DOH22-021 ITN - WIC_FINAL.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH22-021

2.2018

INVITATION TO NEGOTIATE (ITN) FOR

OPERATIONS AND MAINTENANCE OF THE FLORIDA

WOMEN, INFANT AND CHILDREN (WIC)

INFORMATION SYSTEM AND EBT DATA SYSTEM

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 REPLY, I HEREBY STATE THAT I HAVE READ THE

ENTIRE ITN 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 Reply. This usually is the President, Chairman of the Board, or owner of the entity.

document establishing delegated authority must be included with the Reply if signed by someone other than the authorized representative.

Invitation to Negotiate Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 2

TABLE OF CONTENTS

SECTION 1.0: Introduction……………………………………………

SECTION 2.0: Procurement Rules and Information

SECTION 3.0: Instructions for Reply Submittal

SECTION 4.0: Reply Evaluation and Negotiation Process

SECTION 5.0: Special Conditions

ATTACHMENT A: Specifications

ATTACHMENT B: Prior Experience Form

ATTACHMENT C: Statement of Non-Collusion

ATTACHMENT D: Statement of Corporate Financial Resources…………………………..

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List

ATTACHMENT F: Application, Data Security, and Confidentiality

ATTACHMENT G: Subcontractors List Form

ATTACHMENT H: Experience Narrative Form

ATTACHMENT I: Evaluation Criteria

ATTACHMENT J: Identical Tie Certification Form

ATTACHMENT K: Federal WIC Procurement Clauses…………………………….………….

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SECTION 1.0: INTRODUCTION

1.1 Statement of Purpose

The Florida Department of Health (Department), through its Bureau of WIC Program Services, seeks replies to this Invitation to Negotiate (ITN) from qualified Respondents for the operation and maintenance of the Florida WIC Information System and EBT (FL- WiSE) data system. The ITN is a method of competitively soliciting a commodity or contractual service under Chapter 287, Florida Statutes.

1.2 Legal Authority

Chapter 287 and section 383.011, Florida Statutes (F.S.).

1.3 Compliance with Federal WIC Procurement Clauses

All Respondents to this ITN must comply with the applicable Federal WIC Procurement Clauses. These requirements are contained in 2 CFR Part 200.315 (Intangible Property), Appendix II of 2 CFR 200 (Contract Provisions for Non-Federal entity contracts under Federal Awards, 2 CFR Part 416 (Special Procurements Provisions), and 2 CFR 421 (Drug-free Workplace). See Attachment K for links to the applicable statutes.

1.4 Solicitation Objective

It is the intent of the Department to enter into a contract based on Attachment A, Specifications, and the Provider’s BAFO for the provision of the operation and maintenance of the Florida WIC Data System. The Department intends to make a single award, however, the Department reserves the right to award to multiple Respondents, or to make no award, as determined to be in the best interest of the State. If more than one Contract is awarded, then the terms “Contract,” “Provider,” “Reply,” and “Respondent,” include the plural when applicable.

1.5 Background

The Department, through its Bureau of WIC Program Services, currently uses the Florida WIC Information System and EBT (FL-WiSE) described in Contract No. COHF6, which is available on the Florida Accountability Contract Tracking System (FACTS).

The Florida WIC Program provides nutritional benefits and counseling to approximately 400,000 participants per month through 44 local WIC agencies serving all 67 counties in Florida. The FL-WiSE data system, developed in 2005, supports client certification, nutrition services, food delivery, vendor management, and the administrative functions of the Program. It operates on the industry standard x86-64 architecture utilizing rack/blade servers produced by most major hardware manufacturers capable of running virtualized instances of Microsoft Windows and Linux; Oracle for database management; and PL/SQL and Microsoft .Net supported-languages for software development. The Florida WIC Program successfully adopted FL-WISE on July 1, 2013.

