children with family income at or below 400 percent of the federal poverty level guidelines are eligible for the program. Children enrolled or who can qualify for the Florida Medicaid Program or Children’s Health Insurance Program are not eligible for the program.

b. Authority: Chapter 2022-156, § 3, Laws of Fla.

2. Definition of Terms:

a. Audiologist: A professional who diagnoses and treats hearing and balance problems.

b. Client: Newborns and children from 0 to 18 years of age, who are residents of the State of Florida, who have been diagnosed with hearing loss by a licensed physician or audiologist and are at or below 400 percent of the federal poverty level guidelines.

c. Hearing Devices: Hearing aids, assistive listening devices, external cochlear implant processor replacements, ear molds, and hearing aid batteries.

d. Prescriber: A medical practitioner who advises and authorizes the use of medicine or treatment for someone, especially in writing.

e. 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).

B. Manner of Service Provision

1. Scope of Work: Provider will create and administer a Children’s Hearing Aid Program (Program) to assist with the purchase of hearing devices and technology for clients diagnosed with hearing loss. Provider will also develop and implement a marketing campaign to educate and inform stakeholders on program services, eligibility, and the application process throughout the contract term.

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

1) Designate a Program Coordinator who will be responsible for

Children’s Hearing Aid Program Page | 23 administrative oversight of the Program and provide the name and contact information to the Contract Manager within five business days from contract execution. Make the Program Coordinator available via email, telephone, or in person as needed throughout the contract term. Any changes to the Program Coordinator must be reported to the Department’s Contract Manager by email within seven calendar days of the change.

2) Develop a draft Service Start-Up Plan and submit it to the

Department for review no later than 20 days from contract execution. Ensure the draft includes at a minimum the following:

a) Timeline for establishing community partnerships, hiring program staff, and service initiation.

b) Method of establishing community partnerships and relationships to assist with the provision of services under the contract.

c) Policies and procedures to address complaint and grievances related to services under this contract. The process must include at a minimum the following:

(1) Ability to accept and respond to complaints within two business days of receipt.

(2) Ability to submit service quality complaints,

(3) to offer suggestions, and

(4) to make general inquiries regarding program services

d) How licensed physicians, audiologists, caregivers and parents can reach the Provider to receive technical assistance.

e) Method used to survey parents and caregivers’ satisfaction with delivery of services.

f) Outline process for determining client eligibility for services and communicating the Provider’s determination to the client and/or licensed provider and audiologist. Develop an application for service requests.

g) List of covered hearing aid devices eligible for reimbursement and corresponding pricing.

h) Description of how audiologists and licensed physicians are to submit reimbursement requests for purchased hearing aid devices.

i) Process for distributing hearing aid devices to clients

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j) Names and title of staff designated to receive and process all inquiries, applications, orders, and complaints

3) Work with the Department to coordinate the date and time for one in-person project kick-off meeting and hold it within 30 days of contract execution. Develop a meeting agenda, visual presentation materials as needed, and a sign in sheet provide them to attendees at the meeting. Prepare a meeting summary after the meeting and submit it with the invoice.

4) Use the comments received during the project kick-off meeting to revise the draft Service Start-Up Plan referenced in Task B.1.a.2) above and submit it to the Department for approval within 45 days of contract execution. Revise the Plan as requested by the Department throughout the contract term and submit any updates with the invoice.

5) Implement the Program in accordance with the approved Service Start-Up Plan throughout the contract term. Execute subcontracts and agreements as needed. Provide copies of the executed subcontracts and agreements with the invoice. Any changes to the approved Service Start-Up Plan must be approved by the Contract Manager prior to implementation.

6) Submit any requested adjustments of pricing or approved hearing aid devices to the list to the Contract Manager by May 31, and annually thereafter for the duration of the resulting contract term.

Upon Department approval, adjust covered hearing devices and costs on July 1 and annually thereafter.

7) Distribute the survey developed in the approved Service Start-Up

Plan to all parents and caregivers being served Submit returned surveys to the Contract Manager with the invoice.

8) Conduct status meetings as directed by the Department to discuss program development, implementation, and performance. Create a summary of each meeting that includes a list of attendees, method of communication, and a summary of topics discussed and submit it with the invoice.

9) Develop a comprehensive media campaign proposal for the

Children’s Hearing Aid Program with a focus to target areas with underserved populations and high case counts of children who are deaf and hard of hearing and submit it to the Contract within 60 days of contract execution. Ensure the proposal includes the following:

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a) The campaign must include, at a minimum, a program website, printed materials, and digital materials for targeted advertising throughout the term of the resulting contract.

b) All graphic design, media production, and creative services for the campaign must use a tailored message and creative concepts for the targeted market areas.

c) Communication strategies must be culturally and linguistically appropriate for the deaf and hard of hearing and Florida’s multicultural population.

d) Timeline for release of proposed campaign materials.

10) Implement the Department approved comprehensive media campaign specified in Task B.1.a.11). Manage the media campaign by adjusting campaign content and media purchases based on feedback from the Department and the target audience throughout the term of the resulting contract. All adjustments must be approved by the Department prior to implementation.

11) Prepare a Monthly Progress Report outlining the activities performed and submit it with the invoice. At a minimum, the report must include the following:

a) Child Information

(1) Number of children deemed eligible and ineligible.

(2) Age of children deemed eligible and ineligible.

(3) Diagnoses of children deemed eligible and ineligible.

(4) County of residents of children deemed eligible and ineligible.

(5) Reasons children were deemed ineligible.

b) Device Information

(1) Number of requested hearing devices covered and not covered.

(2) Type of devices requested covered and not covered.

(3) Time between request receipt and device receipt.

c) Complaints and grievances received and outcome

12) Reimburse audiologists and prescribers for the purchase of approved hearing devices for clients participating in the Children’s Hearing Aid Program and submit copies of the invoice and proof of reimbursement (e.g., receipts) with the invoice for the month in which the expenses occur.

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b. Deliverables: Respondent must complete or submit the following deliverables in the time and manner…