Although FL-WISE has been successfully modified to meet new policy and technology requirements, continual development is needed to take advantage of ever-changing technology standards in order to improve the efficiency of operation, accommodate https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=640000&ContractId=COHF6

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 4 expanding business functions, integrate with other systems currently being used by the Department, and maintain compliance with the National Institute of Standards and Technology (NIST.).

1.6 Goals of the ITN

The service goals are to maintain and modify the Department’s FL-WISE source code and related data using an Agile project management methodology for the period of the contract, provide as-requested elevated-tier technical support on a daily basis for application and data errors that arise in the system, and provide innovative technical analysis and offered solutions to required system modifications.

1.6.1 The Department is seeking to improve client satisfaction and service efficiency, specifically a vendor who can adapt FL-WiSE to include a secured mobile-friendly public-facing client application that will allow clients to self-register, record self-provided demographic and personal information (e.g., name, address, phone number), securely receive, store, sign, and display documents, schedule and review past and future WIC services, and display WIC service informationals (e.g., shopping list, approved food items, current benefit list).

1.6.2 Similarly, we are seeking a secured mobile-friendly public-facing vendor/retailer application that will allow business owners to self-register, record self-provided store information, request, submit and display WIC related applications and documentation, submit additional UPC product information for WIC approval, and complete WIC-approved store trainings.

1.6.3 Our program office also maintains retail-store specialists, referred to as Vendor Managers, who assess store compliance with WIC guidelines. We are seeking a hybrid offline/online mobile app ( an app that retains the majority of its functionality when an internet connection is not available), or alternative, solution that allows vendor managers to complete compliance survey data, store pictures, scan UPCs, record signatures and geolocation, and upload data into our centralized database prior to exporting in a read-only format (e.g., PDF) with copies sent to the program office, vendor manager, and retail store owner.

1.6.4 In order to rapidly adapt to situational changes (e.g., formula recalls, food shortages), we are also seeking development of structured datamarts from daily extract-transform-load processes utilized by dynamic reporting software platforms such as Tableau or PowerBI.

1.6.5 To systematize our program data with other program offices with whom we have entered into a data-sharing agreement, or whose services we utilize as third-party providers, we are seeking development of RESTful web services to allow mutual exchange of structured data, such as client demographic data (both anonymized and identifiable versions, individual and summary data) and appointment scheduling related data.

1.6.6 Our program office maintains a small group of in-house developers and data analysts who write software code for analytical and research purposes, but also rapidly prototype technological innovations while interfacing directly with

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 5 customers to document and gather business requirements for future software refinement. The WIC office currently maintains its own code repository, but we are seeking a solution that both provider and our office can use simultaneously for integrated development efforts.

1.6.7 Health field services are increasingly being offered remotely, as a health and nutrition provider we are seeking a centralized solution that would allow for some WIC services to be offered remotely, directly through our FL-WiSE by clinicians, with the possibility to be received across multiple communication mediums and platforms by our WIC clients.

1.6.8 Online shopping for groceries is becoming a standard practice, whether to place an order, check inventory in real-time, check item eligibility, or request delivery. It is our understanding some WIC agencies have begun piloting WIC Online Shopping. We would potentially like to adopt an online solution and are interested in hearing the Provider’s innovative technology solutions on accomplishing these tasks and how it might be integrated into our existing information system.

1.7 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 ITN 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 or federal law.

1.8 Definitions

In addition to the definitions listed in the PUR 1000 and PUR 1001, and Attachment A, Specifications, the following definitions also apply to this ITN:

Best and Final Offer (BAFO): The final offer received from the Respondent at the end of negotiations.

Business days: Monday through Friday, excluding state holidays.

Business Hours: 7:30 a.m. to 5:30 p.m., Eastern Time on all business days.

Calendar days: All days, including weekends and holidays.

Certified Minority Business Enterprise: A business which has been certified by the certifying organization or jurisdiction in accordance with section 287.0943(1) and (2), Florida Statutes.

Contract: The formal agreement that will be awarded to the successful Respondent under this ITN.

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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 ITN terms and conditions which does not affect the price of the Reply or give the Respondent an advantage or benefit not enjoyed by other respondents or does not adversely impact the interests of the Department.

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

Reply: The complete written response of the Respondent to the ITN (technical and cost replies), including properly completed forms, supporting documents, and attachments.

Respondent: Any entity or person that submits a Reply to this ITN.

System Users: Any authorized person who has been granted access to the FL-WiSE data system.

Value Added Services: Additional services provided to the Department that include new and innovative technologies relating to the telecommunication services sought under this solicitation at no additional cost to the Department.

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

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SECTION 2.0: PROCUREMENT RULES AND INFORMATION

2.1 Overview of the ITN

The Department is requesting competitive, sealed replies, from responsive Respondents, for the provision of the operation and maintenance of the Florida WIC Data System. The Department is interested in considering value-added services that would be beneficial to, or will otherwise compliment, the services required by this ITN. The ITN process consists of three phases: Administrative Review, Evaluation, and Negotiation.

In the Administrative Review Phase, the Procurement Officer will review each submitted Reply to determine its responsiveness to the terms and conditions of this solicitation. The Procurement Officer will also ensure that all documents or information labeled as “Mandatory” in this ITN have been submitted by the Respondent. Only those Replies that meet the mandatory criteria and contain all mandatory documentation and information will be sent to the evaluation team for evaluation.

The Evaluation Phase involves the Department’s evaluation team assessing each Respondent’s submitted replies in accordance with the criteria described in Attachment I, Evaluation Criteria. The conclusion of this phase may result in the evaluation teams’ selection of Respondents to proceed to the Negotiation Phase.

In the Negotiation phase, selected Respondents will be asked to provide an in-person presentation of their Reply in Tallahassee, Florida. This phase also includes negotiation of a final specifications, pricing, and terms and conditions of the final contract. The negotiation phase culminates in one or more of the Respondents receiving a request, from the Department, to submit a BAFO, which must include: (1) a revised specifications; (2) a final Contract draft; and (3) a final cost and compensation model.

2.2 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Niki Sparks 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: niki.sparks@flhealth.gov

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

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

2.3 Restriction on Communication

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 mailto:niki.sparks@flhealth.gov

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 8 to the Procurement Officer listed in Section 2.2., above. Violation of this provision may be grounds for rejecting a Bid.

2.4 Term

It is anticipated that the Contract resulting from this ITN will be for a five-year period beginning July 1, 2024, or the Contract execution date whichever is later, subject to renewal as identified in Section 2.5. The Contract resulting from this ITN is contingent upon availability of funds.

2.5 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made on a yearly basis 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. Renewal will be made at the renewal pricing specified in Provider’s Cost Proposal.

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2.6 Timeline

EVENT DUE DATE LOCATION

ITN Advertised / Released

Wednesday, November 8, Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com/

Questions Submitted in Writing

Must be received

PRIOR TO:

Monday, November 27, by 5:00 p.m.

Eastern Time

Submit to: Florida Department of Health Central Purchasing Office

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

Answers to Questions (Anticipated Date)

Monday, December 11, 2nd Round of Questions Submitted in Writing

Must be received

PRIOR TO:

Wednesday, December 27, by 5:00 p.m.

Eastern Time

Submit to: Florida Department of Health Central Purchasing Office

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

Answers to Questions (Anticipated Date)

Monday, January 8, Technical Replies Due and Opened

Must be received

PRIOR TO:

Monday, February 5, by 3:00 p.m., Eastern Time

Submit to: Florida Department of Health Central Purchasing Office

Attention: Niki Sparks Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749

Evaluation of Replies (Anticipated Date)

Monday, February 5, Evaluation Team Members to begin evaluations individually.

https://vendor.myfloridamarketplace.com/ mailto:Niki.Sparks@flhealth.gov https://vendor.myfloridamarketplace.com/ mailto:Niki.Sparks@flhealth.gov

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Respondent Negotiation Notification

(Anticipated Date)

Monday, February 19, The Procurement Officer will notify the Respondents of with whom the Department intends to negotiate.

Beginning of Negotiations

(Anticipated Date)

Monday, March 18, Negotiations are not public meetings, however, they are recorded.

Posting of Intent to Award

(Anticipated Date)

Monday, May 13, 2024

Posted to the Vendor Information Portal at:

Initiation of Work Monday, June 10, 2024 TBD

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2.7 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 VBS. Respondents are responsible for monitoring the VBS for new or changing information relative to this procurement. Respondents are responsible for ensuring that all addendums have been read and incorporated, as applicable, in their Reply.

2.8 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 2.2, within the time indicated in Section 2.6. Verbal questions or those submitted after the period specified in Section 2.6 will not be addressed.

Answers to questions submitted in accordance with Section 2.6 will be posted on the

VBS.

2.9 Modifications and Withdrawal

A Respondent may modify or withdraw its Reply at any time prior to the submittal deadline, as specified in Section 2.6, by submitting a request to the Procurement Officer. Requests for modification or withdrawal of a submitted Reply must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Reply will be returned to the Respondent and will not be considered unless resubmitted by the Reply due date and time.

2.10 Clarification Process

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

2.11 Contract Formation

The Contract between the Department and the Provider will incorporate the terms of this ITN, any addenda to this ITN, the Attachment A, Specifications, and the Respondent’s Reply (including the BAFO). In the event of a conflict in language among any of the documents referenced herein, the provisions and requirements of the Contract will control.

Any documents or information submitted by the Provider after the negotiation phase has concluded will not be incorporated into the Contract.

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SECTION 3.0: INSTRUCTIONS FOR REPLY 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 Reply. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

3.2 Reply Format

This section describes the format in which Replies are to be submitted. The Department discourages lengthy Replies. 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.

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

All Replies 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 Reply Contents

It is a mandatory requirement of this ITN that the Reply contain the specified documents and address all items listed below. Replies to this ITN should be prepared using simple terms and minimal technical or industry specific language. The Respondent must organize its Reply 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 Reply by the time specified in Section 2.6. Any Reply which does not contain the information below will be deemed non-responsive to this ITN:

3.3.1.1 Minimum Experience and Qualifications: Complete the Experience

Narrative Form (Attachment H), in its entirety and submit it in the Respondent’s Reply.

3.3.1.2. Replies must be received by the time specified in the Timeline, Section 2.6.

3.3.1.3. The Title Page of this ITN must be completed, signed, and returned with the Technical Reply.

3.3.1.4. Prior Experience Form (Attachment B) must be completed as specified in Section 3.7.

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

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3.3.1.5. Statement of Non-Collusion (Attachment C) must be completed as specified.

3.3.1.6. Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) must be completed as specified in Section 5.2.

3.3.1.7. Statement of Corporate Financial Resources (Attachment D) must be completed and contain the described documents.

3.3.2 TAB 2 – Technical Response

3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Describe the Respondent’s understanding of the scope of the work included in this ITN.

3.3.2.1.2 Detail the Respondent’s ability to meet the qualifications to provide the required services.

3.3.2.1.3 Evidence that the Respondent is qualified to provide services.

3.3.2.1.4 Include a summary of the Respondent’s ability to meet the overall requirements in the timeframes established by the Department and provide examples where requested timeframes had been met under prior contracts.

3.3.2.2 Respondent’s Proposed Solution

The Respondent must fully describe in the Reply: its plan for carrying out the requirements identified below as specified in the Specifications (Attachment A).

3.3.2.2.1 Describe in the Reply the Respondent’s ability to maintain scheduling tools as specified in Specification B.1.a.1).

3.3.2.2.2 Describe in the Reply the Respondent’s ability to provide automated monitoring processes as specified in Specification B.1.a.2).

3.3.2.2.3 Describe in the Reply the Respondent’s ability to provide access to software sources code repository as specified in Specifications B.1.a.3)a.-b.

3.3.2.2.4 Describe in the Reply the Respondent’s ability to manage

FL-WiSE peripheral device solutions as specified in Specification B.1.a.4).

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3.3.2.2.5 Describe in the Reply the Respondent’s ability to assist the Department and Data Center in testing the disaster recovery environment annually as specified in Specification B.1.a.5).

3.3.2.2.6 Describe in the Reply the Respondent’s ability to advise and assist the Department in proposed changes to Data Center software as specified in Specification B.1.a.6).

3.3.2.2.7 Describe in the Reply the Respondent’s ability to assist the

Department in implementing changes from the Data Center evaluation as specified in Specification B.1.a.7).

3.3.2.2.8 Describe in the Reply the Respondent’s ability to provide remote diagnostic capabilities as specified in Specification B.1.a.8).

3.3.2.2.9 Describe in the Reply the Respondent’s ability to ensure infrastructure environment operation and accessibility as specified in Specification B.1.b.1).

3.3.2.2.10 Describe in the Reply the Respondent’s ability to complete nightly processing tasks as specified in Specification B.1.b.2).

3.3.2.2.11 Describe in the Reply the Respondent’s ability to provide a complete WIC FL-WiSE state agency package as specified in Specification B.1.b.3)a.-c.

3.3.2.2.12 Describe in the Reply the Respondent’s ability to perform system maintenance as specified in Specifications B.2.a.1)- 6).

3.3.2.2.13 Describe in the Reply the Respondent’s ability to perform application enhancements as specified in Specifications B.3.a.1)-9).

3.3.2.2.14 Describe in the Reply the Respondent’s ability to perform modifications to existing functionalities as specified in Specifications B.3.b.1)-2).

3.3.2.2.15 Describe in the Reply the Respondent’s ability to provide new functionalities for the system as specified in Specifications B.3.c.1)-3).

3.3.2.2.16 Describe in the Reply the Respondent’s ability to develop an annual plan as specified in Specifications B.4.a.1)a.-o.

3.3.2.2.17 Describe in the Reply the Respondent’s ability to provide an annual schedule as specified in Specifications B.4.a.2)a.-q.

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3.3.2.2.18 Describe in the Reply the Respondent’s ability to meet the software release requirements as specified in Specifications B.4.a.3)a.-i.

3.3.2.2.19 Describe in the Reply the Respondent’s ability to provide an updated report monthly as specified in Specification B.4.b.

3.3.2.2.20 Describe in the Reply the Respondent’s ability to conduct bi-weekly planning and operational status meetings as specified in Specification B.4.c.

3.3.2.2.21 Describe in the Reply the Respondent’s ability to prepare and submit a Disaster Recovery Plan as specified in Specification B.4.d.

3.3.2.2.22 Describe in the Reply the Respondent’s ability to develop and maintain User Guides, help files, and any technical documentation as specified in Specification B.4.e.

3.3.2.2.23 Describe in the Reply the Respondent’s ability to report results of application and database findings and any tuning activities as specified in Specification B.4.f.

3.3.2.2.24 Describe in the Reply the Respondent’s ability to assist the

Department in maintaining an up-to-date list of software, equipment, licensure, and any other configurable items used in the FL-WiSE system as specified in Specification B.4.g.

3.3.2.2.25 Describe in the Reply the Respondent’s ability to meet the training requirements as specified in Specification C.

3.3.2.2.26 Describe in the Reply the Respondent’s ability to provide literature as specified in Specification D.

3.3.2.2.27 Describe in the Reply the Respondent’s ability to provide manuals as specified in Specification E.

3.3.2.2.28 Describe in the Reply the Respondent’s ability to provide services remotely or locally as specified in Specification F.

3.4 Copies of Replies

Respondents must submit the following copies for the Technical Reply:

One original copy of the Technical Reply must be submitted no later than the date and time set forth in Section 2.6, the Timeline. In addition, one electronic copy of the Technical Reply on a single USB storage device, or CD, viewable in Adobe Acrobat Reader (PDF) must be submitted. The electronic copy submitted must contain the entire Technical Reply as the submitted original copy, including all supporting and signed documents.

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

Refer to Section 3.13 for information on redacting confidential information, if applicable.

Respondents must not disclose cost information in the body of the Technical Reply.

Including cost information will cause the Reply to be disqualified (Mandatory Requirement, refer to Section 3.3.1).

3.5 Reply Labeling

3.5.1. Technical Reply

The Technical Reply must be sealed and identified as follows:

Invitation to Negotiate DOH22-021 Title: Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Due Date:

Respondent’s Name:

TECHNICAL REPLY

3.5.2 All Replies 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 Reply submittal.

3.6.2. Respondents must submit all technical in the formats specified in the ITN.

3.6.3. Replies must be sent via mail, courier, or hand delivered to the location indicated in Section 2.6, the Timeline.

3.6.4. Replies submitted via electronic mail (email) or facsimile will not be considered.

3.6.5. The Department is not responsible for improperly marked Replies.

3.6.6. It is the Respondent’s responsibility to submit its Reply at the proper place and time indicated in Section 2.6, the Timeline.

3.6.7. The Department’s clocks will provide the official time for Reply receipt.

3.6.8. 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 Prior Experience Form

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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 B, Prior Experience Form of this ITB 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.

See the Prior Experience Form (Attachment B) for further details and complete the form in its entirety and submit it with the Reply.

3.7.1 The assessment of any fines or direct, consequential, or liquidated damages under such contracts.

3.7.2 If there are no such contract disputes, the Respondent must submit a statement confirming this fact under this title in its Reply.

3.8. Subcontractor List

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 Reply submission and the amount of the subcontract must be identified in the Reply. If a subcontract has been identified at the time of Reply 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 performance of its Contract responsibilities with the Department. The Department reserves the right to request and review information in a subcontract and reject any subcontractor proposed by the Respondent in its Reply.

The Respondent must complete the Subcontractors List Form (Attachment G), in its entirety and submit it with the Reply.

3.9. Value-Added Services

The Respondent may offer services other than those specifically outlined in this solicitation that it believes offer Value-Added Services to the Department. Although the Department has listed mandatory requirements and provided Attachment A, Specifications, those are not intended to limit the Respondent’s innovations or creativity in preparing a Reply to accomplish these goals. Innovative ideas, new concepts, and partnership arrangements other than those presented in this ITN will be considered. For example, these might include unique business features (such as Mobile Applications), special services, offer costs or shared savings, discounts, or terms and conditions specific to each Respondent.

Information provided in this section will not be scored by the Evaluation Team but is reserved for further discussion and finalization during the Negotiation Phase.

3.10. 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.

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Use of the Standard Contract is mandatory for Departmental contracts. The Standard Contract terms and conditions are located at:

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

3.11. Exceptions

The Respondent must fully describe any exceptions it has to the terms in the Department’s Standard Contract in its Reply. This section will not be scored by the Evaluation Team but is reserved for further discussion and finalization during the Negotiation Phase.

Additionally, the Department is under no obligation to consider or accept any exceptions requested by the Respondent under this solicitation.

3.12. Cost of Preparation

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

3.13. 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 Reply 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 Reply 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 Reply 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 Reply 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 Reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Reply, 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.

3.14. Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-Reply conference, Reply opening, or meeting at (850) 245-4199. If hearing or speech impaired, please contact the 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 http://www.floridahealth.gov/about/administrative-functions/purchasing/DepartmentofHealthStandardContractversion1-2021.pdf#open%20in%20new%20window

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Department’s Purchasing office through the Florida Relay Service, at 1-800-955-8771

(TTY).

3.15. Late Replies

The Procurement Officer must receive Replies pursuant to this ITN no later than the date and time specified in Section 2.6. Replies that are not received by the date and time specified will not be considered.

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SECTION 4.0 REPLY EVALUATION AND NEGOTATION PROCESS

4.1 Evaluation Phase Methodology

The Department will evaluate replies against all evaluation criteria set forth below to establish a competitive range of replies reasonably susceptible of award. The maximum points possible for the total Reply submission is 405.

4.1.1. Scoring of Technical Replies

Technical Replies will be scored by the Evaluation Team in the areas indicated in Attachment I. The raw scores in each evaluation area from each team member will be averaged together. These average scores will be added to determine each Respondent’s Technical Reply score.

4.1.2 The final evaluation scores for all Respondents will be used to rank the Replies (Reply with the highest score = 1, the second highest = 2, etc.). The ranking for each Reply will be used to establish a competitive range to determine which Respondents may be invited to participate in negotiations. The Department intends to first negotiate with the two most highly ranked Respondents, but the Department reserves the right to negotiate with as many Respondents as it chooses, or to reject all Replies, to determine the best value for the State.

4.1.3 Responsive and responsible Respondent(s) will be invited to negotiate based upon the Reply Evaluation Scores. Respondents are cautioned to propose their best possible offers in their initial Reply as failing to do so may result in the Respondent not being selected to proceed to negotiations. If necessary, the Department will request revisions to the approach submitted by the top-rated Respondent(s) until it is satisfied that the contract model will serve the State’s needs and is determined to provide the best value for the State.

4.2 Negotiation Phase Methodology

4.2.1. Negotiations

The selected Respondents will be invited to provide a more detailed explanation of their Replies, to provide interactive presentations of the Reply, and to begin negotiations with the Department. The Negotiation Team may consider information obtained during the Evaluation Phase but is not bound by evaluation team scoring.

Evaluation Criteria Maximum Points

Technical Reply – Attachment H 405

TOTAL MAXIMUM POINTS POSSIBLE 405

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The negotiation team may reassess any of the evaluation determinations and may consider any additional information that comes to its attention during negotiations.

The Department reserves the right to require attendance by specific Respondent representatives. Any written summary of presentations or demonstrations provided by the Respondent must include a list of persons attending on its behalf, a copy of the agenda, copies of all visuals or handouts, which will become part of the Reply.

Failure to provide requested information during negotiations may result in rejection of the Reply and discontinuing negotiations with that Respondent.

Respondents may be provided an opportunity to recommend value added services and provide information and options during negotiations. The Department reserves the right to negotiate different terms and related price adjustments if the Department determines that such changes would provide the best value to the State. The Negotiation Team may address each proposed alternative during negotiations but is under no obligation to accept a proposed alternative. If the Negotiation Team determines that a proposed alternative is not acceptable, and the Respondent fails to offer another alternative that is acceptable, the Respondent may be eliminated from further consideration, or the Negotiation Team may stop negotiations with that Respondent.

4.2.2. Other Department Rights During Negotiations

The Department reserves the right to negotiate with any or all responsive and responsible Respondents, serially or concurrently, to determine the best solution.

During the negotiation process the Department reserves the right to exercise the following rights. This list is not exhaustive.

4.2.2.1. Schedule additional negotiating sessions with any or all responsive Respondents.

4.2.2.2. Require any or all responsive Respondents to provide additional revised or final written Replies addressing specified topics.

4.2.2.3. Require any or all responsive Respondents to address services, prices, or conditions offered by any other Respondent.

4.2.2.4. Pursue a contract with one or more responsive Respondents for the services encompassed by this solicitation, any addenda thereto, and any request for additional revised or final written Replies or request for BAFOs.

4.2.2.5. Pursue the division of contracts between responsive Respondents by type of service or geographic area, or both.

4.2.2.6. Arrive at an agreement with any responsive Respondent, finalize principal Contract terms with such Respondent and terminate negotiations with any or all other Respondents, regardless of the status of or scheduled negotiations with such other Respondents.

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4.2.2.7. Decline to conduct further negotiations with any Respondent.

4.2.2.8. Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this solicitation.

4.2.2.9. Review and rely on relevant information contained in the Replies received from Respondents.

4.2.2.10. Review and rely on relevant portions of the evaluations conducted.

4.2.2.11. Reject any and all Replies if the Department determines such action is in the best interest of the State.

4.2.2.12. Negotiate concurrently or separately with competing Respondents.

4.2.2.13. Utilize subject matter experts, subject matter advisors, and multi-agency advisors to assist the negotiation team.

4.3 Selection Criteria

Each Reply will be evaluated against the selection criteria determined by the Negotiation Team which may include the following:

4.3.1. The Respondent’s articulation, innovation, and demonstrated ability of the proposed solution to meet the Department’s goals and requirements of this ITN.

4.3.2. Respondent’s demonstrated ability and experience to effectively provide the services.

4.3.3. Experience and skills of the Respondent’s proposed staff relative to the proposed approach.

4.3.4. Respondent’s technical Reply and Cost Replies as they relate to satisfying the primary goals of the telecommunication services identified herein.

The negotiation process will also include negotiation of the terms and conditions of the Contract, in accordance with sections 287.057 and 287.058, Florida Statutes, as applicable to the services being procured pursuant to this ITN.

By submitting a Reply, a Respondent agrees to be bound to the terms of the PUR1000 and the Department’s Standard Terms and Conditions. Respondents should assume these terms will apply during the prospective Contract term unless Exceptions are provided in accordance with section 3.11, above, that the Department agrees to accept.

The Department reserves the right to negotiate different terms and related price adjustments if the Department determines that it provides the best value to the State.

As part of the negotiation process, the Department will check references as described in Attachment B and assess the information provided for the projects associated with those

Operations and Maintenance of the Florida Women, Infant and Children (WIC) Information System and EBT Data System Page | 23 references. The Department also reserves the right to contact references not provided by the Respondent. Respondents may be requested to provide additional references. The results of the reference checks may influence the final negotiation and selection of the Respondent. The focus of the negotiations will be on achieving the solution that provides the best value to the State based upon the “Selection Criteria” and satisfies the Department’s primary goals as identified in this ITN.

4.4 Final Selection and Notice of Intent to Award

The Department will issue a written request for one or more Respondents to submit their BAFO at the end of negotiations. At a minimum, the BAFO must contain:

4.4.1. A revised Specifications based on the Respondent’s discussions with the Department during negotiations;

4.4.2. All negotiated terms and conditions to be included in final Contract; and

4.4.3. A final Cost Reply.

Each submitted BAFO will be returned to the Negotiation Team for final review. The Negotiation Team will hold a public meeting to determine which Respondent’s BAFO constitutes the best value to the State based upon the Selection Criteria specified in Section 4.3, and develop a recommendation based on that determination. During this process, the Negotiation Team is not required to score the BAFO but will base its recommendation on the selection criteria and the BAFO that is the best value for the State.

The score from the Evaluation Phase will not carry over into negotiations and the Negotiation Team will not be bound by those scores. The Procurement Officer will prepare a report to the Department’s State Surgeon General, or designee, regarding the recommendation of the Negotiation Team. The Department does not anticipate reopening negotiations after receiving the BAFOs but reserves the right to do so if it is in the best interest of the State.

The Department’s State Surgeon General, or designee, will make the final determination as to which Respondent should be awarded the Contract based on the recommendation of award.

4.5 Basis of Award

A Contract may be awarded to the responsible and responsive Respondent whose Reply is deemed to be the best value to the State, in consideration of price and selection criteria in this ITN.

The Department reserves the right to accept or reject any or all offers, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the State. The Department has the right to use any or all ideas or adaptions of the ideas presented in any Reply. Selection or rejection of a Reply will not affect this right.

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Respondents whose past performance, current status, or Reply does not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected.

4.6. Identical Tie Replies

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 J, 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.